User Guide: Winter '12

How to be Successful with Salesforce

Last updated: December 1, 2011
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Table of Contents

Table of Contents
Welcome.............................................................................................................................................1 What's New in Salesforce?....................................................................................................................1
Overview...................................................................................................................................................................................2 Getting Started........................................................................................................................................................................10

Working in Salesforce........................................................................................................................29
Personal Setup.........................................................................................................................................................................29 Home Tab...............................................................................................................................................................................52 Accounts..................................................................................................................................................................................60 Activities..................................................................................................................................................................................98 Contacts................................................................................................................................................................................160 Contact Roles........................................................................................................................................................................190 Contracts...............................................................................................................................................................................194 Custom Object Records........................................................................................................................................................206 Documents............................................................................................................................................................................217 Email.....................................................................................................................................................................................228 List Views..............................................................................................................................................................................241 Notes & Attachments...........................................................................................................................................................256 Salesforce CRM Content......................................................................................................................................................261 Salesforce for Google Apps...................................................................................................................................................292 Search and Tags....................................................................................................................................................................314

Administering Salesforce..................................................................................................................353 Setting Up Your Organization..................................................................................................353
Company Information...........................................................................................................................................................358 Multiple Currencies...............................................................................................................................................................414 Advanced Currency Management.........................................................................................................................................418 Divisions................................................................................................................................................................................422

Managing Mail Merge Templates............................................................................................430 Using Letterheads....................................................................................................................434 Managing Email Templates.....................................................................................................437
Translation Workbench........................................................................................................................................................452 User Management.................................................................................................................................................................467 Security and Sharing..............................................................................................................................................................569 Data Management.................................................................................................................................................................697 Data.com (Formerly Jigsaw) Administration........................................................................................................................813

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Table of Contents Monitoring............................................................................................................................................................................823 Salesforce Mobile..................................................................................................................................................................853 Administering Salesforce for Outlook...................................................................................................................................913 Email Administration............................................................................................................................................................935 Search and Tags....................................................................................................................................................................946 Customize.............................................................................................................................................................................950 Critical Updates Console.....................................................................................................................................................1481 Force.com Sites...................................................................................................................................................................1485 Customer Portal..................................................................................................................................................................1532

Building and Extending Apps..........................................................................................................1583 App Setup Overview..............................................................................................................1583
Create..................................................................................................................................................................................1584 Develop...............................................................................................................................................................................1818 Deploy.................................................................................................................................................................................2019 Installed Packages................................................................................................................................................................2036

Building Sites.................................................................................................................................2064 Siteforce Overview.................................................................................................................2064 About Publisher and Contributor Features..............................................................................2065 Setting Up Siteforce Users......................................................................................................2066 Planning and Implementing a Siteforce Website.....................................................................2067 Sites Tab Overview................................................................................................................2069 Using Siteforce Studio as a Publisher......................................................................................2070 Using Siteforce Studio as a Contributor..................................................................................2071 Creating a Siteforce Site.........................................................................................................2072
Creating and Managing Pages.............................................................................................................................................2073

Importing and Using Assets....................................................................................................2083 Setting Site Properties...........................................................................................................2085
Adding Features and Page Elements...................................................................................................................................2086 Styling Your Website..........................................................................................................................................................2098 Using Events to Create Animated Effects...........................................................................................................................2111 Editing the Site Content.....................................................................................................................................................2114

Previewing Siteforce Sites......................................................................................................2122
Managing Domains and Live Sites.....................................................................................................................................2123

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Table of Contents

Collaborating with Chatter.............................................................................................................2126 Chatter Overview..................................................................................................................2126 Using Chatter........................................................................................................................2129 Chatter Tab Overview............................................................................................................2129
User Profiles........................................................................................................................................................................2130 People..................................................................................................................................................................................2135 Groups.................................................................................................................................................................................2137 Feeds...................................................................................................................................................................................2150 Files.....................................................................................................................................................................................2167 Search..................................................................................................................................................................................2186 Topics..................................................................................................................................................................................2188 Messages..............................................................................................................................................................................2191 Email Notifications.............................................................................................................................................................2195 Recommendations...............................................................................................................................................................2197 Moderating Chatter............................................................................................................................................................2199 Chatter Desktop..................................................................................................................................................................2201

Selling............................................................................................................................................2210
Account Teams...................................................................................................................................................................2210 Assets...................................................................................................................................................................................2216 Competitors.........................................................................................................................................................................2224 Forecasting..........................................................................................................................................................................2228 Customizable Forecasts.......................................................................................................................................................2235 Forecasts..............................................................................................................................................................................2246 Opportunities......................................................................................................................................................................2259 Quotes.................................................................................................................................................................................2278 Data.com (Formerly Jigsaw)................................................................................................................................................2291 Products...............................................................................................................................................................................2310 Team Selling.......................................................................................................................................................................2336 Territory Management........................................................................................................................................................2343 Salesforce for Wealth Management....................................................................................................................................2371 Relationship Groups............................................................................................................................................................2379 Salesforce for Outlook.........................................................................................................................................................2398 Connect for Outlook...........................................................................................................................................................2426 Connect for Lotus Notes.....................................................................................................................................................2454 Connect for Office..............................................................................................................................................................2482 Connect Offline..................................................................................................................................................................2489 Mail Merge..........................................................................................................................................................................2509

Marketing......................................................................................................................................2515
Campaigns...........................................................................................................................................................................2515

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Table of Contents Leads...................................................................................................................................................................................2564 Salesforce for Google AdWords..........................................................................................................................................2586

Analytics........................................................................................................................................2600
Reporting.............................................................................................................................................................................2600 Dashboards..........................................................................................................................................................................2694 Report Types.......................................................................................................................................................................2729 Analytic Snapshots..............................................................................................................................................................2738

Providing Support..........................................................................................................................2752
Call Center..........................................................................................................................................................................2752 Cases....................................................................................................................................................................................2796 Case Teams.........................................................................................................................................................................2826 Portals..................................................................................................................................................................................2838 Solutions..............................................................................................................................................................................2839 Salesforce Knowledge..........................................................................................................................................................2863 Console................................................................................................................................................................................2896 Service Cloud Console........................................................................................................................................................2906 Ideas....................................................................................................................................................................................2917 Answers...............................................................................................................................................................................2932 Social Media........................................................................................................................................................................2943 Entitlement Management...................................................................................................................................................2944

Partner Selling................................................................................................................................3002
Salesforce to Salesforce........................................................................................................................................................3002 Connection Finder..............................................................................................................................................................3033 Partners...............................................................................................................................................................................3037 Partner Portal......................................................................................................................................................................3043 Database.com......................................................................................................................................................................3089

More Resources..............................................................................................................................3090
FAQ....................................................................................................................................................................................3090 Printable Tip Sheets & User Guides...................................................................................................................................3267 Accessibility.........................................................................................................................................................................3272 Salesforce Online Help Glossary.........................................................................................................................................3282

Checkout.......................................................................................................................................3316
Checkout.............................................................................................................................................................................3316

Index..............................................................................................................................................3321

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WELCOME

What's New in Salesforce?
Current Release
The latest release includes new features for sales, support, marketing, and Chatter users as well as enhancements to the platform. For more information, visit the Winter '12 community page. For a complete listing of new features along with implementation tips and best practices, see: • • • • • • • Winter '12 Release Notes Force.com Connect for Lotus Notes Release Notes Force.com Connect for Office Release Notes Force.com Connect Offline Release Notes Force.com Connect for Outlook Release Notes Salesforce for Outlook Release Notes Database.com Release Notes

Past Releases
For information about new features introduced in previous releases, see: • • • • • • • • • • • • • • • • • • • • • Summer '11 Release Notes Spring '11 Release Notes Winter '11 Release Notes Summer '10 Release Notes Spring '10 Release Notes Winter '10 Release Notes Summer '09 Release Notes Spring '09 Release Notes Winter '09 Release Notes Summer '08 Release Notes Spring '08 Release Notes Winter '08 Release Notes Summer '07 Release Notes Spring '07 Release Notes Force.com Mobile 7.0 for BlackBerry Release Notes Force.com Mobile 6.1 for Windows Mobile 5 Release Notes Winter '07 Release Notes Summer '06 Release Notes Winter '06 Release Notes Force.com Mobile 6.0 Release Notes Summer '05 Release Notes

1

Overview

Introduction

• • • •

Winter '05 Release Notes Summer '04 Release Notes Spring '04 Release Notes Winter '04 Release Notes

OVERVIEW
Introduction
Your Edition determines which features and functionality you can access. To determine which Edition you are using, check the title bar of your browser.

Welcome to the award-winning cloud-computing provider designed for you to manage your customer relationships, integrate with other systems, and build your own applications. Salesforce includes the following products and services: Salesforce Applications Salesforce includes prebuilt applications for customer relationship management (CRM) ranging from sales force automation to partner relationship management, marketing, and customer service. Force.com Platform The Force.com platform is the first platform as a service (PaaS), enabling developers to create and deliver any kind of business application entirely on-demand and without software. The platform also includes easy-to-use, point-and-click customization tools to help you create solutions for your unique business requirements, without any programming experience. Database.com Database.com is a multitenant cloud database service that’s designed to store data for mobile, social, web, and desktop applications. You can use Database.com as the back-end database for applications that are written in any language, and run on any platform or mobile device. Database.com's built-in social computing infrastructure and native support for building sophisticated REST-based APIs enables you to create employee-facing, native mobile and social apps. AppExchange AppExchange is a marketplace featuring hundreds of cloud applications created by salesforce.com customers, developers, and partners. Many of the applications are free and all of them are pre-integrated with Salesforce, enabling you to easily and efficiently add functionality.

2

Overview

What Is an Edition?

Salesforce.com Community Salesforce.com provides training, support, consulting, events, best practices, and discussion boards to help you be successful. Visit Salesforce.com Community.

See Also:
Sales Cloud Overview Service Cloud Overview What Is an Edition? Personal Edition Group Edition Professional Edition Enterprise Edition Unlimited Edition Developer Edition Database.com Edition

What Is an Edition?
Your Edition determines which features and functionality you can access. To determine which Edition you are using, check the title bar of your browser.

Salesforce.com offers several bundles of its products and services, each geared toward a different set of business needs. These bundles, called Editions, all have the same look and feel, but vary by feature, functionality, and pricing. For example, a feature that is available in Professional Edition for an additional fee may be included in Enterprise Edition. For a comparison chart of Editions and their features, see Selecting the right Salesforce Edition. The online help describes all generally available features, including those that may not be available in your Edition. Refer to the “Available in:” line at the top of a help topic to see if it applies to your Edition.

See Also:
Introduction Personal Edition Group Edition Professional Edition Enterprise Edition Unlimited Edition Developer Edition Viewing User License Types

Personal Edition

3

Overview

Personal Edition

Personal Edition is a CRM solution designed for an individual sales representative or other single user. Personal Edition provides access to key contact management features such as accounts, contacts, and synchronization with Microsoft Outlook®. It also provides sales representatives with sales tools such as opportunities. Beginning with the Summer '09 release which occurred in June 2009, new organizations do not include access to opportunities. Organizations that signed up prior to June 2009 still have access to opportunities.

Contact Manager
Contact Manager is designed for small businesses and provides access to key contact management features including accounts, contacts, activities, calendars, notes and attachments, and reports. Contact Manager also provides straightforward and easy-to-use customization options. For more information about Contact Manager features, visit the Salesforce Pricing & Editions page.

Group Edition
Salesforce Group Edition is designed for small businesses and workgroups with a limited number of users. Group Edition users can manage their customers from the start of the sales cycle through closing the deal to providing customer support and service. Group Edition offers access to accounts, contacts, opportunities, leads, cases, dashboards, and reports. For more information about Group Edition features, visit the Salesforce Pricing & Editions page.

See Also:
Tip sheet: Using Group Edition Administrator tip sheet: Setting Up Group Edition

Professional Edition
Salesforce Professional Edition is designed for businesses who need full-featured CRM functionality. Professional Edition includes straightforward and easy-to-use customization, integration, and administration tools to facilitate any small- to mid-sized deployment. For more information about Professional Edition features, visit the Salesforce Pricing & Editions page.

Enterprise Edition
Salesforce Enterprise Edition is designed to meet the needs of large and complex businesses. In addition to all of the functionality available in Professional Edition, Enterprise Edition organizations get advanced customization and administration tools that can support large-scale deployments. Enterprise Edition also includes access to the Web services API so you can easily integrate with back-office systems. For more information about Enterprise Edition features, visit the Salesforce Pricing & Editions page.

See Also:
Administrator setup guide: Enterprise Edition Upgrade Guide Force.com API Usage Limits

4

Overview

Unlimited Edition

Unlimited Edition
Unlimited Edition is salesforce.com's flagship solution for maximizing CRM success and extending that success across the entire enterprise through the Force.com platform. Unlimited Edition customers benefit from new levels of platform flexibility for managing and sharing all of their information on demand. Unlimited Edition includes all Enterprise Edition functionality plus Premier Support, full mobile access, unlimited custom apps, increased storage limits, and more. For more information about Unlimited Edition features, visit the Salesforce Pricing & Editions page.

See Also:
Enterprise Edition Force.com API Usage Limits

Developer Edition
Developer Edition provides access to the Force.com platform and API. It allows developers to extend the Salesforce system, integrate with other applications, and develop new tools and applications. Developer Edition provides access to many of the features available with Enterprise Edition. Salesforce.com does not provide technical support for Developer Edition. You can solicit help from the developer community message boards available to registered users via the Force.com developer website - developer.force.com. Documentation for Developer Edition is available from the Technical Library.

See Also:
Force.com API Usage Limits Force.com Free Edition

Force.com Free Edition
Force.com Free Edition is a Salesforce organization designed for developing and deploying one Force.com app for up to 100 users. You can upgrade your Free Edition account to a paid subscription if you need to deploy more custom applications to more users in the future. Free Edition includes most Force.com features but does not provide users with Salesforce CRM functionality and standard objects, such as accounts, contacts, campaigns, leads, opportunities, forecasts, products, cases, and solutions. For more information about Free Edition features, visit the Salesforce Pricing & Editions page. The following table shows the differences and similarities between Free Edition and Salesforce.com's other development environment, Developer Edition: Free Edition Force.com Development Yes Developer Edition Yes

5

Overview

Database.com Edition

Force.com Deployment Upgradeable CRM Self-Service Mobile Platform Customer Portal Partner Portal Developer preview features Multi-language support

Yes Yes No No No No No No No

No No Yes Yes Yes Yes Yes Yes Yes

Salesforce.com does not provide technical support for Free Edition. You can solicit help from the developer community message boards available to registered users via the Force.com developer website—developer.force.com.

See Also:
Developer Edition

Database.com Edition
Database.com is a multitenant cloud database service that’s designed to store data for mobile, social, web, and desktop applications. You can use Database.com as the back-end database for applications that are written in any language, and run on any platform or mobile device. Database.com's built-in social computing infrastructure and native support for building sophisticated REST-based APIs enables you to create employee-facing, native mobile and social apps. As a Salesforce user, you’re already using Database.com when you’re performing tasks such as creating custom objects, managing security, or importing data with the Force.com platform and API. A standalone version of Database.com is available for developers who want to create applications that leverage other languages, platforms, and devices.

See Also:
Getting Started with Database.com

Sales Cloud Overview

6

Overview

Sales Cloud Overview

Your Edition determines which features and functionality you can access. To determine which Edition you are using, check the title bar of your browser.

The Sales Cloud helps you build stronger relationships with customers, gain better visibility into sales, and close more deals, whether you're in the office or on the road. Sales Cloud features are listed below.

Selling
Account and Contact Management • • • • • • Accounts Account Teams Contacts Contact Roles Data.com Contracts

Opportunities • • • • • • Opportunities Products Quotes Competitors Team Selling Forecasts

Marketing
• • • Leads Campaigns Salesforce for Google AdWords

Analytics
• • • Analytic Tools Reports Dashboards

Partner Selling
• • • Partners Partner Portal Salesforce to Salesforce

Productivity Resources
Collaboration • • Chatter Files Tab

7

Overview

Service Cloud Overview

Calendar and Email • • • • Activities Email Salesforce for Outlook Mail Merge

Content • • • • • Files Tab Salesforce CRM Content Document Library Salesforce for Google Apps Connect for Office

Mobile • Salesforce Mobile

Offline • Connect Offline

See Also:
Service Cloud Overview Introduction

Service Cloud Overview
Your Edition determines which features and functionality you can access. To determine which Edition you are using, check the title bar of your browser.

The Service Cloud helps you provide more responsive customer service, increase agent productivity, reduce service costs, and gain better visibility into your service organization, whether you're in the office or on the road. Service Cloud features are listed below.

Contact Center
Case Management • • • • • • Cases Case Teams Email-to-Case Web-to-Case Console Tab Service Cloud Console

Workflow • Case Auto-Response Rules

8

Overview

Service Cloud Overview

• • •

Case Assignment Rules Case Escalation Rules Custom Workflow Rules

Telephony • • Computer-Telephony Integration (CTI) Computer-Telephony Integration Toolkit

Salesforce Knowledge Base
• • Salesforce Knowledge Data Categories

Solutions
• • Solutions HTML Solutions

Entitlements and Service Contracts
• Entitlement Management

Email Templates
• Text, HTML, and Visualforce Email Templates

Web Portals
• • Customer Portal Partner Portal

Community
• • • Answers Ideas Salesforce for Twitter and Facebook

Analytics
• • • Analytic Tools Reports Dashboards

Productivity Resources
Collaboration • • Chatter Files Tab

Calendar and Email • Activities

9

Getting Started

Getting Started with Salesforce

• • •

Email Salesforce for Outlook Mail Merge

Content • • • • • Files Tab Salesforce CRM Content Document Library Salesforce for Google Apps Connect for Office

Mobile • Salesforce Mobile

Offline • Connect Offline

See Also:
Sales Cloud Overview Introduction

GETTING STARTED
Getting Started with Salesforce
Available in: All Editions except Database.com

With Salesforce, you can enter, organize, and find your important business data. To get started, review these preliminary steps.

For All Users
• • • Review the Salesforce online training courses. Edit your personal information. Import your existing contacts.

For Administrators
• • Set up your Salesforce organization. Import your company's existing data.

10

Getting Started

Trial Overview

For Developers
• Review the Documentation Resources for Force.com Developers.

See Also:
Language Settings Overview Error Messages Entering Data

Language Settings Overview
Available in: All Editions except Database.com

The Salesforce Web user interface, Salesforce for Outlook, Connect for Outlook, Connect Offline, and Connect for Office are available in multiple languages. The Salesforce Web user interface has two language settings: • • Personal language—All on-screen text, images, buttons, and online help display in this language. Edit your personal information to change this setting. Default organization language—This applies to all new users until they select their personal language. This setting also determines the language in which all customizations—such as custom fields, tabs, and user interface options—are stored. For customizations, users' personal language settings don't override this default setting. Some setup items that are manually entered by an administrator can be translated in the Translation Workbench. Administrators can change this setting by editing the company information. Text entered by users remains in the language in which it was entered.

Trial Overview
Available in: All Editions except Database.com

During your trial, you can evaluate Salesforce before you subscribe. Your trial includes: • • • • Sample data. You can delete sample data or start a new trial. Administrator privileges. The person who signed up automatically becomes the administrator. You can add another administrator when you add more users. A variety of Salesforce features. The ability to subscribe to Salesforce.

11

Getting Started

Trial Overview

Note: Features included in your trial may not be available in the Edition you choose to purchase. If you set up multiple users in your trial and later choose to convert to Personal Edition, all users except the original system administrator will be deactivated.

See Also:
Adding or Subtracting User Licenses

Deleting Trial Data
Available in: All Editions except Database.com

User Permissions Needed To delete trial data: “Modify All Data”

When you sign up for Salesforce, your organization is initially populated with some sample data. During your trial period, administrators can delete all of this sample data plus all of your organization’s data at one time. To delete all of the existing data in a trial organization: 1. Click Your Name > Setup > Data Management > Delete All Data. This link is available only during your trial period. 2. Enter the requested text stating that you understand that all of the data in your organization will be deleted. This includes both sample data and data you have entered. Your user and administration setup is not affected. 3. Click Submit. After your trial period has ended, you can delete any sample data manually or with the Mass Delete feature.

See Also:
Trial Overview Starting a New Trial

Starting a New Trial

12

Getting Started

Troubleshooting Login Issues

Available in: Contact Manager, Group, Professional, Enterprise, and Unlimited Editions

User Permissions Needed To start a new trial: “Modify All Data”

When you sign up for Salesforce, you can choose an industry-specific template with sample data. During your trial period, you can start a new trial with a blank template. To start a new trial, you must abandon your current trial, including all data and customizations. You can start a new trial if you have: • • • Less than 1000 rows of data No additional user licenses added by salesforce.com No additional functionality enabled by salesforce.com

To start a new trial: 1. Click Your Name > Setup > Data Management > Start a New Trial. This link is available only during your trial period. 2. Select your language and template preferences. 3. Enter the requested text stating that you want to abandon your current trial organization and all of its data. This includes both sample data and data you have entered. 4. Check the box to confirm that all of your current trial data will be lost. 5. Click Submit. 6. When the confirmation page appears, click Submit. Note: By choosing to start a new trial, you are abandoning your current trial organization including all existing data and customizations. You will no longer be able to access the trial or data. Only usernames will be preserved.

See Also:
Trial Overview Deleting Trial Data

Troubleshooting Login Issues
Available in: All Editions except Database.com

Logging in for the first time: 1. Your administrator adds you as a user. 2. You receive an email with a link. Click the link to log in. 3. While logging in, you are prompted to change your password, and set a security question response.

13

Getting Started

Navigating

The first time you log in you are prompted to change the temporary password that was emailed to you. Salesforce recommends that you change your password periodically to protect the privacy of your data. If your administrator has set the User passwords expires in setting, you must change your password periodically. Overcoming password issues: • • • Forgot your password? Retrieve it. Locked out? Wait until the lockout period expires and try again, or contact your administrator. Password expired? Change your password when prompted.

The password policies set up by your administrator determine how many failed logins are allowed, how long the lockout period lasts, and password requirements such as minimum length. Note: If your session is inactive for a period of time, the system prompts you to continue working or log out. If you don't respond to this time-out prompt, the system displays a login page.

Navigating
Available in: All Editions except Database.com

You can navigate between pages and select options using standard text and button links. • On any detail page you can click the Back to List: link to return to your most recently viewed list page. The kind of list that you will be returning to is appended after the colon. For example, if the last list page you viewed was the 'D' page of the “All Accounts” view, clicking Back to List: Accounts returns you to that page. Similarly, if your most recently viewed list page was a list of cases, then the link would be Back to List: Cases. The link isn't available if you haven't viewed any list pages in your current session. If your organization has enabled collapsible page sections, use the arrow icons next to the section headings to expand or collapse each section on the detail page. Note: Buttons and links mentioned in the online help only display for users who have the appropriate user permissions.

See Also:
About the Sidebar Navigating Long Lists

Entering Data
Available in: All Editions except Database.com

Entering data in Salesforce is much like entering data in any Web page. You can enter data in any of the tabs, or you can import data.

14

Getting Started

Entering Data

Note the following: • • • Remember to click Save so you don’t lose your changes. Required fields are marked with red on editable pages. All other fields are optional. Use inline editing to edit fields directly on the detail page. If inline editing isn't enabled, contact your administrator.

See Also:
Entering Dates and Times Entering Currency Entering Phone Numbers Selecting Picklist Values

Entering Dates and Times
Available in: All Editions except Database.com

Many fields allow you to enter a date or a time in the format specified by your Locale setting. For more information about these formats, see What format is used for dates, times, and names in Salesforce? on page 3096. To enter a time, do one of the following: • • Click the link next to the field on the edit page to enter the current time. Manually enter a time in the format allowed by your Locale setting.

To enter a date: 1. Click in the date or date/time field on an edit page. 2. Choose a date from the calendar, or manually enter a date. All dates display with four digits for the year, although you can enter two or four digits according to these guidelines. Examples are shown in the English (United States) locale: • • • Enter two digits from 00 to 59 for years 2000 - 2059, for example, 12/30/40 is saved as December 30, 2040 Enter two digits from 60 to 99 for years 1960 - 1999, for example, 12/30/60 is saved as December 30, 1960 Enter four digits for any year from 1700 to 4000

3. Optionally, enter a literal date value. If your locale and language are English, you can use the following special date values for entering dates: Literal Date Value Yesterday Today Tomorrow Range The day before the current day. The current day. The day after the current day.

15

Getting Started

Entering Data

Literal Date Value Monday Tuesday Wednesday Thursday Friday Saturday Sunday mm/dd

Range The next Monday. If the current day is Monday, the current day. The next Tuesday. If the current day is Tuesday, the current day. The next Wednesday. If the current day is Wednesday, the current day. The next Thursday. If the current day is Thursday, the current day. The next Friday. If the current day is Friday, the current day. The next Saturday. If the current day is Saturday, the current day. The next Sunday. If the current day is Sunday, the current day. The values for the day and month and the current year. For example, 12/31 would expand to 12/31/2009 if the year is 2009. The values for the day and month and the current year. For example, 12.31 would expand to 12/31/2009 if the year is 2009. The values for the day and month and the current year. For example, 12-31 would expand to 12/31/2009 if the year is 2009.

mm.dd

mm-dd

If the field is a date/time field, the time is set to the current time. These literal date values are not case sensitive. Tip: You can set these literal date values using the first three letters. For example, yes for yesterday or mon for Monday.

Minimum and Maximum Dates Only dates within a certain range are valid. The earliest valid date is 1700-01-01T00:00:00Z GMT, or just after midnight on January 1, 1700. The latest valid date is 4000-12-31T00:00:00Z GMT, or just after midnight on December 31, 4000.

16

Getting Started

Entering Data

Note: These values are offset by your time zone. For example, in the Pacific time zone, the earliest valid date is 1699-12-31T16:00:00, or 4:00 PM on December 31, 1699.

See Also:
Entering Data Entering Currency Entering Phone Numbers Selecting Picklist Values

Entering Currency
Available in: All Editions except Database.com

In currency fields such as Quota or Annual Revenue, the Currency Locale setting in your Company Information determines the format and currency type of amounts you enter. For Group, Professional, Enterprise, and Unlimited Edition organizations that use multiple currencies, the format and currency type is determined by the Currency field in the record. When you enter a monetary amount (or any other type of number), you can use the shortcuts k, m, or b to indicate thousands, millions, or billions. For example, when you enter 50k it displays as 50,000. However, these shortcuts do not work for filter criteria.

See Also:
Entering Data Entering Dates and Times Entering Phone Numbers Selecting Picklist Values Managing Multiple Currencies

Entering Phone Numbers
Available in: All Editions except Database.com

When you enter phone numbers in various phone fields, Salesforce preserves whatever phone number format you enter. However, if your Locale is set to English (United States) or English (Canada), ten-digit phone numbers and eleven-digit numbers that start with “1” are automatically formatted as (800) 555-1212 when you save the record. If you do not want this formatting for a ten- or eleven-digit number, enter a “+” before the number, for example, +49 8178 94 07-0.

17

Getting Started

Entering Data

Note: If your ten- and eleven-digit phone numbers have Salesforce’s automatic format, you may need to enter the parentheses when specifying filter conditions in areas such as custom reports, custom views, and lead assignment rules, for example, “Phone starts with (415).”

See Also:
Entering Data Entering Dates and Times Entering Currency Selecting Picklist Values

Selecting Picklist Values
In Salesforce, you may encounter a few different types of picklist fields: • • Standard picklists - Click the down arrow to select a single value. Multi-select picklists - Double click on any available value in one scrolling box to add that value to the selected scrolling box on the right. You can choose a single value or multiple values. To select values within a range, select the first value and click the last value in the range while holding down the SHIFT key; then, click the arrow to add selections to the chosen box. Dependent and controlling picklists work in conjunction with each other. The value chosen in the controlling picklist affects the values available in its dependent picklist. Both controlling and dependent picklists are indicated on edit pages by an icon. Hover your mouse over the icon to display the name of the controlling or dependent picklist.

See Also:
Entering Data Entering Dates and Times Entering Currency Entering Phone Numbers

Editing Data Using Inline Editing
Inline editing settings available in: All Editions except Database.com

User Permissions Needed To enable inline editing: “Customize Application”

Inline editing allows users to quickly change field values on a record's detail page, saving the user from having to access the record's edit page first.

18

Getting Started

Entering Data

To enable inline editing for your organization, see Customizing User Interface Settings on page 1471. To edit a record using inline editing: 1. Hover your mouse over the field you want to change: • • indicates an editable field indicates a read-only field (such as Last Modified By)

2. Double-click the highlighted region next to the field. The field changes to edit mode. Salesforce displays compound fields in a dialog box so that all portions of the field can be edited. Examples of compound fields include addresses, first and last names, dependent picklists, and dependent lookups. 3. Enter the new value. Press Esc while your cursor is in a field's edit box to revert a change for that field. 4. Click away from the field to confirm your change and continue making edits. If you are editing a field that is not a text area field, you can also press Enter to confirm your change. Confirmed changes display in bold orange text. To revert a change, click next to the field. 5. Press Enter again or click Save to commit all confirmed changes. Important: Salesforce doesn't save confirmed changes to field values until you commit them by pressing the Enter key a second time or clicking Save. Navigating away from the page without committing changes cancels all edits made to the record.

Tips for Saving Inline Edits • • Press Enter while your cursor is in a field's edit box to confirm the change for that field. Press Enter when no fields are in edit mode to save all edits to the record.

Unsupported Behaviors • Removing the Edit button from a page layout doesn't prevent users from modifying the record using inline editing. To prevent users from editing data altogether, administrators should use any combination of sharing rules, field-level security, page layout field properties, validation rules, permissions or Visualforce pages. Inline editing isn't available for users with accessibility mode enabled. Inline editing isn't available for the following standard checkboxes on case, lead, and account edit pages: ◊ ◊ ◊ ◊ • • • • Case Assignment (Assign using active assignment rules) Case Email Notification (Send notification email to contact) Lead Assignment (Assign using active assignment rule) Territory Assignment (Run territory assignment rules on save)

• •

• •

You can't use inline editing on setup pages. Solution descriptions can't be modified using inline editing if HTML solutions are enabled. Inline editing isn't supported in the Customer Portal. You can use inline editing to change the values of fields on records for which you have read-only access, either via field-level security or your organization's sharing model; however, Salesforce doesn't let you save your changes, and displays an insufficient privileges error message when you try to save the record. Inline editing isn't supported in the dashboard. The fields in the following standard objects are not inline editable. ◊ All fields in Documents and Pricebooks ◊ All fields in Tasks except for Subject and Comment ◊ All fields in Events except for Subject, Desription, and Location

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Getting Started

Entering Data

◊ Full name fields of Person Accounts, Contacts, and Leads. However, their component fields are, for example, First Name and Last Name. Special Cases • Inline editing is available on detail pages for all editable fields on edit pages, except for some fields on tasks, events, price books, and documents. To edit any of these, navigate to the edit page of a record, change the value of the field desired, and then click Save. The following table lists the objects that have inline editing restrictions on some of their fields. You may need special permissions to view some of these fields: Object All Objects Opportunities Fields All fields are editable except long text area fields. All fields are editable, except the following fields are only editable on detail pages (not on list views): ◊ Amount ◊ Stage ◊ Forecast Category ◊ Quantity All fields are editable, except Lead Status is only editable on detail pages (not on list views). All fields are editable, except Case Status is only editable on detail pages (not on list views). All fields are editable, except Contract Status is only editable on detail pages (not on list views). Only the following fields are editable: ◊ Description ◊ Location ◊ Subject ◊ Type ◊ Custom fields Only the following fields are editable: ◊ CallType ◊ Description ◊ Subject ◊ Type ◊ Custom fields No fields are editable. No fields are editable.

Leads Cases Contracts Events

Tasks

Documents Pricebooks

20

Getting Started

Accessing Data

Error Messages
While using Salesforce, you may occasionally get an error message. Typically, this happens when you try to view, edit, or delete information to which you don't have access. The message page that displays should explain the reason for the error. Click your browser’s Back button to return to the previous page. If you feel you have incorrectly received an error, click Help & Training at the top of any page and select the My Cases tab to submit your issue directly to Customer Support.

Accessing Data
Available in: All Editions except Database.com

Your administrator can customize many different areas to secure your company's data. Additionally, users in Professional, Enterprise, Unlimited, and Developer edition organizations can control the access that other users have to their data by sharing records individually with colleagues. To determine whether you can access data, review this table: Action To view a tab: Access Needed • • You must have the “Read” permission on the records within that tab. Make sure you have customized your personal display to show the tab. Make sure you have the “Read” permission on the type of record you want to view. Professional, Enterprise, Unlimited, and Developer Edition organizations can set a sharing model that determines the access users have to records they do not own. Depending on your sharing model, the owner may need to share the record with you if you are not the owner of the record or above the owner in the role hierarchy. Enterprise, Unlimited, and Developer Edition organizations can use territory management to grant access to accounts, opportunities, and cases. Make sure you have the “Read” permission on the type of record for the field. For Enterprise and Unlimited Edition organizations, check the field-level security; your field-level security settings may prevent you from seeing the field. Check your page layout; depending on your page layout settings, you may see some fields and not others.

To view a record:

• •

To view a field:

• •

21

Getting Started

Using Salesforce Help

Action To edit a field:

Access Needed • • Make sure you have the “Edit” permission on the type of record for the field. For Enterprise and Unlimited Edition organizations, check the field-level security; your field-level security settings may set a field to “Read-Only.” Check your page layout; page layouts can set fields to read only. Make sure you have the “Read” permission on the type of records displayed in the related list. Check your page layout; depending on your page layout settings, you may see some fields and not others. Make sure you have the necessary permission to perform the action. Buttons and links only display for users who have the appropriate user permissions to use them.

To view a related list:

• •

To view a button or link:

Using Salesforce Help
All information in the online help applies to All Editions, unless otherwise noted.

The Salesforce Help site gives you the information you need to be successful. You can: • • • • • • Get Help for What You're Working On Find Answers to Your Questions Print Help Download Tip Sheets and Other Guides Review Documentation for Force.com Developers Contact Support

Get Help for What You're Working On On any Salesforce page, click Help for this Page to get context-sensitive help for the page. On any related list or overlay, click Help to get context-sensitive help. Find Answers to Your Questions To get targeted information, enter keywords or a phrase in the Help search box. You'll get a list of matching resources, which you can refine by role, language, application area, or document type: help documentation, knowledge articles from Customer Support, best practices, and training classes. For more information about the Help site's features and content, start with the How to Use Help gadget on the Help site home page.

22

Getting Started

Supported Browsers

Print Help Click Print this page from any Help page to print a single page. To print the entire user guide, which is a PDF version of the help documentation, click Printable User Guide in the Documentation gadget or from any Help page. Because the user guide is thousands of pages, we recommend you print only a single page or a range of pages. Download Tip Sheets and Other Guides You can find tip sheets, user guides, and other resources from Printable Tip Sheets & User Guides on page 3267. You can also access these documents from the Documentation gadget on the Help site home page. Review Documentation for Force.com Developers If you are working with the Force.com platform, you'll find the information you need in Documentation Resources for Force.com Developers on page 1978. You can also access developer documentation from the Documentation gadget on the Help site home page. Contact Support Click Contact Support on the Help site to choose your support option: talk by phone, chat, open a case, post a question to the Salesforce community, or take another action. Note: Salesforce.com makes every effort to ensure the accuracy of the information contained within the Help site, but assumes no responsibility or liability for any errors or inaccuracies that may appear. If you do find any errors, please use the feedback form at the bottom of every help page.

See Also:
Custom Help Overview Replacing Salesforce Online Help

Supported Browsers
Salesforce supports the following browsers: Browser Windows® Internet Explorer® versions 6, 7, 8, and 9 Comments Salesforce.com strongly recommends using Internet Explorer version 9 over versions 6, 7, and 8. Apply all Microsoft® hotfixes. Internet Explorer 6 is not supported for certain features. Internet Explorer 7 is not supported for Siteforce. The compatibility view feature in Internet Explorer 8 and 9 is not supported in Salesforce. For configuration recommendations, see Configuring Internet Explorer on page 27.

Mozilla® Firefox®, most recent stable version Salesforce.com recommends using Firefox for best performance and makes every effort to test and support the most recent version. For configuration recommendations, see Configuring Firefox on page 25. Google® Chrome™, most recent stable version Google Chrome applies updates automatically; Salesforce.com makes every effort to test and support the most recent version. There are no configuration recommendations for Chrome. Chrome is not supported for the Console tab or the Service Cloud console.

23

Getting Started

Supported Browsers

Browser Google Chrome Frame plug-in for Internet Explorer 6

Comments Supported plug-in for Internet Explorer 6 only. Google Chrome Frame applies updates automatically; Salesforce.com supports only the most recent version. For configuration recommendations, see Installing Google Chrome Frame for Internet Explorer on page 25. Chrome Frame plug-in is not supported for the Service Cloud console or Forecasts. Supported on Windows XP and Mac OS X version 10.4 and later. There are no configuration recommendations for Safari. Safari is not supported for the Salesforce CRM Call Center CTI Toolkit or the Service Cloud console.

Apple® Safari® version 5.1.x

Note: Salesforce.com uses the following domains to deliver content. If your users are allowed general access to the Internet, there is no required action. If you whitelist domains, you must add these to your list of allowed domains. If you've disabled third-party cookies (typically enabled by default in all major browsers), you must accept them for Salesforce to function properly. • • • • *.staticforce.com *.content.force.com *.force.com *.salesforce.com Important: For all browsers you must enable JavaScript, cookies, and SSL 3.0. Some third-party Web browser plug-ins and extensions can interfere with the functionality of Chatter. If you experience malfunctions or inconsistent behavior with Chatter, disable all of the Web browser's plug-ins and extensions and try again. Salesforce.com strongly recommends a minimum screen resolution of 1024 x 768 for the best possible user experience. Screen resolutions smaller than 1024 x 768 may cause issues displaying Salesforce features such as Report Builder and Page Layout Editor. Certain features in Salesforce—as well as some desktop clients, toolkits, and adapters—have their own browser requirements. For example: • Internet Explorer is the only supported browser for: ◊ Standard mail merge (Chrome Frame plug-in for Internet Explorer isn't supported because the ActiveX controls required for mail merge are only supported in Internet Explorer.) ◊ Installing Salesforce Mobile on a Windows Mobile device ◊ Connect Offline • Internet Explorer 6 is not supported for: ◊ ◊ ◊ ◊ ◊ ◊ ◊ Chatter Global Search Answers Cloud Scheduler The new user interface theme Quote Template Editor Service Cloud Console

24

Getting Started

Supported Browsers

◊ ◊ ◊ ◊ •

Forecasts Enhanced profile user interface Siteforce Schema Builder

Firefox is recommended for the enhanced page layout editor.

Refer to the documentation for those products for specific information. Other requirements can be found in Salesforce System Requirements.

See Also:
Tip sheet: Browser Support and Configuration

Installing Google Chrome Frame for Internet Explorer
Available in: All Editions except Database.com

Salesforce supports Google Chrome Frame for Internet Explorer version 6 only. Google Chrome Frame enables Internet Explorer to utilize Salesforce features such as the new user interface theme and Chatter. To install Google Chrome Frame for Internet Explorer: 1. 2. 3. 4. In the Internet Explorer address bar, go to www.google.com/chromeframe. Click Get Google Chrome Frame and review the Terms of Service. Click Accept and Install. After the installation is complete, click Close and restart Internet Explorer.

See Also:
Supported Browsers

Configuring Firefox
Available in: All Editions

Salesforce.com recommends using Firefox for best performance and makes every effort to test and support the most recent version. Required Settings The following settings are required: 1. Click Tools > Options. 2. Enable JavaScript:

25

Getting Started

Supported Browsers

a. Go to the Content panel. b. Select the Enable JavaScript option. 3. Accept cookies: a. b. c. d. e. Go to the Privacy panel. For the Firefox will option, select Use custom settings for history. Select the Accept cookies from sites option. Select the Accept third-party cookies option. For the Keep until option, select they expire.

4. Set encryption protocols: a. Go to the Advanced panel. b. Click the Encryption tab. c. Select the Use SSL 3.0 option. 5. Click OK. Advanced Settings Optionally, configure advanced caching preferences to maximize performance: 1. Type about:config in the browser's location bar, and then press Enter. 2. If a warning displays, click I'll be careful, I promise!. 3. Search for the following preferences and set them to the recommended value by double-clicking the preference name. Changes take effect immediately. 4. Change how the browser retains common resources across requests by setting the following caching preferences. Preference browser.cache.check_doc_frequency browser.cache.disk.capacity browser.cache.disk.enable browser.cache.disk_cache_ssl browser.cache.memory.enable network.http.use-cache Recommended Value 3 Default Value 3

50,000 or more; increase to use more hard disk 50,000 space True True True True True False True True

Note: You can set some of these preferences by clicking Tools > Options in the Firefox browser. Refer to Firefox Help for details.

Tip: Setting privacy.sanitize.sanitizeOnShutdown to “True” causes the cache to clear when Firefox shuts down. This increases privacy, but may decrease performance. To view the contents of your cache, type about:cache in the Firefox location bar and press Enter.

26

Getting Started

Supported Browsers

Refer to MozillaZine Knowledge Base and Firefox Support Home Page for more information on these and other preferences.

See Also:
Supported Browsers

Configuring Internet Explorer
Available in: All Editions Salesforce.com strongly recommends using Internet Explorer version 9 over versions 6, 7, and 8. Apply all Microsoft® hotfixes. To maximize the performance of Internet Explorer, set the following options in the Internet Options dialog box, which you can open by clicking Tools > Internet Options: General Tab 1. From the General tab, click Settings under Browsing History (Temporary Internet Files for version 6). 2. For the Check for newer versions of stored pages option, select Automatically. 3. For the Disk space to use option (Amount of disk space to use in version 6), enter at least 50 MB. Security Tab 1. From the Security tab, click Custom Level under Internet and scroll to the Scripting section. 2. Make sure the Active Scripting option is enabled. JavaScript depends on this setting being enabled. Privacy Tab 1. 2. 3. 4. From the Privacy tab, click Advanced. Select the Override automatic cookie handling option. Select the Always allow session cookies option. For the Third-party Cookies option, select Accept.

Advanced Tab From the Advanced tab, scroll to the Security section and do the following: • • Do not select the Do not save encrypted pages to disk option. Select the Use SSL 3.0 option.

27

Getting Started

Supported Browsers

Tip: The Empty Temporary Internet Files folder when browser is closed option causes the cache to clear when Internet Explorer is shut down. This increases privacy, but may decrease performance.

See Also:
Supported Browsers

28

WORKING IN SALESFORCE

PERSONAL SETUP
Personal Setup Overview
The available setup options vary according to which Salesforce Edition you have.

The Personal Setup page, accessed by clicking Your Name > Setup > Personal Setup, contains setup and customization options to help you personalize the application for your personal use. The sidebar includes tools for browsing and searching setup options.

My Personal Information
Expand the My Personal Information folder under Personal Setup to access the following options. • • • • • • • • • Personal Information—Edit your user information, create quotas, view login history, and more (see Editing Your Personal Information on page 30). Change My Password—Change your password (see Changing Your Password on page 42). Reset My Security Token—Reset the security token that you may need to log into Salesforce from outside your company's trusted network (see Resetting Your Security Token on page 44). My Groups—Add, update, or delete your personal groups (see About Groups on page 550). Change My Display—Customize your display of tabs and related lists (see Customizing Your Display on page 41). Grant Login Access—Allow salesforce.com Customer Support representatives or your administrator to log in to your account (see Granting Login Access on page 31). Calendar Sharing—Allow other users, personal and public groups, roles, or roles and subordinates to view your calendar (see Granting Access to Your Calendar on page 47). Reminders—Set your personal preferences for activity reminders (see Setting Reminders on Activities on page 109). Record Type Selection—Set your preferences for automatic selection of default record types (see Setting Record Type Preferences on page 48).

Email
Expand the Email folder under Personal Setup to access the following options. • • • My Email Settings—Set your outbound email settings (see Editing Email Settings on page 46). My Templates—Create and edit your own email templates (see Managing Email Templates on page 437). My Stay-in-Touch Settings—Set your preferences for emails requesting contact information updates (see Editing Stay-in-Touch Settings on page 46).

29

Personal Setup

Editing Your Personal Information

Import
Expand the Import folder under Personal Setup to access the following options. • • Import My Accounts & Contacts—Import accounts and contacts that you own (see Import My Contacts on page 754). Import My Person Accounts—Import person accounts that you own. Note that your administrator may have customized the text of this link.

Desktop Integration
Expand the Desktop Integration folder under Personal Setup to access the following options. • • Check for Updates—See what desktop client versions you have and install updates (see Checking for Desktop Client Updates on page 50). Salesforce for Outlook—Install Salesforce for Outlook to integrate your data with Microsoft® Outlook (see Salesforce for Outlook Overview on page 2398). To download Connect for Outlook, see Force.com Connect for Microsoft Outlook Overview on page 2426. Connect for Office—Install Connect for Office to integrate your data with Microsoft Word and Excel (see Force.com Connect for Microsoft Office® Overview on page 2482). Connect Offline—Install Connect Offline to work remotely when you are not online (see Force.com Connect Offline Overview on page 2489). Connect for Lotus Notes—Download the Connect for Lotus Notes integration plug-in (see Force.com Connect for Lotus Notes Overview on page 2454).

• • •

Social Contacts
Expand the My Social Contacts folder under Personal Setup to access the following options. • Settings—Configure the social networks that you want to use to see contacts' social profiles, or turn off the Social Contacts feature if you don't want to use it (see Configuring Your Social Contacts Settings on page 169).

Call Center Settings
Expand the Call Center Settings folder under Personal Setup to access the following options. • My SoftPhone Settings—Set your SoftPhone user preferences (see Editing Personal SoftPhone Settings on page 2772).

Editing Your Personal Information
The available personal setup options vary according to which Salesforce Edition you have.

To update your personal information, click Your Name > Setup > My Personal Information > Personal Information. Administrators can edit any user’s information as described in Editing Users on page 471. From the personal information page, you can change the following: • Personal Information—To make changes, click Edit. See User Fields on page 32 for a list of the user fields. If you change your email address, a confirmation message will be sent to the new address. You must click the link provided in that message for the new email address to take effect. This process is to ensure system security. • Change Password—Click the Change Password button. See Changing Your Password on page 42.

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Personal Setup

Editing Your Personal Information

• • • • • • •

Approver Settings—Set preference for receiving approval request emails. See Changing Your Approval User Preferences on page 1698. Storage Space—Click View next to the Used Data Space or Used File Space field to see how much storage space you are using. See Monitoring Resources on page 699 for information on organization storage limits. Quotas—Create and edit your quotas. See Setting Quotas for Customizable Forecasting on page 478 or Adding and Editing Quotas on page 45 if you do not have customizable forecasting. Personal Groups—Add, update, or delete your personal groups. See About Groups on page 550. Default Sales Team—Set up your default sales team. See Setting Your Default Sales Team on page 2338. Default Account Team—Set up your default account team. See Setting Up Default Account Teams on page 2212. Login History—Administrators can view the user’s last ten successful and failed login attempts.

You also have access to view the following: • • • • • Public Group Membership—Lists the public groups to which you belong, as determined by your administrator. Managers in the Role Hierarchy—Lists the users above you in the role hierarchy, as defined by your administrator. See Managers in the Role Hierarchy on page 32. Territories—Lists the territories to which you are assigned. See Managing Users in Territories on page 2355. Assigned Mobile Devices—Lists the mobile device from which you activated Salesforce Mobile for your Salesforce account. See Managing Mobile Devices on page 904. Remote Access—Lists the remote access applications that you have granted access to.

See Also:
Personal Setup Overview Changing Your Default Division

Viewing Public Group Membership
Available in: Professional, Enterprise, Unlimited, Developer, and Database.com Editions

To view which public groups include you as a member: 1. Click Your Name > Setup > My Personal Information > Personal Information. 2. Scroll down to the Public Group Membership related list, which lists the public groups of which you are a member. 3. To view a group's membership details, click the group name.

See Also:
Editing Your Personal Information

Granting Login Access

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Personal Setup

Editing Your Personal Information

Available in: All Editions Granting administrator access available in: Enterprise, Unlimited, Developer, and Database.com Editions

In order to assist you, your administrator or a customer support representative may need to log in to the application using your login. You can grant access to them for a specified duration. The maximum period for granting access is limited to one year, for security reasons. During the time you have granted access, they can use your login and access your data to help you resolve any problems. To grant login access: 1. Choose Your Name > Setup > My Personal Information > Grant Login Access. 2. Set the access expiration date, by choosing a value from the picklist. 3. Click Save. If an administrator, support representative, or publisher makes setup changes using your login, the setup audit trail lists those changes, including the username of the delegate user who made the changes. Note: You may be unable to grant access to certain support organizations due to restrictions set up by your administrator or based on the type of licensing used by a packaged application.

See Also:
Logging In as Another User Monitoring Setup Changes

Managers in the Role Hierarchy
Available in: Professional, Enterprise, Unlimited, Developer, and Database.com Editions

The Managers in the Role Hierarchy related list shows all of the users above you in the hierarchy. These users have the same access to your data as you do—they have access to all data you own or that has been shared with you. To view this related list, click Your Name > Setup > My Personal Information > Personal Information, and scroll down to the related list.

See Also:
Managing Roles

User Fields

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Editing Your Personal Information

The available fields vary according to which Salesforce Edition you have.

Note: The name “workspace” has changed. The new name is “library” unless your administrator has changed the name. We haven't changed how it works—just made the name easier to understand. A user's personal information—or user detail—page has the following fields, listed in alphabetical order. Some of these fields may not be visible or editable depending on your permissions or edition. Field
Accessibility Mode

Description Checkbox that enables or disables a user interface mode designed for visually-impaired users. See Enabling Accessibility Mode on page 3275. Administrative checkbox that enables or disables user login to the service. Street address for user. Up to 255 characters are allowed in this field. Opt in to receive administrator-targeted promotional emails from salesforce.com. This field is not available if your organization has disabled your choice to receive emails from salesforce.com. Short name to identify user on list pages, reports, and other pages where the entire name does not fit. Up to eight characters are allowed in this field. Indicates whether the user is allowed to use customizable forecasting or not. See Enabling Users for Customizable Forecasting on page 1262. Indicates whether or not an API token has ever been reset. Salesforce.com uses this field to help you troubleshoot issues related to API tokens if issues should occur. The name of the call center to which this user is assigned. See Managing Call Center Users on page 2788. Indicates whether the user is notified by email when his or her Checkout account is activated and available for login. You must have “Manage Billing” permission to enable.

Active

Address

Admin newsletter

Alias

Allow Forecasting

Api Token

Call Center

Checkout Enabled

City

City portion of user’s address. Up to 40 characters are allowed in this field. Indicates whether the option to set an alternate color palette for charts has been enabled. The alternate palette has been optimized for use by color-blind users. For dashboard emails, the alternate palette is not used.

Color-Blind Palette on Charts

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Editing Your Personal Information

Field
Community Nickname

Description Name used to identify this user in a community. Up to 40 alphanumeric characters are allowed; standard users can edit this field. Company name where user works. Up to 40 characters are allowed in this field. Name of the associated contact if the user is a partner user. Country portion of user’s address. Up to 40 characters are allowed in this field. User who created the user including creation date and time. (Read only) User’s default currency for quotas, forecasts, and reports. Shown only in organizations using multiple currencies. This must be one of the active currencies for the organization. Listing of custom links for users as set up by your administrator. User's default currency setting for new records. Available only for organizations that use multiple currencies. Division that is applied, by default, to all new accounts and leads created by the user, unless he or she explicitly sets a different division. When users create records related to an account or other record that already has a division, the new record is assigned to the existing record’s division; the default division is not used. This setting does not restrict the user from viewing or creating records in other divisions. Users can change their division at any time. Available only in organizations that use divisions to segment their data.

Company

Contact Country

Created By

Currency

Custom Links

Default Currency ISO Code

Default Division

Delegated Approver

User lookup field used to select a delegate approver for approval requests. Depending on the approval process settings, this user can also approve approval requests for the user. Group that user works for, for example, Customer Support. Up to 80 characters are allowed in this field. Enables development mode for creating and editing Visualforce pages. This field is only visible to organizations that have Visualforce enabled..

Department

Development Mode

Disable Auto Subscription For Feeds

Disables automatic feed subscriptions to records owned by a user. Only available in organizations with Chatter enabled.

34

Personal Setup

Editing Your Personal Information

Field
Division

Description Company division to which user belongs for example, PC Sales Group. Up to 40 characters are allowed in this field. Email address of user. Must be a valid email address in the form: jsmith@acme.com. Up to 80 characters are allowed in this field. Character set and encoding for outbound email sent by user from within Salesforce. ISO-8859-1 represents all Latin characters and should be used by English-speaking users. UTF-8 (Unicode) represents all characters for all of the world’s languages, but is not supported by some older email software. Shift_JIS, EUC-JP and ISO-2022-JP are useful for Japanese users. Identifying number for a user. Time of day that user generally stops working. Used to define the times that display in the user’s calendar. Fax number for user. The value used to identify a user for federated authentication single sign-on. For more information, see Configuring SAML Settings for Single Sign-On on page 640. Also used with identity providers. See About Identity Providers and Service Providers on page 668 First name of user, as displayed on the user edit page. Up to 40 characters are allowed in this field. Administrative checkbox that grants a user the ability to run flows. You must have the “Manage Force.com Flow” permission to enable.

Email

Email Encoding

Employee Number End of day

Fax Federation ID

First Name

Force.com Flow User

Force.com Quick Access Menu

Enables the Force.com quick access menu, which appears in object list view pages and record detail pages, and provides shortcuts to customization features for apps and objects. The default currency for all currency amount fields in the user record. Available only for organizations that use multiple currencies. Enables a user to find contact and lead records from Data.com and add them to Salesforce. Also indicates the type of Data.com user. Data.com Users get a limited number of records to add per month, and their unused additions expire at the end of each month. For each Data.com User, you can see the monthly limit and number of records added during the month. Data.com List users share contact and lead record

Information Currency

Data.com User Type

35

Personal Setup

Editing Your Personal Information

Field

Description additions from a pool. You can see the organization's limit, and the number of records each Data.com List User has added.

Knowledge User

Grants access to Salesforce Knowledge. The user's profile determines whether he or she has access to the Article Management tab or Articles tab. The primary language for the user. All text and online help is displayed in this language. In Professional, Enterprise, and Unlimited Edition organizations, a user’s individual Language setting overrides the organization’s Default Language. Not available in Personal Edition, Contact Manager, or Group Edition™. The organization’s Display Language applies to all users.

Language

Last Login Last Name

Date of last login. (Read only) Last name of user, as displayed on the user edit page. Up to 80 characters are allowed in this field. Country or geographic region in which user is located. The Locale setting affects the format of date, date/time, and number fields, and the calendar. For example, dates in the English (United States) locale display as 06/30/2000 and as 30/06/2000 in the English (United Kingdom) locale. Times in the English (United States) locale display using a twelve-hour clock with AM and PM (for example, 2:00 PM), whereas in the English (United Kingdom) locale, they display using a twenty-four-hour clock (for example, 14:00). The Locale setting also affects the first and last name order on Name fields for users, leads, and contacts. For example, Bob Johnson in the English (United States) locale displays as Bob Johnson, whereas the Chinese (China) locale displays the name as Johnson Bob. For Personal Edition users, the locale is set at the organization level via Your Name > Setup > Company Profile > Company Information. For all other users, their personal locale, available at Your Name > Setup > My Personal Information > Personal Information, overrides the organization setting.

Locale

Make Setup My Default Landing Page

When this option is enabled, users land in the Setup page when they log in. Lookup field used to select the user's manager. This field: • Establishes a hierarchical relationship, preventing you from selecting a user that directly or indirectly reports to itself. • Allows Chatter to recommend people and records to follow based on your organization's reporting structure. For more

Manager

36

Personal Setup

Editing Your Personal Information

Field

Description information, see People Recommendations Overview on page 2135 and Record Recommendations Overview on page 2198. This field is especially useful for creating hierarchical workflow rules and approval processes without having to create additional hierarchy fields. Note: Unlike other hierarchy fields, Salesforce allows you to inactivate users who are referenced in the Manager field.

Marketing User

Checkbox that indicates whether user has access to create, edit, and delete campaigns and configure advanced campaign setup. In order to use the campaign import wizards, Marketing Users must also have the Marketing User profile (or the “Import Leads” permission and the “Edit” permission on campaigns in Enterprise and Unlimited Edition organizations).

Mobile

Cellular or mobile phone number. Up to 40 characters are allowed in this field. Allocates one Salesforce Mobile license to the user, granting the user access to Salesforce Mobile capabilities. The number of user records with this checkbox enabled cannot exceed the total number of mobile licenses your organization has. The Mobile User checkbox is enabled by default for Unlimited and Developer Edition users. To prevent users from activating Salesforce on their mobile devices before you are ready to deploy mobile in your organization, disable the checkbox for all your users. If the user has already activated his or her mobile account from a device, deselecting the Mobile User checkbox revokes the user's mobile license. The next time the user's device synchronizes with Salesforce, all the Salesforce data is deleted from the device, and the device is no longer associated with the user. For more information, see Salesforce Mobile Overview on page 853. Note: The Mobile User checkbox doesn't apply to Mobile Lite users because they can access Salesforce from their device without a mobile license.

Mobile User

37

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Editing Your Personal Information

Field
Mobile Configuration

Description The mobile configuration assigned to the user. If no mobile configuration is specified, this field defaults to the mobile configuration assigned to the user's profile. This field is only visible to organizations that use Salesforce to manage mobile configurations. For more information, see Salesforce Mobile Overview on page 853.

Modified By

User who last changed the user fields, including modification date and time. (Read only) If the user's Data.com User Type is Data.com User, the number of Data.com contact and lead records the user can add each month. The default number of records per license is 300, but you can assign more than that or fewer, up to the organization limit.

Monthly Contact and Lead Limit

Name

Combined first and last name of user, as displayed on the user detail page. Opt in to receive user-targeted promotional emails from salesforce.com. This field is not available if your organization has disabled your choice to receive emails from salesforce.com. Administrative checkbox that indicates whether user has access to use Connect Offline. Phone number of user. Up to 40 characters are allowed in this field. Checkbox that specifies if the user was created via self-registration to a Customer Portal. Available in Enterprise and Unlimited Editions only.

Newsletter

Offline User

Phone

Self-Registered via Customer Portal

Profile

Administrative field that defines a user’s permission to perform different functions within the application. Set preferences for receiving approval request emails. See Changing Your Approval User Preferences on page 1698. If selected, specifies that a user with a Salesforce CRM Content User license and Salesforce CRM Content subscriptions will receive a once-daily email summary if activity occurs on his or her subscribed content, libraries, tags, or authors. To receive email, the Receive Salesforce CRM Content Email Alerts checkbox must also be selected. Portal users also need the View Content in Portals user permission. If selected, specifies that a user with a Salesforce CRM Content User license and Salesforce CRM Content

Receive Approval Request Emails

Receive Salesforce CRM Content Daily Digest

Receive Salesforce CRM Content Email Alerts

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Editing Your Personal Information

Field

Description subscriptions will receive email notifications if activity occurs on his or her subscribed content, libraries, tags, or authors. To receive real-time email alerts, select this checkbox and do not select the Receive Salesforce CRM Content Daily Digest checkbox. Portal users also need the View Content in Portals user permission.

Role

Administrative field that specifies position of user within an organization, for example, Western Region Support Manager. Roles are selected from a picklist of available roles, which can be changed by an administrator. Not available in Personal Edition, Contact Manager, or Group Edition.

Salesforce CRM Content User

Administrative checkbox that indicates whether a user has access to use Salesforce CRM Content. If selected, specifies that the user will receive email notification whenever he or she executes Apex that surpasses more than 50% of allocated governor limits. See the Force.com Apex Code Developer's Guide for information. Available in Developer, Enterprise, and Unlimited Editions only.

Send Apex Warning Emails

Show View State in Development Mode

Enables the View State tab in the development mode footer forVisualforce pages. This field is only visible to organizations that have Visualforce enabled, and Development Mode selected.

Siteforce Contributor User

Allocates one Siteforce Contributor license to the user, granting the user limited access to Siteforce Studio. Contributors can use Siteforce Studio to edit site content only. See Setting Up Siteforce Users on page 2066. The number of user records with this checkbox enabled can't exceed the total number of Siteforce Contributor licenses your organization has. Available only if Siteforce is enabled for your organization.

Siteforce Publisher User

Allocates one Siteforce Publisher license to the user, granting the user full access to Siteforce Studio. Publishers can build and style websites, control the layout and functionality of pages and page elements, and add and edit content. See Setting Up Siteforce Users on page 2066. The number of user records with this checkbox enabled can't exceed the total number of Siteforce Publisher licenses your organization has.

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Changing Your Default Division

Field

Description Available only if Siteforce is enabled for your organization.

Start of day

Time of day that user generally starts working. Used to define the times that display in the user’s calendar. State or province portion of user’s address. Up to 20 characters are allowed in this field. Primary time zone in which user works. Users in Arizona should select the setting with “America/Phoenix,” and users in parts of Indiana that do not follow Daylight Savings Time should select the setting with “America/Indianapolis.”

State/Province

Time Zone

Title Used Space

Job title of user. Up to 80 characters are allowed in this field. Amount of disk storage space the user is using. See Monitoring Resources on page 699. Indicates the type of user license. For more information about user licenses, see Viewing User License Types on page 562. Administrative field that defines the user’s login. Up to 80 characters are allowed in this field. Zip code or postal code portion of user’s address. Up to 20 characters are allowed in this field.

User License

Username

Zip/Postal Code

See Also:
Adding New Users Editing Users Managing Mobile Permissions

Changing Your Default Division
Available in: Professional, Enterprise, and Unlimited Editions

User Permissions Needed To change your default division: “Manage Users”

If your organization uses divisions to segment data, your user information contains a default division. This is the division that is applied, by default, to all new accounts, leads, and appropriate custom objects you create, unless you explicitly set a different

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Personal Setup

Customizing Your Display

division during record creation. For records you create that are related to an account or other record that already has a division, the new record is assigned to the existing record’s division; the default division is not used. Your default division setting does not restrict you from viewing or creating records in other divisions. See Overview of Divisions on page 423 for more information. To change your default division: 1. Click Your Name > Setup > My Personal Information > Personal Information. To change the default division of another user, click Your Name > Setup > Manage User > Users, and select the name of the user. See Transferring Divisions on page 711 to transfer the default division for multiple users. 2. 3. 4. 5. Click Change next to the Default Division field. Select a new default division. Select an option to determine if the records you currently own should be transferred to the new division as well. Click Save.

See Also:
Transferring Divisions Changing Your Working Division

Customizing Your Display
Available in: All Editions except for Database.com

Click Your Name > Setup > My Personal Information > Change My Display to change various personal display options. You can: • Click Customize My Tabs to change which tabs display when you log in, or, if you have multiple apps, to change which tabs display in each app. By default, you will see the tabs that are set for your profile. Add each tab you want to display, change the display order if desired, and click Save. Note: The first tab that displays when you select an app may change if your administrator changes the app's default landing tab. See Editing App Properties on page 1591. • Select an object from the drop-down list and click Customize My Pages to customize your display. ◊ For your Home tab, customize the dashboard snapshot that displays on the Home tab. Select the dashboard to use and click Save. The link to customize your Home tab is available only if your administrator has customized your home page layout to include a dashboard. See Refreshing Dashboard Data on page 2717 for information on refreshing your dashboard snapshot. ◊ For all other tabs, set which related lists display on your detail pages. To add or remove related lists, select a related list title, and click the Add or Remove arrow. To change the order of the related lists, select a related list title in the Selected List box, and click the Up or Down arrow. Click Save when finished.

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Personal Setup

Viewing All Tabs

Note: Your personal related list customization may change if your administrator alters the page layout for a particular tab. See Managing Page Layouts on page 1182. You can also access the Customize My Display page via the Customize Page link in the Dashboard section of the Home tab or on any record detail page. To customize the folders that display on your Reports tab, see Reports Tab on page 2603. Note: Users can't remove dashboards from their home tab. Only administrators control whether dashboards appear.

See Also:
Changing Your Home Tab Dashboard Viewing All Tabs

Viewing All Tabs
Available in: All Editions except for Database.com

To view all the tabs available to you in Salesforce, click the plus icon (+) next to the main tabs.

Figure 1: Viewing All Tabs in Salesforce Using this page, you can: • • • Click any of the tab names to quickly jump to that tab. If you have multiple apps, use the View drop-down list to see each app’s logo and included tabs. Click Customize My Tabs to change how tabs display on your screen. Note: If you have Enterprise or Unlimited Edition, your administrator can hide tabs within your organization for features you do not use. For details, see Creating Custom Apps on page 1586.

See Also:
Customizing Your Display

Changing Your Password

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Personal Setup

Changing Your Password

Available in: All Editions

To change your password at any time, click Your Name > Setup > My Personal Information > Change My Password. Note: If you have the “User Single Sign-On” permission, only an administrator can reset your password. Please contact your administrator for assistance. For information about Single Sign-On, see About Single Sign-On on page 625. When you change your password, if you have not previously selected and answered a security question, you are prompted to do so. You must answer this question correctly if you ever forget your password and need it to be reset.

Additional Password Considerations
As you enter a new password in the New Password field, a visual indicator provides dynamic feedback on the strength of that password. When the password matches the minimum requirements for your organization's password policy, the visual indicator and associated text indicate that the password is acceptable and can now be saved. A tip is displayed to suggest how to make the password stronger and more difficult to guess. You might have to activate your computer to successfully log in to Salesforce whenever your password is changed or reset, or when you log in from a computer you have not used to access Salesforce before. Activating your computer allows Salesforce to verify your identity and prevent unauthorized access. To activate your computer: 1. When prompted on the login page, click the Send Activation Link button. Salesforce sends an activation email to the email address specified on your Salesforce user record. 2. When you receive the activation email, copy and paste the activation link into your browser. The activation link included in the email is available for you to copy and paste into your browser up to 24 hours from the time you clicked the Send Activation Link button. After 24 hours, the activation link expires, and you must repeat the activation process to log in.

See Also:
Retrieving Forgotten Passwords Resetting Your Security Token

Activating Your Computer
Password policies available in: All Editions

You might have to activate your computer to successfully log in to Salesforce whenever your password is changed or reset, or when you log in from a computer you have not used to access Salesforce before. Activating your computer allows Salesforce to verify your identity and prevent unauthorized access. To activate your computer: 1. When prompted on the login page, click the Send Activation Link button. Salesforce sends an activation email to the email address specified on your Salesforce user record. 2. When you receive the activation email, copy and paste the activation link into your browser.

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Personal Setup

Changing Your Password

The activation link included in the email is available for you to copy and paste into your browser up to 24 hours from the time you clicked the Send Activation Link button. After 24 hours, the activation link expires, and you must repeat the activation process to log in.

See Also:
Changing Your Password

Retrieving Forgotten Passwords
Available in: All Editions

Follow these steps if you have forgotten your password: 1. 2. 3. 4. 5. 6. Go to https://login.salesforce.com. Click Forgot your password?. Correctly enter your username and click Continue. A message is automatically sent to your email address. Click the link provided in that message, correctly answer your password question, and click Continue. A temporary password is automatically sent to your email address. Click the link to log in using that temporary password. When prompted, enter a new password.

You might have to activate your computer to successfully log in to Salesforce whenever your password is changed or reset, or when you log in from a computer you have not used to access Salesforce before. Activating your computer allows Salesforce to verify your identity and prevent unauthorized access. To activate your computer: 1. When prompted on the login page, click the Send Activation Link button. Salesforce sends an activation email to the email address specified on your Salesforce user record. 2. When you receive the activation email, copy and paste the activation link into your browser. The activation link included in the email is available for you to copy and paste into your browser up to 24 hours from the time you clicked the Send Activation Link button. After 24 hours, the activation link expires, and you must repeat the activation process to log in.

See Also:
Resetting Your Security Token

Resetting Your Security Token

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Personal Setup

Adding and Editing Quotas

Available in: All Editions Connect for Outlook, Connect Offline, Connect for Office, Connect for Lotus Notes are not available in Database.com

A security token is an automatically generated key that you must add to the end of your password in order to log in to Salesforce from an untrusted network. For example, if your password is mypassword, and your security token is XXXXXXXXXX, then you must enter mypasswordXXXXXXXXXX to log in. Security tokens are required whether you log in via the API or a desktop client such as Connect for Outlook, Connect Offline, Connect for Office, Connect for Lotus Notes, or the Data Loader. You are offered a security token if you try to access Salesforce from an untrusted network. Once you have been issued a security token, you have the option to reset this security token at any time. To reset your security token, click Your Name > Setup > My Personal Information > Reset Security Token, and click the Reset Security Token button. The new security token is sent via email to the email address on your Salesforce user record. If you have never been offered a security token, for example, because your organization restricts the IP addresses from which you can log in, the Reset Security Token node does not appear in Setup. Tip: We recommend that you obtain your security token using the Salesforce user interface from a trusted network prior to attempting to access Salesforce from a new IP address.

See Also:
Changing Your Password

Adding and Editing Quotas
Available in: Professional, Enterprise, Unlimited, and Developer Editions

You can track your sales quotas on a quarterly basis. To add or edit a quota, go to your forecast for the quarter, or select Your Name > Setup > My Personal Information > Personal Information. To create a new quota from the personal information page: 1. Click New in the Quotas related list. 2. Select the year and quarter, and click Next. By default, the page displays the quarter that follows the last quota you created. The year you select should be based on your organization’s Fiscal Year Starts In settings. 3. Enter amounts for each month. Do not include any currency symbols. If your organization uses multiple currencies, your quota is created in your personal currency by default. 4. Click Save to finish. Creating a quota automatically creates the corresponding forecast for that quarter. To edit a quota, click the quota name in the Quotas related list. Editing the quota amounts automatically logs an entry to the Forecast History related list of the corresponding forecast (see Forecast History on page 2232).

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Personal Setup

Editing Email Settings

Note: Managers should enter their quota amounts as a sum of their entire team’s quotas. If your sales group does not break down quotas monthly, enter zeroes for the first two months and put the entire amount in the third month. If your organization uses multiple currencies, click Change Currency in the Quotas related list to change the currency of the quota. All quota and forecast values are automatically converted to the new currency using the conversion rates maintained by your administrator. Note: This procedure does not apply to customizable forecasting. If your organization has enabled customizable forecasting, see Setting Quotas for Customizable Forecasting on page 478. See Do I Have Customizable Forecasting? on page 2236 to determine if your organization has enabled customizable forecasting.

See Also:
Creating Forecasts Editing Forecasts

Editing Email Settings
Available in: All Editions except for Database.com

Click Your Name > Setup > Email > My Email Settings to alter email settings that apply to all outbound emails you send from within the application. You can change: • • • • How your name appears on outbound emails Your return email address Whether all individual outbound emails are blind carbon copied to your return address (not available if your organization has enabled sending compliance BCC emails) The signature that appears at the bottom of all individual outbound emails and can be added to mass email messages. Note: In Personal and Developer Editions, a Salesforce-specific tag line is added below your personal signature on all outbound emails.

See Also:
Sending Email

Editing Stay-in-Touch Settings

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Personal Setup

Editing Stay-in-Touch Settings

Available in: All Editions except for Database.com

To set your preferences for requesting contact information updates: Note: If your organization uses person accounts, person accounts are also affected by these settings. For more information, see What is a Person Account? on page 61. 1. Click Your Name > Setup > Email > My Stay-in-Touch Settings. 2. Choose Yes for Automatic Bcc to receive copies of your sent Stay-in-Touch emails. This option is only available if your organization has not enabled compliance BCC emails. 3. Enable the reminder if you would like to be prompted to send a Stay-in-Touch request whenever you save a new contact. 4. Enter a default subject for the email. 5. In the note area, enter a message to the recipient. 6. In the signature area, enter a signature with your contact information. 7. Use the merge fields area at the top of the page to display available merge field values, which you can copy and paste into the subject, note, or signature boxes as needed. 8. Click Save.

See Also:
Sending Stay-in-Touch Requests

Granting Access to Your Calendar
Available in: Professional, Enterprise, Unlimited, and Developer Editions

You can grant access to other users, personal and public groups, roles, or roles and subordinates to view your calendar. 1. 2. 3. 4. Click Your Name > Setup > My Personal Information > Calendar Sharing. Click Add to share your calendar with others. Use the arrows to add or remove users, roles, or groups to your calendar. In Calendar Access, specify how you want to share your calendar by selecting one of the following: Option Hide Details Description Others can see whether given times are available, but cannot see any other information about the nature of events in the calendar. Others can see whether given times are available, but cannot see details of events. Other users can insert events in the calendar.

Hide Details and Add Events

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Personal Setup

Setting Record Type Preferences

Option Show Details Show Details and Add Events Full Access

Description Others can see detailed information about events in the calendar. Others can see detailed information about events in the calendar and can insert events in the calendar. Others can see detailed information about events in the calendar, insert events in the calendar, and edit existing events in the calendar.

5. Click Save. The available Calendar Access options vary depending on the organization-wide calendar sharing level set by your administrator. Only choices that make your calendar access less restrictive are available. Calendar sharing settings affect the visibility of items on a calendar, but do not give access to event detail pages. Note: Regardless of whether your organization's sharing settings specify using hierarchies, activities associated with a record are still visible to users above the activity’s assignee in the role hierarchy.

See Also:
Activity Accessibility

Setting Record Type Preferences
Available in: Enterprise, Unlimited, and Developer Editions

Set an option to automatically insert your default record type when creating new records. Using this setting, you can bypass the page prompting you to select a record type. If you have several different record types available to you, you may prefer to be prompted to select a record type every time you create a new record. 1. Click Your Name > Setup > My Personal Information > Record Type Selection. 2. Check any box to automatically select the default record type when creating records of that type. Any unchecked boxes indicate that you prefer to be prompted to select a record type. 3. Click Save. Note: The Record Type Selection option may not be available because your organization is not using record types or multiple record types are not available for a particular tab. Individual checkboxes are only offered when you have more than one record type available for a tab.

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Personal Setup

Scheduling Opportunity Update Reminders

If your organization uses person accounts, note that checking the Account box on this page causes one default record type selection for all types of accounts. It is not possible to set separate default record type selections for business accounts and person accounts. If you work with both types of accounts, leave the box blank.

See Also:
Managing Record Types

Scheduling Opportunity Update Reminders
Available in: Professional, Enterprise, Unlimited, and Developer Editions

Once opportunity update reminders are enabled for your organization, any user who has direct reports can schedule them. To schedule an opportunity update reminder: 1. 2. 3. 4. 5. Click Your Name > Setup > Email > My Update Reminder. Check Active if you want reminders to start after you save the settings. Enter a name and address for the sender of the reminders. Choose a recipients option. Enter any other recipients in the CC field. Separate additional email addresses with a commas, semi-colons, spaces, or new lines. 6. Enter a subject and message to be included in the email reminders. 7. Select a schedule frequency. 8. Select Include Past Due Opportunities if you want to include all opportunities that are open but have a close date within the previous 90 days. 9. Choose a Close Date to include opportunities with dates within that range. 10. Select the fields to include in the email reminders. Field
Last Login Date # of Open Opportunities # Not Updated in Last 30 Days

Description Most recent login date of the opportunity owner Total number of opportunities in the report Total number of opportunities that have not been updated in 30 days Total of all opportunity amounts in report Total closed amount for all opportunities in report. If your organization uses multiple currencies, this amount is converted to the user's currency. If your organization uses advanced currency management, the conversion is done using dated exchange rates.

Open Opportunity Amount Total Closed Amount

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Personal Setup

Checking for Desktop Client Updates

Field
Last Update Date

Description Most recent date the opportunity owner submitted a forecast. If your organization uses multiple currencies, this amount is converted to the user's currency. If your organization uses advanced currency management, the conversion is done using dated exchange rates.

Forecast Amount

From the forecast. See Forecast Fields on page 2234. If your organization uses multiple currencies, this amount will be converted to the user's currency using the standard conversion rate. This field is not available to organizations using customizable forecasting. For more information, see Do I Have Customizable Forecasting? on page 2236.

Best Case Amount

From the forecast. See Forecast Fields on page 2234. If your organization uses multiple currencies, this amount will be converted to the user's currency using the standard conversion rate. This field is not available to organizations using customizable forecasting. For more information, see Do I Have Customizable Forecasting? on page 2236.

11. Click Save. When there are no records in an opportunity update reminder, Salesforce does not send an email. If no email is sent for three consecutive opportunity update reminders, the scheduled reminder is deactivated.

See Also:
Enabling Opportunity Update Reminders

Checking for Desktop Client Updates
Available in: All Editions

Desktop clients such as Connect for Outlook and Connect Offline integrate Salesforce with your PC. Follow these steps to see which desktop client versions are installed on your computer and download available updates: 1. Navigate to Your Name > Setup > Desktop Integration > Check for Updates. 2. From the table, review the names and version numbers of available desktop clients.

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Personal Setup

Customizing Activity Reminders

3. If you are using Internet Explorer, click the correct desktop client and then click Install Now to install a client. 4. If you are using another browser such as Mozilla Firefox, click Download Now to save the installer file to your computer. Then double-click the saved file to run the installer program. Your administrator controls which desktop clients you are allowed to install. See Desktop Client Access Overview on page 513. Note that Connect Offline is the only client available with Developer Edition.

See Also:
Force.com Connect for Microsoft Outlook Overview Force.com Connect Offline Overview Force.com Connect for Microsoft Office® Overview Force.com Connect for Lotus Notes Overview Viewing Client Update Alerts

Customizing Activity Reminders
Available in: All Editions except for Database.com

When reminders are enabled for your organization, the default reminder settings are configured to open the reminder window and play a sound fifteen minutes before an event's start time, or at 8:00 am the day a task is due. Click Your Name > Setup > My Personal Information > Reminders to customize the following reminder settings to meet your needs. Setting
Trigger alert when reminder comes due

Description If enabled, open the reminder window when a reminder is due. If enabled, play a reminder sound when a reminder is due. If enabled, set a reminder on all new events. From the drop-down list, select how long before the event you want to be reminded of the upcoming event. You can disable the reminder or change the reminder time when editing the event. If enabled, set a reminder on all new tasks. From the drop-down list, select what time, on the day the task is due, you want to be reminded of the task. All tasks, including those created by workflow, will use this default. You can disable the reminder or change the reminder time when editing a task. If enabled, this option will sort reminders by due date first and then reminder.

Play a reminder sound By default, set reminder on Events to:

By default, set reminder on Tasks to:

Sort reminder window by due date

To test your settings, click Preview Reminder Alert.

51

Home Tab

Home Tab Overview

Note: If the preview popup does not display, ensure that you aren't blocking popups. For more information, see Why can't I view Salesforce popup windows such as lookup dialogs and the Help & Training window? on page 3183.

See Also:
Setting Reminders on Activities Editing Tasks Editing Events Using the Activity Reminder Window

HOME TAB
Home Tab Overview
The available tabs and options in the Create New drop-down list vary according to which permissions you have and which Salesforce Edition you are using.

From the Home tab, you can view your calendar and tasks, and select tab and sidebar options to access other information. You can also search for information and view messages and custom links provided by your administrator. The tabs at the top of the page let you access different types of information. Tabs can be organized into groups called apps, which make it easy to switch between sets of tabs that relate to one another. In addition to the standard apps, such as Sales and Call Center, your administrator can create custom apps to define the tabs that you see. You can switch between apps by choosing from the Force.com app menu at the top of the page. An alert banner may appear on the Home tab to let you know when updates are available for desktop clients such as Connect for Outlook and Connect Offline. For more information, see Viewing Client Update Alerts on page 59.

See Also:
Troubleshooting Login Issues Using Your Calendar and Tasks on the Home Page Search Overview Recycle Bin About the Sidebar Custom Links Messages and Alerts Recent Items What is an App?

52

Home Tab

Changing Your Home Tab Dashboard

Changing Your Home Tab Dashboard
Available in: Professional, Enterprise, Unlimited, and Developer Editions

Your administrator can create customized Home tab pages that display customized components such as a dashboard snapshot or your company logo. If your Home tab contains a dashboard snapshot, you can change the dashboard settings. Click Customize Page in the Dashboard section of the Home tab if yours contains a dashboard. Use this page to select a different dashboard to display on the Home tab. Click Refresh to refresh the data in your dashboard. See Refreshing Dashboard Data on page 2717 for more information.

See Also:
Customizing Your Display

Using Your Calendar and Tasks on the Home Page
Available in: All Editions except Database.com

Note: The My Tasks and Calendar sections display on the Home tab if they are included as components on your home page layout. For more information, see Customizing Home Tab Page Layouts on page 1206. From the Home tab, you can view, create, and edit events and tasks. If you have Salesforce for Outlook, Connect for Outlook or Connect for Lotus Notes installed, you may be able to sync your Outlook or Lotus Notes records with Salesforce so they display in the My Tasks and Calendar sections on the Home page.

Using the My Tasks Section
In the My Tasks section on the Home tab, you can: • • Click New to create a task. View a list of tasks assigned to you. Up to fifteen tasks can be displayed; to view all your tasks, click View More. The recurrence icon ( ) identifies tasks that are part of a recurring series. • • • • Choose a time frame from the drop-down list to change which tasks display. Assign unresolved emails to related records; to view all your unassigned emails, click My Unresolved Items. If your organization has enabled hover links for the My Tasks list, hover your mouse over the subject of a task to see the details of the task in an overlay. Alternatively, click the subject of a task to open the detail page of that task. Click X to close a task.

Using the Calendar Section
In the Calendar section on the Home tab, you can: • Click New Event to create a new event.

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Home Tab

Recycle Bin

Click the Scheduled Meetings subtab to view a list of the events you have scheduled for the next seven days. This tab displays a maximum of 50 events per day. ◊ The recurrence icon ( ) identifies events that are part of a recurring series. ◊ The multi-person event icon ( ) identifies events with invitees. Multi-person events aren't available in Personal Edition. ◊ If your organization has enabled home page hover links for events, hover your mouse over the subject of an event to display the details of the event in an interactive overlay. Alternatively, click the subject of an event to open the detail page of that event.

Click the Requested Meetings subtab to view meetings you have requested but not confirmed. This tab displays a maximum of 100 requested meetings. ◊ Click the subject of the meeting to open its detail page where you can cancel and reschedule the meeting. ◊ The Status column shows the number of invitees that have responded to your meeting request. ◊ Once you confirm a meeting, it appears on the Scheduled Meetings subtab. If the Requested Meetings subtab doesn't display, ask your Salesforce administrator to add it to the Calendar section. See Customizing Activity Settings on page 1235.

• •

View a small calendar of the current month. To change which month displays, click the Previous Month ( ) and Next Month ( ) icons as appropriate. Navigate to different views of your calendar: Click the icons underneath the small monthly calendar as appropriate. For more information, see Viewing Your Calendar on page 121.

See Also:
Viewing Activities Requesting a Meeting Using Cloud Scheduler Setting Up Cloud Scheduler

Recycle Bin
Available in: All Editions except for Database.com

User Permissions Needed To view and recover your deleted records: To view and recover records deleted by other users: To recover deleted public tags: To purge the Recycle Bin: “Read” on the records in the Recycle Bin “Modify All Data” “Tag Manager” “Modify All Data”

The Recycle Bin link in the sidebar lets you view and restore recently deleted records for 15 days before they are permanently deleted. Your recycle bin record limit is 250 times the Megabytes (MBs) in your storage. For example, if your organization has 1 GB of storage then your limit is 250 times 1000 MB or 250,000 records. If your organization reaches its Recycle Bin limit, Salesforce automatically removes the oldest records if they have been in the Recycle Bin for at least two hours.

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Home Tab

Recycle Bin

Viewing Items in the Recycle Bin
Choose My recycle bin from the drop-down list to view just the items you deleted. Administrators, and users with the “Modify All Data” permission, can choose All recycle bin to view all data that has been deleted for the entire organization. In Personal Edition, the All recycle bin option shows all of your deleted items.

Searching for Items in the Recycle Bin
1. Choose My recycle bin or All recycle bin from the drop-down list. Choosing My recycle bin searches for matches only in the items you deleted. 2. Enter your search terms. Search terms are treated as separate words with an implied AND between them. For example, searching for bob jones returns items with bob and jones together but not bob smith whose email address is bsmith@jones.com. An implied wildcard is appended to your search terms so searching for bob returns any bob or bobby. Searches look for matches in the field displayed in the Name column of the Recycle Bin such as lead Name, Case Number, Contract Number, or Product Name. Note: Some search features, including stemming and synonyms, are not available in the Recycle Bin search.

3. Click Search.

Restoring Items in the Recycle Bin
You can restore items by checking the box next to those items and clicking Undelete. To restore all deleted items, check the box in the column header and then click Undelete. When you undelete a record, Salesforce restores the record associations for the following types of relationships: • • • • • • • • • • Parent accounts (as specified in the Parent Account field on an account) Parent cases (as specified in the Parent Case field on a case) Master solutions for translated solutions (as specified in the Master Solution field on a solution) Managers of contacts (as specified in the Reports To field on a contact) Products related to assets (as specified in the Product field on an asset) Opportunities related to quotes (as specified in the Opportunity field on a quote) All custom lookup relationships Relationship group members on accounts and relationship groups, with some exceptions Tags An article's categories, publication state, and assignments Note: Salesforce only restores lookup relationships that have not been replaced. For example, if an asset is related to a different product prior to the original product record being undeleted, that asset-product relationship is not restored.

Purging the Recycle Bin
To permanently remove your deleted items prior to the 15 day period, administrators, and users with the “Modify All Data” permission, can click Empty your recycle bin or Empty your organization’s recycle bin .

See Also:
Removing Members from Relationship Group Members Managing Articles and Translations

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Home Tab

Creating Records Using the Create New Drop-Down List

Creating Records Using the Create New Drop-Down List
The available options in the Create New drop-down list vary according to which permissions you have, which Salesforce Edition you are using, and which app you are using.

The Create New drop-down list, available in the sidebar, provides options to create new records. To create a new record using the drop-down list: 1. Select the type of record you want to create. The new record page immediately displays in the appropriate tab or the Upload a File dialog box displays if you selected File. 2. Fill in the fields. 3. Click Save or Upload to My Files if you selected File.

Using the Tags Sidebar Component
The Tags link and Recent Tags drop-down list, available in the sidebar, allow you to browse tags and access your most recently used tags, respectively. • • Click Tags to browse, search, and manage your entire tag collection. Select a tag in the Recent Tags drop-down list to view all records that have been marked with that tag. The tags that appear in this list are those you have most recently used to tag records.

See Also:
Tags Overview Browsing, Searching, and Managing Tags Enabling Tags

About the Sidebar
Available in: All Editions except Database.com

The sidebar column that appears on the left side of most Salesforce pages provides convenient access to the following links and commands. • Search Use the header search box, if you don't have Sidebar Search. • • • • The Google Talk gadget The Tags link and Recent Tags drop-down list The Divisions drop-down list The Create New drop-down list

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Home Tab

Messages and Alerts

• • • • •

A Calendar shortcut to your last used calendar view The Recent Items list Messages and Alerts Custom Links A shortcut to the Recycle Bin

The options in your sidebar may vary if your administrator has customized your home page layout. For more information, see Customizing Home Tab Page Layouts on page 1206. If your administrator has enabled the collapsible sidebar, you have the choice to show or hide the sidebar as needed. Click the edge of the sidebar or press ALT+S to open or close the sidebar as needed. Opening the sidebar using ALT+S automatically places your cursor in the Search box. Note: Call center users won't see incoming calls if they collapse the sidebar.

Tip: If your organization uses divisions, we recommend that you keep the sidebar pinned and visible at all times so you always have access to the Divisions drop-down list.

See Also:
Customizing Activity Settings

Messages and Alerts
Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer Editions

The Messages and Alerts section of the Home tab sidebar displays announcements customized by your organization's administrator. The Messages and Alerts section is not available in Personal Edition.

See Also:
Customizing Home Tab Page Layouts About the Sidebar

Custom Links
Available in: All Editions except Database.com

This section appears on the Home tab depending on your customized home page layout. See Customizing Home Tab Page Layouts on page 1206.

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Home Tab

Recent Items

The Custom Links section of the Home tab contains links to websites or Salesforce pages that are useful for everyone in your organization. Your administrator sets which links display in this section.

See Also:
Customizing Home Tab Page Layouts About the Sidebar

Recent Items
Available in: All Editions

In the Recent Items section of the sidebar column, you see a short list of up to 10 specific accounts, campaigns, cases, contacts, contracts, documents, ideas, questions, leads, opportunities, quotes, orders, person accounts, solutions, users, or custom objects you’ve most recently added or viewed. To see the details of an item, click the name of the item. Tip: If your organization has enabled hover details, hover your mouse over any item in the Recent Items list to view key information about the record before clicking into that record's detail or edit page. Note: Your Recent Items may show fewer than 10 items if you have recently deleted any of your recently viewed items. Likewise, the Recent lists on the tab home pages (for example, the Recent Leads list) may show fewer than 10 or 25 items if you have recently deleted items.

See Also:
About the Sidebar

Changing Your Working Division
Available in: Professional, Enterprise, and Unlimited Editions

User Permissions Needed To change your working division: To limit list views, searches, and reports by division: “Affected by Divisions” “Affected by Divisions”

If your administrator has enabled divisions, your organization’s data will be segmented into different sections, making searches, reports, and list views more meaningful for you. For example, if you work in the North American division, you can create reports to show only records belonging to the European division. You can change the division in which you are working at any time. The data you see in search results includes records in your working division.

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Home Tab

Viewing Client Update Alerts

• • •

To set your working division, simply select a division from the Divisions drop-down list in the sidebar. To search within multiple divisions at the same time, use Advanced Search, Global Search, or select --All-- from the Divisions drop-down list. To search within a division in a lookup dialog, select a division from the drop-down list in the lookup dialog window. Your results include records in the selected division. Note: All searches within a working division also include the global division. For example, if you search within a working division called Western Division, your results will include records found in both the Western Division and the global division.

To report on records in a specific division, select a division from the Divisions drop-down list on the report. Select --Current-- to show records in your current working division. Reports that are already scoped (such as My Cases or My team’s accounts) include records in all divisions, and you cannot further limit them to a specific division.

To find records in a specific division in a list view, use the Divisions drop-down list when creating or editing the list view. Note: When you create new records, those records are not automatically assigned to your current working division. See Overview of Divisions on page 423 for more information.

See Also:
About Divisions Transferring Divisions Changing Your Default Division About the Sidebar

Viewing Client Update Alerts
Available in: Enterprise, Unlimited and Developer Editions

User Permissions Needed To view client update alerts: “On, updates w/alerts” OR “On, must update w/alerts” on your profile

Under the following conditions, an alert banner automatically appears across the Home tab when new versions of clients such as Connect for Outlook and Connect Offline are available. • • Your administrator has given you access to see the Home tab alerts. See Desktop Client Access Overview on page 513. In the past, you have successfully logged in from the client with your Salesforce username and password.

59

Accounts

Accounts Overview

Click the alert banner to proceed to the Check for Updates page. Note the following: • • • You can navigate to the Check for Updates page at any time to see which client versions are installed on your computer. After installing the update, the alert banner continues to appear across the Home tab until you log in through the newly updated client. Connect Offline is the only client available with Developer Edition.

See Also:
Desktop Client Access Overview Force.com Connect for Microsoft Outlook Overview Force.com Connect Offline Overview Force.com Connect for Microsoft Office® Overview Force.com Connect for Lotus Notes Overview

ACCOUNTS
Accounts Overview
Business accounts available in: All Editions except Database.com Person accounts available in: Enterprise, Unlimited, and Developer Editions

Accounts are your organization's customers, competitors, and partners. Each account stores information such as name, address, and phone numbers. For each account, you can store related information such as opportunities, activities, cases, partners, contracts, and notes. The Accounts tab displays a home page that lets you quickly create and locate all types of accounts. You can also sort and filter your accounts using standard and custom list views. In addition, this tab lets you view and edit detailed information on each account to which you have access. If your organization has been enabled with person accounts, you have two different kinds of accounts: business accounts and person accounts. Business accounts represent the other companies with which your organization does business. For business accounts, the individuals who work at those companies are represented by contacts. Person accounts represent the individual consumers with whom your company does business, such as a financial services client, an online shopper, or a vacation traveler. Depending on your organization's business model, you may use business accounts, person accounts, or both. If your organization has a partner portal, you can create partner accounts. Partner accounts are business accounts that a channel manager uses to manage partner organizations, partner users, and activities.

60

Accounts

What is a Person Account?

Note: In the online help and other Salesforce documentation, the word “account” by itself always refers to both business accounts and person accounts. The terms “business account” and “person account” are used when there are differences between the two kinds of accounts.

See Also:
Accounts Home What is a Person Account? Partner Portal Overview

What is a Person Account?
Business accounts available in: All Editions except Database.com Person accounts available in: Enterprise, Unlimited, and Developer Editions

Note: Person accounts are not enabled by default in Salesforce. To quickly verify whether your organization uses person accounts, see if you have an option to select Person Account as the record type when you create a new account. To request person accounts, check with your administrator or contact salesforce.com. A person account is an individual consumer with whom you do business, such as a financial services client, an online shopper, or a vacation traveler. Person accounts are applicable to organizations that operate on a business-to-consumer model as opposed to a business-to-business model. In a business-to-business model, there is a natural differentiation between the other businesses with whom you work and the people associated with those businesses. In Salesforce, that translates to accounts and contacts having different fields, features, and tabs. In a business-to-consumer model, because you are providing products or services to people rather than companies or organizations, the distinction between accounts and contacts does not exist. Consequently, person accounts in Salesforce have a combination of fields from both accounts and contacts, and can be used as contacts in most situations that involve contacts. For example, business accounts do not have standard fields for email address and job title, but person accounts do. Also, person accounts can be associated with campaigns just like contacts, but business accounts cannot. For details on the contact-specific functionality that applies to person accounts, see Person Account Behaviors on page 62. The ability for person accounts to act like contacts is made possible by applying an account record type which has special properties. The default name of this record type is “Person Account.” Your administrator may have changed the name of this record type, and also may have created more account record types that have the same special properties. For more information on record types, see Managing Record Types on page 1174 and Changing the Record Type Field on page 98.

61

com Person accounts available in: Enterprise. As with contacts. Person accounts are accounts that can also be used as contacts in many situations.com. See Merging Duplicate Accounts on page 90. the word “account” by itself always refers to both business accounts and person accounts. Person accounts can be associated with activities using either the Name or Related To fields. See Also: Person Account Behaviors Accounts Overview Contacts Overview Tip sheet: Using Person Accounts Implementation guide: Implementing Person Accounts Disabling and Deactivating Portal Users Person Account Behaviors Business accounts available in: All Editions except Database. Accounts Activities 62 . Unlimited. Person accounts are accounts that support contact fields and capabilities. To request person accounts. contact salesforce. the fields in the Quick Create area are based on whether the default account record type set on your profile is a person account record type or a business account record type. person accounts can be invited to events and requested meetings. On the accounts home page. The following table summarizes the key areas in which person accounts differ from business accounts or have unique considerations: Salesforce Functionality Account Merge Account Quick Create Person Account Behavior Person accounts can only be merged with other person accounts.Accounts Person Account Behaviors Note: In the online help and other Salesforce documentation. The terms “business account” and “person account” are used when there are differences between the two kinds of accounts. and Developer Editions Note: Person accounts are not enabled by default in Salesforce. See Specifying Record Types and Page Layout Assignments in the Enhanced Profile User Interface on page 500 or Assigning Record Types to Profiles in the Original Profile User Interface on page 511.

Custom Objects Customer Portal Custom objects with relationships to either accounts or contacts can be added as related lists on person accounts. person accounts can be entered in the Account Name field. A predetermined combination of standard account and contact fields is available on person account page layouts. you can use person accounts as if they were contacts. See Person Account Fields on page 77. such as Parent Account and View Desktop Integration Email Field History Fields 63 . They are not currently supported in Connect for Lotus Notes. the Email field must be added to the Person Accounts page layout. person accounts can be enabled as users for your Customer Portals. Note that some business account fields are not supported for person accounts. On cases. or both. and opportunities. Account fields for person accounts can be tracked using the account field history settings.Accounts Person Account Behaviors Salesforce Functionality Person Account Behavior For users to request a meeting with a person account. the Contact Name field. Person accounts are currently supported in Connect Offline. You can include them in all contact list views except on the contacts home page. and Connect for Outlook version 3. you follow the account fields. As with contacts. Note that Customer Portals are only available for Enterprise and Unlimited Editions. Salesforce for Outlook. you can add person accounts to the Contact Roles related list on cases. As with contacts. but contact fields for person accounts are configured on the contact field history settings page.2 and later. contracts. As with contacts. see Can I sync person accounts using Salesforce for Outlook? on page 3234 and Working with Person Accounts in Connect for Outlook on page 2443. person accounts can be added to campaigns and have a Campaign History related list. In addition. Campaigns Cases Chatter Feed Tracking Contact Roles Contacts As with contacts. all custom account and contact fields are available. you can send individual emails and mass emails to person accounts. See Tracking Field History on page 1001. person accounts do not have a Contacts related list. but not the contact fields. In most situations. Unlike business accounts. you can use the Partners related list to track relationships between different person accounts. However. When you follow person accounts.

contact fields. Mobile configurations that include the account object automatically deliver person accounts and business accounts to users' mobile devices. See What Is Imported for Person Accounts? on page 727. and lookup dialogs using the criteria “Is Person Account equals True. Note that you can only create leads with a blank Company field using the Force. account custom links.Accounts Person Account Behaviors Salesforce Functionality Person Account Behavior Hierarchy. and contact related lists. The default person account record type for your profile is applied to the new person account. Leads with a value in the Company field are converted to business accounts. Leads with a blank Company field are converted to person accounts.” To mobilize only person accounts.” Import Wizards Person accounts have unique import wizards at Your Name > Setup > Import > Import My Person Accounts and Your Name > Setup > Data Management > Import Person Accounts. use the criteria “Is Person Account equals True. Person accounts page layouts do not support the Reports To and Parent Leads List Views Mobile Configurations 64 . Add the Is Person Account icon to list views to visually differentiate person accounts from other records.com API. You can rename person account field labels so alternate terms display in Salesforce. Page Layouts Person accounts have unique page layouts that can have account fields. users assigned to that configuration will see a Contacts tab in the mobile client application.” If a mobile configuration includes accounts but not contacts. See Converting Leads on page 2578. and the tab will contain person accounts. Also. account related lists. Person accounts can be excluded from the configuration's data set using the criteria “Is Person Account equals False. The default business account record type for your profile is applied to the new business account. Icons Person accounts have a person icon ( ). the Reports To field on contacts is not supported for person accounts. Person accounts appear in both account and contact list views. and Specifying Record Types and Page Layout Assignments in the Enhanced Profile User Interface on page 500 or Assigning Record Types to Profiles in the Original Profile User Interface on page 511. while business accounts have a folder icon ( ). and to include or exclude person accounts in a list. list views. The person account icon can be added to search results.

As with contacts. person accounts can be enabled as users for your Self-Service portal. A person account can only be changed to another person account record type.” “Relationships. change your organization-wide default for contacts to Controlled by Parent. If your organization has customized your contact sharing settings and you want to enable person accounts. Search Person accounts only appear in account search results. You cannot add a contact formula field that references the account object to person accounts page layouts. Person accounts count against both account and contact storage because the API considers each person account to consist of one account as well as one contact. See Renaming Tab and Field Labels on page 954. Administrators can customize the names of tabs and fields related to person accounts. We recommend that you rename the Partners related list to “Related Accounts. you can send individual and mass Stay-in-Touch requests to person accounts.Accounts Person Account Behaviors Salesforce Functionality Person Account Behavior Account fields. Contact sharing is not available if you have enabled person accounts. Administrators can configure multiple record types for person accounts. Stay-in-Touch Requests Storage As with contacts. Administrators can add the Is Person Account icon to account search layouts in order to differentiate person accounts from business accounts. such as: • The Accounts tab name. The organization-wide default for contacts is set to Controlled by Parent and is not editable. the business account field label. and the person account field label. which removes all your contact sharing rules and manually shared contacts. • The Contacts tab name and the business contact field label. Partners You can use the Partners related list to relate person accounts to each other. Record Types Renamed Tabs and Standard Fields Self-Service Portal Sharing Settings 65 .” or a similar term that reflects how your person accounts are connected.

This list is derived from your recent items and includes records owned by you and other users. select an item from the drop-down list to display a brief list of the top accounts matching that criteria. and Developer Editions only). Unlimited. See Managing Workflow and Approvals on page 1630. Unlimited.Accounts Accounts Home Salesforce Functionality Workflow Rules Person Account Behavior Creating or editing a person account triggers account workflow rules. To edit or delete any view you created.com Person accounts available in: Enterprise. select a predefined list from the View drop-down list. In the Recent Accounts section. and Developer Editions User Permissions Needed To view the Accounts tab: To view accounts: To create business accounts: To create person accounts: “Read” on accounts “Read” on accounts “Create” on accounts “Create” on accounts and contacts Clicking on the Accounts tab displays the accounts home page. See Also: What is a Person Account? Tip sheet: Tips & Hints for Person Accounts Administrator setup guide: Implementing Person Accounts Disabling and Deactivating Portal Users Accounts Home Business accounts available in: All Editions except Database. The Recent Accounts choices are: Recent Accounts Choice Recently Viewed Description The last ten or twenty-five accounts you viewed. or click Create New View to define your own custom view. you can click any account name to go directly to the account detail. 66 . • • To show a filtered list of items. with the most recently viewed account listed first. From the list. The fields you see are determined by the “Accounts Tab” search layout defined by your administrator and by your field-level security settings (available in Enterprise. select it from the View drop-down list and click Edit. Toggle the Show 25 items and Show 10 items links to change the number of items that display.

• • • Under Reports. Select any of the links under Tools to access utilities for managing your accounts. then the Quick Create fields include First Name and Last Name instead of Account Name. Note: If your organization has Salesforce for Wealth Management. accounts are called clients. you can add a new account from the Quick Create area in the sidebar on the accounts home page. This list only includes records owned by you. Recently Modified • If Quick Create has been enabled by your administrator. The last ten or twenty-five accounts you updated.Accounts Accounts Home Recent Accounts Choice Recently Created Description The last ten or twenty-five accounts you created. choose one of the list views under Accounts from Connections to view accounts that your business partners have shared with you. click any report name to jump to that report. If accounts are shared with external contacts via Salesforce to Salesforce. click New next to the Recent Accounts section to create a new account. with the most recently created account listed first. See Also: Accounts Overview What is a Person Account? Using Accounts Creating Accounts Merging Duplicate Accounts Deleting Accounts Creating Custom List Views Viewing Account Lists 67 . Alternatively. If your organization uses person accounts and your default record type for the Accounts tab is a person account record type. This list only includes records owned by you. with the most recently updated account listed first. Fill in the fields to add a new account.

If your organization uses person accounts and your current list view includes the field Is Person Account. Then. click Chatter in the top-right corner to see feed updates for the list view. click a letter to display the contents of the sorted column that begin with that character. If Chatter is enabled. select it from the View drop-down list and click Edit. select a predefined list from the View drop-down list. Note that your administrator controls the availability of drag-and-drop scheduling. or click Create New View to define your own custom view. • • • • • • Click an account name to view the account details. and Developer Editions User Permissions Needed To view account lists: To create business accounts: To create person accounts: “Read” on accounts “Create” on accounts “Create” on accounts and contacts The accounts list page displays a list of accounts in your current view. Click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. click or to follow or stop following an account in your Chatter feed. Note: If your organization has Salesforce for Wealth Management. Click Edit or Del next to an account name to edit or delete the account. the column heading for this field is the person account icon ( ). you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. If Chatter is enabled. See Also: Accounts Home What is a Person Account? Customizing User Interface Settings Working with Enhanced Lists Using Inline Editing in Lists Printing List Views 68 . Click List to toggle back to the list view. Click New Account or select Account from the Create New drop-down list in the sidebar to create an account.com Person accounts available in: Enterprise. To show a filtered list of items. Unlimited. Sorting List Views • • • Click any column heading to sort in ascending or descending order using that column’s information. Click the person account icon in the header to sort person accounts at either the top or bottom of the list. At the top of the list. To edit or delete any view you created. accounts are called clients.Accounts Viewing Account Lists Business accounts available in: All Editions except Database.

com Overview Changing the Record Type Field Changing the Territories of an Account Account History 69 . partner.com contacts for an account View account updates and comments (Chatter) Give Customer Portal users access to an account Enable an account as a partner account See Also: Account Fields Viewing Parent Accounts Creating Accounts Data. Unlimited.Accounts Using Accounts Using Accounts Business accounts available in: All Editions except Database. and Developer Editions User Permissions Needed To view accounts: To change business accounts: To change person accounts: To enable partner accounts: To disable partner accounts: “Read” on accounts “Edit” on accounts “Edit” on accounts and contacts “Manage Partners” “Edit” on accounts AND “Manage Partners” To disable Customer Portal accounts: “Edit” on accounts AND “Edit Self-Service Users” An account is an organization.com Person accounts available in: Enterprise. contacts) Get Data. company. or consumer that you want to track—for example. • • • • • • View and edit account details Find account-related information (for example. a customer. or competitor.

To enable person accounts as Customer Portal users. click the account name to display detailed information. • • • • • • Use inline editing to edit fields directly on the detail page. click Work with Portal and choose Enable As Partner.com Person accounts available in: Enterprise.Accounts Displaying and Editing Account Details Displaying and Editing Account Details Business accounts available in: All Editions except Database. or delete your accounts. transfer. Available only if your company enabled a partner portal. click Work with Portal and choose Enable Customer Portal User. To open a printable display of the record details. make your changes. and Developer Editions User Permissions Needed To view accounts: To change business accounts: To change person accounts: To enable partner accounts: To disable partner accounts: “Read” on accounts “Edit” on accounts “Edit” on accounts and contacts “Manage Partners” “Edit” on accounts AND “Manage Partners” To disable Customer Portal accounts: “Edit” on accounts AND “Edit Self-Service Users” Once you have located an account on the Accounts home or list pages. edit. Note: As the owner of an account. click Edit. Finding Account-Related Information (Related Lists) 70 . To display the page in edit mode. contact your administrator. To enable an account as a partner account. click Printable View. if your accounts are assigned to territories. your administrator can set options that determine whether users in that territory can view. and click Save. in the top-right corner of the page. However. To save the current account and create another one. you can normally view all data related to that account. Available only if your company has person accounts and a Customer Portal. If inline editing isn't enabled. click Save & New. your administrator can set an option on your role that determines whether you can view opportunities that you do not own that are associated with your accounts. Also. Unlimited.

display information related to an account. If hover details are enabled. If Chatter is enabled. If hover links are not enabled.Accounts Finding Account-Related Information (Related Lists) Business accounts available in: All Editions except Database. Click a hover link to jump to the content of the related list. ask your Salesforce administrator to add you to the portal share groups with access to the portal users' data.com Person accounts available in: Enterprise. To change the number of records shown for related lists. For example. to add a task to the Open Activities related list. To directly add new items. or click fewer or more at the bottom of the page. 71 . contact your Salesforce administrator. • Hover over the links at the top of a detail page to display the corresponding related list and its records. • • • • Viewing Related Lists The related lists you see are determined by your: • • • Personal customization Administrator's page layout customizations Permissions to view related data The kind of account you are viewing—a business account or a person account—also determines the related lists that can be viewed. If you are unable to see related records that belong to portal users. hover over any lookup field on the detail page to view key information about a record before clicking into that record's detail page. Unlimited. click View More below a related list. An interactive overlay allows you to quickly view and manage the related list items. click New (or the equivalent button) at the top of a related list. such as opportunities. click New Task. hover links display below the feed. and Developer Editions User Permissions Needed To view accounts: To change business accounts: To change person accounts: To enable partner accounts: To disable partner accounts: “Read” on accounts “Edit” on accounts “Edit” on accounts and contacts “Manage Partners” “Edit” on accounts AND “Manage Partners” To disable Customer Portal accounts: “Edit” on accounts AND “Edit Self-Service Users” Related lists.

click Follow. contact your administrator.Accounts Viewing Account Updates (Chatter) Viewing Account Updates (Chatter) Available in: Group. go to Your Name > Setup > My Chatter Settings > My Feeds. 72 . Following Accounts When you follow an account. To disable this feature. your Chatter feed includes field changes and account feed updates. and Developer Editions Display a Chatter feed of updates. To view a single feed update. Unlimited. Forecast managers can manage territories is selected. click Change next to the Territories field. You automatically follow records you own. click Show All. Unlimited. Yesterday at 12:57 AM. Contact Manager. and Developer Editions User Permissions Needed To change the territories of an account: “Manage Territories” OR You are a forecast manager. for example. above the update. To modify an account's manually assigned territories: 1. From the account detail page. To view the full feed. click All Updates. Note: If Chatter isn't enabled. • • Show or hide Chatter feeds using the Show Chatter and Hide Chatter links at the top of a feed. select Stop automatically following records. and then click Save. click the timestamp below the update. and you are working below your position in the territory hierarchy. To view a full list. • • • To follow an account. To stop following. click Following . The Followers list shows you who is following the account. Enterprise. comments. Professional. See Also: Chatter Overview Using Chatter Feeds Changing the Territories of an Account Available in: Enterprise. and posts about the account.

6. Creating Accounts 73 . and who made the change. When the Selected territories list contains the territories to which the account should be manually assigned. to do so you must modify the account assignment rules that evaluated the account. click Horizontal View or Vertical View in the drop-down list to place the Selected territories list either alongside or below the Available territories list. For person accounts. 3. See Also: Using Accounts Territory Management Overview Manually Assigning Accounts to Territories Account History Business accounts available in: All Editions except Database. Unlimited. If the account has existing manual assignments to one or more territories. the names of those territories will appear in the Selected territories list. see Managing Account Assignment Rules on page 2358. this includes any relevant contact fields that are set to be tracked. 4. For information about setting up which fields are tracked. Any time a user modifies any of the standard or custom fields whose history is set to be tracked on the account. All entries include the date. nature of the change. view the territories that contain the account due to active account assignment rules. see Tracking Field History on page 1001. Click Select and Deselect to move territories between the Available territories list and the Selected territories list. You cannot use this page to remove the account from these territories. At the Rule-based territory assignments list. For more information. Optionally. time. a new entry is added to the Account History related list. and Developer Editions User Permissions Needed To view accounts: “Read” on accounts The Account History related list of an account detail page tracks the changes to the account. 5.Accounts Account History 2. click Save to finish and return to the account detail page. Modifications to the related lists on the account are not tracked in the account history.com Person accounts available in: Enterprise.

both called Acme. If your organization uses territory management. The Parent Account field is not available for person accounts. Unlimited. respectively.com may have offices in Paris and London. the division of a new account is automatically set to your default division. and Developer Editions User Permissions Needed To view accounts: To create business accounts: To create person accounts “Read” on accounts “Create” on accounts “Create” on accounts and contacts To create a new account. Click Save when you are finished. If Quick Create has been enabled by your administrator.com Person accounts available in: Enterprise. account assignment rules can automatically assign newly created accounts to territories. you must first specify whether the record type is a business account or person account. Next. For example. If your organization uses divisions. select Account from the Create New drop-down list in the sidebar. Create two accounts. then the Quick Create fields include First Name and Last Name instead of Account Name. or click Save & New to save the current account and add another. Fill in the fields to add a new account. This determines the picklist values available when creating and editing a record. Acme. If your organization has enabled person accounts. you can add a new account from the Quick Create area in the sidebar on the accounts home page. Enterprise. See Also: Account Fields Sharing Accounts Viewing Parent Accounts Accounts Home What is a Person Account? Account Fields 74 . but with Account Site values of Paris and London. Unlimited. Use the Account Site field to designate different locations of the same company. To specify that a business account is a subsidiary of another business account. See Territory Management Overview on page 2343.Accounts Creating Accounts Business accounts available in: All Editions except Database. If your organization uses person accounts and your default record type for the Accounts tab is a person account record type. and Developer Edition organizations can activate record types and ask you to choose a Record Type when creating an account. enter the information for the account. You can then view a hierarchy of account relationships.com. fill in the Parent Account field. or click New next to Recent Accounts on the accounts home page. unless you manually select a different one.

(Field-level security is available in Enterprise. Available only in organizations that use divisions to segment their data. State or province portion of billing address. Tracking or reference number for account. Up to 80 characters are allowed in this field. Available only for organizations that use multiple currencies. Name of company. The name of the account translated into the local language. such as contacts and opportunities. Street address used for billing. Amounts display in the account currency and are also converted to the user’s personal currency. and Developer Editions only.Accounts Account Fields Business Account Fields The available fields vary according to which Salesforce Edition you have. Unlimited. Account Division Account Name Account Name (Local) Account Number Account Owner Account Record Type Account Site Annual Revenue Billing Street Billing City Billing State/Province 75 . for example. Name of the field that determines what picklist values are available for the record. Up to 40 characters are allowed in this field. Headquarters or London. some fields may not be visible or editable. Up to 255 characters are allowed in this field. Division to which the account belongs. Amount of annual reported revenue. Depending on your page layout and field-level security settings. Name of the account’s location. and Developer Editions. Up to 255 characters are allowed in this field. Up to 40 characters are allowed in this field. Field Account Currency Description The default currency for all currency amount fields in the account. Up to 20 characters are allowed in this field. Records related to the account. City portion of billing address. Available in Enterprise. Not available in Personal Edition.) Note: Administrators can customize the display labels of standard fields. automatically inherit the account’s division. Assigned owner of account. Unlimited. listed in alphabetical order. A business account has the following fields.

which Billing Country Created By Description Employees Exclude from territory assignment rules Fax Industry Modified By Ownership Parent Account Partner Account Phone Rating 76 . Each picklist value can have up to 40 characters. Up to 20 characters are allowed in this field. create) the account using the lookup icon. This checkbox only affects rule-based account assignments and has no effect on manual account assignments. Up to 40 characters are allowed in this field. or select (or optionally. Read-only field that indicates whether an account is a partner account.Accounts Account Fields Field Billing Zip/Postal Code Description Zip or postal code portion of billing address. Each picklist value can have up to 40 characters. Primary phone number of account. Parent company for companies that are subsidiaries of a larger company or organization. shields the account from being evaluated when account assignment rules are run. The parent account must be an existing account in Salesforce. public or private. Categorization of how you rate this account. Country portion of billing address. which are set by an administrator. Entry is selected from a picklist of available values. for example. Also. Number of people employed by the account. (Read only) Description of account. Entry is selected from a picklist of available values. When checked. including modification date and time. You can enter the account name. Up to 40 characters are allowed in this field. See Territory Management Overview on page 2343. Only the first 255 characters display in reports. User who created the account. Primary business of account. Cold. Up to 32 KB of data are allowed in this field. checking this box removes the account from those territories. Entry is selected from a picklist of available values. including creation date and time. User who last changed the account fields. Hot. for example. which are set by an administrator. Up to 40 characters are allowed in this field. if the account is already assigned to territories as a result of assignment rules. (Read only) Ownership of company. Fax number. preventing it from being automatically assigned to territories. This does not track changes made to any of the related list items on the account.

Up to 255 characters are allowed in this field. See Territory Management Overview on page 2343. Shipping Street Shipping City Shipping State/Province Shipping Zip/Postal Code Shipping Country SIC Code Territories Ticker Symbol Type Custom Links Website Person Account Fields 77 . Each picklist value can have up to 40 characters. Zip or postal code portion of primary mailing or shipping address. for example.com. for example. Up to 255 characters are allowed in this field. The territories to which the account has been assigned. State or province portion of primary mailing or shipping address. See Territory Management Overview on page 2343. Listing of company’s exchange and stock symbol. Up to 20 characters are allowed in this field. Type of account. or Partner. Listing of custom links for accounts as set up by your administrator. only the first 50 are displayed. an administrator can control whether this checkbox displays and whether it is checked by default. Competitor.acme. Standard Industrial Classification code of the account’s main business categorization. Up to 40 characters are allowed in this field. City portion of primary mailing or shipping address.Accounts Account Fields Field Description are set by an administrator. Up to 20 characters are allowed in this field. Up to 20 characters are allowed in this field. which are set by an administrator. URL of account’s website. Customer. for example. NASDAQ: ACME. Each picklist value can have up to 40 characters. When customizing the page layout for accounts. Up to 10 characters are allowed in this field. Run territory assignment rules on save When checked. 57340 for Electronics. Up to 40 characters are allowed in this field. Entry is selected from a picklist of available values. Primary mailing or shipping street address of account. www. for example. Country portion of primary mailing or shipping address. causes account assignment rules to run when the account is edited and saved.

and Developer Editions The available fields vary according to which Salesforce Edition you have. Records related to the account. listed in alphabetical order. The name of the individual. Up to 40 characters are allowed in this field. In person accounts. Is Contact Field Account Division Account Name Account Name (Local) Account Number Account Owner Account Record Type 78 . Not available in Personal Edition. Available only for organizations that use multiple currencies. Available only in organizations that use divisions to segment their data.) Fields with an “X” in the Is Contact Field column are contact fields that are supported for person accounts but not business accounts. Field Account Currency Description The default currency for all currency amount fields in the account. such as contacts and opportunities. (Field-level security is available in Enterprise. Available in Enterprise. Salesforce derives it by combining the First Name and Last Name fields in the appropriate order per the user's language setting. Unlimited. A person account has the following standard fields. and Developer Editions only. Unlimited. some fields may not be visible or editable. Assigned owner of account. Both account and contact custom fields are available for person accounts. the account name cannot be edited directly. automatically inherit the account’s division. Instead. Unlimited. Amounts display in the account currency and are also converted to the user’s personal currency. Division to which the account belongs. The name of the account translated into the local language. Name of the field that determines what picklist values are available for the record. Tracking or reference number for account. Depending on your page layout and field-level security settings. Note that this list does not include any custom fields that your administrator may have created. and Developer Editions.Accounts Account Fields Person accounts available in: Enterprise.

including creation date and time. You can enter a date. (Read only) Listing of custom links for accounts as set up by your administrator. Name of assistant. Only the first 255 characters display in reports. Is Contact Field Annual Revenue Assistant X X Asst. Must be a valid email address in the form: jsmith@acme. or choose a date from the calendar that displays when you put your cursor in the field. Phone Billing City Billing Country Billing State/Province Billing Street Billing Zip/Postal Code Birthdate X Created By Custom Links Department X Description Do Not Call X X Email 79 . Up to 80 characters are allowed in this field. Up to 20 characters are allowed in this field. Email address. for example. Indicates if the person does not want to be contacted via telephone. Up to 40 characters are allowed in this field. Up to 80 characters are allowed in this field. User who created the account. Up to 32 KB of data are allowed in this field. Country portion of billing address.Accounts Account Fields Field Account Site Description Name of the account’s location. Up to 40 characters are allowed in this field. Zip or postal code portion of billing address. Birthday. Street address used for billing. Up to 80 characters are allowed in this field. Up to 20 characters are allowed in this field. State or province portion of billing address.com. City portion of billing address. Assistant’s phone number. Up to 40 characters are allowed in this field. Up to 40 characters are allowed in this field. Up to 255 characters are allowed in this field. Headquarters or London. Amount of annual reported revenue. Associated business or organizational unit. Description of account.

Partner. Indicates if the person has requested not to be included in broadcast faxes. Up to 80 characters are allowed in this field. When checked. Advertisement. Up to 40 characters are allowed in this field. or Web. Fax number. This checkbox only affects rule-based account assignments and has no effect on manual account assignments. The date that the most recent Stay-in-Touch request was sent. if the account is already assigned to territories as a result of assignment rules. Each picklist value can have up to 40 characters. The surname or family name of the individual. The first or given name of the individual. Record source. Entry is selected from a picklist of available values. Up to 40 characters are allowed in this field. Primary business of account. Up to 40 characters are allowed in this field. Person’s home phone number. shields the account from being evaluated when account assignment rules are run.Accounts Account Fields Field Email Opt Out Description The person's email address will not be included in mass emails. Number of people employed by the account. Also. Entry is selected from a picklist of available Is Contact Field X Employees Exclude from territory assignment rules Fax Fax Opt Out X X First Name Home Phone X Industry Last Name X Last Stay-in-Touch Request Date Last Stay-in-Touch Save Date X X Lead Source X 80 . checking this box removes the account from those territories. for example. which are set by an administrator. The date that the most recent Stay-in-Touch request was returned and merged. preventing it from being automatically assigned to territories. See Territory Management Overview on page 2343.

Up to 20 characters are allowed in this field. State or province portion of mailing address.Accounts Account Fields Field Description values. Zip or postal code portion of additional address. (Read only) City portion of additional address. which are set by an administrator. User who last changed the account fields. Each picklist value can have up to 40 characters. This does not track changes made to any of the related list items on the account. Zip or postal code portion of mailing address. Up to 40 characters are allowed in this field. Up to 40 characters are allowed in this field. including modification date and time. Entry is selected from X X X Mailing Country Mailing State/Province Mailing Street X X Mailing Zip/Postal Code Mobile X Modified By Other City X X Other Country Other Phone X X Other State/Province Other Street X Other Zip/Postal Code X Ownership 81 . Up to 20 characters are allowed in this field. Up to 20 characters are allowed in this field. Street mailing address. Ownership of company. Is Contact Field Mailing City City portion of mailing address. Up to 40 characters are allowed in this field. Up to 255 characters are allowed in this field. public or private. Additional phone number listing. State or province portion of additional address. Country portion of additional address. Up to 40 characters are allowed in this field. Street address portion of additional address. Up to 40 characters are allowed in this field. Cellular or mobile phone number. Up to 40 characters are allowed in this field. Up to 20 characters are allowed in this field. Country portion of mailing address. Up to 255 characters are allowed in this field. for example.

City portion of primary mailing or shipping address. Up to 40 characters are allowed in this field. Up to 40 characters are allowed in this field. which are set by an administrator. which are set by an administrator. for example. State or province portion of primary mailing or shipping address. Ms. Up to 255 characters are allowed in this field. for example. Country portion of primary mailing or shipping address.Accounts Account Fields Field Description a picklist of available values.. Primary mailing or shipping street address of account. Mr. Hot. Is Contact Field Phone Primary phone number of account. See Territory Management Overview on page 2343. Up to 20 characters are allowed in this field. Up to 20 characters are allowed in this field. which are set by an administrator. Dr. Standard Industrial Classification code of the account’s main business X Shipping City Shipping Country Shipping State/Province Shipping Street Shipping Zip/Postal Code SIC Code 82 .. Zip or postal code portion of primary mailing or shipping address. Each picklist value can have up to 40 characters. an administrator can control whether this checkbox displays and whether it is checked by default. Entry is selected from a picklist of available values. Rating Run territory assignment rules When checked. causes account on save assignment rules to run when the account is edited and saved. Cold. Salutation Title for addressing the person. Each picklist value can have up to 40 characters. Entry is selected from a picklist of available values. When customizing the page layout for accounts. Up to 40 characters are allowed in this field. or Prof. Each picklist value can have up to 40 characters.. Categorization of how you rate this account.

Person's position within his or her organization. Alternatively. www. Entry is selected from a picklist of available values. only the first 50 are displayed. for example. To list an account as a subsidiary. which are set by an administrator. The Account Hierarchy page displays up to 500 child accounts.com. Up to 20 characters are allowed in this field. URL of account’s website.Accounts Viewing Parent Accounts Field Description categorization. Is Contact Field Territories The territories to which the account has been assigned. edit the subsidiary account and type the name of an existing account in the Parent Account field. Customer. for example. See Territory Management Overview on page 2343. Listing of company’s exchange and stock symbol. create) a parent account. Up to 80 characters are allowed in this field.acme. Up to 255 characters are allowed in this field. for example. In the hierarchy. Up to 10 characters are allowed in this field. Competitor. you can click the lookup icon to search for (or optionally. Each picklist value can have up to 40 characters. X Ticker Symbol Title Type Website Viewing Parent Accounts Available in: All Editions except Database. click View Hierarchy next to the account name on the account detail page. for example.com User Permissions Needed To view accounts: To view parent accounts: “Read” on accounts “Read” on accounts The account hierarchy shows you the accounts that are associated through the Parent Account field. • • To view the account hierarchy. giving you a global view of a company and its subsidiaries. 57340 for Electronics. Type of account. NASDAQ: ACME. or Partner. accounts are indented to show that they are subsidiaries of the parent account above them. 83 .

Enterprise. Note: When you share an account. Alternatively. up to and including your access level. On this page. For manual sharing rules that you created. Salesforce prompts you to share any related contacts. • • Click Expand List to view all users that have access to the record. click Edit or Del next to an item in the list to edit or delete the access level. If your organization uses divisions. See Also: Using Accounts Creating Accounts What is a Person Account? Sharing Accounts Available in: Professional. or click Create New View to define your own custom view. groups. Click Add to grant access to the record for other users.Accounts Sharing Accounts The parent account must be an existing account before it can be entered and saved in this field. or territories. For companies with multiple office locations. See Also: Granting Access to Records Viewing Which Users Have Access Territory Management Overview Sharing Opportunities Sharing Contacts Sharing Cases Account Teams Overview 84 . Unlimited. select it from the View drop-down list and click Edit. opportunities. you cannot restrict access beyond your organization’s default access levels. you can also use the Account Site field to distinguish among the locations. and Developer Editions Your administrator defines your organization's sharing model as well as your organization's default account access levels for territories. select a predefined list from the View drop-down list. and territories that have sharing access to the account. For accounts. you can share account access by creating an account team. To edit or delete any view you created. roles. To view and manage sharing details. Ensure users have at least “Read” permission on shared records. Enterprise. However. you can extend sharing privileges for your own data on an account-by-account basis. or cases. click Sharing on the account detail page. you can do any of the following: • • To show a filtered list of items. groups. You can use account sharing to increase access to your accounts. The Parent Account field and the View Hierarchy link are not supported for person accounts. and Developer Edition users can also share related records from the record detail pages. The Sharing Detail page lists the users. Unlimited. roles. you can also edit the “Owner” sharing rule. accounts that are associated via the Parent Account field do not need to be in the same division.

3. role. Your choices are: Type Public Groups Personal Groups Users Roles Roles and Subordinates Description All public groups defined by your administrator. and opportunities is available in Enterprise. All users in your organization. This includes all of the users in the specified role plus all of the users in roles below that role. and Developer Editions Sharing for campaigns. Roles and Internal Subordinates Roles. Adding a role and its subordinate roles. you must be the record owner. All personal groups defined by the record owner. Includes portal roles and users. an administrator. In some cases. Enterprise. To grant sharing privileges for a record. This includes all of the users in that role. 2. any user granted Full Access. Only available when a partner or Customer Portal is enabled for your organization. Unlimited. custom object records. user. Does not include portal users.Accounts Granting Access to Records Granting Access to Records Sharing for accounts and contacts is available in: Professional. To grant access to a record: 1. and Developer Editions Sharing for custom objects is available in Database. For example. Click Sharing on the record you want to share. granting access includes access to all associated records. includes all of the users in that role plus all of the users in roles below that role. Note: Users that gain access to data due to their position in hierarchies do so based on a setting in your organization-wide defaults. Only available when no portals are enabled for your organization. or (provided your sharing settings control access through hierarchies) a user in a role above the owner in the hierarchy. This includes all of the users in the role plus all of the users in roles below that role. Only the record owner can share with his or her personal groups. All roles defined for your organization. All roles defined for your organization. From the drop-down list.com Users can manually grant access to certain types of records. Unlimited. excluding partner portal and Customer Portal roles. Click Add. if you grant another user access to your account. or territory to add. Internal and Portal Subordinates 85 . select the type of group. leads. the user will automatically have access to all the opportunities and cases associated with that account. cases.

the user cannot grant Full Access to other users. see Creating Apex Sharing Reasons on page 591.Accounts Granting Access to Records Type Territories Description All territories defined for your organization. users must also have at least read access to the associated account (unless you are sharing a case via a case team). and attachments to it. and transfer the record. 86 . and add associated records to it. if an account sharing rule specifies Private as the access level for associated contacts. Select the reason for the share to allow users and administrators to understand the source of the sharing. 8. or role to submit the forecast. the “Modify All Data” or “View All Data” permission. edit. roles. User cannot access the record in any way. User can view and edit the record. Includes all users in the territory plus the users below that territory. opportunity. or territories who should have access by adding their names to the New Sharing list. User can view the record. When sharing a forecast. For sharing rules that specify access for associated object records. 5. Territories and Subordinates 4. For more information on sharing reasons. or the “Modify All” or “View All” permission for contacts. notes. This option is only available if your organization uses territory management. For example. This option is only available if your organization uses territory management. users. This includes all users in that territory. and case records you own. specify the level of access the selected user should have to associated contact. such as organization-wide defaults. For example. 7. If you do not have privileges to share the account. however. select Submit Allowed to enable the user. a user may still have access to associated contacts via other means. Read/Write Read Only Private Note: • When sharing an opportunity or case. The possible access levels are: Access Level Full Access Description User can view. if you are sharing an account. • • 6. delete. and add associated records. Choose the access level for the record you are sharing and any associated records that you own. Choose the specific groups. Click Save. you must ask the account owner to give the users read access to it. the given access level applies to that sharing rule only. Contact Access is not available when the organization-wide default for contacts is set to Controlled by Parent. User can also extend sharing access to other users. users are automatically given read access to the account. If you also have privileges to share the account. group. They cannot edit the record or add notes or attachments.

notes. To delete the sharing access for a group. Click Expand List to view a detailed list of every user who has access that is greater than the organization-wide default settings. Unlimited. The possible access levels are: Access Level Full Access Description User can view. however. The list also shows each user’s access level for the record and any associated records. You can also see an explanation of each user's access. and then click Del next to the group. User can view the record. role. you can view a list of users who have access to the record and its related information. User can view and edit the record. user. See Also: Sharing Accounts Sharing Campaigns Sharing Cases Sharing Contacts Sharing Custom Object Records Sharing Leads Sharing Opportunities Viewing Which Users Have Access Case Teams Overview Controlling Access Using Hierarchies Manually Sharing a Forecast Viewing Which Users Have Access Available in: Professional. delete. and add associated records to it.Accounts Viewing Which Users Have Access Editing or Deleting Record Access To edit the access levels for a record. user. select a predefined list from the View drop-down list. User cannot access the record in any way. click Sharing on the record. role. or territory whose access you want to remove. or territory whose access you want to modify. Read/Write Read Only Private 87 . User can also extend sharing access to other users. or click Create New View to define your own custom view. and add associated records. click Sharing on the record. the user cannot grant Full Access to other users. and then click Edit next to the group. 1. and transfer the record. Click Sharing on the desired record. edit. and Developer Editions After you have granted access to a record you own. or territory. user. role. and attachments to it. Enterprise. They cannot edit the record or add notes or attachments. 2. To show a filtered list of items.

If there are multiple reasons with different access levels. the user is always granted the most permissive access level. The user owns or has sharing access to a contact or contract associated with the account. Associated Portal User or Role Associated Record Owner or Sharing Associated Record Sharing Campaign Sharing Rule Case Sharing Rule Contact Sharing Rule 88 . The portal user or any role above the portal user's role has access to the account for which the portal user is a contact. the “Modify All Data” or “View All Data” permission.Accounts Viewing Which Users Have Access Note: For sharing rules that specify access for associated object records. a user may still have access to associated contacts via other means. the list shows whether the user can submit a forecast (in forecasting versions where sharing is available). The user is a member of the account team. The user is a member of a share group that has access to a contact or contract that's associated with the account owned by high-volume portal users. or the “Modify All” or “View All” permission for contacts. or the “Modify All” or “View All” object permission. Click the link to view which associated records the user owns or has been given sharing access to. Click Why? next to a user’s name to find out why the user has access to the record. The user has the “Modify All Data” or “View All Data” administrative permission. The user has access via an account territory sharing rule created by the administrator. For example. The user has access via a case sharing rule created by the administrator. 3. The user has access via a contact sharing rule created by the administrator. In addition. the given access level applies to that sharing rule only. The possible reasons are: Reason Account Sharing Rule Account Sharing Account Team Account Territory Account Territory Rule Administrator Description The user has access via an account sharing rule created by the administrator. The account has been assigned to a territory to which the user has access. The user has access via a campaign sharing rule created by the administrator. such as organization-wide defaults. if an account sharing rule specifies Private as the access level for associated contacts. for forecast sharing. The user was granted access via the Sharing button on the associated account.

The user is a member of a share group that has access to records owned by high-volume portal users. or the user is a member of the queue that owns the record or above the queue member in the role hierarchy. Forecast Manager Lead Sharing Rule Manager of Territory Member Manual Sharing Manual Territory Sharing Opportunity Sharing Rule Owner Portal Share Group Related Portal User Role Above Owner or Shared User (Portal Only) Sales Team View All Forecasts Permission 89 . The user has access via an opportunity sharing rule created by the administrator. The user has access that was granted via the Sharing button on the record. The user has access via a lead sharing rule created by the administrator.Accounts Viewing Which Users Have Access Reason Delegated Forecast Manager Description A user has access to forecast data that was granted via the Sharing button on the forecast (in forecasting versions where sharing is available). The user owns the record. A user has access due to being a forecast manager in the forecast hierarchy. The account has been manually assigned to a territory to which the user has access. The user has a subordinate in the role hierarchy who is assigned to the territory with which the account is associated. The user has the “View All Forecasts” permission. The user is a member of the opportunity sales team. The portal user is a contact on the case. The user's role is above the role of a portal user who has access to the record via ownership or sharing.

com Person accounts available in: Enterprise. Inc. Select the fields that you want to retain from each record. When there is conflicting data. From the Accounts tab. 90 . and users with the “Edit Read Only Fields” permission.Accounts Merging Duplicate Accounts Note: Users that gain access to data due to their position in hierarchies do so based on a setting in your organization-wide defaults. 4. and Developer Editions User Permissions Needed To view accounts: To merge business accounts: To merge person accounts: “Read” on accounts “Delete” on accounts “Delete” on accounts AND “Read” on contacts 1. Select one account as the “Master Record.” Do not use the local name for the account. 3. Note that hidden fields are not displayed during the merge.” Any data in hidden or read-only fields will be taken from the Master Record. Check the rows of up to three accounts you want to merge. See Also: Sharing Accounts Sharing Contacts Sharing Opportunities Sharing Cases Sharing Custom Object Records Setting Your Organization-Wide Sharing Defaults Controlling Access Using Hierarchies Sharing Records Owned by High-Volume Portal Users (Service Cloud Portal Users) to Salesforce Users Manually Sharing a Forecast Merging Duplicate Accounts Business accounts available in: All Editions except Database. you can enter acme* to find duplicate accounts listed as “Acmes” and “Acme. 2. click Merge Accounts in the Tools section. administrators. Click Next. 5. Enter a search string to find the duplicate accounts. Unlimited. can manually select which read-only fields to retain. the fields in the left column are preselected and the row is marked in blue. However. Then click Find Accounts. For example.

If both accounts have different account teams. When merging two accounts that you do not own. The newly merged account displays the Created By date from the oldest account you are merging. In organizations that use divisions. you also merge the accounts' memberships in relationship groups.Accounts Merging Duplicate Accounts 6. Tips on Merging Accounts • • You can merge accounts if you are an administrator. account assignment rules will run on the new account to determine its territories. the newly merged account is linked only to the accounts of the selected Master Record. see Merging Accounts Associated with Relationship Groups on page 92. Also. ◊ If a territory was manually assigned to one of the original accounts. the merged account is assigned to the division of the Master Record. • • • • • • • • • Tips on Merging Person Accounts • If your organization uses person accounts. Unlimited. Any related items from any of the duplicate accounts will be associated with the newly merged account. You can merge accounts that have contacts associated with the same type of portal. and shows the merge date as the Modified By date. However. ◊ If a territory was added to one account manually and to the other account by rules. When you merge accounts that are listed in the Parent Account field of other accounts. ◊ Account assignment rules will not run on the newly merged account. any manual sharing from the “Master Record” is applied to the merged account. it will appear as having been assigned to the new account based on rules even if the new account does not match the rules. it will be manually assigned to the new account. For example. Enterprise. When you merge accounts that have territories and the Exclude from account assignment rules box was deselected on both of the original accounts. Person accounts are indicated by the person account icon ( ). but you cannot merge an account that has contacts associated with a partner portal with an account that has contacts associated with a Customer Portal. the merged account will contain members from both account teams. it will be manually added to the new account. When you merge accounts that have territories and the Exclude from account assignment rules box was checked on one or both of the original accounts: ◊ The newly merged account has all of the territories of the original accounts. For more information. • Tips on Merging Accounts Associated with Portals • • You must have the “Manage Users” permission to merge accounts associated with portals. any manually added territories on the original accounts will be manually added to the new account. the account owner. • When you merge accounts. or a user above the account owner in the role hierarchy and you have the appropriate user permissions. you must have “Delete” permissions on accounts and “Edit” permissions on opportunities and cases. 91 . You need “Edit” permissions on opportunities and cases because changing the account name field (AccountID) edits any opportunities or cases that are associated with the accounts you are merging. You need “Delete” permissions on accounts because you are deleting one of the accounts when you perform an account merge. you cannot merge a person account with a business account or vice versa. All discarded duplicate records are moved to the Recycle Bin. you can merge accounts that have contacts associated with a partner portal or Customer Portal. In Professional. and Developer Edition organizations. both business accounts and person accounts are returned when you search for duplicates. unless you select otherwise. Also. You can't merge person accounts enabled to use a Customer Portal. any sharing rules are applied to the newly merged account. ◊ If a territory was assigned to one of the original accounts based on account assignment rules. Click the Merge button to complete the merge.

Review the following considerations before merging accounts that are members of relationship groups: • The account you select as the master record retains its original relationship group memberships. the partner account must be the master. if neither JR Bannon or Joe Bannon • • 92 . if the master record “Joseph Bannon” was a member of the “Bannon Family” and “Bannon Law Firm” relationship groups. then the master record is transferred JR Bannon's membership in Acme LLP.” the master record is transferred Joe Bannon's membership in Bannon Trust Beneficiaries. For example. For example. When merging partner accounts with a non-partner account. if the non-master record “Joe Bannon” was a member of “Bannon Trust Beneficiaries. if the accounts “Joe Bannon” all represent the same client and need to be merged. the master record is transferred the membership of the non-master account that had higher priority (primary versus secondary) or the account whose member record was most recently modified in the relationship group. If there is a relationship group to which the master record did not originally belong but the multiple non-master records belong. See Also: Merging Duplicate Contacts What is a Person Account? Creating Partner Accounts Merging Accounts Associated with Relationship Groups Available in: Salesforce for Wealth Management User Permissions Needed To merge business accounts: To merge person accounts: “Delete” on accounts “Delete” on accounts. you also merge the accounts' memberships in relationship groups. if the non-master records “JR Bannon” and “Joe Bannon” both were members of “Acme LLP” and JR Bannon was primary.Accounts Merging Accounts Associated with Relationship Groups When you merge accounts that have contacts associated with multiple portals of the same type. it remains a member of those relationship groups. This is because a portal user's profile determines the portal he or she can access. “Read” on contacts When working with wealth management accounts (clients). For example. For example. select the account with portal users as the master record during the merge process. Note that merging results in a single account. you can use the Merge Accounts tool to consolidate those records into one. a contact's access to a specific portal does not change. Alternatively. The master record replaces the non-master records in all other relationship groups involved in the merge. you can merge up to three duplicate accounts at a time. and an account cannot exist more than once in the same relationship group. the owner cannot be changed. To ensure that merged accounts will include contacts associated with a portal. When you merge accounts. • • • When merging a partner account with a non-partner account.

then the master record would be transferred JR Bannon's membership in Acme LLP. See Also: Merging Duplicate Accounts Removing Members from Relationship Group Members Adding Translated Names Available in: Professional. and Developer Editions A local name stores a translated value for a corresponding account. they can both be displayed on the detail or edit page. For example. To enable the ability to use local names.Accounts Adding Translated Names were primary or secondary but JR Bannon's member record in the relationship group was modified more recently. Unlimited. or lead field. contact. your administrator must first contact salesforce. See Also: Managing Page Layouts Deleting Accounts 93 . you can store the name of an account in the default language of your organization as well as the account’s or user’s language. Enterprise. Depending on your page layout settings. The following fields can have corresponding local names: Standard Field Account Name Contact: First Name Contact: Last Name Lead: Company Lead: First Name Lead: Last Name Local Name Field Account Name (Local) Contact: First Name (Local) Contact: Last Name (Local) Lead: Company Name (Local) Lead: First Name (Local) Lead: Last Name (Local) Local names do not affect the user’s language settings.com and then add the corresponding local name fields to your page layout settings.

Accounts Deleting Accounts Business accounts available in: All Editions except Database. if you attempt to delete an account that has closed/won opportunities owned by you. activated contracts. When you delete an account it's moved to the Recycle Bin along with any of these related items: • • • • • • • • • Contacts Opportunities Contracts (if they're not activated) Activities Notes Attachments Portal roles and groups (if all portal users in the account are disabled) Partner relationships Relationship group members If you undelete an account. or a user above the account owner in the organization role hierarchy. or click Delete on the account detail page. You can't delete an account if it has been enabled as a partner account. In addition. Portal roles and groups. and Developer Editions User Permissions Needed To view accounts: To delete accounts: “Read” on accounts “Delete” on accounts To delete an account. You do not need the “Delete” permission on any associated records that are included in the deletion. See Also: Recycle Bin Deleting Mass Data Merging Duplicate Accounts What is a Person Account? Searching for Accounts 94 . click Del next to the account on the accounts list page. a message displays asking you whether you want to delete the closed/won opportunities along with the account or to cancel the account deletion. or associated contacts are enabled for the Self-Service portal. See Removing Members from Relationship Group Members on page 2397. Note: You can delete an account if you are an administrator. and if you have the appropriate user permission. related opportunities that are owned by other users. See Using Accounts on page 69. Unlimited.com Person accounts available in: Enterprise. the account owner. has associated cases. any related items are also restored except for: • • Relationship group members in some cases.

The Change link appears only on the detail page. Enterprise Unlimited. If you don't see the Change link.. search finds matches for standard or local account names. you can't change ownership. 2. Neither the User group nor the Roles and Internal Subordinates group contains Customer Portal or partner users. You can also create an account list view to find accounts that match specific criteria. Unlimited. Professional.com Person accounts available in: Enterprise. Click Search. make sure the new owner has at least “Read” permission on the object.. The “From” email address displayed in the notification is your return email address as set in the Email Address field of your email settings. If you're using local account names.Accounts Searching for Accounts Business accounts available in: All Editions except Database. If you're using the sidebar. From the search results. 1. Enter your search terms in the sidebar or header search box. click Advanced Search. 2. 95 . Enter or select a new owner. 3. not the edit page. Note: Only users you are able to transfer ownership to are visible. Group. Select the Send Notification Email checkbox to notify the new owner. Click Change next to the Owner field. click an item to open it or click Edit. you can filter the results that appear on the user lookup dialog by selecting either a queue or group of users from the Owner or Assigned To drop-down list. to find matches in additional fields. and Developer Editions Before transferring a record to a new owner. and Developer Editions User Permissions Needed To view accounts: “Read” on accounts 1. 3. In organizations where the Salesforce Customer Portal or partner portal is enabled. See Also: Search Overview What is a Person Account? Changing Ownership Available in: Contact Manager. if available.

the following checkboxes may also appear: Checkbox Change Division Description Appears For Transfers the record to the new owner's division. Accounts Transfer open cases Transfers any open cases associated with the account that owned by the existing are owned by the existing account owner.Accounts Changing Ownership For cases in Professional. Preserves the sales team when the opportunity is transferred Opportunities to the new owner. closed opportunities owned by other users are not changed. All records Accounts and leads. the sales team members' access for closed opportunities becomes Private (that is. the sales team members lose access to any closed opportunities). Unlimited. Keep Account Team Transfers all account team members on the account to the Accounts new owner. the previous owner's visibility reverts to the default sharing setting unless that user is on an account or sales team. whichever is greater. Depending on the type of object you are transferring and your user permissions. If this box is unchecked. For example. Division field Transfer open Transfers open opportunities owned by other users that are Accounts opportunities not associated with the account. and Developer Edition organizations. Enterprise. owned by the existing account owner Transfer closed opportunities Transfers the closed opportunities associated with the account. This behavior is the same for opportunity owners that are 96 . 5. This option applies only to closed opportunities owned by the account owner. Click Save to finish. if you related to the account are transferred to the new division as can view or edit the well. that user has Read Only or the access specified in your organization-wide default for accounts. all sales team members are deleted when the opportunity is transferred to the new owner. the email text is determined by the Case Assigned Template setting specified in the Support Settings. the email text is automatically generated and cannot be customized. closed cases owned by other users are not changed. Keep Sales Team Note: If you change an account owner with both Transfer closed opportunities and Keep Sales Team deselected. 4. The previous owner's access to related records remain the same. account owner Accounts Transfer closed cases Transfers the closed cases associated with the account. regardless of this setting. For other records. Note: After you change a record's owner. Note: If you transfer closed opportunities. if the previous owner of an account is on an account team. This Accounts option applies only to closed cases owned by the account owner. the sales team is maintained.

and open activities. and open activities. attachments. Depending on your selections. the new owner has read-only access to these contracts. When a partner account is transferred. Contracts with “Activated” status are not transferred to the new owner. some associated items that are owned by the current record owner are also transferred to the new owner. this can also include open opportunities not owned by the current account owner. notes. contracts with “Draft” status. attachments. Transfer of Associated Items When you change record ownership. open cases owned by the existing account owner. When you change ownership of an opportunity within Salesforce. closed opportunities. however. See Also: Mass Transferring Records Assigning Leads Assigning Cases Changing Document Authors Editing Email Settings Territory Management Overview 97 . attachments. attachments. attachments. and open activities Note: You can't transfer events to which you have been invited and don't own. you can select the access level you want. and closed cases. Notes. Record Type Accounts Associated items that are also transferred Contacts. partner users associated with that account are moved into the role hierarchy beneath the new owner. and open activities Notes. and open activities Notes. and open activities Notes. attachments. Contacts Opportunities Leads Cases Campaigns Contracts Custom objects Notes. attachments.Accounts Changing Ownership members of a sales team as long as you change ownership using the API. Open activities are not transferred if you change lead ownership using the Assign using active assignment rule checkbox. and open activities Attachments and open activities Notes.

2. and another for person accounts. and Developer Editions User Permissions Needed To change the record type for a record: “Edit” on the object Record types determine the picklist values that are available when creating and editing a record. You can change an account's record type only to another record type of the same kind. your administrator has configured two different kinds of record types for your organization's accounts: one for business accounts. When editing existing records.Activities Changing the Record Type Field Changing the Record Type Field Available in: Enterprise. Make any changes to the record. clicking Continue does not save the record. Note: Changes are not saved until you click Save. You must have the Marketing User user permission to change the campaign member type. 3. 4. Click Save. Click Continue. Select a record type. If your organization uses person accounts. The available record types are listed at the bottom of the page. For example. When creating a record. Click Change next to the Record Type field on a record detail page. 1. you can choose the record type if you have different record types available to your profile and you have not set your record type preferences to bypass the record type selection page. Note: For campaign members. Unlimited. 5. click Change next to the Campaign Member Type field on a campaign detail page. See Also: Setting Record Type Preferences What is a Person Account? ACTIVITIES Activity Overview 98 . you can change the record type from the record detail page. you cannot change a person account record type to one designated for business accounts.

You can define and track activities for many different objects. and leads. or Have the “View All” object-level permission in the related record. including campaigns. or Have at least read access to the record to which the activity is associated. where the sharing model for that record is “Controlled By Parent. contacts.Activities Activity Overview Available in: All Editions except Database. and requested meetings. Note: Administrators can modify activity fields and control the page layouts for tasks and events. calendar events.com Viewing and editing tasks and events depends on a number of factors.com Activities include tasks. or Be above the user assigned to the activity in the role hierarchy. Activities display in related lists on associated records as well as on the Home tab. See Also: Activity Accessibility Viewing Activities Creating Activities Editing Activities Deleting Activities Searching for Activities Activity Fields Activity Accessibility Available in: All Editions except Database.” or Have the “View All Data” permission Have the “Edit Tasks” and “Edit Events” permissions • Create an activity • AND 99 . Use the following table to determine who can access activities: To do this: View an activity You must: • • • • Be assigned to the activity. accounts.

100 . or Have the “Modify All” object-level permission in the related record.” or Have the “Modify All Data” permission Have the “Edit Tasks” and “Edit Events” permissions • Delete an activity • AND • • • Be assigned to the activity. or Have the “Modify All” object-level permission in the related record. if associating the activity with another record Have the “Edit Tasks” and “Edit Events” permissions Edit an activity • AND • • • Be assigned to the activity. However. Other users cannot see the event details when viewing that user’s calendar.Activities Activity Accessibility To do this: You must: • Have at least read access to a record. or when viewing other users’ calendars. See Setting the Sharing Model on page 582 and Sharing Your Calendar on page 47. and edit events on other users’ calendars • AND • Have access to the user’s calendar. where the sharing model for that record is “Controlled By Parent. or Be above the user assigned to the activity in the role hierarchy. Note: Events marked as private via the Private checkbox are accessible only by the user assigned to the event. users with the “View All Data” or “Modify All Data” permission can see private event details in reports and searches. or Be above the user assigned to the activity in the role hierarchy.” or Have the “Modify All Data” permission Have the “Edit Tasks” and “Edit Events” permissions to create and edit activities • View. add. which depends on your organization-wide calendar sharing defaults and how the user has set up individual calendar sharing. where the sharing model for that record is “Controlled By Parent.

and Developer Edition organizations can set up the console to include activities. Activities can display in the following locations: Home Tab Many users go to the Home tab to view their tasks and events. For more information. If your Home tab does not display the Calendar or My Tasks sections. which allows you to find. see Displaying the Console Tab on page 2903. contact your administrator to customize your home page layout. click the activity list view icon ( ) below the calendar on the Home tab or at the top of a calendar view. see Using the Open Activities Related List on page 107 and Using the Activity History Related List on page 108. For more information. and posts about the activity. For more information. and update activities from the Open Activities and Activity History related lists of an associated record. Unlimited. create. view.com Activities include tasks and calendar events. For more information. see Using the Activity Reminder Window on page 110. and edit activities and their associated records on one screen. comments. See the following for details on viewing activities: 101 . Console Administrators of Professional. Reminder Window The reminder window pops up to notify you of upcoming activities. Click the Console tab to display the console.Activities Viewing Activities Tip: The user who is assigned to an activity in the Assigned To field is often referred to as the “activity owner. For more information. including activities that are assigned to other users. Activity Feed (Chatter) Display a Chatter feed of updates.” See Also: Viewing Activities Editing Activities Deleting Activities Viewing Activities Available in: All Editions except Database. Enterprise. Activity List Views To display a list of activities for which you or your team is responsible for completing. see Using Your Calendar and Tasks on the Home Page on page 53. Open Activities and Activity History Related Lists You can also view. These related lists show all activities associated with the record. see Viewing Activity Lists on page 102.

To show a filtered list of items.Shows activities owned by users who report to you in the role hierarchy. your team's activities are converted to your time zone. Click New Task or New Event to create a new activity.Shows activities that you own. The following list views are provided by Salesforce: ◊ All Activities . 102 .Activities Viewing Activity Lists • • • Viewing Your Calendar Viewing Event Details on page 128 Viewing Tasks on page 141 See Also: Activity Accessibility Creating Activities Editing Activities Deleting Activities Activity Fields Viewing Activity Lists Available in: All Editions except Database.Shows activities that you can view. ◊ My Delegated Activities . • • • Click an activity to view the detail. If your Home tab does not display the Calendar or My Tasks sections. For your convenience. the invited user appears as the person assigned to the activity but the activity's detail page shows you as the assignee. or click Create New View to define your own custom view. ◊ My Activities . contact your administrator to customize your home page layout. Click Edit or Del next to an activity subject to edit or delete a task.com User Permissions Needed To view activities owned by you and users below you in the role hierarchy: To view all activities: No permissions needed “View All Data” To display a list of activities for which you or your team is responsible for completing. click the activity list view icon ( ) below the calendar on the Home tab or at the top of a calendar view. the All Activities list view shows all of your activities. ◊ My Team's Activities . In the list view. So the My Delegated Activities list view also shows activities for all invited users even if you still own that activity. Note: Inviting other Salesforce users to an event or task is like delegating that activity to those users.Shows activities that you created but are owned by someone else. select a predefined list from the View drop-down list. In Personal Edition.

In the sidebar In the sidebar. On the home page On the Home tab. At the top of the list. See Also: Viewing Activities Using Your Calendar and Tasks on the Home Page Working with Enhanced Lists Printing List Views Viewing Your Calendar Activity Accessibility Customizing User Interface Settings Using Inline Editing in Lists Creating Activities Available in: All Editions except Database. Sorting List Views • • Click any column heading to sort in ascending or descending order using that column’s information.Activities Creating Activities • To edit or delete any view you created. you don't auto-follow events or tasks in Chatter after you create them. click New in the My Tasks section or New Event in the Calendar section. select Task or Event from the Create New drop-down list. you can click Log a Call on the Activity History related list to add a new task record with a completed status. or New Meeting Request on the Open Activities related list. select it from the View drop-down list and click Edit.com User Permissions Needed To create tasks: To create events: “Edit Tasks” “Edit Events” You can create new activity records (tasks and events) from the following locations. In addition. New Event. On the detail page of an associated record On the detail page of an associated record. click New Task. 103 . See Using the Activity History Related List on page 108 for details on which activities are archived. Archived activities are not included in activity list views. click a letter to display the contents of the sorted column that begin with that character. Note: Unlike other records.

On account. your administrator defines the record types that you can select when creating an activity. Note that your administrator controls the availability of this feature. To display an activity list view. For more information. Your administrator controls the availability of this feature. and lead list views. click New Event to add a new event. Then. In addition: • • • On day views you can click New in the My Tasks section to add a new task.Activities Editing Activities On a calendar view On a calendar view. On day and week views. Record types determine the picklist values and page layouts that are available when creating and editing a record. See Also: Creating Tasks Creating Events Viewing Activities Editing Activities Requesting a Meeting Using Cloud Scheduler Editing Activities Available in: All Editions except Database. • On an activity list view On an activity list view. and Developer Editions. see Working with Drag-and-Drop Scheduling on page 140. Unlimited.com User Permissions Needed To edit tasks: To edit events: “Edit Tasks” “Edit Events” See the following for details on editing activities: • Editing Tasks 104 . Note that recurring events and multi-person events are not supported for click-and-create events on calendar views. click New Task or New Event to create a new activity. click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. you can double-click a time slot to create a new event. On day views you can click a time such as 9:00 AM to add an event at that time. contact. Note: In Enterprise. click the activity list view icon ( ) below the calendar on the Home tab or at the top of a calendar view. and lead list views On account. contact. On week and month views you can click the Add Event icon ( ) to add an event on a particular date.

However. or click Delete on the event detail overlay. For multi-person events. the event is removed from your calendar. See Deleting Mass Data on page 706. you can either delete a single occurrence in the series or the entire series. • • • • Administrators can use Mass Delete to delete a group of activities or archived activities. Deleted tasks and events are moved to the Recycle Bin. See Also: Recycle Bin 105 . when you decline an event. When an event owner deletes an event.Activities Deleting Activities • • Closing Tasks Editing Events ◊ Editing Multi-Person Events ◊ Editing Recurring Events ◊ Editing an Event in a Public or Resource Calendar See Also: Viewing Activities Creating Activities Deleting Activities Activity Fields Deleting Activities Available in: All Editions except Database. only the event owner can delete the event. When deleting a recurring event or deleting a recurring task.com Multi-person events are not available in: Personal Edition User Permissions Needed To delete tasks: To delete events: “Edit Tasks” “Edit Events” To delete an activity: Click Delete on the activity detail page. click Del from any activity list view or related list. all invited users receive an email notifying them that the event has been canceled.

If you have been invited to an event or a series of events. nor individual instances of recurring events and tasks. Changes to an individual event or task in a recurring series or to the series itself won't show up in your Chatter feed. contact your administrator. you don't auto-follow events or tasks in Chatter after you create them. To view the full feed. The Followers list shows you who is following the activity. Professional. See Responding to Events on page 139 for more information. • • To follow an activity. decline the event or series of events.Activities Viewing Activity Updates (Chatter) Viewing Activity Updates (Chatter) Available in: Group. your Chatter feed includes field changes and activity feed updates. comments. To view a full list. Note: If Chatter isn't enabled. to remove them from your calendar. above the update. Yesterday at 12:57 AM. • • Show or hide Chatter feeds using the Show Chatter and Hide Chatter links at the top of a feed. click the timestamp below the update. See Also: Chatter Overview Using Chatter Feeds Deleting Recurring Events Available in: All Editions except Database. 106 . click Following . and Developer Editions Display a Chatter feed of updates. for example. click Show All. click Follow. click All Updates. Unlimited. Enterprise. Note: You can't follow recurring events and tasks in Chatter. To view a single feed update. Note: Unlike other records. Contact Manager.com User Permissions Needed To delete recurring events: “Edit Events” Only the event or series owner can delete an event or series of events. To stop following. Following Activities When you follow an activity. and posts about the activity.

Those individual events will have the details as defined by the series. For example. the series is placed in the Recycle Bin. A warning dialog displays. When an event owner deletes a series of recurring events. To delete a series of events: 1. If you are sure you want to delete only this event in the series. Click the View Series subtab located above the task details. that task displays in the Open Activities related list of the contact as well as the associated account.Activities Using the Open Activities Related List To delete a single event in a series of events: 1. Individual events that were part of the series are not placed in the Recycle Bin. 107 . Note: Consider the following when deleting a series of events: • • • • • Deleting a series does not delete occurrences that have already happened. If you are sure you want to delete every future occurrence in the series. if you have a task related to a contact. all invited users receive an email notifying them that the event has been canceled. Click Delete Event. If they are restored. If you restore a series from the Recycle Bin. If a series is deleted and no events in the series occurred in the past. Alternatively. all invited users receive a single email notifying them that the series of events has been canceled. and click Delete in the event detail overlay. and click Delete Series. mouse over the event in any calendar. click OK. Deleted events are moved to the Recycle Bin. Alternatively. click OK. 2. and therefore it cannot be restored from the Recycle Bin. Note: When an event owner deletes a recurring event. individual events will be created. A warning dialog will be displayed. all the details of the event will be restored as well.com The Open Activities related list displays: • • • Open tasks Open events Requested meetings These activities are displayed for a record and its associated records. Select an event from the calendar on the Home tab or from the Open Activities or Activity History related list of a record. Select an event from the calendar on the Home tab or from the Open Activities or Activity History related list of a record. and then click the View Event subtab. If a series is deleted and it contains events that occurred in the past. Using the Open Activities Related List Available in: All Editions except Database. From the Open Activities related list: • Click New Task or New Event to create an activity that is associated with the record. as well as any event-specific details that were set on the event before the series was deleted. the series is not placed in the Recycle Bin. 2. and click Edit. hover your mouse over the event in a calendar.

. the calendar icon ( ) displays next to it. Send An Email to send an email to a contact or lead and associate the email with both the contact or lead and the displayed account. Use this feature. See Using Gmail in Salesforce on page 311 for more information.com emails the invitees that the event or meeting was canceled. lead. For more information. see Sending Single Mail Merge Documents on page 2510. Salesforce. Click Del to delete an event or requested meeting. Request Update to launch a contact update email to send to the selected contact. If the subject is longer than 100 characters. mass email. Click Cls to close a task.Activities Using the Activity History Related List • • • • • Click New Meeting Request to request a meeting with a contact. see Customizing Page Layouts on page 1185. Click the subject of an activity to open the detail page of the activity. the related list includes activities that have the person account in either the Name or Related to fields. along with scheduled events and tasks to track all activities for a record. outbound email. For more information. The email you send is automatically listed in the Activity History related list of the contact or lead. email added from Microsoft Outlook®. Once you request a meeting. or custom object. See Also: Using the Activity History Related List Viewing Activities Using the Activity History Related List Available in: All Editions except Database. opportunity. If the Gmail to Salesforce feature is also enabled. Compose Gmail to send an email to a contact or lead from your Gmail account. expired events.com The Activity History related list of a record displays all completed tasks. Note: For person account records. As appropriate. This email allows you to enter an introductory note asking the contact to update the contact information you have and send a reply with the updated • • • 108 . This button is not available for all types of records. In the Activity History related list. the Name or Related to column in the related list displays the person's name. such as the opportunity or case. When appropriate. see Closing Tasks on page 147. it is also listed for the record associated with the email. logged phone calls.. the email you send is automatically listed in the Activity History related list of the contact or lead. the merged document is listed in the Activity History related list of the associated record. This button is not available for all types of records. For more information. click: • • Log A Call to enter the results of unplanned phone calls and then schedule a follow-up task. Mail Merge to generate personalized documents using your data and Microsoft Word templates provided by your administrator. The email you send is automatically listed in the Activity History related list of the contact or lead. or person account. This button is only available if the Gmail Buttons and Links feature is enabled. saved interaction logs. case.). Click Edit to edit an activity. and merged documents for the record and its associated records. If you choose. Your administrator can customize the fields and buttons that display in related lists. it is truncated with ellipses (. see What is a Person Account? on page 61.

com User Permissions Needed To edit tasks: To edit events: “Edit Tasks” “Edit Events” Salesforce can display popup reminders for upcoming tasks and events. Make Private to hide the completed activity in the activities related list on the case in the Self-Service portal. Note: For person account records. • The subject of an activity to view its details. Note that the View All button only displays when there are records to view. These emails and the mass Stay-in-Touch emails will be listed in the Activity History related list. View All to display a printable view of all completed activities. any reminders that have not been dismissed and reminders scheduled to occur since the last time the user logged out are shown in the reminder window.Activities Setting Reminders on Activities • information. You can update your contact record when you receive the response. Your administrator can customize the fields and buttons that display in related lists. you have an option to set a reminder on it. If your organization has added the Case Activities related list to the View Cases page layout in the Self-Service portal and you have set the field-level security to visible for the Visible in Self-Service checkbox on activities. See Also: Using the Open Activities Related List About Archived Activities Viewing Activities Sending Email Setting Reminders on Activities Available in: All Editions except Database. Reminders notify the activity assignee of an upcoming task or event. you can click the following: • • Make Public to display the completed activity in the activities related list on the case in the Self-Service portal. As appropriate. see Customizing Page Layouts on page 1185. the Name or Related to column in the related list displays the person's name. see What is a Person Account? on page 61. For more information. The reminder defaults to the time specified in your reminder settings. When you create or edit an event or task. the related list includes activities that have the person account in either the Name or Related to fields. To set a reminder on a task: 109 . The reminder displays in a small browser popup window when the activity assignee is logged in to Salesforce. When a user logs in.

The task and event reminder date and time. the reminders display in the following order: 1. Choose the date and time for the reminder. If you are setting the reminder for a recurring task series. To set a reminder on an event: 1. If Sort reminder window by due date is set. task reminders are sorted by due date and event reminders are sorted by start date and time. 3. 3. Select the Reminder checkbox. the reminder window opens whenever a reminder is triggered. called the “reminder window. a sound plays and the reminder window automatically pops up if you have any task or event reminders that were triggered since you last logged in. the reminders display in the following order: 1. See Also: Using the Activity Reminder Window Customizing Activity Reminders Viewing Activities Editing Activities Using the Activity Reminder Window Available in: All Editions except Database. 2. The task and event reminder date and time. Choose how long before the event that you want to be reminded. Ascending alphabetical order by subject. Click Save. 4. then it displays first. You will be reminded of the task on that date and time. The reminder window shows you: • • • • • Up to 100 of the oldest reminders you haven't dismissed The type of activity—task or event The activity subject (click to see activity details) When the task is due or when the event is scheduled to start When the reminder is due or if it's overdue When viewing reminders. 3. if Sort reminder window by due date is not set. While you're logged in.” When you log into Salesforce. Create or edit an event. Click Save. The task due date or the event start date and time. if the task has no due date. 2. 2. The task due date or the event start date and time.Activities Using the Activity Reminder Window 1. Select the Reminder checkbox. the reminder applies to each occurrence in the series. Additionally. Create or edit a task.com Reminders display in a small browser popup window. 4. 110 . 2.

the window will display any reminders that were not previously in the window due to the 100 reminder limit. In the drop-down list. Enter your search terms in the sidebar or header search box. After you click Dismiss All. Note: If your reminder popups fail to display. ensure that your browser is not blocking them. to find matches in additional fields. click Advanced Search. Click Snooze. The date and time you selected when creating or editing the event. If you close the reminder window. If you're using the sidebar. Select one or more reminders. click Dismiss All. The value None. When viewing the reminder window. it will open again when you are notified of the next reminder. you can choose to dismiss or snooze one or more reminders. 3. Ascending alphabetical order by subject. Activity Type Task If you specified: A due date No due date Event An event time An all day event The Due Date or Start time shows: The date you selected when creating or editing the task. Use the table to determine what's shown as the task due date or event start time. To snooze a reminder: 1. Select one or more reminders. Click Dismiss. 2. To dismiss all reminders in the window. 111 . select one of the snooze options. The default snooze option is to remind you again in five minutes. To dismiss a reminder: 1.. 2.com 1.. The date you selected and the time set in the Start of day field in your Personal Information Settings page. See Also: Setting Reminders on Activities Customizing Activity Reminders Viewing Activities Searching for Activities Available in: All Editions except Database.Activities Searching for Activities 3.

Assigned owner of event. and Developer Editions only. By default. Amounts display in the activity currency. An activity has the following fields. Contact or lead associated with the event. Click Search.) See Also: Viewing Activities Activity Overview Event Fields Field Activity Currency Description The default currency for all currency amount fields in the activity. See Also: Search Overview Viewing Activities Activity Fields The available fields vary according to which Salesforce Edition you have. To assign the event to another user. You can enter the name of the person or use the lookup icon to select the name. click an item to open it or click Edit. or select a user with the lookup icon. Note: Archived activities are accessible in Advanced Search and Global Search only. Checkbox that specifies whether event lasts all day. Available only for organizations that use multiple currencies. 3. if available. some fields may not be visible or editable. (Field-level security is available in Enterprise. listed in alphabetical order. From the search results. the event is assigned to the creator. Unlimited. This only displays if you have the “Read” permission for that All Day Event Assigned To Contact or Lead 112 .Activities Activity Fields 2. This field is not available in Personal Edition. Depending on your page layout and field-level security settings. and are also converted to the user's personal currency. enter a user's name.

User who created the event including creation date and time. This field appears only if multiday events are disabled. This field appears only if multiday events are enabled. Available in Enterprise. see Customizing Activity Settings on page 1235. or choose a date from the calendar that displays when you put your cursor in the field. Last Modified By Location Phone 113 . Create Recurring Series of Events Created By Allows you to set up a series of recurring events. see Customizing Activity Settings on page 1235. Planned end date and time of event. This value is automatically inherited from the related account. the activity belongs to the global division. The phone number of the contact or lead associated with the event. The length of a timed event in hours and minutes. including modification date and time. if any. This field is automatically filled in with the value from the corresponding contact or lead record. This field is automatically filled in with the value from the corresponding contact or lead record. users with sharing access to the record can click it to view more details. Division Duration Email The email address of the contact or lead associated with the event. Additionally. Unlimited. see Customizing Activity Settings on page 1235. you can add the current time by clicking the time link next to the field. End Event Record Type Name of the field that determines what picklist values are available for the record. Available only in organizations that use divisions to segment their data. or choose a date from the calendar that displays when you put your cursor in the field. Division to which the activity belongs.Activities Activity Fields Field Description type of record. Date Description Text note describing event. (Read only) Planned date of event. lead. You can enter a date. case. (Read only) Location of the event. This field can hold up to 32KB of data. or custom object. and Developer Edition. User who last changed the event. You can enter a date. This field appears only if multiday events are disabled. Otherwise.

or custom object. or select from a list of previously defined subjects. Email. “Meeting.” You can enter a subject. or contacts. see Customizing Activity Settings on page 1235. opportunity. users with the “View All Data” or “Modify All Data” permission can see private event details in reports and searches. However. Planned start date and time of event. Picklist that determines how this event appears when another user views your calendar: busy. This field appears only if multiday events are disabled. campaigns.Activities Activity Fields Field Private Description Indicates whether users other than the event owner can see the event details when viewing the event owner's calendar. accounts. Each picklist value can have up to 40 characters. You can enter a date. Cannot be set for multi-person events or when adding or modifying an event in another user's calendar. contracts. Optional field that allows users invited to an event to enter a note when they accept or decline the event. see Customizing Activity Settings on page 1235. Time Type Type of the event. or choose a date from the calendar that displays when you put your cursor in the field. or free time. Private events cannot be associated with opportunities. or when viewing other users' calendars. This field is not available in Personal Edition. out of office. for example. The record that the event is associated with such as an account. leads. Visible in Self-Service 114 . for example. you can add the current time by clicking the time link next to the field. This only displays if you have the “Read” permission for that type of record. Related To Response Show Time As Start Subject Entry describing subject of activity. Checkbox that specifies whether the completed event is visible in the Self-Service portal. cases. Additionally. Meeting. This field appears only if multiday events are enabled. Exported data files will always contain private events. You can add the current time by clicking the time link next to the field. users with sharing access to the record can click it to view more details. This option is not available when you associate the event with a lead instead of a contact. Time of a planned event.

see Creating Group Tasks on page 144. By default. To assign independent copies of a new task to multiple users. Date when the task should be completed. (Read only) Contact or lead associated with the task. users with sharing access to the record can click it to view more details. if any. lead. Otherwise. User who created the task including creation date and time.Activities Activity Fields Task Fields Field Activity Currency Description Default currency for all currency amount fields in the activity. This field is automatically filled in with the value from the corresponding contact or lead record. Available only for organizations that use multiple currencies. To assign the task to another user. You can enter the name of the person or use the lookup icon to select the name. or select a user with the lookup icon. enter a user’s name. or custom object. case. Amounts display in the activity currency. (Read only) Division to which the activity belongs. This field only displays if you have the “Read” permission for that type of record. Phone number of the contact or lead associated with the task. and are also converted to the user’s personal currency. including modification date and time. This field can hold up to 32KB of data. This field is automatically filled in with the value from the corresponding contact or lead record. Email address of the contact or lead associated with the task. You can enter a date. the activity belongs to the global division. the task is assigned to the creator. or choose a date from the calendar that displays when you put your cursor in the field. Allows you to set up a series of recurring tasks. User who last changed the task. This field is not available in Personal Edition. Assigned owner of task. Assigned To Comments Create Recurring Series of Tasks Created By Division Due Date Email Last Modified By Name Phone 115 . Text note describing the task. Available only in organizations that use divisions to segment their data. This value is automatically inherited from the related account. Selecting this checkbox automatically disables the Due Date field because each task occurrence in a series will have a different due date.

(Picklist selections can be customized by your administrator. or High. for example. Low. or select from a picklist of previously defined subjects. Medium. Available in Enterprise. This field is not available when you associate the task with a lead instead of a contact. This option is not available in Personal Edition. Checkbox that sends an automated email to the task assignee to notify him or her that the task was assigned. “Email quote to customer. enter a user's name. You can enter the name of the person or use the lookup icon to select the name. Contact or lead associated with the event. the event is assigned to the creator. All Day Event Assigned To Contact or Lead 116 . Checkbox that specifies whether event lasts all day. Email. for example. Type of task. This field only displays if you have the “Read” permission for that type of record. and Developer Edition. Not Started or Completed. Unlimited. Amounts display in the activity currency. for example.) Record that the task is associated with such as an account or opportunity. Assigned owner of event. Name of the field that determines what picklist values are available for the record. and are also converted to the user's personal currency.” You can enter a subject. This field is not available in Personal Edition. To assign the event to another user. Meeting. Available only for organizations that use multiple currencies. Current status of task. for example.) Subject or short description of the task. users with sharing access to the record can click it to view more details. Related To Send Notification Email Status Subject Task Record Type Type Visible in Self-Service Event Fields Field Activity Currency Description The default currency for all currency amount fields in the activity. By default.Activities Event Fields Field Priority Description Urgency of the task. (Picklist selections can be customized by your administrator. or select a user with the lookup icon. Checkbox that specifies whether the completed task is visible in the Self-Service portal. Each picklist value can have up to 40 characters.

or choose a date from the calendar that displays when you put your cursor in the field. This value is automatically inherited from the related account. Planned end date and time of event. lead. see Customizing Activity Settings on page 1235. case. the activity belongs to the global division. including modification date and time. Otherwise. if any. This field is automatically filled in with the value from the corresponding contact or lead record. Additionally. (Read only) Location of the event. User who last changed the event. Unlimited. Available only in organizations that use divisions to segment their data. or custom object. Available in Enterprise. The length of a timed event in hours and minutes. see Customizing Activity Settings on page 1235. or choose a date from the calendar that displays when you put your cursor in the field. Last Modified By Location Phone 117 . You can enter a date. The phone number of the contact or lead associated with the event. You can enter a date.Activities Event Fields Field Description This only displays if you have the “Read” permission for that type of record. End Event Record Type Name of the field that determines what picklist values are available for the record. (Read only) Planned date of event. This field appears only if multiday events are disabled. This field is automatically filled in with the value from the corresponding contact or lead record. Division Duration Email The email address of the contact or lead associated with the event. Division to which the activity belongs. see Customizing Activity Settings on page 1235. you can add the current time by clicking the time link next to the field. This field can hold up to 32KB of data. users with sharing access to the record can click it to view more details. This field appears only if multiday events are enabled. Date Description Text note describing event. and Developer Edition. User who created the event including creation date and time. This field appears only if multiday events are disabled. Create Recurring Series of Events Created By Allows you to set up a series of recurring events.

Planned start date and time of event. or when viewing other users' calendars. However. or contacts. Related To Response Show Time As Start Subject Entry describing subject of activity. This only displays if you have the “Read” permission for that type of record. Private events cannot be associated with opportunities. “Meeting. contracts. Time of a planned event. out of office. or choose a date from the calendar that displays when you put your cursor in the field.” You can enter a subject. Additionally. or select from a list of previously defined subjects. Email. or free time. Visible in Self-Service 118 . see Customizing Activity Settings on page 1235. Optional field that allows users invited to an event to enter a note when they accept or decline the event. Cannot be set for multi-person events or when adding or modifying an event in another user's calendar. You can enter a date. Picklist that determines how this event appears when another user views your calendar: busy. users with the “View All Data” or “Modify All Data” permission can see private event details in reports and searches. This field appears only if multiday events are disabled. You can add the current time by clicking the time link next to the field. Checkbox that specifies whether the completed event is visible in the Self-Service portal. This field is not available in Personal Edition. The record that the event is associated with such as an account. This option is not available when you associate the event with a lead instead of a contact. you can add the current time by clicking the time link next to the field. Time Type Type of the event. for example. accounts. Each picklist value can have up to 40 characters. opportunity. Exported data files will always contain private events.Activities Event Fields Field Private Description Indicates whether users other than the event owner can see the event details when viewing the event owner's calendar. Meeting. leads. campaigns. cases. users with sharing access to the record can click it to view more details. for example. or custom object. This field appears only if multiday events are enabled. see Customizing Activity Settings on page 1235.

Phone number of the contact or lead associated with the task. You can enter the name of the person or use the lookup icon to select the name. Assigned owner of task. This field can hold up to 32KB of data. By default. User who created the task including creation date and time. Date when the task should be completed. or choose a date from the calendar that displays when you put your cursor in the field. or select a user with the lookup icon. and are also converted to the user’s personal currency. Text note describing the task. This field only displays if you have the “Read” permission for that type of record. Amounts display in the activity currency. the activity belongs to the global division. This field is automatically filled in with the value from the corresponding contact or lead record. see Creating Group Tasks on page 144. case. Otherwise. the task is assigned to the creator. including modification date and time. users with sharing access to the record can click it to view more details. This value is automatically inherited from the related account. Email address of the contact or lead associated with the task. Available only for organizations that use multiple currencies. User who last changed the task. Selecting this checkbox automatically disables the Due Date field because each task occurrence in a series will have a different due date. You can enter a date. Assigned To Comments Create Recurring Series of Tasks Created By Division Due Date Email Last Modified By Name Phone 119 . To assign the task to another user. To assign independent copies of a new task to multiple users. This field is automatically filled in with the value from the corresponding contact or lead record. (Read only) Contact or lead associated with the task. if any. This field is not available in Personal Edition. Available only in organizations that use divisions to segment their data.Activities Task Fields Task Fields Field Activity Currency Description Default currency for all currency amount fields in the activity. (Read only) Division to which the activity belongs. Allows you to set up a series of recurring tasks. lead. or custom object. enter a user’s name.

Activities

About Archived Activities

Field
Priority

Description Urgency of the task, for example, Low, Medium, or High. (Picklist selections can be customized by your administrator.) Record that the task is associated with such as an account or opportunity. This field is not available when you associate the task with a lead instead of a contact. This field only displays if you have the “Read” permission for that type of record; users with sharing access to the record can click it to view more details. Checkbox that sends an automated email to the task assignee to notify him or her that the task was assigned. This option is not available in Personal Edition. Current status of task, for example, Not Started or Completed. (Picklist selections can be customized by your administrator.) Subject or short description of the task, for example, “Email quote to customer.” You can enter a subject, or select from a picklist of previously defined subjects. Name of the field that determines what picklist values are available for the record. Available in Enterprise, Unlimited, and Developer Edition. Type of task, for example, Email, Meeting. Each picklist value can have up to 40 characters. Checkbox that specifies whether the completed task is visible in the Self-Service portal.

Related To

Send Notification Email

Status

Subject

Task Record Type

Type

Visible in Self-Service

About Archived Activities
Available in: All Editions except Database.com

Salesforce archives activities according to these conditions. • • • Events with a due date greater than 365 days old Closed tasks with a due date greater than 365 days old Closed tasks without a due date and created more than 365 days ago

Additional considerations for activity archiving: • • • Archiving occurs weekly at approximately 5:00 AM Greenwich Mean Time (GMT) on Saturday. Archived activities can be viewed only in export files, printable view, or by clicking View All on the Activity History related list. You can also view an archived activity if you know the URL for the activity. Administrators can delete archived activities using Mass Delete.

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Archived tasks are not included in reports. However, you can report on open or completed tasks.

See Also:
Searching for Activities Using the Activity History Related List

WORKING WITH CALENDARS
Viewing Your Calendar
Available in: All Editions except Database.com

Accessing Your Calendar You can access your calendar from the following locations: • • The Home tab For more information, see Using Your Calendar and Tasks on the Home Page on page 53. The Calendar shortcut in the sidebar that opens your last used calendar view Your Salesforce administrator must enable this shortcut. For more information, see Customizing Activity Settings on page 1235. • • The detail page of an event or task, which includes calendar icons at the top An activities list view, which includes calendar icons at the top

Using the Calendar Icons Click the following icons to navigate your calendar: Item Description Day View icon. See Using the Calendar Day View on page 123. Week View icon. See Using the Calendar Week View on page 125. Month View icon. See Using the Calendar Month View on page 125. Single User View icon. Displays a user's calendar, a public calendar, or a resource calendar. Multi-User View icon. Displays several users' calendars. See Using Multi-User Calendar Views on page 128.

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Item

Description Activity list view. See Viewing Activity Lists on page 102. Previous arrow. Click to change the view to the previous day, week, or month, as appropriate. Next arrow. Click to change the view to the next day, week, or month, as appropriate. Pick a Date icon. Click to open a popup dialog where you can choose a specific date.

Note: • • Events and tasks that are part of a recurring series are marked with a recurrence icon ( ) The multi-person event icon ( ) identifies events with invitees. Multi-person events aren't available in Personal Edition.

Using Calendar Views See the following topics for information on how to use different calendar views: • • • • Using the Calendar Day View Using the Calendar Week View Using the Calendar Month View Using Multi-User Calendar Views

Tips on Using Calendar Views Consider the following when using calendar views: • Reschedule an event by dragging the item on your calendar to a different time. For best results, place your mouse over the subject line of the event before dragging it. If the item is a recurring event ( ), only the single occurrence that you drag is changed, not the entire series. Note that your administrator controls the availability of drag-and-drop calendar editing; see Enable Drag-and-Drop Editing on Calendar Views. Create an event by double-clicking a time slot and entering the details in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. To change the default range of hours that your calendar displays, change the Start of day and End of day fields on your personal information page. For example, if your workday typically begins at 8:00 AM and ends at 6:00 PM, changing Start of day to 8:00 AM and End of day to 6:00 PM causes your daily and weekly calendar views to default to that range of hours.

• •

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Activities

Using the Calendar Day View

If you sync events from Outlook using Salesforce for Outlook, you may see a banner at the top of your calendar that links to a list of your unresolved events. These are synced Outlook events that still need to be assigned to Salesforce records.

See Also:
Viewing Event Details Creating Events Editing Events About Event Detail Overlays Customizing Activity Reminders Resolving Your Synced Outlook Events

Using the Calendar Day View
Available in: All Editions except Database.com

When viewing your calendar, click In the single user day view, you can: • • • •

to open the day view.

See the events scheduled for the specified day. See a list of tasks. You can change which tasks you see using the drop-down list. Hover your mouse over the subject of an event to see the details of the event in an overlay. Hover your mouse over the subject of a task to see the details of the task in an overlay. Note: The event detail or task detail overlays are hover popups that show information about the event or task and allow you to quickly edit or delete the event or task. The information presented on these overlays is configured by your administrator. See Defining Mini Page Layouts on page 2900 for details on configuring the event detail or task detail overlays.

Click a time such as 9:00 AM to add an event at that time. Alternatively, double-click a time slot to enter the details of the event in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. Reschedule an appointment by dragging an item on your calendar to a different time. For best results, place your mouse over the subject line of the event before dragging it. If the item is a recurring event ( ), only the single occurrence that you drag is changed, not the entire series. Note that your administrator controls the availability of drag-and-drop calendar editing; see Enable Drag-and-Drop Editing on Calendar Views on page 1474. Drag-and-drop editing is not available for multiday events.

• • • •

Navigate the calendar using the calendar icons. Click Today to display the day view for today. Click [Change] to switch to the calendar of another user, a public calendar, or a resource calendar; see Viewing Other Calendars on page 126. Click [Share My Calendar] to set your personal calendar sharing; see Granting Access to Your Calendar on page 47.

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Using the Calendar Week View

Click Printable View to display the current calendar view in a print-ready format; see Printing Your Calendar on page 127.

In the multi-user day view, you can view the events of multiple users for the specified day. For more information, see Using Multi-User Calendar Views on page 128. Note: An event that spans more than one day (for example, a client meeting from 10 PM Friday to 2 AM Saturday), always displays on both days in calendar views.

See Also:
Using the Calendar Week View Using the Calendar Month View Viewing Event Details Creating Events Editing Events

Using the Calendar Week View
Available in: All Editions except Database.com

When viewing your calendar, click In single user week view, you can: • • •

to open the week view.

• •

See the events scheduled for the specified week. Hover your mouse over the subject of an event to see the details of the event in an overlay. Click the Add Event icon ( ) to add an event on the appropriate day. Alternatively, double-click a time slot to enter the details of the event in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. Click the date—for example, 26 for March 26th—to drill down to the day view for that day. Reschedule an appointment by dragging an item on your calendar to a different time. For best results, place your mouse over the subject line of the event before dragging it. If the item is a recurring event ( ), only the single occurrence that you drag is changed, not the entire series. Note that your administrator controls the availability of drag-and-drop calendar editing; see Enable Drag-and-Drop Editing on Calendar Views on page 1474. Drag-and-drop editing is not available for multiday events.

• • • • • •

Navigate the calendar using the calendar icons. Click This Week to display the week view for the current week. Click [Change] to switch to the calendar of another user, a public calendar, or a resource calendar; see Viewing Other Calendars on page 126. Click [Share My Calendar] to set your personal calendar sharing; see Granting Access to Your Calendar on page 47. Click Printable View to display the current calendar view in a print-ready format; see Printing Your Calendar on page 127. Select Show Weekends to display Saturday and Sunday.

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Using the Calendar Month View

Tip: On account, contact, and lead list views, click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. Then, you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. Note that your administrator controls the availability of this feature. For more information, see Working with Drag-and-Drop Scheduling on page 140. In the multi-user week view, you can view the events of multiple users for the specified week. For more information, see Using Multi-User Calendar Views on page 128. Note: An event that spans more than one day (for example, a client meeting from 10 PM Friday to 2 AM Saturday), always displays on both days in calendar views.

See Also:
Using the Calendar Day View Using the Calendar Month View Viewing Event Details Creating Events Editing Events

Using the Calendar Month View
Available in: All Editions except Database.com

When viewing your calendar, click In single user month view, you can: • • • • • • • • • •

to open the month view.

See the events scheduled for the specified month. Hover your mouse over the subject of an event to see the details of the event in an overlay. Click the Add Event icon ( ) to add an event on the appropriate day. Click the date—for example, 26 for March 26th—to drill down to the day view for that day. Click the appropriate Week link to drill down to the week view for that week. Navigate the calendar using the calendar icons. Click This Month to display the month view for the current month. Click [Change] to switch to the calendar of another user, a public calendar, or a resource calendar; see Viewing Other Calendars on page 126. Click [Share My Calendar] to set your personal calendar sharing; see Granting Access to Your Calendar on page 47. Click Printable View to display the current calendar view in a print-ready format; see Printing Your Calendar on page 127.

In the multi-user month view, you can view the events of multiple users for the specified month. For more information, see Using Multi-User Calendar Views on page 128.

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About Event Detail Overlays

Note: An event that spans more than one day (for example, a client meeting from 10 PM Friday to 2 AM Saturday), always displays on both days in calendar views.

See Also:
Using the Calendar Day View Using the Calendar Week View Viewing Event Details Creating Events Editing Events

About Event Detail Overlays
Available in: All Editions except Database.com

When viewing a calendar, you can hover your mouse over an event to display the event detail overlay. The event detail overlay is a hover popup that shows information about the event and allows you to quickly edit or delete the event. The information presented on the event detail overlay is configured by your administrator. See Defining Mini Page Layouts on page 2900 for details on configuring the event detail overlay. Depending on the layout of the event detail overlay, you may be able to click on fields on the overlay to see more detail. For example, if there is a contact associated with the event, and the event detail includes that information, you can click on the contact name to go to the contact detail page.

See Also:
Using Your Calendar and Tasks on the Home Page

Viewing Other Calendars
Available in: All Editions except Database.com

In a single user calendar view, you can switch to the calendar of another user, a public calendar, or a resource calendar: 1. Click [Change] to open the calendar lookup window. 2. As necessary, search for the desired calendar: a. Choose either “User Calendars” or “Public Calendars & Resources” from the drop-down list. b. In the Search field, enter all or part of the appropriate user, public calendar, or resource name. c. Click Go!. 3. Click the appropriate name to switch to that calendar.

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Sharing Your Calendar

Note: When viewing a resource calendar, you cannot add a new event. You can add events to resource calendars only by inviting the resource to an event. To reset your view to your own calendar, click Back to My Calendar (not available in Personal Edition).

See Also:
Granting Access to Your Calendar Creating an Event in a Public or Resource Calendar Viewing Your Calendar

Sharing Your Calendar
Available in: All Editions except Database.com

From a calendar day, week, or month view, click Share My Calendar to change how others are allowed to view your calendar. For more information, see Granting Access to Your Calendar on page 47. Note: Regardless of whether your organization's sharing settings specify using hierarchies, activities associated with a record are still visible to users above the activity’s assignee in the role hierarchy.

See Also:
Viewing Your Calendar Viewing Other Calendars

Printing Your Calendar
Available in: All Editions except Database.com

To print your calendar, click Printable View from any of the calendar views. On a printable view, you can: • • • Click Print This Page to send the printable view to a printer. Click the Next arrow ( ) and Previous arrow ( ) to change the displayed date or dates. Click Today, This Week, or This Month depending on the view to display the current date or dates.

In addition: • On day and week views, you can view a list of tasks that can be customized by selecting an option from the drop-down list.

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Activities

Using Multi-User Calendar Views

On multi-user views, you can select an option from the Sort by drop-down list to customize the display. Select Time to include all users' events on a single calendar, or select User to display a separate calendar for each user.

See Also:
Viewing Your Calendar

Using Multi-User Calendar Views
Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer Editions

To see several colleagues' calendars all on one page, click the Multi-User View icon ( When viewing multi-user calendars you can: •

).

• •

Select, edit, and create list views that determine which calendars display. To show a filtered list of items, select a predefined list from the View drop-down list, or click Create New View to define your own custom view. To edit or delete any view you created, select it from the View drop-down list and click Edit. See each person's availability. Consult the legend on the page to see which color indicates Busy or Out of Office time. If someone has multiple events scheduled for a particular time, all of those events display on the calendar. Note that an event marked as Free in the event details doesn't display in the multi-user calendar view. Hover your mouse over a colored bar to see more details about an event. Create an event and invite people. Check the boxes next to the people you want to invite and click New Event. Alternatively, click the Add Event ( ) icon for the appropriate day.

Consider these tips when viewing multi-user calendars. • • • Administrators can choose whether event details display. For more information, see Show Event Details on Multi-User Calendar View on page 1236. Drag-and-drop editing is not available. The time range you see is determined by the Start of day and End of day fields on your personal information page. Events scheduled outside this time range don't display. To see these events, extend your Start of day or End of day times. Multi-user calendar views work differently in the partner portal. For example, partners can only view calendar information for people in their own company and their channel manager. For more information, download the Partner Portal User Help.

See Also:
Viewing Your Calendar Granting Access to Your Calendar Inviting People to an Event

Viewing Event Details
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Activities

Viewing Event Details

Available in: All Editions except Database.com Multi-person events not available in: Personal Edition

To view the details of an event: • Go to the Calendar section of the Home tab and hover your mouse over or click the subject of an event on the Schedule Meetings subtab. Only upcoming events display in the Calendar section. Once the event date has passed, the event displays on the Activity History related list. • • From a calendar view, hover your mouse over an event to see the event's details in an event detail overlay. On the detail page of an associated record, click the subject line of the event from the Open Activities or Activity History related lists.

To see all of your scheduled events for a specific day, week, or month, use the calendar icons to switch between different views.

Viewing Event Updates and Comments (Chatter)
Display a Chatter feed of updates, comments, and posts about the event. Note: Unlike other records, you don't auto-follow events or tasks in Chatter after you create them.

Viewing Multi-Person Event Details
For events with invitees, the detail page lists the users that have been invited and whether they have accepted or declined the event. If you've been invited to the event, click Accept Event or Decline Event to let the organizer know if you'll be attending the event. These buttons only appear for invitees (not organizers). You can clone a multi-person event from the event detail page. This lets you quickly create another event with the same invitees. However, you can't clone standard or recurring events.

Viewing Recurring Event Details
The recurrence icon ( ) identifies events that are part of a recurring series. To view the details of the individual event occurrence, select the View Event subtab (located above the task details). To view the details of the entire event series, select the View Series subtab . Note: If the organizer changes the start or end time of an individual event within a recurring series of events, the calendar view and the Calendar section of the Home tab show you the updated time. However, the detail view of the updated individual event continues to show you the original time until you accept or decline the series.

See Also:
About Event Detail Overlays Creating Events Editing Events Activity Fields

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Activities

Creating Events

Creating Events
Available in: All Editions except Database.com

User Permissions Needed To create events: “Edit Events”

1. Begin creating an event by doing one of the following. • • • • From the Create New drop-down list in the sidebar, click Event. From the Calendar section of the Home tab, click New Event. From the Open Activities related list of an associated record, click New Event. On the calendar's day view, click the time when the event will begin. Alternatively, double-click a time slot to enter the details of the event in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. On the calendar's week view, click the Add Event Icon ( ) next to a date to create an event on that date. Alternatively, double-click a time slot to enter the details of the event in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. On the month view of the calendar, click the Add Event Icon ( ) next to a date to create an event on that date. On a multi-user calendar, select the users to invite, and click New Event.

• •

2. Enter the details of the event, such as subject, start date and time, and end date and time. To assign the event to a partner user, select Partner User from the Assigned To drop-down list. Note: If multiday events are enabled for your organization, you can create events that last up to 14 days.

3. If Spell Checker is enabled for your organization, click Check Spelling to spell-check the contents of the Description field. Note that the Check Spelling button must be enabled separately for events and tasks. 4. Optionally, select Create Recurring Series of Events to specify how often the event recurs. For more information, see Creating Recurring Events on page 132. Note: No occurrence in a series of recurring events can last longer than 24 hours. Once the recurring event is created, you can extend the length of individual occurrences beyond 24 hours, if multiday events are enabled. To enable multiday events, see Customizing Activity Settings on page 1235. 5. Attach files as needed by clicking Add Attachment on the Attachments related list. If you don't see this related list, you may need to ask your administrator to add it to the event page layout. For recurring events, the attachment is added to the series of events. Each occurrence of the recurring event can also have its own unique set of attachments. 6. Optionally, set a reminder on the event by selecting Reminder and choosing how long before the event you want to be reminded. 7. Optionally, click Add Invitees to make the event a multi-person event to which users, contacts, leads, or resources are invited. For more information, see Inviting People to an Event on page 132.

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Activities

Viewing Event Updates (Chatter)

8. Click Save. Alternatively, click Save & New Task to save the event and create a new task or Save & New Event to save and create an additional event.

See Also:
Editing Events Activity Fields Creating an Outlook Appointment for an Event

Viewing Event Updates (Chatter)
Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

Display a Chatter feed of updates, comments, and posts about the event. Note: If Chatter isn't enabled, contact your administrator.

• •

Show or hide Chatter feeds using the Show Chatter and Hide Chatter links at the top of a feed. To view a single feed update, click the timestamp below the update, for example, Yesterday at 12:57 AM. To view the full feed, above the update, click All Updates.

Following Events
When you follow an event, your Chatter feed includes field changes and event feed updates. Note: Unlike other records, you don't auto-follow events or tasks in Chatter after you create them.

• •

To follow an event, click Follow. To stop following, click Following . The Followers list shows you who is following the event. To view a full list, click Show All.

See Also:
Chatter Overview Using Chatter Feeds

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Activities

Creating Recurring Events

Creating Recurring Events
Available in: All Editions except Database.com

User Permissions Needed To create recurring events: “Edit Events”

A recurring event is an event that repeats in a series, for example a weekly staff meeting that occurs every Monday at 11:00 AM. This topic describes how to complete the Recurrence section on the New Event page. For general instructions on creating an event, see Creating Events on page 130. Note: No occurrence in a series of recurring events can last longer than 24 hours. Once the recurring event is created, you can extend the length of individual occurrences beyond 24 hours, if multiday events are enabled. To enable multiday events, see Customizing Activity Settings on page 1235. 1. Select the Create Recurring Series of Events checkbox. 2. Select the frequency of recurrence. Note: Depending on the type of series you are creating, the maximum number of occurrences is as follows: • • • • Daily: 100 Weekly: 53 Monthly: 60 Yearly: 10

3. Set the start date and end date. Click Calculate max end date to automatically set the maximum end date allowed based on the frequency you selected. 4. Optionally, set a reminder on the recurring event. The reminder applies to each occurrence in the event series. Note: You can't follow recurring events and tasks in Chatter, nor individual instances of recurring events and tasks. Changes to an individual event or task in a recurring series or to the series itself won't show up in your Chatter feed.

See Also:
Editing Recurring Events Inviting People to an Event Viewing Your Calendar

Inviting People to an Event

132

Activities

Inviting People to an Event

Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed To invite people to an event: “Edit Events”

You can invite users, contacts, leads, or resources to an event. An event with one or more invitees is marked with the multi-person event icon ( ). This topic describes how to complete the Invite Others section on the New Event page. For general instructions on creating an event, see Creating Events on page 130. 1. Click Add Invitees in the Invite Others section. 2. In the popup window, search for invitees: a. Select the appropriate type of invitee from the drop-down list: users, leads, contacts, or resources. Person accounts are returned in contact searches and can be added as invitees. b. Enter a name or part of a name in the text field, or leave the field blank to expand the search. c. Click Go!. 3. In the Search Results area, select the boxes next to the people you want to invite and click Insert Selected. To add more invitees, perform a new search and select more people as needed. Note: Events that occur only once can have a maximum of 1,000 invitees and resources. Recurring events with invitees can have a maximum of 100 invitees and resources. You must have at least read access to the contacts and leads you invite to an event. You must have at least “Add Events” on a resource to invite it to an event. 4. Click Done to add the selected people to the event. 5. Review the calendar of each invitee and adjust the date and time of the event, if necessary. The availability of invitees is indicated in color on their calendars: busy time is blue and out-of-office time is purple. If an invitee has more than one activity scheduled for a particular time, all of those events will be shown on the calendar. You can hover your mouse over any event on the calendar to see the event details. Note: Events marked as free are not displayed.

6. Click Save & Send Invitation.

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Activities

Creating an Event in a Public or Resource Calendar

Invited leads, contacts, and person accounts receive an email containing a link to a web page where they can accept or decline the invitation for the event or event series. You will also receive an email summary of the event. If an invited resource is available at the given time, it will automatically accept the invitation. You can't double-book resources.

See Also:
Responding to Events Editing Events Creating Recurring Events Viewing Your Calendar

Creating an Event in a Public or Resource Calendar
Available in: Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed To create an event in a public or resource calendar: “Edit Events”

Adding Events to Public Calendars
To add an event to a public calendar: 1. On a calendar view, click [Change] to switch to the appropriate public calendar. 2. Choose the appropriate time and date of the new event: • • On the day view, click a time such as 9:00 AM to add an event at that time. On the week or month view, click the Add Event icon ( ) to add an event on a particular date.

3. Enter the details of your event. For details, see Creating Events on page 130. 4. Click Save. Alternatively, click Save & New Task to save the event and immediately begin creating a new task or Save & New Event to save and begin creating an additional event.

Adding Events to Resource Calendars
To add an event to a resource calendar, invite the resource to the event. For details, see Inviting People to an Event on page 132.

See Also:
Editing an Event in a Public or Resource Calendar Managing Public and Resource Calendars Viewing Your Calendar

Editing Events
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Activities

Editing Events

Available in: All Editions except Database.com

User Permissions Needed To edit events: “Edit Events”

Review the following considerations about who can edit events: • Permission to edit other users’ events is controlled by your organization's calendar sharing model and your personal calendar sharing. However, regardless of these settings, managers in the role hierarchy can always edit the events of people who report to them. Private events can be edited only by the event owner (the user assigned to the event) and users with the “Modify All Data” permission.

1. To edit an event, begin from one of the following locations. • • • On the Home tab, click the subject of an event listed in the Calendar section, and then click Edit. Alternatively, hover your mouse over the subject of an event to display the details of the event in an overlay, and then click Edit. On a calendar view, click the subject of an event. Alternatively, hover your mouse over an event to see the event's details, and then click Edit. On single user daily and weekly calendar views: ◊ Reschedule an event by dragging the item on your calendar to a different time. For best results, place your mouse over the subject line of the event before dragging it. If the item is a recurring event ( ), only the single occurrence that you drag is changed, not the entire series. Note that your administrator controls the availability of drag-and-drop calendar editing; see Enable Drag-and-Drop Editing on Calendar Views. Drag-and-drop editing is not available for multiday events. ◊ Create an event by double-clicking a time slot and entering the details in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. • • On the Open Activities or Activity History related list of an associated record, click Edit next to the appropriate event. On an activities list view, click Edit next to the appropriate event.

2. Edit the event fields as needed. If Spell Checker is enabled for your organization, click Check Spelling to spell-check the contents of the Description field. Note that the Check Spelling button must be enabled separately for events and tasks. 3. Optionally, set a reminder on the event by selecting Reminder and choosing how long before the event you want to be reminded. 4. Attach files as needed by clicking Add Attachment on the Attachments related list. If you don't see this related list, you may need to ask your administrator to add it to the event page layout. For recurring events, the attachment is added to the series of events. Each occurrence of the recurring event can also have its own unique set of attachments.

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Activities

Editing Multi-Person Events

5. Click Save.

See Also:
Editing Multi-Person Events Editing Recurring Events Editing an Event in a Public or Resource Calendar Creating Events Activity Fields

Editing Multi-Person Events
Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed To edit multi-person events: “Edit Events”

Multi-person events are marked with the multi-person event icon ( ). To change the details of a multi-person event that you own: 1. Open the detail page of the event and click Edit. 2. Change the details and invitees of the event as desired. In the Email Option drop-down list, choose whether to send an email update to all invited users or only the users you added or deleted during editing. 3. Click Save & Send Update to save the event and send an update email to the invitees. Alternatively, click Save to save your changes without sending an email. All changes will be reflected on the calendars of invited users. Note: You can only edit a multi-person event if you are the event owner. As the event owner, you don't receive email when an invitee accepts or declines an invitation. You can reassign a multi-person event to a new owner unless the event is part of a recurring event series.

See Also:
Responding to Events Editing Recurring Events Editing Events Viewing Event Details

Editing Recurring Events

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Activities

Editing Recurring Events

Available in: All Editions except Database.com

User Permissions Needed To edit recurring events: “Edit Events”

Note: You can't follow recurring events and tasks in Chatter, nor individual instances of recurring events and tasks. Changes to an individual event or task in a recurring series or to the series itself won't show up in your Chatter feed. To change the details of an event that is part of a series of events: 1. Select an event from the calendar on the Home tab or from the Open Activities or Activity History related list of a record, and then click the View Event subtab. Alternatively, mouse over the event in any calendar, and click Edit. 2. Click Edit Event. 3. Change the event fields. 4. If this is an multi-person event, choose whether to send an email update to all invited users or just the users you added or deleted during editing. Click Save & Send Update to save the event and send an update email, or just click Save to save your changes without sending an email. All changes will be reflected on the calendars of users that have accepted the event. Note: Changes made to a future event that is part of a series of recurring events will be overwritten if the series frequency is changed.

To change the details of a series of events: 1. Select an event from the calendar on the Home tab or from the Open Activities or Activity History related list of a record. 2. Select the View Series subtab and then click the Edit Series button. Alternatively, click the Edit Series link in the Recurrence section of the detail page. 3. Modify the fields for this series of events. Changes made will not affect events in the series that have occurred in the past. Caution: If you change any of the details in the recurrence section of the series, all future events that were part of the series will be deleted and new events will be created. Any changes made to individual events that have not yet occurred, including any responses from invitees, will be lost. 4. If the series includes invitees, and you want to notify all the invitees of the changes, click Save & Send Update. If you do not want to send updates to all invitees, click Save. Note: If you have changed the time or frequency of the events in the series, and you do not send updates, the response status (accepted, declined, or not responded) for each invitee will not change. If the invitee did not decline

137

Activities

Editing an Event in a Public or Resource Calendar

the original invitation, the events will be added to the invitee's calendar. If you extend the end date but make no other changes, existing events responses will not be changed unless you send updates.

See Also:
Creating Recurring Events Editing Multi-Person Events Editing Events

Editing an Event in a Public or Resource Calendar
Available in: Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed To edit an event in a public or resource calendar: “Edit Events”

Note: Permission to edit events in public and resource calendars is controlled by the calendar sharing model.

1. On a calendar view, click [Change] to switch to the appropriate public calendar. 2. To edit an event, begin from one of the following locations. • • • On the Home tab, click the subject of an event listed in the Calendar section, and then click Edit. Alternatively, hover your mouse over the subject of an event to display the details of the event in an overlay, and then click Edit. On a calendar view, click the subject of an event. Alternatively, hover your mouse over an event to see the event's details, and then click Edit. On single user daily and weekly calendar views: ◊ Reschedule an event by dragging the item on your calendar to a different time. For best results, place your mouse over the subject line of the event before dragging it. If the item is a recurring event ( ), only the single occurrence that you drag is changed, not the entire series. Note that your administrator controls the availability of drag-and-drop calendar editing; see Enable Drag-and-Drop Editing on Calendar Views. Drag-and-drop editing is not available for multiday events. ◊ Create an event by double-clicking a time slot and entering the details in an interactive overlay. Note that your administrator controls the availability of click-and-create events; see Enable Click-and-Create Events on Calendar Views on page 1474. • • On the Open Activities or Activity History related list of an associated record, click Edit next to the appropriate event. On an activities list view, click Edit next to the appropriate event.

3. Change the event fields as needed.

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Responding to Events

4. Click Save.

See Also:
Managing Public and Resource Calendars Creating an Event in a Public or Resource Calendar Editing Multi-Person Events Editing Events

Responding to Events
Available in: Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer Editions

When another user invites you to an event, you receive an email containing a link to the event. The event also displays on your Home tab if your home page layout includes your calendar. To accept or decline the event: 1. Click the event description. 2. Optionally, enter a response. 3. If the event is a single event, click Accept Meeting or Decline Meeting. If you have been invited to a series of events, click Accept Series or Decline Series. Note: If you want to attend some of the events in a series of events, but want to decline other events in the series, accept the series and then decline the specific events you will not attend.

To create an Outlook appointment for your event, click Add to Outlook. The event immediately opens in Outlook. If it does not open, save it to your computer as a .vcs file, open the file with Outlook, and then save the event. The Outlook appointment is tagged with the “salesforce.com” category so that duplicates are not created during synchronization.

See Also:
Inviting People to an Event Editing Multi-Person Events Viewing Activities

Creating an Outlook Appointment for an Event
Available in: All Editions except Database.com

To add an event to Outlook: 1. Select an event from the Calendar on the Home tab or from the Open Activities or Activity History related list of a record. 2. Click Add to Outlook.

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Activities

Working with Drag-and-Drop Scheduling

3. Click open to immediately add it to Outlook, or save it to your computer as a .vcs file. If you save it as a .vcs file, import the file with Outlook. The Outlook appointment is added to the “salesforce.com” folder. Consider the following when adding an event to Outlook. • • When viewing the event added in Outlook, the description doesn't display line breaks that were entered in the event's Description field. Any line breaks are replaced by two spaces in the .vcs file. You can also sync your Salesforce events to Outlook using Salesforce for Outlook.

See Also:
Creating Events Using Connect for Outlook Salesforce for Outlook Overview

Working with Drag-and-Drop Scheduling
Available in: All Editions except Database.com

User Permissions Needed To enable drag-and-drop scheduling: To create events: “Customize Application” “Edit Events”

Drag-and-drop scheduling enables you to create events associated with records by dragging records from list views on to weekly calendar views and entering the details of the event in an overlay. This allows you to schedule events without leaving the list view page. Drag-and-drop scheduling is available on list views for accounts, contacts, and leads. After your administrator sets up drag-and-drop scheduling, you can click the Open Calendar link at the bottom of a list view to display a weekly view of a calendar underneath the list. Then, you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. When the calendar is open, you can: • • • • • • • Select the Change link to switch to any calendar to which you have access Click the Previous Week ( ) and Next Week ( ) icons to view the previous or next weeks in the calendar Click the Date Picker icon ( ) to choose a specific date on which to view the calendar Select the This Week link to view the current week in the calendar Select the Show Weekends checkbox to display weekends on the calendar Click the Close icon ( ) to close the calendar at any time. Alternatively, you can click the bottom of the list view to close the calendar. Drag the bar in between the list view and calendar to resize the height of either one Close Calendar link at the

Setting Up Drag-and-Drop Scheduling
Users with the “Customize Application” permission can set up drag-and-drop scheduling. To set up drag-and-drop scheduling:

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Activities

Viewing Tasks

1. Click Your Name > Setup > Customize > User Interface. 2. Select the Enable Drag-and-Drop Scheduling on List Views checkbox. To select the Enable Drag-and-Drop Scheduling on List Views checkbox, you must select the Enable Drag-and-Drop Editing on Calendar Views and Enable Click-and-Create Events on Calendar Views checkboxes. For more information, see Customizing User Interface Settings on page 1471. 3. Click Save. 4. Optionally, define event mini page layouts to include the fields you want users to update in the event edit overlay: a. b. c. d. Click Your Name > Setup > Customize > Activities > Event Page Layouts Select an events page layout name. Click Mini Page Layout. Select which fields to display in the event edit overlay. For more information, see Defining Mini Page Layouts on page 2900. e. Click Save.

Tips on Drag-and-Drop Scheduling
Consider the following for drag-and-drop scheduling: • • • • • • The Open Calendar link only appears at the bottom of list views for accounts, contacts, and leads. Drag-and-drop scheduling is not available for the Console tab, multi-person events, recurring events, accessibility mode, or Connect Offline. List views that include drag-and-drop scheduling may take slightly longer than usual to display. We recommend adding the All Day Event field to the event mini page layout, as that field is not automatically added to event mini page layouts. The All Day Event field allows users to specify whether an event lasts all day. Drag-and-drop scheduling includes enhanced lists; however, you do not need to enable enhanced lists for drag-and-drop scheduling to work. For more information, see Working with Enhanced Lists on page 244. When you drag the bar in between the list and calendar to resize either one, the size is automatically saved for all views in which you use drag-and-drop scheduling. You can resize the list and calendar at any time.

See Also:
Creating Custom List Views

Viewing Tasks
Available in: All Editions except Database.com

Tasks allow you to track the specific actions you plan to perform or have performed, such as making phone calls or sending mail. To view the details of a task, click the task's subject from any of the following locations: • • • • The My Tasks section of the Home tab The calendar day view An activities list view The Open Activities related list on an associated record

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Creating Tasks

The Activity History related list on an associated record

The recurrence icon ( ) identifies tasks that are part of a recurring series. To view the details of the individual task occurrence, select the View Task subtab (located above the task details). To view the details of the entire task series, select the View Series subtab . If your organization has enabled Email-to-Case or On-Demand Email-to-Case, some tasks may be associated with Email-to-Case or On-Demand Email-to-Case emails. Click the link at the top of the task to view the associated email. See Working with Case Emails on page 2812 for more information. If the task is an email that was sent to Salesforce using Email to Salesforce or Salesforce for Outlook, you may see a banner at the top of the email detail page with a link to the My Unresolved Items page. Use this page to assign any unassociated emails to related Salesforce records.

See Also:
Creating Tasks Editing Tasks Closing Tasks Using Your Calendar and Tasks on the Home Page Activity Fields

Creating Tasks
Available in: All Editions except Database.com

User Permissions Needed To create tasks: “Edit Tasks”

Track the tasks you plan to perform or have performed, such as making phone calls or sending mail. 1. To create a task, do one of the following. • • • Click New from the My Tasks section of the Home tab Click Task from the Create New drop-down list in the sidebar Click New Task from the Open Activities related list of an associated record

You can also create tasks from other locations in Salesforce. 2. If you have an option to select a task record type, choose one from the drop-down list and click Continue. Note: When you create a task with a non-default record type and it’s part of a recurring series, your recurring task will still default to the default record type. Additionally, any picklist fields associated with the default record type will not display. 3. Enter the details of the task.

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Creating Tasks

Assigned To—Assigned owner of task. By default, the task is assigned to the creator. To assign the task to another

• • • • •

user, enter a user’s name, or select a user with the lookup icon. This field is not available in Personal Edition. To assign independent copies of a new task to multiple users, see Creating Group Tasks on page 144. Subject—Subject or short description of the task, for example, “Email quote to customer.” You can enter a subject, or select from a picklist of previously defined subjects. Due Date (optional)—Date when the task should be completed. You can enter a date, or choose a date from the calendar that displays when you put your cursor in the field. Comments (optional)—Text note describing the task. Related To (optional)—Record that the task is associated with such as an account or opportunity. This field is not available when you associate the task with a lead instead of a contact. Name (optional)—Contact or lead associated with the task. You can enter the name of the person or use the lookup icon to select the name.

4. If Spell Checker is enabled for your organization, click Check Spelling to spell-check the contents of the Comments field. Note that the Check Spelling button must be enabled separately for events and tasks. Spell Checker does not support all the languages that Salesforce supports. For example, Thai, Russian, and double-byte languages, such as Japanese, Korean, or Chinese, are not supported. 5. Attach files as needed by clicking Add Attachment on the Attachments related list. If you don't see this related list, you may need to first ask your administrator to add it to the task page layout. For recurring tasks, the attachment is added to the series of tasks. Each occurrence of the recurring task can also have its own unique set of attachments. Sending a notification email also sends the attachment. 6. Specify the status and priority of the task. 7. Select the Send Notification Email checkbox to send a notification email to the task's assignee when you save the task. To save the current state of the checkbox as your personal default, select Make this the default setting. 8. To create a recurring task: a. Select the Create Recurring Series of Tasks checkbox. The Due Date field is disabled because recurring tasks do not all have the same due dates. b. Select the frequency of recurrence. Note: Depending on the type of series you are creating, the maximum number of occurrences is as follows: • • • • Daily: 100 Weekly: 53 Monthly: 60 Yearly: 10

c. Set the start date and end date. Click Calculate max end date to automatically set the maximum end date allowed based on the frequency you selected. 9. Optionally, set a reminder on the task. If you're creating a recurring task, the reminder applies to each occurrence in the task series.

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10. Click Save, Save & New Task or Save & New Event.

See Also:
Using Your Calendar and Tasks on the Home Page Using the Open Activities Related List Viewing Tasks Editing Tasks Setting Reminders on Activities

Creating Group Tasks
Available in: All Editions except Database.com

User Permissions Needed To create tasks: “Edit Tasks”

You can create a task so that up to 100 users are each assigned an independent copy of the task. For example, you could create a task “Submit your expense reports” with the appropriate due date and assign it to a team of account executives. This functionality is enabled by default, but your administrator can choose to disable it for your organization. For more information, see Customizing Activity Settings on page 1235. To create a group task: 1. On the New Task page, click the lookup icon ( ) next to the Assigned To field. 2. In the lookup window, select the Multiple Users tab. 3. Users can be organized into various categories such as personal groups, public groups, roles, or territories. In the Search drop-down list, select the appropriate option. 4. Optionally, enter one or more characters in the text box and click Find to perform a search. 5. In the Available Members list, click one or more items to select them. Press CTRL+click to select multiple items individually, or SHIFT+click to select multiple adjacent items at the same time. 6. Click the Add and Remove buttons to move your selections between the lists. 7. When the appropriate choices are in the Selected Members list, click Done. If your selections total more than 100 users, you must reduce your selections before you can proceed. 8. On the New Task page, see your selections display next to the Assigned To field. The total number of tasks you are creating also displays. 9. Continue entering task details such as due date, status, and comments. Note: When a task is assigned to multiple users or a group, the Create Recurring Series of Tasks checkbox is disabled. You cannot create group recurring tasks. 10. When you save the task, your selected users will be assigned copies of the task. Note that these copies are independent and not linked; they can be edited, transferred, or deleted individually.

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Activities

Editing Tasks

Tip: Personal groups are a convenient way to organize users into groups that are meaningful to you. For details, see Creating and Editing Groups on page 550.

See Also:
Creating Tasks

Editing Tasks
Available in: All Editions except Database.com

User Permissions Needed To edit tasks: “Edit” on tasks

To edit a task: 1. Click the subject of the task from any of the following locations. • • • • • The My Tasks section of the Home tab The calendar day view An activities list view The Open Activities related list on an associated record The Activity History related list on an associated record

2. For non-recurring tasks, click Edit. 3. For tasks that are part of a recurring series: • • To edit an individual task occurrence, click the View Task subtab, and click Edit Task. To edit an entire task series, click the View Series subtab and click Edit Series. Alternatively, click the Edit Series link in the Recurrence section of the detail page. Note: When editing recurring tasks, keep the following in mind: • • Changes you make to an individual task occurrence are overwritten if the task series is subsequently updated with conflicting information. If you change any of the details in the recurrence section of the series, all open tasks that were part of the series will be deleted and new tasks will be created. Any changes made to individual open tasks that have not yet occurred will be lost.

4. Edit the task fields as needed. Tip: • If Spell Checker is enabled for your organization, click Check Spelling to spell-check the contents of the Comments field. Note that the Check Spelling button must be enabled separately for events and tasks. Spell

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Deleting Recurring Tasks

Checker does not support all the languages that Salesforce supports. For example, Thai, Russian, and double-byte languages, such as Japanese, Korean, or Chinese, are not supported. Select the Send Notification Email checkbox to send a notification email to the task's assignee when you save the task. To save the current state of the checkbox as your personal default, select Make this the default setting. You cannot change the status of an entire recurring task series. To change the status, you must edit each occurrence in the recurring series.

5. Attach files as needed by clicking Add Attachment on the Attachments related list. If you don't see this related list, you may need to first ask your administrator to add it to the task page layout. For recurring tasks, the attachment is added to the series of tasks. Each occurrence of the recurring task can also have its own unique set of attachments. 6. Click Save.

See Also:
Viewing Tasks Closing Tasks Setting Reminders on Activities Activity Fields

Deleting Recurring Tasks
Available in: All Editions except Database.com

User Permissions Needed To delete recurring tasks: “Edit Tasks”

To delete a single task occurrence or an entire task series: 1. Click the subject of the task from any of the following locations: • • • • • The My Tasks section of the Home tab The calendar day view An activities list view The Open Activities related list on an associated record The Activity History related list on an associated record

2. Do one of the following: • • To delete an individual task occurrence, select the View Task subtab located above the task details, and click Delete Task. To delete a task series, select the View Series subtab, click Delete Series and click OK to confirm the deletion.

Deleted tasks are moved to the Recycle Bin.

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Closing Tasks

Note: When you delete a task series: • • • Closed task occurrences are not deleted. Only future task occurrences are placed in the Recycle Bin. To restore a series from the Recycle Bin, you must restore each task occurrence. Salesforce restores series and occurrence-specific task details.

See Also:
Creating Tasks Editing Tasks Viewing Tasks

Closing Tasks
Available in: All Editions except Database.com

User Permissions Needed To edit tasks: “Edit Tasks”

To close tasks: 1. On the My Tasks section of the Home tab or on the My Tasks section of the calendar day view, click X next to the appropriate task. Alternatively, in the Open Activities related list on an associated record, click Cls next to the appropriate task. To close all tasks in a recurring series, you must close each occurrence separately. 2. Click Save to accept the changed Status value. 3. Click Save. The closed task displays in the Activity History related list of the associated record. Note: By default, the status changes to “Completed” when you click X or Cls. However, if your administrator has customized the task status picklist, then the value changes to the first value for which the Closed checkbox is selected according to the current order of picklist values. For example, if your administrator has customized the task status picklist values so that both “Completed” and “Deferred” are defined as Closed and “Deferred” is above “Completed” in the current order of picklist values, then clicking X or Cls sets the status value to “Deferred.”

See Also:
Viewing Tasks Editing Tasks Using the Activity History Related List

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Activities

About Cloud Scheduler

About Cloud Scheduler
Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To request a meeting: “Edit Events” AND “Send Email”

Watch a Demo (2:37 minutes) Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

When you use Cloud Scheduler to request a meeting with a contact, lead, person account, or other Salesforce user, Salesforce creates a unique Web page for your meeting that displays the proposed meeting times. When invitees visit the page, they select the times that work for them, and send you a reply. Salesforce tracks all the responses so you can pick the best time to meet when you confirm the meeting. The following sections provide an overview of how to request a meeting using Cloud Scheduler. Step 1: You Request a Meeting and Propose Meeting Times Go to either the Calendar section on the Home tab or the Open Activities related list on the detail page of the contact, lead, or person account you want to request a meeting with. Click New Meeting Request to open the Meeting Request page.

1. Click To to invite other Salesforce users, leads, contacts, or person accounts to the meeting. 2. Click in the calendar to propose up to five meeting times, or let Salesforce propose times for you.

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About Cloud Scheduler

Step 2: Invitees Pick the Times They Can Meet Salesforce emails a meeting request to the invitees so they can pick the times they are available.

1. In the meeting request, invitees click Respond to This Request to open your meeting's Web page. 2. On the meeting Web page, invitees pick the proposed times that work for them and send you a reply. Step 3: You Confirm the Meeting Salesforce keeps track of all the responses so you can see when each invitee is available. You then select the best time to meet and confirm the meeting.

Requesting a Meeting Using Cloud Scheduler

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Activities

Requesting a Meeting Using Cloud Scheduler

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To request a meeting: “Edit Events” AND “Send Email”

Watch a Demo (2:37 minutes) Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

Before you use Cloud Scheduler to request a meeting with a contact, lead, person account, or other Salesforce user, consider these tips: • • • • You must have at least read access to the contacts, leads, and person accounts that you request a meeting with. Each invitee must have an email address specified in their record so Salesforce can send them a meeting request. You can invite up to 50 people to a meeting. Invitees can consist of only contacts, leads, or person accounts, only other Salesforce users, or a mix of both. We recommend you install Salesforce for Outlook, Connect for Outlook, or Connect for Lotus Notes so you can sync your calendar events between Salesforce and Outlook or Lotus Notes. When proposing meeting times, it's helpful to have your Salesforce calendar up-to-date so you can see your free and busy times. To request a meeting: 1. Go to either the Calendar section on the Home tab or the Open Activities related list on the detail page of the contact, lead, or person account you want to invite to a meeting. 2. Click New Meeting Request. If this button doesn't display in the Calendar on the Home tab or on the Open Activities related list, ask your Salesforce administrator to add it. 3. Click To to invite other Salesforce users, leads, contacts, or person accounts to the meeting. a. Select the type of invitee from the drop-down list. Person accounts are returned in contact searches and can be added as invitees. b. Enter a name or part of a name in the text field, or leave the field blank to expand the search. c. Click Go!. d. In the Search Results area, select the boxes next to the people you want to invite and click Insert Selected. To add more invitees, perform a new search and select more people as needed. If there's a warning icon ( ) next to a person's name, you can't invite them to the meeting because they don't have an email address specified in their record. Once you add an email address to their record, you can invite them to meetings.

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e. Click Done. To remove someone you just invited, click “x” next to their name in the To field. You can remove all invitees unless you requested the meeting from an Open Activities related list. In that case, the first contact, lead or person account in the To field can't be removed. 4. Enter a subject and location. If you requested the meeting from an Open Activities related list, the default subject is a combination of the account name for the lead or contact and the company name specified in your personal information. For example, if you're meeting with a contact from the Sterling company and you work for ACME, the default subject is Sterling and ACME. The default location is always To be determined. 5. Select one of these tabs: • • I propose meeting times—Propose up to five meeting times by picking times in the calendar. See Tips for Proposing Meeting Times on page 151. Let Salesforce propose meeting times—Choose the duration and time frame of the meeting and let Salesforce propose up to five meeting times for you. See Tips for Letting Salesforce Propose Meeting Times on page 152.

6. Click Next. 7. Write a message to the invitees, and click Send. Note the following: • • Your email signature is automatically added to your message. After you click Send, Salesforce emails a meeting request to the invitees. In the meeting request, invitees click Respond to This Request to open your meeting's Web page. On the meeting Web page, invitees pick the proposed times that work for them and send you a reply. • • Your meeting's Web page displays all messages between you and the invitees. This includes messages that invitees write when responding to your request. If you requested the meeting from an Open Activities related list, the meeting appears on the detail page for that contact or lead only. It doesn't appear on the Open Activities related list for any other invitee. For example, if you requested a meeting with Jane Smith from her contact detail page and then clicked the To field to invite John Doe, the requested meeting only appears on the Open Activities related list for Jane Smith and not John Doe. If you requested the meeting from the Calendar section on the Home tab, the meeting doesn't appear on the Open Activities related list for either Jane Smith or John Doe.

After you send your meeting request, wait for the invitees to reply with the times they can meet. Then confirm the meeting by selecting a final meeting time.

See Also:
About Cloud Scheduler Canceling a Requested Meeting Rescheduling a Requested Meeting Adding and Removing Invitees from a Requested Meeting

Tips for Proposing Meeting Times
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Activities

Tips for Proposing Meeting Times

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To request a meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

When you request a meeting using Cloud Scheduler, you can either propose meeting times or let Salesforce propose times for you. When you propose meeting times: • • • • • • Proposed times aren't saved to your Salesforce calendar. The meeting only appears in your calendar after you confirm the meeting. When the invitees view your meeting request, the proposed times are shown in your time zone. Proposed times aren't shown in the invitees' time zones. You can't propose a time that occurs in the past (before the black line in the calendar). The calendar's shaded areas show when you and the other invited Salesforce users are busy based on your Salesforce calendars. Darker shades show when multiple Salesforce users are busy at the same time. Use the Duration field to change the length of your meeting. To remove a time you proposed, hover over the proposed time and click “x”.

See Also:
About Cloud Scheduler Tips for Letting Salesforce Propose Meeting Times

Tips for Letting Salesforce Propose Meeting Times

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Activities

Tips for Letting Salesforce Propose Meeting Times

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To request a meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

When you request a meeting using Cloud Scheduler, you can either propose meeting times or let Salesforce propose times for you. One of the benefits of letting Salesforce propose meeting times happens when there's a long delay between the time you send the meeting request and when the first invitee views it. For example, if you request a meeting with a contact on a Monday and that contact doesn't view your request until Thursday, Salesforce proposes times from Thursday forward instead of when the meeting request was sent. When Salesforce proposes meeting times: • You won't know which times are proposed until after you send the meeting request. Once the first invitee views your request, Salesforce checks the calendars of all Salesforce users invited to the meeting and proposes meeting times based on their availability. Salesforce tries not to propose the same times that invitees have already selected for other unconfirmed meetings. For example, if you request a meeting for the next five business days and your invitees respond that they can meet on Tuesday and Wednesday from 2:00 to 3:00 p.m., and then you request another meeting for the same time frame, Salesforce won't propose times for Tuesday and Wednesday from 2:00 to 3:00 p.m. unless your calendar is completely booked with confirmed meetings and other events. • By default, Salesforce proposes meeting times between 9:00 a.m. and 5:00 p.m. in your time zone. However, if you have changed the Start of day and End of day fields in your Personal Information Settings page, Salesforce uses those settings instead. Note: If you don't want to meet at a specific time of day (like your lunch hour), schedule a recurring event in your Salesforce calender to block out that time. The following table describes the settings that control how Salesforce proposes meeting times. Field
Duration Time Frame

Description The length of your meeting. How far in advance Salesforce proposes meeting times: • Next 5 Business Days/Next 10 Business Days—Salesforce tries to spread out the proposed times over the specified

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Field

Description time frame. For example, if your time frame is Next 5 Business Days and the first invitee views the request on a Monday, Salesforce tries to propose a time for each day of that week. If some of your days are booked, Salesforce condenses the proposed times into fewer days. Business days exclude Saturdays and Sundays. • Whenever—Salesforce tries to propose five meeting times over the next five business days, and if it can't propose enough times, it extends the range over the next 10 business days. If Salesforce still can't find five times to propose, it looks for available times over the next four weeks. When you select this option, some of the times Salesforce proposes could be seven weeks away (5 business days + 10 business days + 20 business days = 7 weeks).

See Also:
About Cloud Scheduler Tips for Proposing Meeting Times

Confirming a Requested Meeting
Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To confirm a meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

After you use Cloud Scheduler to request a meeting, wait for the invitees to reply with the times they can meet. When this happens, you receive an email notification, and the meeting in Salesforce is automatically updated with the times the invitees selected. You can then choose the best time to meet and confirm the meeting.

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Confirming a Requested Meeting

The meeting confirmation page displays as read-only to users without the “Edit Events” permission and users without the “Edit” permission on the contact or lead record associated with a proposed meeting. To confirm a meeting: 1. Open your meeting using one of these methods: • • • From the Calendar section on the Home tab, click the Requested Meetings subtab and then click the subject of your meeting. If the Requested Meetings subtab doesn't display on the Calendar section, ask your administrator to add it. If you requested the meeting from the Open Activities related list for that contact, lead, or person account, click the subject of your meeting in the related list. From the email notification that you received when an invitee responded to your meeting request, click View Response and Schedule Meeting.

2. Select a time, and click Confirm. The Confirm button displays after you select a meeting time. If you don't select a time, the Send Update button displays instead so you can send the invitees a message without confirming a meeting time. Use the following tools to help you pick a time: • • • Green check marks show when each invitee can meet. Free shows when you are available based on your Salesforce calendar. If none of the times work for the invitees, reschedule the meeting to propose new times.

3. Optionally, enter a message to the invitee. 4. Click Send to confirm the meeting. Salesforce then: • • Emails the invitees with the final date and time of the meeting. Converts the requested meeting to a new multi-person event. The last message you sent to the invitees appears in the event's Description field, but all other messages between you and the invitees aren't saved. This event appears in the Calendar section on the Home tab. If you requested the meeting from an Open Activities related list, the event also appears in the Open Activities related list for that contact, lead, or person account. Note: If your administrator added required fields to events, you're prompted to update those fields before the meeting is converted to an event.

See Also:
Canceling a Requested Meeting About Cloud Scheduler

Guidelines for Adding a Custom Logo to Meeting Requests

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Activities

Guidelines for Adding a Custom Logo to Meeting Requests

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To customize activity settings: “Customize Application”

When you show a custom logo in meeting requests, your logo appears in the following locations: • • • Email requests sent to invitees when you request a meeting or schedule an event Meeting response pages where invitees select the times they can meet when you request a meeting Event response pages where invitees accept or decline the event

When using a custom logo: • • • The image must be in GIF, JPEG, or PNG format and be less than 20 KB. For best results, use an image that is no more than 130 pixels wide by 100 pixels high at 72 pixels per inch. Images that are larger than these dimensions may not display correctly in some email clients due to automatic resizing. You must first upload your logo to the Documents tab and make it externally available. Documents marked Internal Use Only can't be used as a logo. Note: If your custom logo is in the Shared Documents folder on the Documents tab, other users can replace it and indirectly change the logo that appears in meeting invitations. We recommend uploading the logo to your personal folder on the Documents tab so only you can replace it. • You can't delete a custom logo from the Documents tab when it's being used in meeting requests. You must first either select another document to use as your logo or uncheck the option to display a custom logo in meeting requests.

Canceling a Requested Meeting
Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To cancel a meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

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Canceling a Requested Meeting

If you requested a meeting that hasn't been confirmed, you can cancel the meeting and Salesforce automatically sends a cancellation notice to the invitees. However, if you confirmed the meeting then it has been converted to an event that you can delete like all other activities. To cancel a requested meeting: 1. Open your meeting using one of these methods: • • • From the Calendar section on the Home tab, click the Requested Meetings subtab and then click the subject of your meeting. If the Requested Meetings subtab doesn't display on the Calendar section, ask your administrator to add it. If you requested the meeting from the Open Activities related list for that contact, lead, or person account, click the subject of your meeting in the related list. From the email notification that you received when an invitee responded to your meeting request, click View Response and Schedule Meeting.

2. Click Cancel Meeting. You can also click Del next to the meeting from the Open Activities related list. Note: If Close is the only button on the page, you don't have permission to modify the requested meeting. Either ask the organizer to change the meeting details for you, or contact your Salesforce administrator to grant you the required permissions. 3. Click OK to confirm the cancellation. Salesforce emails a meeting cancellation to all invitees. Canceled meetings are permanently removed and aren't stored in the Recycle Bin.

See Also:
Requesting a Meeting Using Cloud Scheduler Confirming a Requested Meeting Deleting Activities About Cloud Scheduler Adding and Removing Invitees from a Requested Meeting

Rescheduling a Requested Meeting

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Activities

Rescheduling a Requested Meeting

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To reschedule a meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

If you used Cloud Scheduler to request a meeting that hasn't been confirmed, you can reschedule it and propose new times. However, you can't propose new times for a confirmed meeting because it's been converted to an event. To reschedule an event, edit the event to change its date and send an update to the invitees. To reschedule a requested meeting: 1. Open your meeting using one of these methods: • • • From the Calendar section on the Home tab, click the Requested Meetings subtab and then click the subject of your meeting. If the Requested Meetings subtab doesn't display on the Calendar section, ask your administrator to add it. If you requested the meeting from the Open Activities related list for that contact, lead, or person account, click the subject of your meeting in the related list. From the email notification that you received when an invitee responded to your meeting request, click View Response and Schedule Meeting.

2. Click Reschedule and propose new times. Once the invitees reply to your updated request, you can confirm the meeting. Note: If Close is the only button on the page, you don't have permission to modify the requested meeting. Either ask the organizer to change the meeting details for you, or contact your Salesforce administrator to grant you the required permissions.

See Also:
Requesting a Meeting Using Cloud Scheduler Confirming a Requested Meeting Canceling a Requested Meeting Adding and Removing Invitees from a Requested Meeting About Cloud Scheduler

Adding and Removing Invitees from a Requested Meeting

158

Activities

Adding and Removing Invitees from a Requested Meeting

Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

User Permissions Needed To add and remove invitees from a requested meeting: “Edit Events” AND “Send Email”

Note: Cloud Scheduler isn't supported in Microsoft® Internet Explorer version 6.0.

If you requested a meeting that hasn't been confirmed, you can add and remove invitees at any time. Confirmed meetings are converted to multi-person events. You can edit multi-person events to add and remove invitees. To add or remove invitees from a requested meeting: 1. Open your meeting using one of these methods: • • • From the Calendar section on the Home tab, click the Requested Meetings subtab and then click the subject of your meeting. If the Requested Meetings subtab doesn't display on the Calendar section, ask your administrator to add it. If you requested the meeting from the Open Activities related list for that contact, lead, or person account, click the subject of your meeting in the related list. From the email notification that you received when an invitee responded to your meeting request, click View Response and Schedule Meeting.

2. Do either of the following: • • Click To to invite other Salesforce users, leads, contacts, or person accounts to the meeting. Click “x” next to an invitee's name to remove them from the meeting. You can remove all invitees unless you requested the meeting from an Open Activities related list. In that case, the first contact, lead or person account in the To field can't be removed. The calendar automatically updates based on the Salesforce users you added or removed from the meeting. Note: If Close is the only button on the page, you don't have permission to modify the requested meeting. Either ask the organizer to change the meeting details for you, or contact your Salesforce administrator to grant you the required permissions. 3. Click Send Update. 4. Enter a message. For example, you might want to inform your invitees who you're adding or removing from the meeting. 5. Click one of the following: • Send to All Invitees—Sends an update to all existing and added invitees and a cancellation notice to removed invitees.

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Contacts

Contacts Overview

Send Only to Changed Invitees—Sends an update to added invitees and a cancellation notice to removed invitees.

See Also:
Requesting a Meeting Using Cloud Scheduler Canceling a Requested Meeting Confirming a Requested Meeting Rescheduling a Requested Meeting About Cloud Scheduler

CONTACTS
Contacts Overview
Available in: All Editions except Database.com

Contacts are the people associated with your business accounts that you need to track in Salesforce. For each contact, you can store various kinds of information, such as phone numbers, addresses, titles, and roles in a deal. The Contacts tab lets you quickly create and locate contacts, as well as sort and filter contacts using standard and custom list views. You can also use this tab to view and edit detailed information for each contact you have access to. Social Contacts enhance your traditional contact data. With Social Contacts, you can see your contacts' social network profiles—directly in Salesforce. Easy access to this information helps you know your customers better, so you can solve their problems and build stronger relationships.

See Also:
Contacts Home Social Contacts Overview Accounts Overview Resolving Your Synced Outlook Contacts

Social Contacts Overview
Available in: All Editions except Database.com

The Social Contacts feature lets you view your contacts' social network profiles directly in Salesforce. This social information gives you a better perspective on your customers' needs and issues—information you can use to build deeper relationships and

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Contacts

Social Contacts Overview

increase business connections. The Social Contacts feature is enabled by default for organizations created after October 7, 2011. For existing organizations, the administrator must enable Social Contacts. You can see social information from several social networks. • • • LinkedIn® is useful for staying up to date on your contacts' professional personas. Twitter™ is a great way to understand your contacts' public personas and to see what's on their minds. You can see bios, recent tweets, who your contacts are following, and who is following your contacts. Facebook® gives you a more personal view of your contacts and helps you find common interests. You can see profiles, status updates, and mutual friends.

Additional social networks may be available in future updates. Important: The Social Contacts feature uses Facebook, LinkedIn, and Twitter public APIs to display social information in Salesforce. Because these social networks have the option of modifying or terminating access to their APIs at any time, salesforce.com can’t guarantee the future availability of this feature or any of its functionality, including access to the data that is currently provided or to any particular social network as a whole. To get started with Social Contacts, simply sign in to your social network accounts from any contact detail page. This creates private connections between Salesforce and your social network accounts, allowing you to see external social profiles in Salesforce. Then you're ready to take your customer insights to the next level. It's fast and easy to link your customers' social profiles to their Salesforce contact records, so you and others in your organization can view this information any time it's needed, without having to log in to other sites. The social profile details that Salesforce displays are always current. Click the social network icons in the header on contact detail pages to use the Social Contacts feature. If no icons are visible, that means Social Contacts is disabled for your organization. If a social network icon is missing, that service may be turned off. Contact your administrator if you'd like to use this feature or want access to a social network that isn't currently available.

About Security and Privacy When Using Social Contacts
Social Contacts is secure and private. Here's an overview of its security and privacy features. • • Salesforce uses the trusted OAuth protocol when you sign in to your social network accounts, so your login credentials aren't exposed to Salesforce. Salesforce doesn't import or store social information. Each time you select a contact's social profile, Salesforce retrieves the information directly from the corresponding social network and simply displays it. The information that you see is read-only and can't be modified. You can't import or store social information in contact records. This ensures that you always see current details when viewing your contacts' social profiles. The details that are visible to you when you view a contact's social profile are determined by the connection that you have with the contact and the contact's privacy settings. Typically you see the same information as you would when viewing the profile while logged in directly to the social network. Some contacts, however, may have privacy settings that restrict the visibility of some or all of their profile details outside the network. In those cases, you see very few, if any, profile details in Salesforce. Your view of a contact's social profile is not shared with anyone else in your organization. Other Salesforce users must sign in to their own social network accounts to use Social Contacts and the profile details that are visible depend on each user's connection level with the contact and the contact's privacy settings. None of your own social profile information is stored in Salesforce, nor does Salesforce post anything about you or your activities to your social network accounts.

• •

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Contacts Home

Contacts aren't notified when you view their social profiles using the Social Contacts feature.

See Also:
Signing in to Your Social Network Accounts from Salesforce Finding and Viewing Your Contacts' Social Profiles Configuring Your Social Contacts Settings Enabling and Configuring Social Contacts Contacts Overview

Contacts Home
Available in: All Editions

User Permissions Needed To view Contacts tab: To view contacts: To create contacts: “Read” on contacts “Read” on contacts “Create” on contacts

Clicking on the Contacts tab displays the contacts home page. • • In the View section, select a list view from the drop-down list to go directly to that list page, or click Create New View to define your own custom view. In the Recent Contacts section, select an item from the drop-down list to display a brief list of the top contacts matching that criteria. From the list, you can click any contact name to go directly to the contact detail. Toggle the Show 25 items and Show 10 items links to change the number of items that display. The fields you see are determined by the “Contacts Tab” search layout defined by your administrator and by your field-level security settings (available in Enterprise, Unlimited, and Developer Editions only). The Recent Contacts choices are: Recent Contacts Choice Recently Viewed Description The last ten or twenty-five contacts you viewed, with the most recently viewed contact listed first. This list is derived from your recent items and includes records owned by you and other users. The last ten or twenty-five contacts you created, with the most recently created contact listed first. This list only includes records owned by you. The last ten or twenty-five contacts you updated, with the most recently updated contact listed first. This list only includes records owned by you.

Recently Created

Recently Modified

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• • • •

Under Quick Create, fill in the fields to add a new contact. Alternatively, click New next to the Recent Contacts section to create a new contact. Under Reports, click any report name to jump to that report. Select any of the links under Tools to manage your contacts. If you sync contacts from Outlook using Salesforce for Outlook, you may see a banner at the top of your Contacts home page that links to a list of your unresolved contacts. These are synced Outlook contacts that still need to be assigned to Salesforce accounts. Person accounts appear in contact list views but not the Recent Contacts list on the Contacts home page.

See Also:
Contacts Overview Using Contacts Creating Contacts Deleting Contacts Creating Custom List Views Resolving Your Synced Outlook Contacts

Viewing Contact Lists
Available in: All Editions except Database.com

User Permissions Needed To view contacts: To create contacts: “Read” on contacts “Create” on contacts

The contacts list page displays a list of contacts in your current view. To show a filtered list of items, select a predefined list from the View drop-down list, or click Create New View to define your own custom view. To edit or delete any view you created, select it from the View drop-down list and click Edit. • • • • • • Click a contact name to view the detail. Click Edit or Del to edit or delete the contact. If Chatter is enabled, click or to follow or stop following a contact in your Chatter feed. If Chatter is enabled, click Chatter in the top-right corner to see feed updates for the list view. Click List to toggle back to the list view. Click New Contact or select Contact from the Create New drop-down list in the sidebar to create a contact. To add contacts to an existing campaign, select the box next to one or more contacts, and then click Add to Campaign. Alternatively, select the box in the column header to select all displayed records, then click Add to Campaign. Click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. Then, you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. Note that your administrator controls the availability of drag-and-drop scheduling.

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Viewing Contact Lists

Working with Person Accounts
Person accounts appear in contact list views but not the Recent Contacts list on the Contacts home page. • • When you select a person account name on a contact list view, the corresponding person account appears on the Accounts tab. To visually differentiate contacts from person accounts in contact list views, add the Is Person Account icon as a column; see Creating Custom List Views on page 241. Person accounts do not have contacts. Note: In most situations, you can use person accounts as if they were contacts. You can include them in all contact list views except on the contacts home page. For more information, see What is a Person Account? on page 61.

Sorting List Views
• • Click any column heading to sort in ascending or descending order using that column’s information. At the top of the list, click a letter to display the contents of the sorted column that begin with that character. Note: Professional, Enterprise, Unlimited, and Developer Edition organizations can grant access to contacts beyond what the sharing model allows. See Sharing Contacts on page 185. Contacts that are not linked to an account are always private, regardless of your organization’s sharing model. Only the owner of the contact and administrators can view it. Sharing rules and workflow rules do not apply to private contacts. If your organization uses divisions, private contacts always belong to the global division.

See Also:
Customizing User Interface Settings Working with Enhanced Lists Using Inline Editing in Lists Printing List Views Finding Out if Your Partners Use Salesforce

Using Contacts

164

Contacts

Using Contacts

Available in: All Editions

User Permissions Needed To view contacts: To edit contacts: “Read” on contacts “Edit” on contacts

To edit accounts on contacts enabled to use a Customer Portal: “Edit” on contacts AND “Edit Self-Service” To edit accounts on contacts enabled to use a partner portal: “Edit” on contacts AND “Manage Partners” To view person accounts: To edit person accounts: “Read” on accounts and contacts “Edit” on accounts and contacts

Contacts are the individuals associated with your accounts. • • • • • • • • • • View and edit contact details (for example, the account name). Use Social Contacts to view your contacts' social profiles. Find contact-related information (for example, opportunities). Find contacts from Data.com. Find and add Data.com contacts for a specific account. View contact updates and comments (Chatter). Give Customer Portal users access to a contact. Enable a contact as a partner portal user. Troubleshoot partner portal user issues. Enable a contact as a Self-Service portal user.

See Also:
Contact Fields Creating Contacts Social Contacts Overview Data.com Overview Cloning Contacts Sharing Contacts Merging Duplicate Contacts

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Viewing and Editing Contact Details

Viewing and Editing Contact Details
Available in: All Editions

User Permissions Needed To view contacts: To edit contacts: “Read” on contacts “Edit” on contacts

To edit accounts on contacts enabled to use a Customer Portal: “Edit” on contacts AND “Edit Self-Service” To edit accounts on contacts enabled to use a partner portal: “Edit” on contacts AND “Manage Partners” To view person accounts: To edit person accounts: “Read” on accounts and contacts “Edit” on accounts and contacts

Once you have located a contact on the Contacts home or list pages, click the contact name to display detailed information. • • • • Use inline editing to edit fields directly on the detail page. If inline editing isn't enabled, contact your administrator. To display the page in edit mode, click Edit, make your changes, and click Save. To save the current contact and create another one, click Save & New. To open a printable display of the record details, in the top-right corner of the page, click Printable View.

Changing the Account for Contacts
If you change the Account Name field: • • Cases and opportunities associated with the contact remain associated with the previous account and do not roll up to the new account. New cases and opportunities created for the contact are associated with the new account.

There are additional considerations for contacts enabled for portals.

See Also:
Contact Fields Finding and Viewing Your Contacts' Social Profiles Sending Stay-in-Touch Requests

Signing in to Your Social Network Accounts from Salesforce
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Contacts

Signing in to Your Social Network Accounts from Salesforce

Available in: All Editions except Database.com

User Permissions Needed To sign in to your social network accounts from Salesforce: “Edit” on contacts

To get started using Social Contacts, you first need to sign in to your social network accounts from Salesforce. This creates private connections between Salesforce and your social network accounts, allowing you to see external social profiles in Salesforce. These connections persist in future Salesforce sessions: you don't have to sign in to your social network accounts again unless you sign out at some point. 1. On the Contacts home page or in a Contacts list view, click a contact's name to display the detail page. You can sign in from any contact's detail page that you have permission to edit. 2. In the header on the contact's detail page, click a social network icon. 3. Click the Sign in button on the Social Contacts popup. 4. Enter your social network account credentials and authorize Salesforce to access your account. Your Salesforce account and social network account are now connected. Repeat these steps to create connections for your other social network accounts.

See Also:
Finding and Viewing Your Contacts' Social Profiles Social Contacts Overview Configuring Your Social Contacts Settings

Finding and Viewing Your Contacts' Social Profiles
Available in: All Editions except Database.com

User Permissions Needed To find and link social profiles to contact records: To view a contact's social profiles: “Edit” on contacts “Read” on contacts

Once you have signed in to your social network accounts from Salesforce, you can use Social Contacts to find your customers' social profiles and link them to their contact records. Then you can view this information whenever you need, directly from contact detail pages in Salesforce. 1. On the Contacts home page or in a Contacts list view, click a contact's name to display the detail page. 2. In the header on the contact's detail page, click a social network icon. 3. If a social profile hasn't been associated with the contact yet, Salesforce automatically searches for profiles that match the name on the contact record. Click the correct social profile in the search results displayed on the Social Contacts popup.

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Tips for Finding Your Contacts' Social Profiles

Tip: If the default search doesn't find the correct profile, you can search again using different search terms on page 168. The profile that you select is linked to the contact record, so other Salesforce users who access the record can also view the profile. 4. View the social information that your contact is sharing with you. Note: Depending on the contact's privacy settings, as well as the permissions set by the contact's friends or connections, you may not see all of the information that you would if logged directly into your social network account. 5. You can also: • • • • Click Show Photo in Salesforce to display the contact's profile picture on the contact detail page. Click the View Full Profile link to see all of the contact's social information directly in the social network. Click Find Different Profile to change the social network profile that is linked to the contact record. Click the Sign Out link to close the private connection between Salesforce and your social network account. When you do this, you're unable to see your contacts' social profiles until you sign in again.

Repeat these steps to find and view the contact's other social profiles. You can use the tabs on the Social Contacts popup to easily switch between the different social networks.

See Also:
Signing in to Your Social Network Accounts from Salesforce Tips for Finding Your Contacts' Social Profiles Viewing and Editing Contact Details Social Contacts Overview Configuring Your Social Contacts Settings

Tips for Finding Your Contacts' Social Profiles
Available in: All Editions except Database.com

When you want to associate a social profile with a contact, the Social Contacts feature searches for profiles that match the Name field on the contact record. If you're looking for a LinkedIn profile, the search also matches against the Account Name field. Here are some tips for searching for social profiles. • • If the default search can't locate your contact's social profile, enter different keywords in the search box on the Social Contacts popup and click Search. The name on the contact record may be different from your contact's social network user name, so try different variations of the contact's name. For example, search for Maddie Rigsby instead of Madison Rigsby.

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Contacts

Configuring Your Social Contacts Settings

The account name on the contact record may not exactly match the company name in the contact's social profile. Try different versions of the account name, such as Universal Paper or Universal Paper, Incorporated instead of Universal Paper, Inc. If you still can't find the correct profile, the contact may not have an account in the social network. It's also possible that the contact's privacy settings are blocking you from finding their profile in a search.

See Also:
Finding and Viewing Your Contacts' Social Profiles Social Contacts Overview

Configuring Your Social Contacts Settings
Available in: All Editions except Database.com

User Permissions Needed To configure your Social Contacts Settings: “Edit” on contacts

If the Social Contacts feature is enabled for your organization, you can turn off social networks that you don't want to use. You can also turn off the Social Contacts feature, if needed. 1. Click Your Name > Setup > My Social Contacts > Settings. 2. Click Change your Social Contacts settings. 3. Customize Social Contacts so it works the way you want it to. • • Select the social networks that you want to use. Deselect any of the services that you don't want to use. Deselect Use Social Contacts to turn off the Social Contacts feature entirely. Select this checkbox to turn the feature back on if you change your mind.

4. Click Save.

See Also:
Social Contacts Overview Signing in to Your Social Network Accounts from Salesforce Finding and Viewing Your Contacts' Social Profiles

Contact History

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Contacts

Contact History

Available in: All Editions except Database.com

User Permissions Needed To view contacts: “Read” on contacts

The Contact History related list of a contact detail page tracks the changes to the contact. Any time a user modifies any of the standard or custom fields whose history is set to be tracked on the contact, a new entry is added to the Contact History related list. All entries include the date, time, nature of the change, and who made the change. Modifications to the related lists on the contact are not tracked in the contact history. For information about setting up which fields are tracked, see Tracking Field History on page 1001.

Finding Contact-Related Information (Related Lists)
Available in: All Editions

User Permissions Needed To view contacts: To edit contacts: “Read” on contacts “Edit” on contacts

To edit accounts on contacts enabled to use a Customer Portal: “Edit” on contacts AND “Edit Self-Service” To edit accounts on contacts enabled to use a partner portal: “Edit” on contacts AND “Manage Partners” To view person accounts: To edit person accounts: “Read” on accounts and contacts “Edit” on accounts and contacts

Related lists, such as opportunities, display information related to a contact. • Hover over the links at the top of a detail page to display the corresponding related list and its records. If Chatter is enabled, hover links display below the feed. An interactive overlay allows you to quickly view and manage the related list items. Click a hover link to jump to the content of the related list. If hover links are not enabled, contact your Salesforce administrator. If hover details are enabled, hover over any lookup field on the detail page to view key information about a record before clicking into that record's detail page.

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Contacts

Viewing Contact Updates (Chatter)

• •

To directly add new items, click New (or the equivalent button) at the top of a related list. For example, clicking New Case lets you add a new case. To change the number of records shown for related lists, click View More below a related list, or click fewer or more at the bottom of the page.

Viewing Related Lists
The related lists you see are determined by your: • • • Personal customization Administrator's page layout customizations Permissions to view related data

See Also:
Contact History

Viewing Contact Updates (Chatter)
Available in: Group, Professional, Enterprise, Unlimited, Contact Manager, and Developer Editions

Display a Chatter feed of updates, comments, and posts about the contact. Note: If Chatter isn't enabled, contact your administrator.

• •

Show or hide Chatter feeds using the Show Chatter and Hide Chatter links at the top of a feed. To view a single feed update, click the timestamp below the update, for example, Yesterday at 12:57 AM. To view the full feed, above the update, click All Updates.

Following Contacts
When you follow a contact, your Chatter feed includes field changes and contact feed updates. • • • To follow a contact, click Follow. To stop following, click Following . The Followers list shows you who is following the contact. To view a full list, click Show All. You automatically follow records you own. To disable this feature, go to Your Name > Setup > My Chatter Settings > My Feeds, select Stop automatically following records, and then click Save.

See Also:
Chatter Overview Using Chatter Feeds

Creating Partner Users
171

Contacts

Creating Partner Users

Available in: Enterprise, Unlimited, and Developer Editions

User Permissions Needed To create, edit, disable, or deactivate users: To create contacts: To view contacts: “Manage Users” “Create” on contacts “Read” on contacts

Once you have a partner account created, you can add partner users to the account as contact records. Partner users are Salesforce users with limited capabilities focused on managing leads. Partner users log in to Salesforce through the portal. Before creating partners, you should configure your portals; otherwise, your partner users may attempt to log into your portal before your portals are ready. To create a partner user: 1. View the partner account for which you want to create a partner user. 2. Create a new contact for the partner user. Choose New from the Contacts related list on the partner account. Fill in the appropriate details, and click Save. 3. On the contact detail page, click Work with Portal and choose Enable Partner Portal Login. 4. Edit the user record for this partner. 5. Click Save. Once a partner user has been created, the partner account and the partner user can be edited independently. Changes made to one are not reflected in the other. Updating a contact associated with a partner user does not update the partner user. To troubleshoot issues or ensure the portal is configured appropriately, on the contact detail page, click Work with Portal and choose Login As Portal User. A new browser window opens and you are logged into the portal as the portal user.

Tips on Creating Partner Users
Consider the following when creating partner users: • • If you have enabled a user as a delegated administrator, the user cannot create a partner user unless at least one partner profile has been added to the Assignable Profiles related list and the user has the “Manage Users” permission. The available profiles for the partner user are limited to the Partner User profile or profiles that have been cloned from it. Unlike a standard user, the partner user role is automatically assigned based on the account name. The partner user role is a subordinate of the account owner's role, therefore, all data for the partner user role rolls up to the partner account owner's role. Partner users and contacts cannot be deleted. If you no longer want a partner user to have access to the portal, deactivate the partner user. In addition, partner contacts cannot be owned by a non-partner account. You can merge a portal contact record with another portal contact. To disable a partner account, click Work with Portal and choose Disable Partner Account. Disabling the account disables up to 15 of its partner portal users and permanently deletes all of the account's partner portal roles and groups. You cannot restore deleted partner portal roles and groups. After you disable a partner account, you can re-enable individual contacts as partner portal users. Re-enabling a contact for a partner portal creates a new portal user and role that is not associated with the previous partner portal user and role.

• • •

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Contacts

Working with Partner Users

We recommend disabling a partner account if the account was accidentally enabled for portal access.

See Also:
Disabling and Deactivating Portal Users

Working with Partner Users
Available in: Enterprise, Unlimited, and Developer Editions

Channel managers are associated with the partner users they manage by partner account ownership. A channel manager who owns a partner account can access all the information and manage all the activities of the partner users associated with that account. Some common tasks when managing your partner users include: • • • • • • • • • • • • • Creating a partner account Creating partner users Disabling and deactivating partner users Assigning leads to partner users Assigning events to partner users Assigning cases to partner users Deactivating partner users Editing partner user information Change the account associated with a partner user Merge partner users Tracking partner activity Giving partner users access to your knowledge base Enabling partner users to request meetings

In addition, here are some other ways you can work with your partner users: Assign tasks to partner users If your partner users have the appropriate field-level security settings, they can view and create activities related to leads or opportunities. Add tasks to leads or opportunities to remind your partner users of particular tasks you would like them to perform. You can view the activity history for a particular lead or opportunity, or use reports to track activities assigned to partner users. Partner users can only assign tasks to other users in their partner account or to their channel manager. Use notes and attachments to communicate with partner users Partner users can create, view, and edit notes and add attachments from the Notes and Attachments related list on selected detail pages, including lead, solution, and opportunity detail pages. You can use notes and attachments to share documents or information with partner users. If Chatter is enabled for your organization, feed attachments are included

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Working with Partner Users

in the Notes and Attachments related list. Portal users can download feed attachments, but can't preview, edit, or delete them. The size limit for an attached file is 5 MB. Click Login As Partner Portal User to troubleshoot When you view the contact detail page for a partner user, you can click Login As Portal User. This opens a new browser window and logs you into the portal as the partner user. Click this button to troubleshoot any issues partner users are experiencing. You may also click this button to ensure that your portal is configured appropriately. The Login As Portal User button is only available if you have the “Manage Partners” permission and one of the following: the “Modify All Data” permission or you are the partner account owner or higher in the role hierarchy. The Login as Portal User button does not display if you do not meet these requirements, or if the portal user is inactive. Reset a partner user's password When you view the user detail page for a partner user, you can click Reset Password to reset the partner user's password. Partner users can reset their own password by clicking Forgot Password? on the partner portal login page. Expose a solution in the portal Select Visible in Self-Service Portal on the solution. Add products to opportunities If the Products related list is available to partner users on opportunities, then you can add products to the opportunities for your partners.

See Also:
About Partner Portal User Management Managing Partner Users About Partner Portal Channel Manager User Management Delegating Partner User Administration Partner Portal Best Practices Enabling Email in the Partner Portal Assigning Events to Partner Users Enabling Cases in the Partner Portal

Self-Service for Contacts and Person Accounts

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Contacts

Self-Service for Contacts and Person Accounts

Available in: Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed To enable Self-Service users: “Edit Self-Service Users”

To allow a customer to access your Self-Service portal, you must enable Self-Service for the customer’s contact or person account record: 1. If the customer is a contact, click the Enable Self-Service button on the contact detail page. If the customer is a person account, click the Enable Self-Service button on the person account detail page. 2. Verify the general information and locale settings, and enter any missing information. Note that the customer's Self-Service Username defaults to his or her Email. 3. Optionally, select the Super User checkbox to enable the customer as a Self-Service super user who can view case information, add comments, and upload attachments for all cases submitted by anyone in his or her company. 4. Select Generate new password and notify user immediately to email a Self-Service username and password to the customer. 5. Click Save. Note: A Self-Service user can only view cases in the Self-Service portal that are associated with his or her account record. To disable Self-Service for a customer: 1. Click the View Self-Service button on the detail page. 2. Click Edit, and deselect the Active box. 3. Click Save. To enable more than one Self-Service user at a time, see Enabling Multiple Self-Service Users on page 1312. Note: You cannot delete an active Self-Service user; you can only deactivate his or her access to the Self-Service portal. In addition, you cannot delete a contact or person account that is associated with an active Self-Service user. Instead, deactivate his or her access to the Self-Service portal and then delete the contact or person account.

See Also:
Setting Up Self-Service What is a Person Account?

Creating Contacts

175

Contacts

Creating Contacts

Available in: All Editions except Database.com

User Permissions Needed To view contacts: To create contacts: “Read” on contacts “Create” on contacts

To create a contact, select Contact from the Create New drop-down list in the sidebar, or click New next to Recent Contacts on the contacts home page. Enter the information for the contact. Click Save when you are finished, or click Save & New to save the current contact and add another. To automatically associate a contact with an account, view the account and click New Contact in the task bar. You can also select New in the Contacts related list of an account. If Quick Create is enabled by your administrator, you can also add a contact on the contacts home page. Enterprise, Unlimited, and Developer Edition organizations can activate record types and ask you to choose a Record Type when creating a contact. This determines the picklist values available when creating and editing a record. If your organization uses divisions, the division of a new contact is automatically set to the division of the related account. Note: Contacts that are not linked to an account are always private, regardless of your organization’s sharing model. Only the owner of the contact and administrators can view it. Sharing rules and workflow rules do not apply to private contacts. If your organization uses divisions, private contacts always belong to the global division.

See Also:
Cloning Contacts Contact Fields Contacts Home

Cloning Contacts
Available in: All Editions except Database.com

User Permissions Needed To clone contacts: “Create” on contacts

The Clone button on a contact quickly creates a new contact with the same information as the existing contact, for example, when you need to add multiple contacts for the same account. Click Clone on an existing contact. Enter or change any information for the new contact, and click Save.

176

Contacts

Enabling the Customer Portal for Contacts and Person Accounts

Note: If you have read-only access to a field, the value of that field is not carried over to the cloned record.

See Also:
Contact Fields

Enabling the Customer Portal for Contacts and Person Accounts
Available in: Enterprise, Unlimited, and Developer Editions

User Permissions Needed To enable Customer Portal users, or to log in as a portal user: “Edit” on the account associated with the Customer Portal user AND “Edit Self-Service Users”

To allow a customer to access your Salesforce Customer Portal, you must enable the customer's contact or person account record as a Customer Portal user. You can either disable or deactivate Customer Portal users at any time. To enable the Customer Portal for a customer: 1. Click Work with Portal and choose Enable Customer Portal User from the drop-down button on the contact or person account detail page. 2. Verify the general information and locale settings, and enter any missing information. Note that the customer's Username defaults to his or her Email. 3. Select a portal user license. The user license you choose determines the permission sets, user profile, and role hierarchy options you can select for the Customer Portal user. See Customer Portal User Licenses on page 1566. 4. Select Generate new password and notify user immediately to email a Customer Portal username and password to the customer. If your organization uses multiple Customer Portals, a portal user can access all the Customer Portals assigned to his or her profile with one username and password. See Creating Multiple Customer Portals on page 1535. 5. Click Save. To troubleshoot or confirm the portal configuration, on the contact detail page, click Work with Portal and choose Login As Portal User. This opens a new browser window and logs you into the portal as the partner user.

Tips on Enabling the Customer Portal for Contacts
Consider the following when enabling the Customer Portal for contacts:

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Contacts

Enabling the Customer Portal for Contacts and Person Accounts

• • •

To view or edit an enabled contact's access to your Customer Portal, on the contact detail page, click Work with Portal and choose View Customer Portal User. You cannot enable the contact for the Customer Portal unless the owner of the contact's account is associated with a role in your organization. The first time you enable a contact for the Customer Portal on an account, you cannot assign the contact to a portal role. The contact is automatically assigned to the Customer User role, which includes the name of the contact's account. You can update contact's portal role later. This behavior doesn't apply to high-volume portal users because they don't have roles and aren't included in the role hierarchy.

A contact can be either a partner or Customer Portal user, but not both. If a user is a partner user and a Customer Portal user, then you need to create two contact records for the user so that he or she can have a separate username and password for each portal. However, a contact can be a Self-Service user as well as a partner or Customer Portal user. Any data created or owned by a Self-Service user can be visible to a partner or Customer Portal user associated with the same contact.

You cannot delete an active Customer Portal user; you can only disable or deactivate his or her access to the Customer Portal. The following table describes whether you can delete contacts that are associated with portal users: State of Portal User Associated to Contact Active portal user Inactive portal user Disabled portal user Can You Delete the Contact? No. This is to ensure that the contact is available if you choose to reactivate the portal user. No. This is to ensure that the contact is available if you choose to reactivate the portal user. Yes. Deleted contacts are sent to the Recycle Bin.

• • • •

You can change the account on the contact at any time. You can merge contacts enabled to use a Customer Portal. The user's Community Nickname defaults to his or her email alias unless you specify otherwise. For example, if the user's Email is “jsmith@company.com,” the user's Community Nickname defaults to “jsmith” when you click Save. Delegated administrators can't assign the High Volume Customer Portal User license to contacts.

Tips on Enabling the Customer Portal for Person Accounts
Consider the following when enabling the Customer Portal for person accounts: • • • • After the person account is enabled, click Work with Portal and choose View Customer Portal User on the person account detail page to view or edit a person account’s access to your Customer Portal. You can't delete a person account enabled to use a Customer Portal. You can't import person accounts to be automatically enabled to use a Customer Portal. For more information on importing person accounts, see Import My Person Accounts on page 755. Person account users can't self-register for a Customer Portal. When they try to do so, they receive an email notification that instructs them to contact the portal administrator. See Enabling Customer Portal Login and Settings on page 1545.

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Contacts

Changing the Account on Contacts Enabled for Portals

You can't merge person accounts enabled to use a Customer Portal.

See Also:
Setting Up Your Customer Portal What is a Person Account?

Changing the Account on Contacts Enabled for Portals
Available in: All Editions

User Permissions Needed To view contacts: To edit contacts: “Read” on contacts “Edit” on contacts

To edit accounts on contacts enabled to use a Customer Portal: “Edit” on contacts AND “Edit Self-Service” To edit accounts on contacts enabled to use a partner portal: “Edit” on contacts AND “Manage Partners” To view person accounts: To edit person accounts: “Read” on accounts and contacts “Edit” on accounts and contacts

When you change the account on contacts enabled for a Customer Portal or partner portal: • Portal users can access their own cases and opportunities from their previous accounts. Contacts that are Self-Service users can view on the Self-Service portal only cases that are associated with their current account. Self-Service users cannot view opportunities. Contacts' portal roles are automatically updated to match the name of the account to which they are transferred (unless they're high-volume portal users, which don't have roles). For example, the portal role “Account A Customer User” becomes “Account B Customer User” (because a portal role's name includes the name of the account with which it is associated). Portal roles are unique to each account and are located under the account owner's role in your organization's role hierarchy. When you transfer a partner portal user to another account: ◊ Opportunities on each account are automatically recalculated through your organization's forecast hierarchy. ◊ Opportunities owned by the partner portal user remain in the previous account. • This is because portal users' roles are updated when you transfer them between accounts. Delegated partner user administrators and delegated Customer Portal user administrators can update portal users on accounts to which they are transferred.

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Contacts

Contact Fields

You can only transfer contacts enabled for a partner portal to accounts that are enabled for a partner portal.

See Also:
Enabling the Customer Portal for Contacts and Person Accounts Self-Service for Contacts and Person Accounts

Contact Fields
The available fields vary according to which Salesforce Edition you have.

A contact has the following fields, listed in alphabetical order. Depending on your page layout and field-level security settings, some fields may not be visible or editable. (Field-level security is available in Enterprise, Unlimited, and Developer Editions only.) Field
Account Name

Description Name of account that contact is linked to. You can enter the account name, or select the account using the lookup icon. Private contacts are those that do not have an account. When selected, allows contacts to self-register for access to your Customer Portal. Name of assistant. Up to 40 characters are allowed in this field. Assistant’s phone number. Up to 40 characters are allowed in this field. Birthday. You can enter a date, or choose a date from the calendar that displays when you put your cursor in the field. The default currency for all currency amount fields in the contact. Amounts are displayed in the contact currency, and are also converted to the user’s personal currency. Available only for organizations that use multiple currencies. Division to which the contact belongs. This value is automatically inherited from the related account. Available only in organizations that use divisions to segment their data.

Allow Customer Portal Self-Registration

Assistant

Asst. Phone

Birthdate

Contact Currency

Contact Division

Contact Owner Contact Record Type

Assigned owner of contact. Not available in Personal Edition. Name of the field that determines what picklist values are available for the record. Available in Enterprise, Unlimited, and Developer Editions.

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Contact Fields

Field
Created By

Description User who created the contact including creation date and time. (Read only) Associated business or organizational unit. Up to 80 characters are allowed in this field. Description of contact. Up to 32 KB of data are allowed in this field. Only the first 255 characters display in reports. Indicates if the person does not want to be contacted via telephone. Email address. Must be a valid email address in the form: jsmith@acme.com. Up to 80 characters are allowed in this field. Click the email address in this field to send an email using your personal email application. This type of email is not logged as an activity on the contact record. If the Gmail Buttons and Links feature is enabled, you can click the Gmail link next to the field to send an email from your Gmail account. See Using Gmail in Salesforce on page 311 for more information.

Department

Description

Do Not Call

Email

Email Opt Out Fax

The person's email address will not be included in mass emails. Contact’s fax number. Up to 40 characters are allowed in this field. Indicates if the person has requested not to be included in broadcast faxes. First name of the contact, as displayed on the contact edit page. Up to 40 characters are allowed in this field. First name of the contact translated into the local language. Person’s home phone number. Up to 40 characters are allowed in this field. Last name of the contact, as displayed on the contact edit page. Up to 80 characters are allowed in this field. Last name of the contact translated into the local language. The date that the most recent Stay-in-Touch request was sent. The date that the most recent Stay-in-Touch request was returned and merged. Record source, for example, Advertisement, Partner, or Web. Entry is selected from a picklist of available values, which are set by an administrator. Each picklist value can have up to 40 characters.

Fax Opt Out

First Name

First Name (Local) Home Phone

Last Name

Last Name (Local) Last Stay-in-Touch Request Date Last Stay-in-Touch Save Date

Lead Source

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Contacts

Contact Fields

Field
Mailing Street

Description Street mailing address. Up to 255 characters are allowed in this field. City portion of mailing address. Up to 40 characters are allowed in this field. State or province portion of mailing address. Up to 20 characters are allowed in this field. Zip or postal code portion of mailing address. Up to 20 characters are allowed in this field. Country portion of mailing address. Up to 40 characters are allowed in this field. Cellular or mobile phone number. Up to 40 characters are allowed in this field. User who last changed the contact fields, including modification date and time. This does not track changes made to any of the related list items on the contact. (Read only) Combined first and last name of contact, as displayed on the contact detail page. Street address portion of additional address. Up to 255 characters are allowed in this field. City portion of additional address. Up to 40 characters are allowed in this field. State or province portion of additional address. Up to 20 characters are allowed in this field. Zip or postal code portion of additional address. Up to 20 characters are allowed in this field. Country portion of additional address. Up to 40 characters are allowed in this field. Additional phone number listing. Up to 40 characters are allowed in this field. Contact’s primary phone number. Up to 40 characters are allowed in this field. Name of contact’s manager. You can enter an existing contact name, or select the contact using the lookup icon. Title for addressing the person, for example, Mr., Ms., Dr., or Prof. Entry is selected from a picklist of available values, which are set by an administrator. Each picklist value can have up to 40 characters.

Mailing City

Mailing State/Province

Mailing Zip/Postal Code

Mailing Country

Mobile

Modified By

Name

Other Street

Other City

Other State/Province

Other Zip/Postal Code

Other Country

Other Phone

Phone

Reports To

Salutation

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Contacts

Displaying Contact Hierarchy

Field
Title

Description Person's position within his or her organization. Up to 80 characters are allowed in this field. Listing of custom links for contacts as set up by your administrator. For Self-Service contacts only. The Username defaults to the Email. The contact must enter their username when logging in to the Self-Service portal.

Custom Links

Username

See Also:
Using Contacts Creating Contacts Cloning Contacts

Displaying Contact Hierarchy
Available in: All Editions

User Permissions Needed To view org chart: To change org chart: “Read” on contacts “Edit” on contacts

To display an organization chart, enter the name of the contact’s manager in the Reports To field for each contact in the account. Then, click the [View Org Chart] link on any contact in the account. Salesforce displays an organization chart showing the contact hierarchy with the direct reports for each contact you entered. Note: To maintain a complete organization chart, make sure every contact in an account contains another contact in the Reports To field. The only exception to this is the contact at the very top of the organization chart. If only one contact in an account reports to no one, that account will have a single organization chart for the entire account. Because of its flexibility, this feature will not prevent you from selecting Reports To contacts from other accounts.

Merging Duplicate Contacts

183

Contacts

Merging Duplicate Contacts

Available in: All Editions except Database.com Customer Portal is available in: Enterprise, Unlimited, and Developer Editions Partner Portal is available in: Enterprise and Unlimited Editions

User Permissions Needed To merge contacts: To merge Customer Portal enabled contacts: “Delete” on contacts “Delete” on contacts AND “Edit Self-Service Users” To merge partner portal enabled contacts: “Delete” on contacts AND “Manage Partners”

To merge duplicate contacts associated with a common account: 1. From the Contacts related list of an account, click Merge Contacts. 2. Check the rows of up to three contacts you want to merge. You can search the list of associated contacts to shorten the list, or click All Contacts to view the full list of associated contacts. Click Next to continue. 3. Select one contact as the Master Record. Any data in hidden or read-only fields will be taken from the Master Record. However, administrators and users with the “Edit Read Only Fields” permission can manually select which read-only fields to retain. Note that hidden fields are not displayed. 4. Select the partner portal or Customer Portal user you want to retain. This option is available only if a partner portal or Customer Portal is enabled for your organization. You can select Not a portal user so that a merged contact does not include a portal user. 5. Select the fields that you want to retain from each record. When there is conflicting data, the fields in the left column are preselected and the row is marked in purple. 6. Click the Merge button to complete the merge.

Tips for Merging Contacts
Consider the following when merging contacts: • • • • • Any related items from any of the duplicate contacts will be associated with the merged contact. If you are merging duplicate contacts that are members of different campaigns, the campaign Member Status Updated date for each contact is retained and associated with the newly merged contact. Before merging contacts that both have active Self-Service usernames, deactivate one Self-Service username. The merged record will adopt the active Self-Service username. Any account sharing and manual sharing for the master contact are applied to the newly merged contact. When you merge contacts that have Reports To relationships, the newly merged contact retains the Reports To field from the selected Master Record.

184

Contacts

Merging Duplicate Contacts

• • • • • • •

All discarded duplicate records are moved to the Recycle Bin. The newly merged contact displays the Created By date from the oldest contact you are merging, and shows the merge date as the Modified By date. In organizations that use divisions, the merged contact is assigned to the division of the related account. Merging contacts is not tracked in the setup audit trail. You can delete a contact if you are an administrator, the contact owner, or a user above the contact owner in the organization role hierarchy, and if you have the appropriate user permission. The newly merged contact is automatically included on any case teams in which the contacts were associated. The master contact replaces the duplicate contacts in all the requested meetings they were invited to. Also, all meeting messages written by the duplicate contacts are automatically associated with the master contact. (Meeting messages appear on the requested meeting's Web page and are visible to all invitees.) The master contact replaces the duplicate contacts in all the scheduled meetings they were invited to. However, make sure to edit the event detail page and click Add to Invitees to add the new master contact to the meeting invitee list.

Tips for Merging Contacts with Portal Users
Consider the following when merging contacts associated with portal users: • • Review the information in Tips for Merging Contacts, which also applies to merging contacts associated with portals users. You can merge a portal contact record with another portal contact. For example, you can merge contacts enabled to use: ◊ A partner portal or Customer Portal. ◊ A partner portal with contacts enabled to use a Customer Portal or vice-versa. ◊ A partner portal or Customer Portal with contacts that are not enabled to use a portal. • When you merge contacts that include partner portal and Customer Portal users, you must choose which type of portal user to retain. The portal user you do not retain is disabled. However, after the contacts are merged, you can enable the contact for access to the portal from which you removed during the merge process. To merge contacts associated with various accounts: 1. Transfer the contacts you want to merge into one account. 2. Merge the contacts associated with the common account. • Portal users who are disabled during the merge process retain ownership of any records in which they are the owner. For example, if a portal user owns a case, and the portal user is disabled, he or she remains the owner of the case until the case is updated with a new owner.

See Also:
Merging Duplicate Accounts Enabling the Customer Portal for Contacts and Person Accounts Creating Partner Users

Sharing Contacts

185

Contacts

Sharing Contacts

Available in: Professional, Enterprise, Unlimited, and Developer Editions

Your administrator defines your organization's sharing model for contact access. However, you can extend sharing privileges for your own data on a contact-by-contact basis. Use contact sharing to increase access to your contacts; you cannot restrict access beyond your organization's default access levels. To view and manage sharing details, click Sharing on the contact detail page. The Sharing Detail page lists the users, groups, roles, and territories that have sharing access to the contact. On this page, you can do any of the following: • • • • To show a filtered list of items, select a predefined list from the View drop-down list, or click Create New View to define your own custom view. To edit or delete any view you created, select it from the View drop-down list and click Edit. Click Add to grant access to the record for other users, groups, roles, or territories. Click Expand List to view all users that have access to the record. For manual sharing rules that you created, click Edit or Del next to an item in the list to edit or delete the access level.

Special Considerations
• • • Make sure you are sharing records with users who have the appropriate “Read” object permission for viewing the shared records. You cannot manually share a private contact (a contact without an account). If you have permission to share an account, Salesforce automatically provides “Read” access to the associated account when granting sharing access to a contact if the recipient does not already have it. If the recipient does not have access to the account, you cannot share the contact unless you have permission to share the account as well. If your organization-wide default for contacts is set to Controlled by Parent, the Contact Access options are not available when sharing related records like accounts; instead, all access to contacts is determined by the user's access to the contact's account. Contact sharing is not available for organizations that have territory management or person accounts. ◊ If your organization already has person accounts enabled, the organization-wide default for contacts is set to Controlled by Parent and is not editable. ◊ If your organization does not have person accounts yet you want to enable one of them, set your organization-wide default for contacts to Controlled by Parent, which removes all your contact sharing rules and manually shared contacts.

See Also:
Granting Access to Records Viewing Which Users Have Access

186

Korean. How it Works 1. review. are not supported. The recipient receives the email and clicks a link to either provide updates or confirm no changes are necessary. You receive an email notification. You can request updates from: • • • • Contacts you own Contacts associated with accounts you own Contacts you can edit due to a sharing rule or manual record sharing Person accounts you own Note: The record must have a valid email address. Thai.com User Permissions Needed To request updates: “Send Stay-in-Touch Requests” A quick and easy way to retrieve updated contact information from your contacts and person accounts is to send Stay-in-Touch requests. or Chinese. Click the link in the email to update. click Request Update either at the top of the page or in the Activity History related list. Note: To send individual Stay-in-Touch requests. and accept or reject the new information. Spell Checker does not support all the languages that Salesforce supports. and double-byte languages. you must have the “Send Email” permission.Contacts Sending Stay-in-Touch Requests Sending Stay-in-Touch Requests Available in: All Editions except Database. such as Japanese. 2. 3. Click Send to send the email. On the detail page of a contact or person account. 4. For example. edit the details of the email. Russian. See Also: Editing Stay-in-Touch Settings Merging Updated Contact Information Mass Stay-in-Touch Update What is a Person Account? Merging Updated Contact Information 187 . If Spell Checker is enabled for your organization. click Check Spelling to check the spelling of the message. You can send individual Stay-in-Touch requests regardless of the recipient’s Email Opt Out setting. An outgoing email is created according to your personal Stay-in-Touch settings. As needed.

Click Next to continue. See Also: Sending Stay-in-Touch Requests Mass Stay-in-Touch Update Available in: All Editions except Database. Review the email to be sent and click Send. To send a mass Stay-in-Touch email: 1. Click Go. 188 . 3. You can also edit existing list views and create new list views. Click Reject Changes to ignore the updates and retain the original values. 2. you will receive an email that contains a link.com User Permissions Needed To send mass Stay-in-Touch updates: “Send Email” AND “Send Stay-in-Touch Requests” Use the Mass Stay-in-Touch wizard to request updated contact information from multiple contacts and person accounts simultaneously. the link also appears on the accounts home page. 3. If your organization uses person accounts. Note that records which lack email addresses cannot be selected. click Mass Stay-in-Touch from the Tools section. Click Accept Changes to save the new data. Select a list view of contacts and person accounts from whom you are requesting updated information.Contacts Sending Stay-in-Touch Requests When someone responds to a Stay-in-Touch request. Review the new and original values. On the contacts home page. 5. 4. Note: These updates do not trigger workflow rules. To merge the new information into Salesforce: 1. 2. You can merge these updates as you receive them. Select the individuals to whom the request will be sent. Click Update Now from the email you receive. Recipients can reply to you via email with their latest information.

See Also: Recycle Bin Deleting Mass Data Merging Duplicate Contacts 189 . campaign history. and attachments are also deleted. You can also delete a contact by clicking Delete on the contact detail page. When you delete a contact. and if you have the appropriate user permission. accounts. because you cannot send mass emails to them. You do not need the “Delete” permission on any associated records that are included in the deletion. click Del next to the contact on the contacts list page or in the Contacts related list of an account. all related assets. The deleted contact is moved to the Recycle Bin. and cases are not deleted with the contact. notes. tasks. Associated opportunities.Contacts Deleting Contacts Note: Records in which the Email Opt Out box is checked do not appear in the list view. See Also: Sending Stay-in-Touch Requests Editing Stay-in-Touch Settings Merging Updated Contact Information Deleting Contacts Available in: All Editions User Permissions Needed To delete contacts: “Delete” on contacts To delete a contact. entitlements. the contact owner. You cannot delete contacts that have associated: • • • • • • • Cases Contracts Service contracts Partner user Assets with cases An active Self-Service user An active Customer Portal user Note: You can delete a contact if you are an administrator. events. If you undelete the contact. any related items are also restored including any inactive Self-Service username. or a user above the contact owner in the organization role hierarchy.

and Mary Smith might be the Evaluator. contract. If you're using the sidebar. contract. if available. click Advanced Search. If you're using local contact names. the Opportunity Contact Roles related list displays the opportunities on which the person account is listed in the Account Name field of the opportunity. cases. 2.. On person account detail pages. The Contact Roles related list of an account. case. From the search results.com A contact role defines the part that a contact or person account plays in a specific account. search finds matches for standard or local contact names. to find matches in additional fields.Contact Roles Searching for Contacts Searching for Contacts Available in: All Editions User Permissions Needed To view contacts: To view person accounts: “Read” on contacts “Read” on accounts and contacts 1. See Also: Search Overview What is a Person Account? CONTACT ROLES Contact Roles Overview Available in: All Editions except Database. You can assign a contact role to any contact or person account that affects your account.. For example. or opportunity. You can also create a contact list view to locate contacts that match specific criteria. Enter your search terms in the sidebar or header search box. click an item to open it or click Edit. or opportunity. Click Search. contract. 3. Tom Jones might be the Decision Maker for the opportunity. Contacts and person accounts can have different contact roles on various accounts. contracts. case. or opportunities. or opportunity displays the roles that each contact or person account plays in that record. case. 190 .

or opportunities “Edit” on the related object. click Send an Email in the Contact Roles related list. The primary contact on a case is always the contact listed under Contact Name in the Case Detail section. click Edit next to a contact role.com User Permissions Needed To view contact roles: To edit contact roles: “Read” on accounts. • • To add a contact role for the account. contract. or opportunity. • • 191 . case. cases. To send an email to all contact roles on a case. the Primary option is not available. contracts. To update a contact role. On person account detail pages. or opportunity. and select the Primary option. or opportunities AND “Read” on contacts The Contact Roles related list of an account. or opportunity displays the roles that each contact or person account plays in that record. contract. Note: On case contact roles. See Also: Viewing and Editing Contact Roles Adding Contact Roles What is a Person Account? Viewing and Editing Contact Roles Available in: All Editions except Database. If a contact role does not have an email address specified on his or her contact record. To mark a contact or person account as primary on the account. Click Save when you have finished making changes. the Opportunity Contact Roles related list displays the opportunities on which the person account is listed in the Account Name field of the opportunity. click Edit next to the contact role entry. click New in the Contact Roles related list. case.Contact Roles Viewing and Editing Contact Roles Note: Users must have the appropriate user permissions and sharing access to view the contact information for any person listed in the appropriate contact roles related lists. See Sending Email on page 231. the contact is not included in the email. cases. click Del next to the contact role you want to delete. contract. such as accounts. contracts. See Adding Contact Roles on page 192. • To delete a contact role.

See Also: Contact Roles Overview Adding Contact Roles Contact Role Fields What is a Person Account? Adding Contact Roles Available in: All Editions except Database. the page automatically displays the contacts for that business account. Note: On case contact roles. If the business account has more than 50 contacts. However.Contact Roles Adding Contact Roles • To create an opportunity related to a person account. contracts. the Primary option is not available. click New to create a new contact. such as accounts. click New in the Opportunity Contact Roles related list on a person account. or opportunities AND “Read” on contacts To assign a contact role to a contact or person account: 1. Click Save. contract. 2. Optionally. case.com User Permissions Needed To add contact roles: “Edit” on the related object. 4. Choose a role. a contact role is not automatically assigned. the contacts are not automatically displayed. and you must use the lookup icon to select a contact. Click New in the Contact Roles related list of an account. When you add or edit contact roles on an opportunity that is associated with a business account. cases. Optionally. or opportunity. or opportunity. 3. Click the lookup icon to select a contact or person account. select Primary to set the contact or person account as primary for the account. The primary contact on a case is always the contact listed under Contact Name in the Case Detail section. When you create an opportunity from a contact detail page. 192 . 5. contract. that contact automatically becomes the primary contact on the opportunity.

or opportunity.) See Also: Viewing and Editing Contact Roles Adding Contact Roles What is a Person Account? 193 . for example. or Evaluator. Field Contact Description Name of contact or person account. Decision Maker. You can use the lookup icon to either select someone or create a contact. See Also: Contact Roles Overview Viewing and Editing Contact Roles Contact Role Fields What is a Person Account? Contact Role Fields Available in: All Editions except Database. (Selections for this picklist can be customized by your administrator. Buyer. contract. listed in alphabetical order. we recommend using the Partners related list to associate person accounts with other accounts. Primary Role Participating role in the account. the Primary option is not available. The primary contact on a case is always the contact listed under Contact Name in the Case Detail section.com A contact role has the following fields. Note that on case contact roles. As a best practice.Contact Roles Contact Role Fields Tip: Adding person accounts in contact roles on accounts is available but not recommended. case. Option that specifies the contact or person account as primary for the record.

select a predefined list from the View drop-down list. Enterprise. see Customizing Your Display on page 41. Many companies use contracts to define the terms for doing business with other companies. and Developer Editions User Permissions Needed To view the Contracts tab: To view contracts: To create contracts: “Read” on contracts “Read” on contracts “Create” on contracts AND “Read” on accounts Click the Contracts tab to display the contracts home page. or click Create New View to define your own custom view. To edit or delete any view you created. Enterprise. Displaying The Contracts Tab The Contracts tab is automatically displayed for all users. Unlimited. Use Salesforce to establish and document the contracts you have with your accounts. select it from the View drop-down list and click Edit. • To show a filtered list of items. For more information. and Developer Editions A contract is a written agreement between two or more parties. 194 . Unlimited. Then. See Also: Contracts Home Administrator tip sheet: Getting Started with Contracts Contracts Home Available in: Professional.Contracts Contracts Overview CONTRACTS Contracts Overview Available in: Professional. track the contract through your organization’s approval process and use workflow alerts to notify yourself when to initiate contract renewals. If your Contracts tab is not visible. you can customize your display to show it.

This list is derived from your recent items and includes records owned by you and other users. with the most recently updated contract listed first. The Recent Contracts options are: Recent Contracts Choice Recently Created Description The last ten or twenty-five contracts you created. From the list. See Also: Contracts Overview Cloning Contracts Deleting Contracts Creating Custom List Views Displaying and Editing Contracts Creating Contracts Viewing Contract Lists 195 . you can select any contract to go directly to the contract detail. This list includes records owned by you and other users. with the most recently viewed contract listed first. with the most recently created contract listed first. select an option from the drop-down list to display a brief list of the top contracts matching that criteria.Contracts Contracts Home • In the Recent Contracts section. The last ten or twenty-five contracts you viewed. The fields you see are determined by the “Contracts Tab” search layout defined by your administrator and by your field-level security settings (available in Enterprise. click New to create a new contract. The last ten or twenty-five contracts you updated. Toggle the Show 25 items and Show 10 items links to change the number of items that display. Contract Name displays in this list if you have added it to your contract page layout. Recently Modified Recently Viewed Approval Pending • In the Recent Contracts section. Unlimited. The last ten or twenty-five contracts that have at least one approval request awaiting your approval. This list only includes records owned by you. This list only includes records owned by you. and Developer Editions only).

Enterprise. Unlimited. To edit or delete any view you created. At the top of the list.Contracts Viewing Contract Lists Available in: Professional. select it from the View drop-down list and click Edit. Click Edit or Del to edit or delete a contract. click a letter to display the contents of the sorted column that begin with that character. Click New Contract select Contract from the Create New drop-down list in the sidebar to create a contract. Sorting List Views • • Click any column heading to sort in ascending or descending order using that column’s information. See Also: Displaying and Editing Contracts Creating Contracts Deleting Contracts Enabling the Customer Portal for Contacts and Person Accounts Customizing User Interface Settings Working with Enhanced Lists Printing List Views Using Inline Editing in Lists Displaying and Editing Contracts 196 . If Chatter is enabled. and Developer Editions User Permissions Needed To view contract lists: To create contracts: “Read” on contracts “Create” on contracts AND “Read“ on accounts The contracts list page displays a list of contracts that match your current view. • • • Click a contract number to view the detail. or click Create New View to define your own custom view. click or to follow or stop following a contract in your Chatter feed. To show a filtered list of items. select a predefined list from the View drop-down list.

and Developer Editions User Permissions Needed To view contracts: To change contracts: “Read” on contracts “Edit” on contracts AND “Read” on accounts To change activated contracts: “Activate Contracts” Displaying Contracts Once you have located a contract on the contracts home or list pages.Contracts Displaying and Editing Contracts Available in: Professional. click Edit. comments. Click a hover link to jump to the content of the related list. Enterprise. Users with the “Edit” permission on contracts can edit contracts until they are activated. When you have finished. contact your Salesforce administrator. You can also select Save & New to save the current contract and create another. click the contract number to display detailed information. Unlimited. Use inline editing to edit fields directly on the detail page. 197 . Editing Contracts To update a contract. From an account. An interactive overlay allows you to quickly view and manage the related list items. and then change the fields that you want to update. You can click on individual items to display additional detail. contact your administrator. Click New to directly add new items. and posts about the contract. If Chatter is enabled. hover over any lookup field on the detail page to view key information about a record before clicking into that record's detail page. click the contract number in the Contracts related list to display the contract. click Save. If hover links are not enabled. Viewing Contract Updates and Comments (Chatter) Display a Chatter feed of updates. All contracts associated with the account are listed in the Contracts related list. Click more at the bottom of the page or View More below a related list to display more items. If inline editing isn't enabled. in the top-right corner of the page. click Printable View. Printing Contracts To open a printable display of the record details. Note: Hover over the links at the top of a detail page to display the corresponding related list and its records. The related lists you see are determined by your personal customization and by any customization your administrator has made to page layouts or your permissions to view related data. hover links display below the feed. Contract Related Lists The lower portion of the display provides a snapshot of key information relating to the contract. If hover details are enabled.

For more information. nature of the change. See Also: Contract Approval Requests Contract History Contract Fields Creating Contracts Cloning Contracts Deleting Contracts Tagging Records Searching for Contracts Contract Approval Requests Available in: Professional. Enterprise. See Also: Approving Contracts Contract History Available in: Professional. For information about setting up which fields are tracked. Enterprise. If your organization has enabled collapsible page sections. and who made the change. Any time a user modifies any of the standard or custom fields whose history is set to be tracked on the contract. see Navigating on page 14. use the arrow icons next to the section headings to expand or collapse each section on the detail page. see Tracking Field History on page 1001. All entries include the date. This list displays information about each approval request and includes the status and any approve or reject comments. no comment is included. and Developer Editions The Contract History related list of a contract detail page tracks changes to a contract while its status is either In Approval Process or Activated. click Back to list at the top of the contracts detail page. Viewing Contract Updates (Chatter) 198 . Modifications to the related lists on the contract are not tracked in the contract history. Unlimited. When the status is Pending. a new entry is added to the Contract History related list.Contracts Displaying and Editing Contracts To return to the last list page you viewed. time. Unlimited. and Developer Editions The Approval Requests related list on a contract detail page tracks the status of each approval request.

above the update. To view the full feed. click the timestamp below the update. click Following . and Developer Editions User Permissions Needed To view contracts: To create contracts: “Read” on contracts “Create” on contracts AND “Read” on accounts You must have at least read access to an account in order to associate a contract with it. Following Contracts When you follow a contract. • • Show or hide Chatter feeds using the Show Chatter and Hide Chatter links at the top of a feed. click Follow.Contracts Viewing Contract Updates (Chatter) Available in: Group. and then click Save. Enterprise. your Chatter feed includes field changes and contract feed updates. select Stop automatically following records. click All Updates. See Also: Chatter Overview Using Chatter Feeds Creating Contracts Available in: Professional. Contact Manager. Note: If Chatter isn't enabled. Unlimited. and Developer Editions Display a Chatter feed of updates. To view a full list. comments. for example. and posts about the contract. view the account record first and click New in the Contracts related list. Select an Account Name to associate the new contract with that account. To disable this feature. go to Your Name > Setup > My Chatter Settings > My Feeds. To create a contract: 1. or click New next to Recent Contracts on the contracts home page. Professional. • • • To follow a contract. Unlimited. You automatically follow records you own. 199 . Alternatively. contact your administrator. To view a single feed update. To stop following. Enterprise. Yesterday at 12:57 AM. Select Contract from the Create New drop-down list in the sidebar. The Followers list shows you who is following the contract. click Show All.

Unlimited.Contracts Cloning Contracts 2. the division of a new contract is automatically set to the division of the related account. Enter the rest of the information for the new contract. and Developer Editions User Permissions Needed To view contracts: To clone contracts: “Read” on contracts “Create” on contracts AND “Read” on accounts The Clone button on a contract quickly creates a new contract with the same information as the existing contract. 200 . 4. Choose a contract status. For instructions on enabling record types for contracts. 3. See Also: Cloning Contracts Contract Fields Contracts Home Deleting Contracts Cloning Contracts Available in: Professional. Note: Your administrator may have configured Salesforce to calculate Contract End Date based on Contract Start Date and Contract Term. If Contract End Date is auto-calculated. Click Save. Click Clone on an existing contract. Enterprise. and Developer Edition organizations can activate record types that prompt you to choose a Record Type when creating a record. For example. 5. The contract is listed under the Contracts related list of the account. Enter the start date of the contract. This determines the picklist values and status values available when creating and editing a record. see Managing Record Types on page 1174. For a definition of each field. see Contract Fields on page 201. Enterprise. 6. Enter the number of months that the new contract will be in effect. Enter or change any information for the new contract and click Save. If your organization uses divisions. Unlimited. it will not display on the contracts edit page. you can add multiple contracts for the same account.

User at your organization who authorized the contract. Unlimited. Last day the contract is in effect. some fields may not be visible or editable. and Developer Editions A contract has the following fields. Available only in organizations that use divisions to segment their data. This value is automatically inherited from the related account. Up to 40 characters are allowed in this field. See Also: Contract Fields Deleting Contracts Contract Fields Available in: Professional. City portion of billing address.) Field Account Name Activated By Activated Date Billing Street Description Name of account associated with the contract. Enterprise. Up to 20 characters are allowed in this field. Your administrator can configure Salesforce to calculate Contract End Date based on Contract Start Date and Contract Term. Activation date of the contract. Depending on your page layout and field-level security settings. Zip or postal code portion of billing address. Unlimited. Up to 40 characters are allowed in this field. and Developer Editions only. Up to 255 characters are allowed in this field.Contracts Contract Fields Note: If you have read-only access to a field. Division to which the contract belongs. If this Billing City Billing State/Province Billing Zip/Postal Code Billing Country Company Signed By Company Signed Date Contract Division Contract End Date 201 . Up to 20 characters are allowed in this field. the value of that field is not carried over to the cloned record. Country portion of billing address. Street address used for billing. listed in alphabetical order. (Field-level security is available in Enterprise. Name of the person that activated the contract. State or province portion of billing address. Date that the contract was authorized.

Up to 20 characters are allowed in this field. User who created the contract record. Contract Name Contract Number Title for the contract that distinguishes it from other contracts. Contact on the account that authorized the contract. City portion of primary mailing or shipping address. First day that the contract is in effect. User who most recently changed the contract record.Contracts Contract Fields Field Description field is auto-calculated. and Activated. In Approval Process. Your organization can add values to this picklist within three system-defined contract status categories: Draft. Number of months that the contract is in effect. Number of days before the contract end date you want to send the notification. Zip or postal code portion of primary mailing or shipping address. it will not display on the contracts edit page. Up to 255 characters are allowed in this field.” (Read only) Administrators can modify the format and numbering for this field. if the contract owner and account owner wants to be notified of an upcoming contract expiration. Country portion of primary mailing or shipping address. Statement describing the contract. Up to 40 characters are allowed in this field. Title of the contact who signed the contract. You Contract Owner Contract Start Date Contract Term (months) Created By Customer Signed By Customer Signed Date Customer Signed Title Description Last Modified By Owner Expiration Notice Shipping Street Shipping City Shipping State/Province Shipping Zip/Postal Code Shipping Country Special Terms Status 202 . Unique number automatically assigned to the contract. Any terms that you have specifically agreed to and want to track in the contract. Indicates the stage that the contract has reached in the contract business process. User who owns the contract record. Primary mailing or shipping street address of account. Up to 40 characters are allowed in this field. Numbering for contracts starts at “100. State or province portion of primary mailing or shipping address. See Modifying Standard Auto-Number Fields on page 959. Date the contact signed the contract. Up to 20 characters are allowed in this field.

Contracts Approving Contracts Field Description can use these status categories to track contracts within your business process using reports and views. Important: The Status field cannot be updated by approval processes. define the life-cycle of a contract in your organization. Unlimited. a contract administrator activates the contract. the contract owner can make changes to the contract and submit another approval request. you may have one person designated for each team to approve contracts. Before you begin customizing Salesforce. Users with the “Activate Contracts” permission can activate a contract. Activated 203 . You may also have one administrator designated to activate contracts. If rejected. If so. The team lead accepts or rejects the contract approval request. The contract owner sends an approval request to have the contract approved by a team lead. 3. The status remains In Approval Process whether the approval request was accepted or rejected. See Also: Displaying and Editing Contracts Creating Contracts Cloning Contracts Approving Contracts Available in: Professional. If accepted. your Salesforce administrator can customize Salesforce to give the appropriate people the permissions they need to perform their part of the contract life-cycle. All newly created contracts have a Draft status. Custom Links Listing of custom links for contracts set up by your administrator. Salesforce recommends creating a custom status field. 4. Activating a contract changes the contract status to Activated and makes the contract read only. Use the following basic contract approval process to get started: 1. If you want to use the contract status as part of an approval process. For example. A user creates a contract. and Developer Editions User Permissions Needed To approve contracts: “Approve Contracts” Your organization may already have a process for approving contracts. 2. Enterprise. This user needs to have the “Edit” permission on contracts. The first approval request on a contract changes its status to In Approval Process.

Click Save. You will be prompted to select an approval request status and enter any approval request comments. Click New in the Approval Requests related list. Note: You can use the standard contracts approval functionality alone or together with approval processes. Click Save to send and save the approval request. Select the contract. Select an approval request status and enter any comments that you want attached to the approval request. • Click Approve to accept the contract as is and notify the contract owner that the request is approved. All approval requests are tracked in the Approval Request related list. If you want to use the contract status as part of an approval process. Japanese. The recipient can click a link in the email to view the contract and click Approve to accept the contract or Reject to return the approval request. Click Reject to return the approval request. • See Also: Activating Contracts Displaying and Editing Contracts Creating Contracts Activating Contracts 204 . When you receive an email approval request. 2. Note: Approval request comments are limited to 4. Click Save to send your response and save the approval request. Salesforce sends an email approval request to the recipient you selected. Select the person you want to receive the approval request.333 characters.Contracts Approving Contracts contracts cannot be changed and only users with the “Delete Activated Contracts” permission can delete a contract with Activated status. The Status field cannot be updated by approval processes. 4. Receiving Approval Requests Use the Approval Pending list on the contracts home page to view all the contracts that require your approval. the limit is 1. 5. or Korean.000 characters. Sending Approval Requests To send an approval request for a contract: 1. In Chinese. Salesforce recommends creating a custom status field. click the included link to view the contract. Enter any request comments. 3.

Select the contract you want to activate. and Developer Editions User Permissions Needed To activate contracts: “Activate Contracts” AND “Read” and “Edit” on contracts Administrators and users with the “Activate Contracts” permission can activate contracts. Enterprise. Click Activate.” See Also: Approving Contracts Displaying and Editing Contracts Deleting Contracts Available in: Professional. Unlimited. 205 . The status of an activated contract is “Activated. Unlimited. a user must have the “Activate Contracts” permission. Enterprise. and Developer Editions User Permissions Needed To delete inactivated contracts: “Delete” on contracts AND “Read” on accounts To delete activated contracts: “Delete Activated Contracts” AND “Read” on accounts To delete a contract. 2. Activating a contract changes the contract status to Activated and makes the contract read only. To activate a contract: 1.Contracts Activating Contracts Available in: Professional. Activated contracts cannot be changed and only users with the “Delete Activated Contracts” permission can delete a contract with Activated status. To edit an activated contract. click Del next to the contract on the contracts list page. You can also delete a contract by clicking Delete on the contract detail page.

click Advanced Search. events and tasks. 206 . If you undelete the contract.. if available. Group. to find matches in additional fields. 3. any related items are also restored. Enterprise. click an item to open it or click Edit. 2. If you're using the sidebar.. your organization may use a custom object called “Quotes” to store data for your company's sales quotes. Enter your search terms in the sidebar or header search box. For example. such as tracking software enhancements in a development life-cycle. You can also create a contract list view to find contracts that match specific criteria.Custom Object Records Searching for Contracts When you delete a contract. Enterprise. See Also: Search Overview CUSTOM OBJECT RECORDS Custom Object Record Overview Available in: Contact Manager. attachments. From the search results. You can also use custom objects for custom applications. Associated accounts are not deleted with the contract. Unlimited. The deleted contract is moved to the Recycle Bin. See Also: Recycle Bin Activating Contracts Searching for Contracts Available in: Professional. Professional. history. and Developer Editions Custom objects records store information that is unique and important to you and your organization. all related notes. Click Search. and Developer Editions User Permissions Needed To view contracts: “Read” on contracts 1. and approval requests are deleted. Unlimited.

select an item from the drop-down list to display a brief list of the top custom object records matching that criteria. If your administrator has created a tab for the custom object. • To show a filtered list of items. In addition. and Developer Editions only). Toggle the Show 25 items and Show 10 items links to change the number of items that display. or click Create New View to define your own custom view. select a predefined list from the View drop-down list. the tab displays a home page that lets you quickly create and locate custom object records. the tab lets you view and edit detailed information on each custom object record to which you have access. You can also sort and filter your custom object records using standard and custom list views. Once the custom object is created and deployed to users. such as all custom objects for a tab or just the ones you own. Group. See Also: Custom Objects Home Defining Custom Objects Custom Objects Home Available in: Contact Manager. can import custom objects. Unlimited. To edit or delete any view you created. List views let you display a list of records that match specific criteria. See What Is Imported for Custom Objects? on page 729. Professional. and users with the “Modify All Data” permission. The name of a custom object tab is the plural form of the custom object as defined by your administrator. and Developer Editions User Permissions Needed To view a custom object tab: To view custom object records: “Read” on the custom object “Read” on the custom object Clicking on a custom object tab displays the tab home page. you can enter data to create individual custom object records. If custom objects are shared with external contacts via Salesforce to Salesforce. page layouts. please contact your Salesforce administrator about creating custom help for your custom objects. Enterprise. choose one of the list views under [Custom Object Name] from Connections to view the custom objects that your business partners have shared with you. such as custom fields. From the list. relationships to other types of data. The fields you see are determined by the “Custom Object Tab” search layout defined by your administrator and by your field-level security settings (available in Enterprise. select it from the View drop-down list and click Edit. you can click any custom object name to go directly to the detail. The key list choices are: • • 207 . Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. In the Recent section. Unlimited. Administrators. and a custom user interface tab.Custom Object Records Custom Objects Home Your administrator first defines the custom object and its properties. Note: If you need information on a specific custom object.

Custom Object Records Viewing Custom Object Lists Recent Custom Objects Choice Recently Viewed Description The last ten or twenty-five custom object records you viewed. This list only includes records owned by you. with the most recently viewed item listed first. Enterprise. A list view includes custom object records of one type only. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. Recently Created Recently Modified Note: If you need information on a specific custom object. 208 . The last ten or twenty-five custom object records you created. Professional. This list is derived from your recent items and includes records owned by you and other users. you cannot view more than one type of custom object in a single list view. please contact your Salesforce administrator about creating custom help for your custom objects. The last ten or twenty-five custom object records you updated. This list only includes records owned by you. with the most recently updated item listed first. Group. with the most recently created item listed first. See Also: Custom Object Record Overview Displaying and Editing Custom Object Records Creating Custom Object Records Deleting Custom Object Records Creating Custom List Views Custom Help Overview Replacing Salesforce Online Help Viewing Custom Object Lists Available in: Contact Manager. Note: Buttons and links mentioned in the online help only display for those users who have the appropriate user permissions to use them. Unlimited. and Developer Editions User Permissions Needed To view custom object lists: To create custom object records: “Read” on the custom object “Create” on the custom object The custom objects list page displays a list of custom object records in your current view.

or click Create New View to define your own custom view. Sorting List Views • • Click any column heading to sort in ascending or descending order using that column’s information. users with the “Modify All” object-level permission for the given object. Click Edit or Del next to a custom object record name to edit or delete the record. optionally select Send Notification Email to send an email to the new record owner. view the queue list view. and click Save. Note: You can view and accept records only from queues you belong to. please contact your Salesforce administrator about creating custom help for your custom objects.Custom Object Records Viewing Custom Object Lists • • • • • Click a custom object name to view the custom object record detail. Click List to toggle back to the list view. To show a filtered list of items. and then click Accept. Click New Custom Object Name or select the custom object name from the Create New drop-down list in the sidebar to create a new custom object of that type. can view and take records from any queue. and users with the “Modify All Data” permission. click Chatter in the top-right corner to see feed updates for the list view. select it from the View drop-down list and click Edit. or if you are higher in the role hierarchy than a queue member. click or to follow or stop following a custom object in your Chatter feed. • • To transfer ownership of multiple records at once. To take ownership of custom object records in a queue. click a letter to display the contents of the sorted column that begin with that character. Administrators. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. See Also: Custom Object Record Overview Customizing User Interface Settings Working with Enhanced Lists Using Inline Editing in Lists Printing List Views 209 . select the box next to one or more custom object records and click Change Owner. check the box next to one or more records. If Chatter is enabled. To edit or delete any view you created. If Chatter is enabled. At the top of the list. Enter the new record owner. select a predefined list from the View drop-down list. Note: If you need information on a specific custom object.

click the custom object record name to display detailed information. Custom Object Related Lists The lower portion of the custom object record detail page provides information related to the custom object record. Printing Custom Object Records To open a printable display of the record details. notes. Professional. select it from the Force. and any other related records. If hover links are not enabled. Note: Hover over the links at the top of a detail page to display the corresponding related list and its records. Note: You cannot change the Object Name or Data Type if the custom object is referenced in Apex. Clicking New lets you directly add new items. An interactive overlay allows you to quickly view and manage the related list items. and edit custom object records and their related items on one screen. Editing Custom Object Records To update custom object record details. For more information. You can click on individual items to display additional detail. See Using the Service Cloud Console on page 2909. Required fields are marked with red. hover over any lookup field on the detail page to view key information about a record before clicking into that record's detail page. and by any customization your administrator has made to page layouts or your permissions to view related data. Click more at the bottom of the page or View More below a related list to display more items. contact your Salesforce administrator. If hover details are enabled. click Save. and Developer Editions User Permissions Needed To view custom object records: To change custom object records: “Read” on the custom object “Edit” on the custom object Note: Buttons and links mentioned in the online help only display for those users who have the appropriate user permissions to use them. Displaying Custom Object Records Once you have located a custom object record on the custom objects tab home or list pages. click Printable View. Enterprise. Click a hover link to jump to the content of the related list. The related lists you see are determined by your personal customization. see Apex Code Overview on page 1819. attachments. and then change the fields you want to update. 210 . click Edit. including activities. If the Service Cloud console is set up to include custom objects. You can also click Save & New to save the current custom object record and create another. Unlimited. hover links display below the feed. in the top-right corner of the page.com app menu to find. view. Group. When you have finished.Custom Object Records Displaying and Editing Custom Object Records Displaying and Editing Custom Object Records Available in: Contact Manager. If Chatter is enabled.

and Developer Editions User Permissions Needed To view custom object records: To create custom object records: “Read” on the custom object “Create” on the custom object To create a new custom object record: 1. Enter the information for the custom object record. Unlimited. Enterprise. Click New Custom Object Name. 3. use the arrow icons next to the section headings to expand or collapse each section on the detail page. If your organization uses divisions to segment data. Group. 2. View the other record and select the custom object name from the Create New drop-down list in the sidebar. Click Save when you are finished. custom objects that are detail objects in a master-detail relationship inherit their division from the master object. Custom objects that are not related to other records are automatically in the global division. you can automatically associate the new custom object with another record. If your organization has enabled collapsible page sections. or click New Object Name in the custom object related list of the other record. please contact your Salesforce administrator about creating custom help for your custom objects. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. Professional. If your administrator has defined relationships to other types of records. See Navigating on page 14 for more information. 211 . Note: If you need information on a specific custom object. or click Save & New to save the current record and add another. See Also: Custom Object Record Fields Creating Custom Object Records Deleting Custom Object Records Searching for Custom Object Records Tagging Records Using Custom Related Lists Creating Custom Object Records Available in: Contact Manager. click Back to list at the top of any custom object record detail page.Custom Object Records Creating Custom Object Records To return to the last list page you viewed.

and Developer Editions User Permissions Needed To clone custom object records: “Create” on the custom object The Clone button on a custom object record quickly creates a new custom object record with the same information as the existing record. Unlimited. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. Group. Enterprise. See Also: Custom Object Record Fields Custom Objects Home Defining Custom Objects Cloning Custom Object Records Available in: Contact Manager. Enter or change any information for the new record. Professional.Custom Object Records Cloning Custom Object Records Note: If you need information on a specific custom object. the value of that field is not carried over to the cloned record. 3. See Also: Custom Object Record Fields 212 . Note: If you have read-only access to a field. Click Clone on an existing custom object record. Click Save. please contact your Salesforce administrator about creating custom help for your custom objects. 2. To clone a custom object record: 1.

you can: • • • Click the custom object record name to view detailed information. Note: If you need information on a specific custom object. Click New to create a new custom object record that is associated with the record you are viewing.Custom Object Records Using Custom Related Lists Using Custom Related Lists Available in: Contact Manager. Your administrator defines whether a custom object can be related to another type of record via master-detail or lookup relationships. Group. Professional. The administrator also specifies whether a custom related list displays on the page layout of the associated record. Click Edit or Del to edit or delete the custom object record. From a custom related list. Unlimited. Enterprise. They list the custom object records that are associated with that record. For more information. please contact your Salesforce administrator about creating custom help for your custom objects. and Developer Editions User Permissions Needed To view custom object record related lists: “Read” on the custom object AND “Read” on the associated record To change custom object records: To create custom object records: To delete custom object records: “Edit” on the custom object “Create” on the custom object “Delete” on the custom object Custom related lists display on the lower portion of the detail page for another record. see Overview of Relationships on page 1604. See Also: Custom Object Record Overview Displaying and Editing Custom Object Records Creating Custom Object Records Deleting Custom Object Records 213 . Salesforce Online Help covers the standard objects provided with the initial Salesforce integration.

This name appears in page layouts. as these require the Owner field. Unlimited. or queues. Some of these fields may not be visible or editable depending on your page layout and field-level security settings. Identifier for the custom object record. Professional. and Developer Editions Custom object record fields contain the data you enter for your custom object records. related lists. Group. this field is added to the custom object page layout as a required field. By default. or by the primary master object for a custom object with two master-detail relationships. Last Modified By Name Owner 214 . Unlimited. Custom objects that are not related to other records are automatically in the global division. Available only in organizations that use divisions to segment their data. lookup dialogs. Assigned owner of the custom object record. and key lists on tab home pages. this field is removed.Custom Object Records Custom Object Record Fields Custom Object Record Fields Available in: Contact Manager.) Your administrator may also have defined additional custom fields. search results. and Developer Editions only. (Field-level security is available in Enterprise. Here is a description of the fields (in alphabetical order) that make up a custom object record. User who most recently changed the record. Custom objects that are “detail” objects in a master-detail relationship inherit their division from the master object. Field Created By Currency Division Description User who created the record. Division to which the custom object record belongs. If the custom object becomes the detail side of a master-detail relationship. Currency of the record if multicurrency is enabled. as ownership of the data is controlled by the master object. manual sharing. Note: Custom objects on the “detail” side of a master-detail relationship can't have sharing rules. Enterprise.

Custom Object Records Deleting Custom Object Records Note: If you need information on a specific custom object. Group.000 combined objects and child records at the same time. See Also: Custom Objects Home Custom Object Record Overview Deleting Custom Object Records Available in: Contact Manager. any associated detail records are also deleted. You can't delete more than 100. Custom objects that are on the detail side of a master-detail relationship do not have an Owner field and can be deleted by any user who has access to edit the associated master record. When you delete a custom object record. any associated records are not deleted. If you undelete the record. and attachments are also deleted. or a user above the record owner in the organization role hierarchy. To delete an object that has more than 100. Unlimited. If the custom object is in a lookup relationship or the detail side of a master-detail relationship. If the custom object is the master object in a master-detail relationship. and Developer Editions User Permissions Needed To delete custom object records: “Delete” on the custom object To delete a custom object record. all related events. You can also delete a custom object record by clicking Delete on the custom object record detail page. please contact your Salesforce administrator about creating custom help for your custom objects. click Del next to the record on the custom objects list page or in the custom related list of an associated record. and if you have the appropriate user permission. Enterprise. Note: You can delete a custom object record if you are an administrator. notes. The deleted custom object record is moved to the Recycle Bin. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. the record owner. any related items are also restored. first delete an appropriate number of its child records. Professional. tasks. See Also: Recycle Bin Overview of Relationships Managing Custom Objects Deleting Relationship Groups Removing Members from Relationship Group Members Searching for Custom Object Records 215 .000 child records.

roles. you can do any of the following: • • To show a filtered list of items.Custom Object Records Searching for Custom Object Records Available in: Contact Manager. you cannot change the sharing model to make it more restrictive than the default. Group. 3. Unlimited.. select a predefined list from the View drop-down list. select it from the View drop-down list and click Edit. To edit or delete any view you created. The Sharing Detail page lists the users. click Advanced Search. if available. To view and manage sharing details. or click Create New View to define your own custom view. On this page. See Also: Search Overview Sharing Custom Object Records Available in: Enterprise. to find matches in additional fields. that user must have the “Read” permission on the custom object. Unlimited. Note: To share a custom object record with another user. and Developer Editions User Permissions Needed To view custom object records: “Read” on the custom object 1. Click Add to grant access to the record for other users.. Click Search. If you're using the sidebar. Enter your search terms in the sidebar or header search box. From the search results. groups. 2. roles. or territories. However. groups. 216 . click an item to open it or click Edit. Note: If you need information on a specific custom object. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. click Sharing on the custom object record detail page. Enterprise. You can change this model to extend sharing to more users than the default set by your administrator. and Developer Editions User Permissions Needed To view a custom object record: “Read” on the custom object Your administrator defines the default sharing model for your entire organization. please contact your Salesforce administrator about creating custom help for your custom objects. Professional. You can also create a custom object list view to find custom object records that match specific criteria. and territories that have sharing access to the record.

or other records. See Also: Documents Home File Size Limits in Salesforce Monitoring Resources Salesforce CRM Content Overview Documents Home 217 . you can customize your display to show it. see Customizing Your Display on page 41. contacts. Salesforce Online Help covers the standard objects provided with the initial Salesforce integration. opportunities. please contact your Salesforce administrator about creating custom help for your custom objects. Displaying The Documents Tab If your Documents tab is not visible. The folder’s attributes determine the accessibility of the folder and the documents within it. For manual sharing rules that you created. see Differences between Files.com A document library is a place to store files without attaching them to accounts. Salesforce Knowledge.Documents Document Library Overview • • Click Expand List to view all users that have access to the record. Documents. See Also: Granting Access to Records Viewing Which Users Have Access DOCUMENTS Document Library Overview Available in: All Editions except Database. and Attachments on page 2185. click Edit or Del next to an item in the list to edit or delete the access level. Salesforce CRM Content. For more information. To learn the different ways files are used in Salesforce. Each document in the document library resides in a folder. Note: The Documents tab is not part of Salesforce CRM Content. Note: If you need information on a specific custom object.

com User Permissions Needed To view Documents tab: To view documents: To upload new documents: “Read” on documents “Read” on documents “Create” on documents Clicking on the Documents tab displays the documents home page. This list is derived from your recent items and includes records owned by you and other users. • See Also: Document Library Overview Viewing Document Lists Displaying and Editing Document Properties Uploading and Replacing Documents Deleting Documents Changing Document Authors Searching for Documents Managing Folders Viewing Document Lists 218 . The Recent Documents section displays the last ten or twenty-five documents you viewed. enter keywords to search for a document. see Customizing Your Display on page 41. select a folder to view all the documents contained in that folder. In the Recent Documents section. click New to upload a new document. Note: If the Documents tab is not visible. For more information.Documents Documents Home Available in: All Editions except Database. In the Document Folders section. Toggle the Show 25 items and Show 10 items links to change the number of items that display. • • • Under Find a Document. Note: The Documents tab is not part of Salesforce CRM Content. you can customize your display to show it. with the most recently-viewed document listed first.

see Displaying and Editing Document Properties on page 219. you may not have access to the folder that contains it. Click Edit next to a document to view document file properties. Click View to open the file in its associated application. From this page. • • • • • • • • • • Click the document name to view document property details. For more information about folders. For more details. For information on the document details. see Managing Folders on page 1222. Click Printable View to display the current list view in a format that is ready for printing. Note: If you can't find a document. At the top and bottom of the list.Documents Viewing Document Lists Available in: All Editions except Database. click a letter to display the contents of the sorted column that begin with that character. At the bottom of the document list. All deleted documents will be moved to the Recycle Bin. Displaying and Editing Document Properties 219 . see Displaying and Editing Document Properties on page 219. Salesforce displays a standard download dialog prompting you to choose a save option. Click the Next Page or Previous Page links to go to the next or previous set of documents. see Deleting Documents on page 224. select fewer or more to view a shorter or longer display list. If a file type is not recognized or the application is not loaded on your machine. Click the same column heading again to sort documents in descending order. Click Del to remove the document from the document library. For more information. you can view detailed document information or manipulate the document. Click any column heading to sort the documents in ascending order by the information in that column.com User Permissions Needed To view documents: To change document properties: To replace documents: To delete documents: “Read” on documents “Edit” on documents “Edit” on documents “Delete” on documents The documents list page displays a list of documents in a selected folder. Choose a folder to view a list of documents stored in that folder.

To view all the documents in a folder. click Email Document. Searching a Document . click the document name to display detailed information.Documents Displaying and Editing Document Properties Available in: All Editions except Database.To store a document in a different folder.com User Permissions Needed To view documents: To update properties: To replace documents: To move documents: To delete documents: “Read” on documents “Edit” on documents “Edit” on documents “Edit” on documents “Delete” on documents Displaying Documents . A list of documents that match your search terms displays. See Uploading and Replacing Documents on page 221 for instructions on replacing documents. You can search for terms using the following fields: • • • Document Name Keywords Description If Document Content Searchable is checked. When you have finished.To update document properties. click Edit. click Edit. Viewing Folder Contents .To search for a document. The document is sent as an attachment to the email and is logged in the Activity History for the contact. See Document Properties on page 222 for a description of the document properties. Updating Documents . enter search terms and click Find Document. and click Save. For a document that is an image embedded in an HTML email template. click the folder name. and click Send. Documents that reference URLs rather than physical files cannot be emailed.To email a document to a contact. and then change the properties you want updated. Editing Documents . Moving Documents . fill in the details of the email. Deleting Documents . click Delete. click Save. make sure the document is marked as Externally Available on the Documents tab so that a user who does not have a Salesforce username and password can view the image when it is received in an email. choose a new folder.Once you have located a document on the documents home or list pages. Emailing Documents .To replace a document with an updated version. See Deleting Documents on page 224 for more information about deleting documents.To delete a document. 220 . click Replace Document. the content of a document can also be searched. such as a logo in a letterhead.

salesforce. To store a link to the document. 7. Click New Document from the Documents tab or click New next to Recent Documents on the documents home page. If you do not have a New Document option. Enter keywords that you can use later as search criteria. • • To upload a document. Externally Available Image if the document is an image. You can check: • • Internal Use Only if the document is confidential.Documents Uploading and Replacing Documents To return to the last list page you viewed. such as a logo.com User Permissions Needed To upload new documents: To replace documents: “Create” on documents “Edit” on documents Uploading a New Document To upload a document: 1. click Back to list at the top of any documents detail page. 221 . If you have the “Customize Application” permission. check if you have the correct permissions. If you want to use the file name. that's not confidential.doc. Enter a description to use later as search criteria. enter a unique name to be used by the API and managed packages. enter the location of the document. The file name will appear automatically when you upload the file. See Navigating on page 14 for more information. 4. Checking this box does not change the visibility of the file but prevents it from being publicly accessible. Specify a descriptive Document Name. Enter a path and file name or a URL such as: C:\Quotes\quote. Select a folder for the document. See Also: Tagging Records Uploading and Replacing Documents Searching for Documents Uploading and Replacing Documents Available in: All Editions except Database. 8. which do require a Salesforce username and password to view ◊ Display the image in meeting requests 5. \\Server\Departments\Marketing\logo. Check this box to: ◊ Make the image available from HTML email templates without requiring a Salesforce username and password ◊ Use the image as a custom tab icon or custom app logo.doc. choose the file. 6. or http://www. click Browse. Select a document or path option. 3. leave this field blank.com. and click Open. 2.

The maximum size for a custom-app logo is 20 KB. To store a link to the replacement. For instructions on locating a document in the document library. you cannot upload files with the following file extensions: . Tips for Uploading or Replacing Documents • • Documents stored as links cannot be attached to emails. \\Server\Departments\Marketing\logo. • • • • • See Also: Searching for Documents File Size Limits in Salesforce Monitoring Resources Document Properties Available in: All Editions except Database.doc. .htm. Click Save.com. • • To upload a replacement. . . Click Replace Document. .html. . Salesforce stores the most recent upload date as the modified date. Created By 222 . choose the file. and click Open. Initially.Documents Document Properties 9. If document content search is enabled. If the Disallow HTML documents and attachments security setting is enabled for your organization. click Browse. 3. Select a document or path option. enter the location of the replacement. the author can be any selected user. The name of the person who originally uploaded the file. Field Author Description The main point of contact for a document.shtml. The size limit for any document you upload is 5 MB. Enter a path and file name or a URL such as: C:\Quotes\quote. 4.acgi.doc. Salesforce will also perform a full-text search of the document. Click Replace Document. see Searching for Documents. . see Searching for Documents on page 225. Replacing a Document To replace a document with an updated version: 1. . For more information. Thereafter.mhtml.mhtm.shtm. but they save space in your document library. When a new document is uploaded or an old one is replaced. . Display the document you want to replace. You can upload documents that have file names of up to 255 characters including the extension.htt. or http://www. its contents are available for searches.salesforce. 2. Your organization’s used file storage includes all files stored in the document library.com Below is a description of the properties in alphabetical order that are stored for each document in the document library. the person uploading the document is the author.htx.

The name of the folder that contains the document.ppt is recognized as a PowerPoint file. The name of the document including its file extension. A checkbox that indicates if the document is confidential. filename. you cannot select both. Stored in place of Document Name if you prefer to create a link to the document instead of uploading it. not include spaces.com API. you cannot select both. The size of the document in bytes. The program checks for matches in this field when doing a search. A checkbox that indicates if the content within a document can be searched via the Find Document button on the Documents tab. If the Path Size Type 223 .Documents Document Properties Field Modified By Folder Document Content Searchable Description The name of the person who last uploaded the file. It must begin with a letter. A checkbox that indicates if the document is an image available for HTML email templates. A unique name used to refer to the document when using the Force. With this field. The Internal Use Only and Externally Available Image checkboxes are mutually exclusive. This checkbox is automatically set by Salesforce. a developer can change certain components' names or titles in a managed package and the changes are reflected in a subscriber's organization. A statement distinguishing this document from others. This name can contain only underscores and alphanumeric characters. and does not require a Salesforce username and password to view in an email. Document Name Document Unique Name Description Internal Use Only Externally Available Image Keywords An open text field containing one or more words that describe the document. The file type is determined by the file extension. this name prevents naming conflicts on package installations. and must be unique in your organization. which require a Salesforce username and password to view. This checkbox indicates if the document is an image used as a custom app logo or custom tab icon. and not contain two consecutive underscores. not end with an underscore. In managed packages. such as a logo in a letterhead. For example. The Internal Use Only and Externally Available Image checkboxes are mutually exclusive.

. When you delete a document. . .shtml. . click Del next to the document on the documents list page. . See Also: Displaying and Editing Document Properties Viewing Document Lists Deleting Documents Available in: All Editions except Database. Salesforce stores it in the Recycle Bin. If you delete a document that's included in a letterhead or HTML email template. • See Also: Managing Folders Recycle Bin 224 . .htx. To delete it. Alternatively.acgi.Documents Deleting Documents Field Description Disallow HTML documents and attachments security setting is enabled for your organization.mhtm.mhtml. you must either select another document to use as a logo or uncheck the option to display a custom logo in meeting requests. You can fix the broken link by removing the document from the Recycle Bin. . click Delete on the documents detail page.shtm. you cannot upload files with the following file extensions: . You can't delete a document that's being used as a custom logo in meeting requests.htt.html.htm. . You can restore the document to your document library within that time by clicking Undelete from the Recycle Bin.com User Permissions Needed To delete documents: To restore documents: “Delete” on documents “Delete” on documents To delete a document. Note: • • You can delete any document in your personal folder but you can only delete a document in a public folder if you have the “Manage Public Documents” permission. any emails using the letterhead or template display a broken link in its place.

1. 4. 2.com User Permissions Needed To view documents: “Read” on documents To find specific documents. you may not have sufficient privileges to change a document author. Note: When you change document authorship. but they do have authors. click the lookup icon to choose from a list of users. 2. use the Find Document button on the documents home page. Enter your search terms. View the document you want to modify.Documents Changing Document Authors Changing Document Authors Available in: All Editions except Database. Alternatively.com User Permissions Needed To change documents: “Edit” on documents Since documents are stored in folders that control user access. The Change link displays only on the detail page. The author represents the user that originally uploaded the document file. Check the Send Notification Email box if you would like to alert the new author of this change. Salesforce does not change the document’s visibility. To change the author of a document: 1. See Also: Managing Folders Searching for Documents Available in: All Editions except Database. Click Change next to the Author field. Enter a new author name. If you do not see the Change link. Click the Documents tab. not the edit page. 3. documents do not have owners like other types of records. Salesforce searches the following fields: • • Document Name Keywords 225 .

3. 4. then its contents have been processed successfully and can be searched. To enable document content search: 1. Enter your search terms in the header search box.120 KB HTML (only the text within a <body> .600 KB 226 .000. If the Document Content Searchable property is checked on a document. Text beyond this limit is not included in the search. Note: The contents of documents that exceed the maximum sizes are not searched. from the drop-down and select Documents to narrow your search results. your search returns any document whose fields or content includes any of the words in the search.xhtml PDF PPT . it may take several minutes before Salesforce searches the contents of a document and marks the Document Content Searchable property. Tip: Use quotation marks around a phrase to search for the words in that sequence. Select Search Options. 1. For example.html . The following file types are supported for a document content search. The Keywords and Document Name fields are used to determine the closest matches.600 KB 25. Salesforce will also perform a full-text search of the document. my logos returns documents whose fields or content contains my and logos.pdf . If document content search is enabled. Click Find Document. Without quotation marks. Select Enable Document Content Search. The search returns a list of documents that match all your search terms. a search for “my logos” returns documents whose fields or content contains that exact phrase. or click View to open the document in a new window. Click Search.000 characters of text are searched. Only the first 1.pot . The search results are listed in order of the closest matches.Documents Searching for Documents • Description 3.. 2. 2. as well as my and logos. When a new document is uploaded or an old one is replaced. You can also find documents using Global Search.pps 25. If your document is large. however.. Click Your Name > Setup > Customize > Search > Search Settings. Select any document to jump directly to the detail page for that document.htm tag) . The fields you see are predefined and cannot be changed. Note: Salesforce automatically determines if the contents of a document can be searched. the document fields are still searched. File Type File Extensions Maximum Size 5. its contents are available for searches. For example.

pptx Maximum Size RTF Text .120 KB In some instances documents are not searched.120 KB Word . a .xls .cpp .docm .csv .docx .rtf is not searched.000 cells XML . These include: • If a file extension is changed to a different format.Documents Searching for Documents File Type File Extensions . even if both extensions are valid.xlt 5.ppt .600 KB XLS .txt 5.120 KB 5.c .ini .rtf .dot 25.xlsx .doc .sql . 227 .css .java .xlsm . it is not searched.120 KB.log .txt file that is renamed to . or a maximum cell limit of 100.xml 5. For example.

For example. With mass email in Professional. and users in your organization directly from account. Enterprise. lead.com in your mass email 10 times. person accounts. opportunity. if you have johndoe@example. 228 . or person accounts for small-scale sales or support. There is no limit on the number of these emails sent individually. that counts as 10 against the limit. you can email a list of contacts. Unlimited. leads. the “content extraction” property on your file must be set to “Enabled” when creating your document. campaign.com Mass email not available in: Personal.000 Note: The mass email limits don't take unique addresses into account. Mass email is intended to facilitate your business processes. See Also: Search Overview Uploading and Replacing Documents Search Fields Refining Search Using Wildcards Refining Search Using Operators EMAIL Email Overview Available in: All Editions except Database. you can send single emails to a maximum of 1. Contact Manager.000 external email addresses per day per organization based on Greenwich Mean Time (GMT). The maximum number of external addresses you can include in each mass email depends on the Edition of Salesforce you are using: Edition Professional Enterprise Edition Unlimited Edition Address Limit per Mass Email 250 500 1. and Group Editions You can email contacts. not replace your existing email application or handle mass-marketing campaigns. case. and Developer Edition organizations. You can send mass email to a total of 1. or custom object pages. contact. To ensure that the content is searchable. Single emails sent using the application don't count towards this limit.Email Email Overview • PDF and Word documents may have security restrictions that prevent them from being searched. Using the API.000 external email addresses per day based on Greenwich Mean Time (GMT). leads.

For instance. the From address is auto-populated with your name. This option is available only to organizations using Email-to-Case or On-Demand Email-to-Case. Click Send An Email on the Activity History related list of a record. 229 . lead. This lower limit does not apply if your organization was created before the Winter '12 release and already had mass email enabled. person account. Organization-wide addresses are not available for Mass Email. the email addresses associated with your user profile also appear in this drop-down list. Optionally. click Send An Email or Reply from the Email related list.com User Permissions Needed To send emails: To create an organization-wide address: “Send Email” “Modify all Data” To send email to a contact. If you previously defined any organization-wide addresses. Your administrator maintains organization-wide templates. specify the sending address of the email from the From drop-down list for emails associated with Email-to-Case or On-Demand Email-to-Case. you can choose a predefined template for the message. You can send an unlimited amount of email to your internal users. and you can maintain your own personal templates.com Connect for Microsoft Outlook Overview What is a Person Account? Testing Deliverability Sending Email Available in: All Editions except Database. These limits also apply to emails sent from the API and Apex. from a case. the From address is auto-populated with the routing address to which the email was sent. When creating a new outbound Email-to-Case or On-Demand Email-to-Case message. 2. or Stay-in-Touch requests. or other user: 1. When you send an email. To personalize your message. your organization may want to use a standard template to communicate solution information to customers with cases. Or. the template can include merge fields that are replaced with information from the Salesforce record when the email is sent. your organization can send mass email to no more than 10 external email addresses per day. or if the email name or email address in your email settings is different from the email name or email address on your user record.Email Sending Email Note: In Developer Edition organizations and organizations evaluating Salesforce during a trial period. See Also: Sending Email Sending Mass Email Editing Email Settings Email Fields Managing Email Templates Force. When replying to an inbound message.

you can select an email address. your changes affect only the HTML version of the email template. Available in Professional. or Chinese. enter email addresses in the Additional To: field. Optionally. 6. If the recipient does not have an email address. Click Send. All or parts of this email can be deleted.Email Sending Email 3. such as Japanese. commas. Russian. 9. or custom object. lead. see Using the Format Toolbar. however. if you want other people to receive the email as primary recipients. choose another record. If necessary. For example. Choose a folder and select a template from the folder. the Check Spelling button is available for text templates and Visualforce templates without HTML tags. 12. 7. 5. spaces. enter any additional email addresses. When replying to an Email-to-Case or On-Demand Email-to-Case email. or new lines. Salesforce prompts you to edit the person’s email address and click: • • Save Address to add the email address to the record without sending the email. to associate with the email. In the CC: and BCC: fields. Email addresses can be separated by semicolons. If your organization has enabled compliance BCC emails. or click the Additional To: link to select individuals from a list. Enterprise. case. you cannot modify Custom templates. You can attach multiple files as long as the total size of all attached files does not exceed 10 MB. the original email is included in the email body. Thai. or click the CC or BCC link to select individuals from a list. and Developer Editions only. use the format toolbar to format your text. spaces. If you want to remove any HTML formatting and send a text email. If you chose an HTML email template. Enter a contact. such as an account. 10. click Switch to Text-Only. Email addresses can be separated by semicolons. 4. 11. or person account in the To: field. For contacts and leads that have multiple email fields. Korean. are not supported. or new lines. See Also: Guidelines on Sending Email Email Fields Sending Mass Email Tracking HTML Email Working with Case Emails What is a Person Account? Testing Deliverability 230 . Unlimited. For more information. Optionally. Caution: If you modify the template contents. and double-byte languages. select Attach File to add a file. Save Address and Send to add the email address to the record and send the email. These people do not need to be Salesforce records. Spell Checker does not support all the languages that Salesforce supports. the BCC: field is not available and your Automatic Bcc setting under My Email Settings is disabled. click Check Spelling to spell-check the body of the email. Only one name can be entered in the To: field. 8. If you are using an email template. you can modify the content of the template in your email. Optionally. or click Select Template to choose a predefined email template. commas. Enter a subject and body for the email. Click Switch to HTML to use HTML formatting or to track the email. If Spell Checker is enabled for your organization. The changes are not reflected in the text-only version of the email sent to recipients.

the attachment opens in a separate Web browser. and Developer Editions only. and Unlimited Editions If you're configured to receive email notifications for mass emails. Salesforce displays an error message. Click the link in the error message to update the email address and optionally send the email to the updated address. These numbers may differ because: • The mass email would cause your organization to exceed its daily mass email limit. When recipients click the attachment link in the email. This functionality is only available for organizations with Email-to-Case or On-Demand Email-to-Case enabled. Enterprise. On-Demand Email-to-Case. The status message shows the number of recipients that the mass email was both addressed and sent to. Emails sent via the Send an Email button are listed in the Activity History list of the related records. (Field-level security is available in Enterprise. Attachments aren't stored on emails sent from Salesforce. Email-to-Salesforce.Email Guidelines on Sending Email Guidelines on Sending Email Available in: All Editions except Database. Notes • An attachment is sent as a link if its total size is 3 MB or more or if it is sent using mass email. To be saved with the email. and they can download the file. 231 . or Salesforce for Outlook. you'll see an auto-generated status email from Salesforce for each mass email you send. attachments must be either associated with the email later or sent to Salesforce using using Email-to-Case. Emails sent from the Email related list of a case are saved in the Email related list.com Note the following when sending email. Attachments sent as links are stored for 30 days.” You can click the email subject to view the body of the email. that field won't be available for email templates. Salesforce does not send the message to any of the intended recipients in this case. If your page layout or field-level security settings prevent you from viewing a field. Tips • • If bounce management is activated and the email bounces. The subject line of the status email contains the value you entered in the Mass Email Name field when sending the mass email. The Activity History item is titled “Email: Subject. Unlimited.) • • • • See Also: Sending Email Sending Mass Email Mass Email Status Messages Available in: Professional. You can send emails related to any record. as long as you have access to view or edit the record.

or leads: To send mass emails to users: "Mass Email" "Mass Email" AND "Manage Users" To send mass emails and log them in the Activity History related list: "Mass Email" AND "Edit Tasks" You can send a mass email message to a recipient list that consists of contacts. the link is also in the Tools section at the bottom of the Accounts tab. See Also: Guidelines on Sending Mass Email Configuring Deliverability Settings Sending Mass Email Available in: Professional. click Your Name > Setup > Email Administration > Deliverability. This link is available to administrators and users with the “Manage Users” permission.Email Sending Mass Email • • • One or more selected recipients opted out of receiving mass email after the mass email was scheduled but before it was processed. click Mass Email Contacts in the Tools section at the bottom of the Contacts or Cases tabs. One or more selected recipient email addresses were removed from the contact or lead after the mass email was scheduled but before it was processed. To send mass email to users. person accounts. and select Notify sender when mass email completes. person accounts. If your organization uses person accounts. Salesforce does not send mass emails scheduled by a user who is deactivated. The user who sent the mass email was deactivated after the mass email was scheduled but before it was processed. Unlimited. and Developer Editions User Permissions Needed To send mass emails to contacts. To send mass email to leads. 1. Choose the type of recipients for your mass email: • To send mass email to contacts or person accounts. leads. or users you can view in Salesforce. click Mass Email Leads in the Tools section at the bottom of the Leads tab. click Your Name > Setup > Manage Users > Mass Email Users. • • 232 . To turn on the notification option. Enterprise.

Salesforce doesn't add the mass email name to the mass email you're sending. Use the adjacent drop-down menu to specify the time zone. 10. is inserted into the email in place of those merge fields. or any applicable substitute text. All recipients in the list view are selected by default.AccountNumber}. 233 . 4. By default. click the Preview links to view the templates. • Use my signature Optionally. Administrators can click Your Name > Setup > Monitoring > Mass Email to view and cancel mass emails scheduled by all users in their organization. Select a list view of recipients and click Go!. 3. or My Cases views include all records of that type with an email address. • • Select Send now. Active Users.Email Sending Mass Email 2. My Leads. Click Next. Choose an email template. do one of the following. create a new custom view. include your email signature in this mass email. Remove recipients who shouldn't receive the mass email by deselecting them or using the top checkbox in the list view to select or deselect all of the recipients listed on the page. See Monitoring the Mass Email Queue on page 831 for more information. lead. On the confirmation page. 7. • Mass Email Name Enter a name you can use to identify this mass email in the mass email queue. the template displays with any merge fields included. and attachments are not stored in the Activity History item. 9. the My Contacts. leads. 6. 8. Person accounts are included in contact list views. select from the available Processing Options: • • BCC me on one message Store an activity for each message The Activity History item is associated with the contact. Note: You can’t send a mass email using a Visualforce email template. Optionally. body. When you send your email. Note: The mass email name only appears in the mass email queue and status messages you receive from Salesforce. This option applies to text emails only. Select Schedule for delivery on and click in the date field to specify when Salesforce will send the mass email. Contacts. In the email template preview window. Click Next. See Creating Custom List Views on page 241. or person account and displays as “Mass Email:<Template Description>. To change the list of recipients. you must have access to view or edit the records in the recipient list and have the “Edit Task” permission. 5. In the Delivery Options section. Click Send to submit the mass email. To log Activity History items. such as {!Account. or person accounts that have the Email Opt Out field selected or do not have an email address are not included in any email list views. data from the recipients' records. Note: Users can click Your Name > Setup > Email > My Mass Emails to view and cancel mass emails they scheduled. See Monitoring the Mass Email Queue on page 831 for more information.” The email subject.

that counts as 10 against the limit. or cases without an email address. and enter the criterion “<field> equals.000 external email addresses per day per organization based on Greenwich Mean Time (GMT). that field does not appear in the email you send. This lower limit does not apply if your organization was created before the Winter '12 release and already had mass email enabled.” and leave the third field blank. To find such blank fields. The maximum number of external addresses you can include in each mass email depends on the Edition of Salesforce you are using: Edition Professional Enterprise Edition Unlimited Edition Address Limit per Mass Email 250 500 1. there is no way to validate an email address without sending an actual email message. Enterprise. your organization can send mass email to no more than 10 external email addresses per day.com in your mass email 10 times. Unfortunately. modify your recipient list view to search for the merge fields you are using in your template.” leaving the third field blank. Edit those records that have blank fields before you send your emails. • Before you send a mass email. See Also: Guidelines on Sending Mass Email Mass Email Status Messages Email Fields Field-Level Security Overview What is a Person Account? Guidelines on Sending Mass Email Available in: Professional. if you have johndoe@example. These limits also apply to emails sent from the API and Apex. For example. Unlimited. If your template contains a merge field for which there is no data in a particular record. Tips • You can send mass email to a total of 1. Click Finished to complete the mass email wizard.000 Note: The mass email limits don't take unique addresses into account. choose “Email equals.Email Guidelines on Sending Mass Email 11. person accounts. Note: In Developer Edition organizations and organizations evaluating Salesforce during a trial period. and Developer Editions When sending mass email. In the search criteria. You can then update those records before sending your emails. note the following. create a custom view of contacts. • 234 . leads. You can send an unlimited amount of email to your internal users.

The maximum total size of all email attachments is 10MB. spaces.Email Email Fields • You can send a mass email to a recipient list that consists of contacts. If a standard email field is hidden by field-level security. Attachments sent as links are stored for 30 days. or users you can view in Salesforce.com. Unlimited. Emails with addresses that contain parentheses. Email templates give you access only to the fields that are accessible to you via your page layout and field-level security settings. Mass email using a custom email field is not supported. Up to 32KB of data are allowed in this field. • Limitations • • • • Mass email can only be sent to an address in a standard email field. BCC Body Main text of the email. such as john(smith)@acme. leads. The BCC: field is not available if your organization has enabled compliance BCC emails.) You cannot use an organization-wide address to send a mass email or a Stay-in-Touch request. person accounts. commas. and Developer Editions only. the attachment opens in a separate Web browser. or new lines. you receive an auto-generated status email from Salesforce for each mass email you send. will not be sent. 235 . See Also: Sending Mass Email Mass Email Status Messages Configuring Deliverability Settings Email Fields Available in: All Editions A Salesforce outbound email has the following fields. and they can download the file. (Field-level security is available in Enterprise. You can separate email addresses by semi-colons. Notes • If the email deliverability option Notify sender when mass email completes is selected. List of email addresses to which the email will be blind carbon copied. the Mass Email links for contacts and leads don't appear. The subject line of the status email contains the value you entered in the Mass Email Name field when sending the mass email. Field Attachment Description List of the attached files. When recipients click the attachment link in the email. Up to 2000 characters are allowed in this field. listed in alphabetical order. Attachments in mass emails are sent as links rather than as physical files.

product. and the date it was most recently opened. Detail pages for contacts. To report on the HTML email statistics listed in the HTML Email Status related list. You can separate email addresses by semi-colons. Up to 80 characters are allowed in this field.. Existing account. you can track the date it was first opened. Name of the contact. From Related To Signature Subject To Tracking HTML Email Available in: Contact Manager. will not be sent. such as john(smith)@acme. first opened. • • • • • Click Send An Email to create a new message. This list also includes automatic emails such as those sent through Web-to-Lead and Web-to-Case response rules. Enterprise. or new lines. but is stored in the Activity History with the email. Click View All to view more details about all the items in the HTML Email Status related list.Email Tracking HTML Email Field CC Description List of email addresses to which the email will be copied. opportunity. If the subject is longer than 100 characters. Professional. it is truncated with ellipses (. Emails with addresses that contain parentheses. contract. Automatically generated field containing your email address. spaces. Subject of the email. Only one name can be entered in this field. Unlimited. Click Edit next to an email to add any notes to it. or person account to which the email will be sent. Up to 2000 characters are allowed in this field. use the HTML Email Status Report available from the Reports tab.. Each email you send to a person or mass distribution list is listed. Set your signature via Email > My Email Settings in the Personal Setup area. This field is not sent with the email.com. asset. lead. Click Del to remove an email from the HTML Email Status related list. and person accounts include an HTML Email Status related list. You can choose to append it to mass emails. See Sending Email on page 231 for more details on sending an email. including the date the email was sent. 236 . the number of times it was opened. and Developer Editions After sending an HTML email. solution.). The contents of this field display in bold if the email Status is New. Your personalized tag line. last opened. It is automatically appended to individual emails. and the total number of times it was opened by all users (multiple openings by the same user are counted). or custom object that the email is related to. commas. Group. leads. campaign. Click the subject of an email to view the entire email message. case.

create a task and send it to My Unresolved Items to have the email sent to My Unresolved Items if no matching records are found.com Before you can use your Email to Salesforce address. Tip: We recommended that you add your Email to Salesforce address to the address book of your email client for easy retrieval. 4. If you selected leads or contacts. 8. The size limit for all files attached to an email is 10 MB. Separate multiple email addresses with commas. 5.Email Setting Up Email to Salesforce Note: Add the HTML Email Status related list to your contact. Important: Your Email to Salesforce address only accepts email from addresses you list. enter any email addresses you will use to send email. If you selected leads or contacts. Select Email me confirmation of association to receive a confirmation email when emails are successfully associated. Choose whether you'd like all emails to be sent to My Unresolved Items so you can manually assign them to related records or whether you'd like us to first try to automatically assign them. lead. Click Save. See Also: Customizing Activity Settings What is a Person Account? Setting Up Email to Salesforce Available in: All Editions except Database. The size limit for an attached file is 5 MB. you must configure it. 3. choose how Email to Salesforce should process emails containing lead or contact information that matches duplicate records. you can select If no matching records are found. In My Acceptable Email Addresses. Select Always save email attachments to save attachments on emails sent to Salesforce. or all three. See Also: Adding Email with Email to Salesforce 237 . and person account page layouts before users send HTML emails that they need to track. Configure Email to Salesforce to add emails as activities to matching opportunities. 1. leads. to the oldest duplicate record. 6. If you do not list any email addresses. 2. 9. Email to Salesforce can add the email activity to all matching records. contacts. email sent to your Email to Salesforce address will not be associated to any records. or to the record that has greatest number of activities. the email won't be saved in Salesforce. 7. Click Your Name > Setup > Email > My Email to Salesforce. If this checkbox isn't selected and Salesforce can't identify the To or From email addresses.

See Also: Setting Up Email to Salesforce Guidelines on Using Email to Salesforce 238 . For example. for example: ref: 701D0000000HQZy. Enter desired recipients in the To. 4. if you view the detail page of a campaign record. Enter your Email to Salesforce address in the BCC field of your email. CC. For example. the record ID for this record is 701D0000000HQZy. the email will be associated to the lead and an unresolved task will be created. 4. 901D0000000JSBa. contact. an unresolved task is created when an email is associated to a lead. 6.Email Adding Email with Email to Salesforce Adding Email with Email to Salesforce Available in: All Editions except Database. 5. Salesforce receives the email and. Invalid IDs or IDs for records that you do not have read access to are ignored. To add an email to a specific Salesforce record: 1. The record ID is the 15-digit. if you have configured emails to be associated with matching leads and you send an email directly to your Email to Salesforce address with a lead record ID in the body or subject line of the email. or BCC fields of your email. or {}.com/701D0000000HQZy. For example: (ref: 701D0000000HQZy). Multiple record IDs must be separated with commas. alphanumeric code that displays at the end of the URL for a record. 2. where you can manually assign it.salesforce. []. or opportunities. 3. or BCC fields. Optionally enter additional recipients in the To. Enter your Email to Salesforce address in the To. If Email to Salesforce is configured to associate email with matching leads. Salesforce receives the email and adds it to the Activity History related list for each record that matches a record ID specified in the email. contacts. In Salesforce. Send the email. 3. or opportunity: 1. CC. CC. Note: Record IDs can either be typed on a separate line or within the email body text if surrounded by (). the URL will look similar to this: https://na1. based on your My Email to Salesforce settings.com To add an email to a matching lead. Unresolved emails also appear in your open task list. adds it to either the Activity History related list of matching records or the My Unresolved Items page. and BCC fields. or opportunity using only a record ID and not a matching email address. Compose an email from a third-party email account that you designated in My Acceptable Email Addresses field on the My Email to Salesforce setup page. Send the email. 801D0000000IRAz. For example: ref: 701D0000000HQZy. Compose an email from a third-party email account that you designated in My Acceptable Email Addresses field on the My Email to Salesforce setup page. type ref: followed by the record ID. locate the record ID of the record you want the email associated with. contact. case-sensitive. In the subject line or body of the email. 2.

You can change the default value by editing the Task Type picklist field. the email is included in the activity history on all matching open records. For example. Salesforce saves the email to the Activity History related list on the appropriate record. you can use Email to Salesforce to assign emails to leads. It doesn't support matching on custom email fields. • • • Notes • • • • • • You can use Email to Salesforce with email client applications such as IBM® Lotus Notes® and Microsoft® Outlook®. • • • 239 . Salesforce receives a copy of the email and. depending on your configuration. Salesforce searches emails sent to your Email to Salesforce address for a record ID. simply enter your Email to Salesforce address in the BCC field or any recipient field. the default task type is specified by the Send Email Default setting. and CC fields in the forwarded email for the email addresses of your leads and contacts. CC.Email Guidelines on Using Email to Salesforce Available in: All Editions except Database. where you can manually assign them. Tips • An administrator must activate Email to Salesforce for your organization. After activation. If any leads or contacts are found. and other records in Salesforce. If you configure Email to Salesforce to associate emails to matching leads or contacts. then looks for the record. To. as well as webmail such as Gmail™ and Yahoo! Mail™. see Using Gmail in Salesforce on page 311 to learn about the additional Gmail features that Salesforce offers. Salesforce receives a copy of the email and searches the From. forwarding. adds it to either the Activity History related list of the matching records or to the My Unresolved Items page. contacts. or the record with the most activity. Salesforce searches the To and CC fields for the email addresses of your leads or contacts. Salesforce saves the email to the Activity History related list on all open opportunities. The Email to Salesforce address is automatically generated and cannot be changed. Email to Salesforce can create a maximum of 50 email activities for each email it receives. If related records are found. as long as the contact is assigned a contact role on the opportunity. or replying to email. The Email to Salesforce address can also be viewed by clicking Your Name > Setup > Email > My Email to Salesforce. the oldest record. When you use Email to Salesforce to save a message as an email activity. where you can manually assign it. If contacts are found. Simply forward the email with your Email to Salesforce address in the To field. Email to Salesforce attempts to match the email address found in the To or CC fields with the one in the Email standard field. the contact may be assigned the role of Decision Maker on an opportunity. Salesforce searches the To and CC fields for the email addresses of your contacts. Users receive an automated email from Salesforce that contains their Email to Salesforce address. You don't need to configure Email to Salesforce to associate emails to matching records. Salesforce generates a unique Email to Salesforce address for each user. Salesforce saves the email in the Activity History related list on the appropriate record. and BCC fields. you can choose to associate the email with all matching records. Salesforce adds the email to either the Activity History related list on those records or to the My Unresolved Items page. Be sure that there are no other email address in the To. If you use Gmail.com If you use a company-provided or third-party email account. When composing. If any leads or contacts are found. opportunities. If you configure Email to Salesforce to associate emails to matching opportunities. If Email to Salesforce matches an email address to multiple lead or contact records in Salesforce. The email addresses you use to send Email to Salesforce must be configured in the My Acceptable Email Addresses field in the My Email to Salesforce setup page. You can also save a message as an email activity without sending or resending it to another person. If Email to Salesforce matches an email to multiple opportunity records in Salesforce.

The rest are added to My Unresolved Items. 240 . Depending on how you want to resolve an email. The size limit for all files attached to an email is 10 MB. Professional. Enterprise. where you can either assign them to related Salesforce records or confirm that you want to leave them unassigned. which affects your data size limit. Any attachments that aren't added are listed in the confirmation email you receive from Salesforce. 2. For each matching record. Group. Disabling one feature will automatically disable the other. Email text and HTML is automatically truncated to 32 KB. With Salesforce for Outlook. See Also: Setting Up Email to Salesforce Adding Email with Email to Salesforce Enabling Email to Salesforce Google Apps Overview Resolving Your Unassigned Emails Resolving Your Unassigned Emails Available in: Contact Manager. Unlimited. some are automatically assigned to related records based on your Email to Salesforce settings. you add emails using the Add Email and Send and Add toolbar buttons instead of the BCC field. all attachments sent with the email are duplicated. Access your unresolved emails from the sidebar shortcut Unresolved Items.Email Resolving Your Unassigned Emails • • • The size limit for an attached file is 5 MB. choose either of these actions. Email to Salesforce is required to use the Add Email feature with Salesforce for Outlook. 1. and Developer Editions User Permissions Needed To view or edit unresolved emails: “Edit” on tasks and “Read” on the objects you assign to the email AND Email to Salesforce OR Add Email in Salesforce for Outlook and Email to Salesforce To create new Salesforce records: “Edit” on tasks AND “Show Quick Create” and “Create” on those objects To see recently used data in the related records fields: “Lookup Auto-Completion” in Search Settings When emails are sent to Salesforce using Email to Salesforce or Salesforce for Outlook.

or delete public list views: “Read” on the type of record included in the list “Manage Public List Views” You can create new list views to see a specific set of records such as contacts. or campaigns.com User Permissions Needed To create custom list views: To create. If the task's Status picklist includes more than one “completed” status. • • See Also: Guidelines on Using Email to Salesforce My Unresolved Items Overview Adding Email with Salesforce for Outlook Using Gmail in Salesforce Enabling Lookup Auto-Completion LIST VIEWS Creating Custom List Views Available in: All Editions except Database. we use the first one. Clicking Cancel cancels all changes on the page. or opportunities above a particular Amount. You can also create views of contacts. If you need to. 241 . you can't assign additional records. Clear an entry to cancel an assignment. or cases to use for mass email recipient lists. Click next to an email to see its details. documents. Tips • Unresolved emails also appear in your open task list. Assigned and completed emails are automatically removed from your unresolved emails and open task lists. Click Save to save your changes. Click Email to Salesforce Settings to view your email assignment settings. You can resolve an email from the email's task record by assigning it to other Salesforce records. If you assign a lead. You can return any time to resolve remaining items. leads. The text Unresolved Email: is removed from the subject line and the email is assigned to you as a completed task. All modified items are removed from the list. leads with a specific Lead Source. create a list view of accounts in your state. For example. edit. users. Leave unassigned—Click Don't Assign. The email is added to the Activity History or Open Activities related list of the associated records. first select the correct record type from the drop-down list. 3.List Views Creating Custom List Views • • Assign to related records—Enter a related record in one or both fields.

. 242 .. account list views can be restricted by My Account Teams. enter filter criteria to specify conditions that the selected items must match. 2. you will receive an error when attempting to save the list view. see Viewing Activity Lists on page 102. opportunity list views can be restricted by My Sales Teams. If you have the “Customize Application” permission. If your organization has sales teams. If your organization has account teams. Price book list views can be restricted by price book. Specify Filter Criteria Filter by Owner These options vary depending on the kind of record. select the division that records in the list view must match. case list views can be restricted by My Case Teams. To create a new view. Users without the “Manage Public List Views” permission see the Clone link instead of Edit so they can clone a public or standard view. select All. Activity list views have several options. There may be additional options: • • • • Lead and case list views can be restricted by queue. Select --Current-.. This option is disabled if you are not searching all records. Enter View Name Enter the name to appear in the View drop-down list. If your organization has case teams.List Views Creating Custom List Views To edit or delete any view you created. 3. to specify the set of records to search. Fill in the following: 1. In general. click Create New View at the top of any list page or in the Views section of any tab home page. My Territory Teams means records associated with either territories to which you belong or territories below you in the territory hierarchy. Filter by Additional Fields Optionally. or My.to show records in your current working division. • • • Filter by Campaign This option is available on the following list views: • • • • • • Contacts home Leads home Mass email contacts Mass email leads Mass add campaign members wizard Mass update campaign members wizard If you are editing a list view that is filtered by campaign.. enter a unique name to be used by the API and managed packages. account and opportunity list views can be restricted by My Territories or My Territory Teams. click Edit next to the View drop-down list. can also edit or delete public views and some of the standard Salesforce views. and do not have at least read access to the campaign. Lead Source equals Web. If your organization has territory management. Filter by Division If your organization uses divisions to segment data and you have the “Affected by Divisions” permission. My Territories means records associated with territories to which you belong. You can also use special date values in your filter criteria. Administrators. for example. and users with the “Manage Public List Views” permission.

Restrict Visibility If you are an administrator or a user with the “Manage Public List Views” permission. To see a list view. specify whether everyone or just you can see the custom view. When implementing a Customer Portal. and then share it with the All Internal Users group or a selected set of internal groups and roles. you can view only those fields that are visible in your page layout and field-level security settings. see Setting Up Your Customer Portal on page 1532. select Visible to certain groups of users. 5. When you select a long text area field. You can display only the fields that are available in your page layout.List Views Creating Custom List Views Note: When you select the Created Date field in a list view filter. Tip: On account. To navigate back to the last list page you viewed. In addition. The view appears in the View drop-down list so you can access it later. To create list views that only your Salesforce users can see. up to 255 characters are displayed in the list view. select a field name. or records owned by or shared with users in roles below you in the role hierarchy. records that have been shared to you. and lead list views. and then make those views visible to Customer Portal users by sharing them with the All Customer Portal. This option is not available in Personal Edition. b. Alternatively. For more information about a Customer Portal. You can use the Activity History related list to view these activities. To add or remove fields. Use the arrows to arrange the fields in the proper sequence. Note: List views are visible to your customers in the Salesforce Customer Portal if the Visible to all users radio button is selected for views on objects assigned to Customer Portal users' profiles. and Developer Editions). and Developer Edition users can specify a public group. 6. and click Add. Unlimited. or role including all users below that role to see the custom view. and click the Add or Remove arrow. Unlimited. Users group or a selected set of portal groups and roles. select the group or role from the list below it. Then. select Visible to certain groups of users. contact. Select Fields to Display The default fields are automatically selected. You can rename an existing list view and click Save As to save the criteria of the list view without altering the original view. Note: The information you see in list views is only the data to which you have access—either records you own or have read or read/write access to. Archived activities are not included in activity list views. click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. a. choose the type of group or role from the drop-down list. Click Save. role. the value you specify can only be a date and not a time. you can drag a record from the list to a time slot on the calendar 243 . Enterprise. create custom views that contain only relevant information for Customer Portal users. 4. To share the list view. (Field-level security is available only in Enterprise. click Back to list at the top of any detail page. You can choose up to 15 different fields to display in your view. users must also have the appropriate “Read” permission on the type of records within the list view. This restriction does not apply to other filters.

Previous. and then pressing Enter. Create a new view by clicking Create New View. customize. if you change your preference to 200. Enhanced lists allow you to: • • • • Navigate through the list results by clicking the first page icon (<<). They must first be enabled by your administrator for you to take advantage of them. and edit list data to speed up your daily productivity. • Change the width of a column by dragging the right side of the column heading with your mouse. see Working with Drag-and-Drop Scheduling on page 140. 25. When you change this setting. not just the one currently displayed. or . See Also: Printing List Views Creating Mobile List Views Filtering on Special Picklist Values Navigating Long Lists Deleting List Views Customizing User Interface Settings Working with Enhanced Lists Using Inline Editing in Lists Tip sheet: Tips & Hints for Custom Views Working with Enhanced Lists Available in: All Editions except Database. 50. Note that your administrator controls the availability of this feature. Changing your preference for the number of records displayed per page applies to all lists in all Salesforce apps. respectively. you return to the first page of list results. Edit. Any changes you make to column widths are specific to that list only. Jump to a specific page of results by entering a number in the text box in the lower right corner. a message warns you of possible performance degradation. If you add or remove columns from a list. In addition. Delete.List Views Working with Enhanced Lists to quickly create an event associated with the record. You can view 10. or the last page icon (>>) at the bottom of the list. delete or refresh the current view by clicking Edit. any column width customizations for that list are discarded automatically. 100. Change the number of records displayed per page by clicking the record count indicator in the lower left corner of the list and selecting the desired setting. For more information. or 200 records at a time.com User Permissions Needed To use inline editing in an enhanced list: “Mass Edit from Lists” Enhanced lists give you the ability to quickly view. 244 . and are preserved when you next view the list. Next.

your changes are automatically saved for all users who see the list. Then. Caution: In enhanced list views. Salesforce remembers which records are selected. If you do not have permission to edit the list definition.List Views Using Inline Editing in Lists • • • • Change the order in which a column is displayed by dragging the entire column heading with your mouse to the desired position. On account. records are updated with the most recent edit without a conflict error message. If you have permission to edit the list definition. See Creating Custom List Views on page 241. edit single records directly from the list by double-clicking on individual field values. If you have the “Mass Edit from Lists” permission. click the Open Calendar link at the bottom of the page to display a weekly view of a calendar underneath the list. Editable fields display a pencil icon ( ) when you hover over the field. 2. or to every record selected.com User Permissions Needed To use inline editing in an enhanced list: “Mass Edit from Lists” If both inline editing and enhanced lists are enabled. see Working with Drag-and-Drop Scheduling on page 140. while non-editable fields display a lock icon ( ). Change the number and order of columns displayed by clicking Edit next to the list drop-down in the upper left corner. A dialog box displays allowing you to apply your edit to one record. See Also: Using Inline Editing in Lists Customizing User Interface Settings Creating Custom List Views Navigating Long Lists Using Inline Editing in Lists Available in: All Editions except Database. and lead list views. Note that your administrator controls the availability of this feature. and click OK. For more information. double-click the editable value. Double-click one of the cells you want to edit. If your administrator has enabled inline editing for your organization. you can drag a record from the list to a time slot on the calendar to quickly create an event associated with the record. specify a new value. If your administrator has granted you the “Mass Edit from Lists” permission. Select the checkbox next to each record you want to update. you can edit records directly in a list. you can also edit up to 200 records at a time. See Using Inline Editing in Lists on page 245. To edit multiple records: 1. 245 . you can edit up to 200 records at once. your changes are discarded when you navigate away from the page. To edit one record. contact. when different users make inline edits to the same fields on a record simultaneously. If you select records on multiple pages.

Therefore. pop-up blockers must be disabled for the Salesforce domain. you must specify an additional filter of either Task equals True (for tasks) or Task equals False (for events) for inline editing to be available. and then click Preview Reminder Alert. to see that post in the feed of its associated record Click Show More to see older posts Consider the following tips for Chatter feeds on list views: 246 . Click List to display the list view again. inline editing with lists is only available when all of the records in the list are of the same record type. Yesterday at 12:57 AM. Enterprise. as well as a description of why the error occurred. If you encounter any errors when trying to update records. For lists of activities. and most Task and Event fields can only be edited from a record's edit page. for example. To check if your browser allows pop-up windows. a console window displays showing the name of each record in error (if known). Unlimited. You can only inline edit Person Accounts from an Account list. Opportunity Quantity and Lead Status. Case Status. To perform inline editing on an enhanced list. you must specify a filter of Record Type equals X. Salesforce keeps track of the records you've clicked in the error console by displaying them in gray. Opportunity Stage. You can choose a different list view from either mode. Click the name of a record in the console window to open that record's detail page in a new window. they must be edited one at a time. where X is the name of a single record type (or blank for the master record type). Professional. • • • • Viewing Chatter Feeds on List Views Available in: Group.List Views Viewing Chatter Feeds on List Views Note: You cannot edit multiple product records at once. Contact Manager. see Editing Data Using Inline Editing on page 18. • • • • • Click a record name to view the record. Opportunity Amount. or a person's name to view their profile Click Comment to comment on a post Click Like to like a post Click the timestamp of a post. If your organization is using Person Accounts: ◊ You can't use inline editing to change them from a Contact list. If your organization uses record types. and Developer Editions If Chatter is enabled. For example. click Chatter on a standard or custom object list view to see a Chatter feed with updates from the last 30 days for the records included in the list view. Note: To view the error console. Tips for Using Inline Editing with Lists Note the following tips when using inline editing with lists: • Some standard fields do not support inline editing. strike-through text. filter logic must be turned off in the list view filter criteria. click Your Name > Setup > My Personal Information > Reminders. ◊ You can only use inline editing on contacts associated to business accounts by specifying an additional filter of Is Person Account EQUALS False in your list criteria. For more information.

247 . or leads See Also: Using Chatter Using Chatter Feeds Printing List Views Available in: All Editions except Database.com User Permissions Needed To print list views: “Read” on the records included in the list Note: Your administrator can enable and disable printable list views. Sort the contents of the list view as you want them printed. Navigate to a list view. you won't see Chatter feeds on the list views for accounts. All Accounts on the Accounts tab. You can print list views for the following kinds of records: • • • • • • • • • • • • • • • • Accounts Activities Campaigns Cases Contacts Contracts Custom objects Documents Leads Opportunities Permission sets Price books Profiles Products Reports Solutions To print a list view: 1. contacts. 2. for example.List Views Printing List Views • • You can only view Chatter feeds on list views for objects enabled for feed tracking If drag-and-drop scheduling on list views is enabled.

Note: You can sort by any custom field except multi-select picklists. and then click .com Many list pages in Salesforce include the following tools for managing a large amount of data: • To show a filtered list of items. At the bottom of a list. or click Other to show items whose names begin with numbers or symbols. close the printable view window. 5. click that column’s heading. To print more than 1. select the appropriate column header on the list view. To edit or delete any view you created. or click Create New View to define your own custom view. select a predefined list from the View drop-down list. click Print this Page. click the column heading a second time. • • At the top of a list.000 records. To show fewer records. Note: To change the sorting. See Also: Creating Custom List Views Navigating Long Lists Available in: All Editions except Database. Click . In the upper right corner of the printable view window. To reverse the sort order. In some related lists with many items. select it from the View drop-down list and click Edit. 248 . choose a value from the Number of Records drop-down list.List Views Navigating Long Lists 3. Click All to display all items that match the criteria of the current view. To sort list view items by the data in a particular column. 4. run a report and then click the Printable View button on the report. This sorts text data alphabetically and numerical data in ascending order.000 records. the following links are available: • Click Show [number] more to increase the number of items in the list. click the fewer or more link to decrease or increase the number of items per page. You can display up to 1. Dates are sorted with the most recent date first. To select how many records display. click a letter to show items that correspond to that letter. • • Click the Previous Page or Next Page link to go to the previous or next set of items in the current view. refine your list view criteria.

See Also: Creating Custom List Views Navigating Long Lists Special Date Values for Filter Criteria Available in: All Editions except Database. the week is defined by the Locale drop-down list in your personal information settings at Your Name > Setup > My Personal Information > Personal Information. Starts at 12:00:00 a.List Views Deleting List Views • Click Go to list to display a secondary page of the entire related list. the value can be a date in the format allowed by your Locale setting or any of the following special values: Special Date Value YESTERDAY TODAY TOMORROW LAST WEEK Range Starts at 12:00:00 a. on the day after the current day and continues for 24 hours. Group. If you are an administrator or a user with the “Manage Public List Views” permission. Starts at 12:00:00 a. on the current day and continues for 24 hours. See Also: Creating Custom List Views Viewing Profile Lists Deleting List Views Available in: All Editions To delete one of your custom views. select the view from the drop-down list and click the Edit link. on the first day of the week before the current week and continues for seven days. click the Delete button.com Use the following special date values when defining filter criteria using dates. Last Update Date) as a filter criteria. At the top of the page.m. and Personal Editions. on the day before the current day and continues for 24 hours.m. For Contact Manager. the 249 . Unlimited. and Developer Editions. If you choose a date field (for example.m. Starts at 12:00:00 a. you can also delete shared views as well as some standard views. Create Date. For Enterprise.m. Professional.

a week runs Sunday to Saturday. For Contact Manager.) Starts at 12:00:00 a. Professional. 90 days before the current day and continues up to the current second. LAST MONTH THIS MONTH NEXT MONTH LAST 90 DAYS NEXT 90 DAYS LAST n DAYS NEXT n DAYS LAST QUARTER Starts at 12:00:00 a.m. For example.List Views Special Date Values for Filter Criteria Special Date Value Range week is defined by the Locale setting in the company profile at Your Name > Setup > Company Profile > Company Information.m. when the Locale is US English. whereas with UK English. on the first day of the month after the current month and continues for all the days of that month. For Enterprise.) Starts at 12:00:00 a. and Developer Editions.m. a week spans Monday to Sunday.) Starts at 12:00:00 a. Starts at 12:00:00 a. Unlimited.m. NEXT WEEK Starts at 12:00:00 a. (The range includes today. on the first day of the month before the current month and continues for all the days of that month. the week is defined by the Locale setting in the company profile at Your Name > Setup > Company Profile > Company Information. For Enterprise. on the next day and continues for the next n days. a week runs Sunday to Saturday.m. a week spans Monday to Sunday. For example. Group. whereas with UK English. when the Locale is US English. THIS WEEK Starts at 12:00:00 a. and Personal Editions. and Personal Editions. 250 .m.m. and Developer Editions. Group. when the Locale is US English. whereas with UK English. (The range includes today. on the day after the current day and continues for 90 days.) Starts at 12:00:00 a. For example. Starts at 12:00:00 a. a week spans Monday to Sunday. the week is defined by the Locale drop-down list in your personal information settings at Your Name > Setup > My Personal Information > Personal Information.m. on the first day of the quarter before the current quarter and continues to the end of that quarter. on the first day of the week after the current week and continues for seven days. (The range does not include today. For Contact Manager. (The range does not include today. Unlimited.m. Professional. the week is defined by the Locale drop-down list in your personal information settings at Your Name > Setup > My Personal Information > Personal Information. n days before the current day and continues up to the current second. on the first day of the current week and continues for seven days. on the first day of the current month and continues for all the days of that month. a week runs Sunday to Saturday. Starts at 12:00:00 a. the week is defined by the Locale setting in the company profile at Your Name > Setup > Company Profile > Company Information.m.

NEXT n QUARTERS LAST YEAR THIS YEAR NEXT YEAR LAST n YEARS NEXT n YEARS LAST FISCAL QUARTER THIS FISCAL QUARTER Starts at 12:00:00 a. The fiscal quarter is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year.m. (The range does not include the current quarter.) Starts at 12:00:00 a. on January 1 of the year n years ago and continues through December 31 of the year before the current year.List Views Special Date Values for Filter Criteria Special Date Value THIS QUARTER NEXT QUARTER LAST n QUARTERS Range Starts at 12:00:00 a. on the first day of the current fiscal quarter and continues through the end of the last day of the current fiscal quarter.m. on January 1 of the current year and continues through the end of December 31 of the current year. on the first day of the fiscal quarter before the current fiscal quarter and continues through the last day of that fiscal quarter. Starts at 12:00:00 a.m. Starts at 12:00:00 a. on the first day of the fiscal quarter n fiscal quarters ago and continues through the end of the last day of the previous fiscal quarter. on the first day of the quarter after the current quarter and continues to the end of the quarter n quarters in the future. (The range does not include the current quarter.) Starts at 12:00:00 a. Starts at 12:00:00 a. on January 1 of the year after the current year and continues through the end of December 31 of the nth year.m.m. Starts at 12:00:00 a.) The fiscal quarter is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. Starts at 12:00:00 a. Starts at 12:00:00 a. on the first day of the current quarter and continues to the end of the quarter. (The range does not include the current quarter.m. on the first day of the quarter n quarters ago and continues to the end of the quarter before the current quarter. on January 1 of the year before the current year and continues through the end of December 31 of that year. Starts at 12:00:00 a.m.) The fiscal NEXT FISCAL QUARTER LAST n FISCAL QUARTERS 251 .m.m. Starts at 12:00:00 a.m. on the first day of the quarter after the current quarter and continues to the end of that quarter.m. Note: None of the FISCAL special date values are supported when creating mobile custom views. Starts at 12:00:00 a.m. on the first day of the fiscal quarter after the current fiscal quarter and continues through the last day of that fiscal quarter. (The range does not include the current fiscal quarter.m. The fiscal quarter is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. on January 1 of the year after the current year and continues through the end of December 31 of that year.

Starts at 12:00:00 a. (The range does not include the current fiscal year. (The range does not include the current fiscal quarter. See Also: Creating Custom List Views Filtering on Special Picklist Values Filtering on Special Picklist Values 252 .m. NEXT n FISCAL QUARTERS Starts at 12:00:00 a.m.) The fiscal year is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. on the first day of the fiscal year n fiscal years ago and continues through the end of the last day of the fiscal year before the current fiscal year. on the first day of the fiscal year before the current fiscal year and continues through the end of the last day of that fiscal year. Starts at 12:00:00 a. on the first day of the fiscal quarter after the current fiscal quarter and continues through the end of the last day of the nth fiscal quarter. substitute N with any number greater than zero. Starts at 12:00:00 a. Starts at 12:00:00 a. on the first day of the fiscal year after the current fiscal year and continues through the end of the last day of the nth fiscal year.m.m.) The fiscal quarter is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. The fiscal year is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. to create a custom view or report of accounts created last week. (The range does not include the current fiscal year. Starts at 12:00:00 a. you can use “LAST WEEK” or “last week. on the first day of the fiscal year after the current fiscal year and continues through the end of the last day of that fiscal year.List Views Special Date Values for Filter Criteria Special Date Value Range quarter is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. on the first day of the current fiscal year and continues through the end of the last day of the fiscal year.m.” Date values are not case-sensitive. The fiscal year is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year.m.) The fiscal year is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. Do not use commas. enter “Create Date equals LAST WEEK. The fiscal year is defined in the company profile at Your Name > Setup > Company Profile > Fiscal Year. LAST FISCAL YEAR THIS FISCAL YEAR NEXT FISCAL YEAR LAST n FISCAL YEARS NEXT n FISCAL YEARS For example.” For special date values with variables (such as “NEXT N DAYS”).

” Alternatively. leads. These are the available fields and their values: Special Picklist Field Accounts and contacts: Is Person Account Value True Description The account is a person account. Applies only to events. not events. The account is a business account. or the lead or opportunity owner is a partner user. The task has been closed. Task is still open. and opportunities: Partner Account True False Activities: All-day True False Activities: Closed True False Activities: Event Invitation (Only for reports) False False Activities: Task True False True 253 . The account is a partner account. For more information. The event is marked as an all day event. see Partner Portal Overview on page 3043. Click the lookup icon to choose the value “True” or “False. not tasks. see What is a Person Account? on page 61. For more information. not tasks. Applies only to tasks. you can manually enter “True” or “False” in the filter criteria. enter “Won equals True” as your search criteria.” Note: If you are creating filter criteria for a report or list view. Activity does not have a green sheet. that is. enter “Closed equals True” and “Won equals False. The event is the meeting invite sent to another user for a multi-person event. the task Status field has a “Closed” value. Applies only to events. The event is the original multi-person event assigned to the event host. When creating filter criteria.List Views Filtering on Special Picklist Values The available fields vary according to which Salesforce Edition you have. the lookup icon automatically displays when you choose to filter on one of the special picklists. This field displays as the person account icon ( ). These are special picklists with values of either “True” or “False. Note that your administrator may have customized the name of this field.” For example. you can use special picklist values for your search criteria. Activity is an event. The event has a specific time. such as in a list view or report or when mass deleting records. False Accounts. to show all opportunities you have won. To show all closed/lost opportunities. not an event. The account is not a partner account or the lead or opportunity owner is not a partner user. Activity is a task.

The contact may receive mass email. Cases: Closed True False Cases: Escalated True False Cases: New Self-Service Comment True False Cases: Open (Only for reports) False Cases: Self-Service Commented True False Contacts: Email Opt Out True False Contacts: Self-Service Active (Only for reports) False Leads: Converted (Only for reports) False Leads: Email Opt Out True False Leads: Unread True False Opportunities: Closed True True True True The contact is not enabled for Self-Service. the case Status field has a “Closed” value. Case has been automatically escalated via your organization's escalation rule. The lead has been converted. Case is still open. that is. Campaign is inactive. the Stage field has a value of the type Closed/Won or Closed/Lost. The lead has not yet been viewed or edited by the owner since it was assigned to that user. The lead cannot be included in a mass email recipient list. Case has not been escalated. that is. The lead may receive mass email. the case Status has a value that is not equivalent to “Closed. Case does not have a Self-Service comment. Case has a comment added by a Self-Service user. The contact is enabled to log in to your Self-Service portal. The case is open. The case is closed. for example. 254 . The lead has not been converted.List Views Filtering on Special Picklist Values Special Picklist Field Campaigns: Active Value True False Description Campaign is active and can be chosen from various campaign picklists. The opportunity is closed. that is. Case does not have a new Self-Service comment. in the campaign import wizards. The contact cannot be included in a mass email recipient list. Case has a new comment added by a Self-Service user. The lead has been viewed or edited at least once by the owner since it was assigned.” Case has been closed.

Product has a default quantity schedule. the Stage field has a value of the type Closed/Won. Solution is not reviewed. The Private box on the opportunity is not checked. The partner for the opportunity has not been marked as the primary partner. Solution is not marked Visible in Self-Service Portal and is not visible to Self-Service portal users. Product is active and can be added to opportunities in Enterprise and Unlimited Edition organizations. that is. that is. The partner for the opportunity has been marked as the primary partner. User is not enabled for Connect Offline use. User is inactive and cannot log in. Product is inactive and cannot be added to opportunities. The translated solution has not been updated to match the master solution with which it is associated. the solution Status field has a “Reviewed” value. User has access to use Connect Offline. User is active and can log in. Product does not have a default revenue schedule. Opportunities: Primary (Only for Partner Opportunities report) True False Opportunities: Private True False Opportunities: Won True False Products: Active True False Product: Has Quantity Schedule True False Product: Has Revenue Schedule True False Solutions: Visible in Self-Service Portal True False Solutions: Reviewed True False Solutions Out of Date True False Users: Active True False Users: Offline User True False 255 . The translated solution has been updated to match the master solution with which it is associated. The solution has been reviewed. Product has a default revenue schedule. The opportunity has not been won. Product does not have a default quantity schedule. The Stage field may have a value of the type Open or Closed/Lost. The opportunity is closed and won.List Views Filtering on Special Picklist Values Special Picklist Field Value False Description The opportunity is still open. The opportunity owner has checked the Private box on the opportunity edit page. The solution has been marked Visible in Self-Service Portal and is visible to Self-Service portal users.

and products. Salesforce Knowledge. solutions. See Also: Creating Custom List Views Special Date Values for Filter Criteria NOTES & ATTACHMENTS Viewing and Editing Google Docs. Group. and Attachments Special Picklist Field Users: Marketing User Value True False Description User can manage campaigns. Unlimited. see Partner Portal Overview on page 3043. You can also add attachments from the Attachments related list on selected detail pages such as cases. You can view feed attachment details by clicking on the title of the file. leads. (Field-level security is available only in Enterprise. Enterprise. and Developer Editions Google Docs available in all editions Note: Microsoft Office 2007 file previews are currently available through a pilot program. and campaigns. Professional. contacts. and Developer Editions). Notes. but you can't edit them. view. files posted to a feed on a record are added to the record's Notes and Attachments related list as feed attachments. You can create. opportunities. and Attachments on page 2185. Documents. 256 . User: Is Partner True False Note: The special picklists you can view are only those that are visible in your page layout and field-level security settings. and delete feed attachments from the Notes and Attachments related list. Notes. User is not a partner user.Notes & Attachments Viewing and Editing Google Docs. see Differences between Files. For more information. and Attachments Notes and attachments are available in: Contact Manager. download. and edit notes and add attachments from the Notes and Attachments related list on selected detail pages such as accounts. Salesforce CRM Content. To learn the different ways files are used in Salesforce. Unlimited. If Chatter is enabled for your organization. You can preview (if available). User is not enabled to manage campaigns. User is a partner user.

Consider the following when working with notes. Note that the View All button only displays when there are records to view. the Notes and Attachments related list does not include Salesforce CRM Content files that only exist in Salesforce CRM Content. products. you can add the Related Content related list to the detail pages for accounts. or Google docs. and Google docs: • • • • • To access a Google doc from a record detail page. To create a new Google doc. click the title of the note. The size limit for an attached file is 5 MB. you must be the owner of the note or attachment or an administrator with the “Modify all Data” permission. and files appear as generic file type icons in the feed. • • • • 257 . click the title of the file and then select the link on the Attached File detail page.Notes & Attachments Viewing and Editing Google Docs. click the title of the file. Some Microsoft Office 2007 features don't display correctly in previews. Record owners (except Portal users) can delete attachments on records. cases. click Del. Notes and attachments marked as private via the Private checkbox are accessible only to the person who attached them and administrators. click Edit and make the changes you want. to edit or delete them. attachments. contacts. The Notes and Attachments related list includes files from Salesforce CRM Content when they are posted to a Chatter feed on a record. • • • • • • • To view the details of an attachment. and Attachments Note: If the Add Google Docs to Salesforce service is enabled in your organization. To delete a note or attachment. & Attachments. You can't edit the attached file directly and you can't edit feed attachments. they need the “View All Data” permission. Click Preview next to a feed attachment to display a preview of the file. Note ownership is determined by the owner field. All file types are supported. including a file attached to a solution. or New Presentation from the Add Google Doc drop-down button. the doc must be shared with your Google Apps account. opportunities. Attachment ownership is determined by the created by field. click View All. Notes. If your organization has Salesforce CRM Content enabled. Not all files can be previewed. To view and modify the Google doc. such as copy-protected PDFs. For more information. and any file larger than 25 MB. attachments. However. or custom objects. To view the details of a feed attachment. All notes and attachments added to contacts and opportunities roll up under the associated account as well. click Edit. The maximum size for one or more files attached to emails is 10 MB. see Finding Salesforce CRM Content on page 290. they need the “Modify All Data” permission. the Preview option isn't available on feeds or list views. For more information. leads. You cannot edit a note or attachment unless you also have access to edit the record associated with it. choose Add Existing from the Add Google Doc drop-down button. For more information. unknown file types. To edit the title or URL of a Google doc. see Editing Google Doc Links on page 307. see Adding Google Docs to Salesforce on page 304. To delete a Google doc from the related list. To view the details of all notes. The 5 MB size limit doesn't apply to feed attachments. To associate an existing Google doc with the Salesforce record. the Notes and Attachments related list is entitled Google Docs. Notes. To edit a note or the title of an attachment. This action removes the document's association with the record but does not delete the document in Google Apps. choose New Document. For administrators to view private notes and attachments. click View. • • To view the contents of a note. For files that can't be previewed. New Spreadsheet. and the Attachments related list is entitled Google Docs & Attachments.

All file types are supported. and Developer Editions You can add an attachment to the Attachments related list of a case. 258 . opportunity. Enterprise. click New Note in the Notes and Attachments related list of a record. including everything from Microsoft® PowerPoint presentations and Excel spreadsheets. to Adobe® PDFs. you may need to ask your administrator to add it. image files. Professional. Group. such as Japanese. See Also: Adding Attachments Note and Attachment Fields Adding Attachments Available in: Contact Manager. Spell Checker checks the body of the note.Notes & Attachments Creating Notes • If Chatter is enabled for your organization. If Spell Checker is enabled for your organization. are not supported. The contents can contain up to 32KB of data. Russian. Spell Checker does not support all the languages that Salesforce supports. and Developer Editions To create a note. feed attachments are included in the Notes and Attachments related list. If you don't see the related list on task or event page layouts. as well as in the related list for the account they are associated with. or custom object. See Also: Tagging Records Using Google Docs in Salesforce Creating Notes Adding Attachments Note and Attachment Fields Deleting Notes and Attachments Salesforce CRM Content Overview Creating Notes Available in: Contact Manager. campaign. Note: Any notes you add from contact or opportunity pages will display in the Notes and Attachments related list of that record. Group. solution. or event. lead. Note that you need to have access to edit the record in order to create a note associated with it. Thai. or to the Notes and Attachments related list of an account. Korean. edit. For example. or delete them. Enterprise. contact. Specify a description of the note and its contents. or Chinese. not the title. Click Save when you have finished. but can't preview. Unlimited. and video files. Portal users can download feed attachments. audio files. Professional. and double-byte languages. Unlimited. task. click Check Spelling to check the spelling of the note.

The size limit for all files attached to an email is 10 MB.shtml.mhtm. 2. to edit them.shtm. HTML attachments are not permitted on solutions. After a file is attached to the Attachments or Notes and Attachments related list. Enterprise. Checkbox to indicate that the attachment is shared with connections when the parent record is shared. . and the attachment is public. Select Done after the file finishes uploading. 4. Unlimited.htx. . Professional. Group. See Also: Creating Notes Note and Attachment Fields File Size Limits in Salesforce Note and Attachment Fields Available in: Contact Manager. they need the “Modify All Data” permission. . HTML attachments on email templates are always permitted. regardless of whether this security setting is enabled. they need the “View All Data” permission. Select Browse to specify the location and name of the file.html. Note that the View All button only displays when there are records to view. Note: • • • You need permission to edit a record in order to add an attachment to it. . Checkbox to indicate that the attachment is only accessible to the owner and administrators. you can click View All to view the details of all the attachments on the related list. . listed in alphabetical order. Share With Connections 259 .htt. and Developer Editions Notes and attachments have the following fields. . For administrators to view private attachments.acgi. If the Disallow HTML documents and attachments security setting is enabled for your organization. This checkbox is only available if Salesforce to Salesforce is enabled. The size limit for an attached file is 5 MB.mhtml. Click Attach File to upload the file.htm. you cannot upload files with the following file extensions: . the parent record is shared. this setting does not affect attachments on email templates. In addition.Notes & Attachments Note and Attachment Fields 1. Click Attach File. Attachment Fields Field Description File Name Private Description Description of the uploaded file. . 3. including a file attached to a solution. Name of the uploaded file. .

Title See Also: Adding Attachments Creating Notes Deleting Notes and Attachments Available in: Contact Manager. Group. click Del next to the note or attachment in the Notes and Attachments related list or Attachments related list of a record. Restore the file by clicking on the Recycle Bin. Can hold up to 32KB of data. click Del next to the feed attachment. selecting the file. Unlimited. group. If the file was attached from your computer. and Developer Editions To delete a note or attachment. they need the “Modify All Data” permission. Up to 80 characters are allowed in this field. they need the “View All Data” permission. Note Fields Field Body Private Description Text of the note. or a Salesforce CRM Content library. Checkbox to indicate that note is only accessible to the owner and administrators. Deleted notes and attachments can be restored from the Recycle Bin.Notes & Attachments Deleting Notes and Attachments Attachment Fields Field Size Description Size of the uploaded file. deleting it from the Notes and Attachments related list also removes it from the post. Short description of note. This removes the file from all Chatter feeds where it's been shared and deletes the file from the Notes and Attachments related list. and clicking Undelete. See Also: Recycle Bin 260 . Professional. To delete a file that was attached from a Chatter feed. For administrators to view private notes. Enterprise. to edit them. but doesn't delete it from it's original location. a Chatter feed.

and author name. To learn the different ways files are used in Salesforce. video files. You can view a list of all content that belongs to a particular tag or filter search results based on a tag or tags. job function. Salesforce CRM Content also provides personal libraries.Salesforce CRM Content Salesforce CRM Content Overview SALESFORCE CRM CONTENT Salesforce CRM Content Overview Available in: Contact Manager. The new name is “library” unless your administrator has changed the name. Salesforce Knowledge. Administrators can create multiple libraries based on any classification. and subscribers allows you to compare documents within a search result set. Notification emails will arrive real-time or once daily. and Attachments on page 2185. tags. Content can include all file types. such as department name. Unlimited. Salesforce CRM Content stores files in fully searchable file repositories known as libraries. Web pages. Overview Salesforce CRM Content simplifies content management by incorporating user-friendly features into the following tasks: Organizing Rather than keep files in folders that make content difficult to find. and manage content within your organization and across key areas of the Salesforce application. The “smart bar” graphic for downloads. Subscribing Once a file is located. providing an easy way to find relevant content quickly. ratings. comments. Note: Microsoft Office 2007 file previews are currently available through a pilot program. share. Documents. We haven't changed how it works—just made the name easier to understand. Authors assign descriptive labels called tags to help classify and organize content across libraries. Salesforce CRM Content. from traditional business documents such as Microsoft® PowerPoint presentations to audio files. search. author. Searching The powerful Salesforce CRM Content search engine scans the entire body of the document as well as content properties such as the title. tags. description. subscribing to it ensures that you receive an email notification when new versions are published or changes are made to the file's properties. or team. libraries. see Differences between Files. file format. Enterprise. tags. which allow users to reduce the clutter on their desktops while using content-management benefits such as document search and version control. You can filter searches by featured content. Professional. Group. depending on your preferences. you can also filter your search results by Chatter files. thus reducing the time spent searching for new or updated content. With Salesforce CRM Content you can organize. and Google® docs. You can also subscribe to authors. categorization data. and Developer Editions Note: The name “workspace” has changed. If Chatter is enabled for your organization. or custom fields and then view the results with various levels of detail. and libraries. 261 . then configure user permissions within the library to balance content access with security.

including document title. opportunities. Version management does not require checking files in and out. or Adobe® PDF file. create a public group and add the group to a library rather than adding users to the library individually. For more information about content deliveries and a full list of implementation tips and best practices. cases. Some Microsoft Office 2007 features don't display correctly in previews. see Setting Up Salesforce CRM Content on page 1343. Sharing Content in Salesforce Salesforce CRM Content is also integrated with leads. Copy-protected PDFs can't be previewed. votes. The Reports tab allows you to create standard or custom reports on Salesforce CRM Content data. Web link. versions. contacts. Contributing Uploading new or revised files in Salesforce CRM Content is fast and easy. see Setting up Content Deliveries on page 1363. contacts. During the upload process you choose a library and content type for your file or Web link. you can send content to colleagues. for example. To send web-formatted content to colleagues. or contacts and associate it with Salesforce records. assign one or more tags. You can drill down in the search results as needed or run your own search and then attach one or more files to the opportunity. or custom objects. mobilize the content object and specify which content records are synchronized to the mobile device. see Customizing Page Layouts on page 1185. go to Your Name > Setup > Customize > Salesforce CRM Content > Settings and click Enable multi-language search and contribute. comments. you can preview the entire file in your browser without downloading it. The content details page provides document details at a glance. If you have a large number of Salesforce CRM Content users. tags. Word. rather. Excel. To enable Salesforce CRM Content functionality for leads. products. add the Content Deliveries related list to the page layout for leads. leads. or custom objects. and custom objects. edit. review the files you plan to store in Salesforce CRM Content to determine how many libraries you need and what content belongs in each library. leads.Salesforce CRM Content Salesforce CRM Content Overview Previewing In Salesforce CRM Content you do not need to download a large document to determine if its content is relevant to you. cases. and fill out any customized fields that help categorize and define your content. For more information. subscribers. The most current version of the file will be available on the detail page for the life of the opportunity. If Salesforce CRM Content functionality is enabled on the Opportunity tab. opportunities. description. opportunities. and downloads. Voting thumbs up or thumbs down on a file. Featuring a piece of content increases its visibility in search results. Users can share content with customers and colleagues from the mobile application when they're away from their desks. You can also see who has subscribed to a file. To allow users to publish. accounts. libraries. campaigns. products. Before creating libraries. or doc and how many times files have been downloaded. or Google doc and adding comments allow you to participate directly in content improvement. If the document is a Microsoft PowerPoint. • • 262 . You can download past versions of a file and read all reason-for-change comments that an author may have included with a new version. cases. accounts. contacts. and search in any of the Salesforce-supported languages. Salesforce CRM Content uses the fields on the opportunity detail page to search for files that may be relevant to that opportunity. To enable Salesforce CRM Content for the mobile application. Users are given access to content based on library. write a description. link. Sharing Content in Salesforce Mobile Salesforce CRM Content is available in Salesforce Mobile. you simply upload a new version of the file and Salesforce CRM Content maintains a version list accessible from the content details page. author. Implementation Tips • • • • To implement Salesforce CRM Content for your organization. and contacts and then track how often the content has been previewed or downloaded. add the Related Content related list to the appropriate page layout. accounts. Reviewing Usage and Providing Feedback Salesforce CRM Content provides several methods for determining whether content is valuable to readers. If the content delivery feature is enabled.

such as votes. define consistent tag names with your contributors. comments. users must have the Feature Content option checked in their library permission. You can't change or delete tag names. but that doesn't delete the tag. Clicking the Find Content button on the related list matches content to the fields on the record and displays search results containing the related content. and subscriptions. • • • • • • Managing Libraries 263 . the Add Google Doc to Salesforce service must be activated for your organization. whereas tags enable users to browse and subscribe. The search engine helps users find specific content. mark it as “featured” on the content details page. Best Practices • If you are using the Related Content related list on Salesforce objects. see Contributing Google Docs to Salesforce CRM Content on page 273. Avoid using too many tags. and appears on the Libraries tab for easy access. Salesforce CRM Content is available via the Customer Portal and partner portal. go to Your Name > Setup > Customize > Salesforce CRM Content > Settings and click Do not open PDFs in a separate window. To highlight valuable content and make it easier to find. Featured content receives a higher priority than similar content in search results. The case of the original tag is always used. All Salesforce CRM Content items display as primary tabs in the Service Cloud Console.Salesforce CRM Content Salesforce CRM Content Overview • • • • • To associate Google docs with a library. by establishing tag names at the outset. see Activating Google Docs in Salesforce on page 303. Therefore. For information about using Google Docs with Salesforce CRM Content. excessive tagging creates unnecessary clutter. To feature content. see Enabling Salesforce CRM Content in the Customer Portal on page 1557 and Enabling Salesforce CRM Content in the Partner Portal on page 3051. encourage library members to add their Google docs to a library. You can't have two tags with the same name even if they use different upper and lowercase letters. For more information. If your organization uses Google Docs. align your custom content fields with the standard and custom fields on the object to increase the accuracy of a “Find Content” search. For example. Including Google docs in Salesforce CRM Content allows users to access all types of content from a single location and apply Salesforce CRM Content functionality. see Service Cloud Console Overview on page 2906. you can avoid having tags such as “channel” and “channels” in the same library. To ensure that content is classified consistently. For more information. If you want PDFs to open inline rather than in a separate window. You can remove tags from a document. Tags are case insensitive. For more information. to Google docs. Copy-protected PDFs can't be previewed.

which provides information about shared libraries. Professional. create new libraries in Salesforce CRM Content. see Creating Libraries on page 1358. or click the Show All button to list all the published files. Featured Content This section lists the five pieces of content in your libraries most recently designed as “featured. go to its content details page. for example. In the Top Content section you can choose from the following categories: • Publication Date—This content is sorted in descending order according to the most recent publication date. if 100 files contain the search criteria term sales asset. Enterprise. Unlimited. Click the New button to create new libraries. Clicking the Libraries tab opens the libraries home page. which contains information about your personal library. click a file icon to download content or click a title to open the associated content details page. choose a specific library to view or edit. and analyze library usage and activity. The libraries home page has two tabs: Shared Content. see Uploading and Publishing Content on page 268. For more information.” Featured content receives a higher priority than similar content in search results. To see all featured content. click Show All. and My Personal Content. Group. and Google docs. Choose the number of records you want to view from the accompanying drop-down list. The new name is “library” unless your administrator has changed the name. add users to a library. Each list sorts content according to specific criteria. Click a library name to view details about that library or click Browse to view a list of all the content in the library. Web links. or assign library permissions to users.Salesforce CRM Content Managing Libraries Available in: Contact Manager. We haven't changed how it works—just made the name easier to understand. any featured files with that term will appear at the top of the search results list. 264 . Shared Content The Shared Content tab on the libraries home page contains the following sections: My Libraries This section lists all the libraries to which you have access. To toggle a piece of content's feature status on or off. Within a list. On the home page you can access your personal library. Top Content This section includes lists that summarize content activity across all your libraries. For details about the publishing options at the top of the page. and Developer Editions User Permissions Needed To create libraries: “Manage Salesforce CRM Content” OR “Create Libraries” To edit libraries: “Manage Salesforce CRM Content” OR Manage Libraries checked in your library permission definition Note: The name “workspace” has changed.

Upload Interrupted If an error occurs when you are uploading a new file. Choose the number of records you want to view from the accompanying drop-down list. your content is stored in your private library. rating. respectively. Choose the number of records you want to view from the accompanying drop-down list. for example your browser crashes or your session times out. tracking downloads. The tag names increase in size within the tag cloud according to popularity. You can publish content to a public library at any time or leave content in your private library indefinitely. When you upload or create content and do not select a public library. your file will be deleted. archived content. The Recent Activity section contains a maximum of 100 records. meaning that the largest tags have been assigned to the most content. Use the Older and Newer buttons to scroll through records. 265 . your file is deleted. Popular Tags This section. Choose the number of records you want to view from the accompanying drop-down list. It shows the most recent files. or click the Show All button to list all the content with votes. Featured content and newly published content are also included. Rating—This content is sorted in descending order according to the highest number of thumbs-up votes. Recent Activity This section is a snapshot of activity within your libraries. Click Publish to publish the file to a public library or save it to your personal library. The tag cloud contains the 30 most popular tags. The My Personal Content tab has the following sections: Personal Library If you choose the Save to my personal library option when publishing a file. and deleted content do not appear in the Recent Activity section. your content is saved here. The bar graphic indicates how one record compares to another. Num Comments—This content is sorted in descending order according to the highest number of viewer comments. My Personal Content The My Personal Content tab on the libraries home page is your private library.Salesforce CRM Content Managing Libraries • • • Num Downloads—This content is sorted in descending order according to the highest number of downloads. subscribing. It can also be sent to leads and contacts outside your organization using the content delivery feature. Green and red in the bar graphic represent positive and negative votes. content pack. Content in your private library can be assembled in content packs. See Setting up Content Deliveries on page 1363 for more information. Tags are descriptive terms assigned during upload or revision that help classify and organize content. Web links. The names increase in size according to activity. Web link. Click a tag name to view search results containing all the files. or Google doc. votes. or click the Show All button to list all the downloaded content. or subscriptions. If you publish a file from the Personal Library list and click Cancel during the publishing process.” shows you how the content in your libraries has been labeled. commonly referred to as a “tag cloud. and Google docs with that tag. or click the Show All button to list all the content with associated comments. the file you were uploading is saved here. or using custom fields. You can choose to sort the tags alphabetically or by popularity. You can publish or delete files from this list or click the file's name to view its content details page. but new versions of existing content. The following options that are available on the content details page for shared content are not available for personal-library content: tagging. tracking subscriptions. so the largest names are the authors who have contributed the most content. Web links. Most Active Contributors This section shows the authors who have published content into your libraries most frequently. and Google docs to receive comments. If you click Cancel on the Save or Publish Content dialog. The bar graphic indicates how one record compares to another.

Unlimited. From the library title area. For details about the publishing options at the top of the page. The new name is “library” unless your administrator has changed the name. the file you were uploading is saved here. Edit to change the library name or description. Group. click the library name to display detailed information. If you want to delete a library that contains content. Once you have located a Salesforce CRM Content library in the My Libraries area of the Libraries tab home page or on a content details page. We haven't changed how it works—just made the name easier to understand. you can click the following quick links: • • • Browse to view search results showing all the content in the library. see Uploading and Publishing Content on page 268. you must first move the content to another library or delete it and empty the Recycle Bin. Professional. Click Publish to publish the file to a public library or save it to your personal library. and Developer Editions User Permissions Needed To edit a library: “Manage Salesforce CRM Content” OR Manage Libraries checked in your library permission definition To add or remove library members: “Manage Salesforce CRM Content” OR Manage Libraries checked in your library permission definition Note: The name “workspace” has changed. See Also: Creating Libraries Managing Library Permissions Viewing and Editing Libraries Uploading and Publishing Content Searching for Content Creating Content Deliveries Viewing and Editing Libraries Available in: Contact Manager. Users can continue to access the original version. 266 . your file will be deleted. If you click Cancel on the Save or Publish Content dialog.Salesforce CRM Content Viewing and Editing Libraries Revision Upload Interrupted If an error occurs when you are uploading a new version of a file. Delete to delete an empty library. Enterprise.

enter a username and click Filter. To see all featured content. The library detail page contains the following sections: Members This section lists all the Salesforce CRM Content users who are members of the library.” If no content has been featured. Content Types to restrict the content types available to library contributors. Featured content receives a higher priority than similar content in search results. To add new members to the library: 1. create a public group and add the group to a library rather than adding users to the library individually. To toggle the feature status on or off.Salesforce CRM Content Viewing and Editing Libraries Note: If your Recycle Bin is empty and you are unable to delete the library. and Google docs. Choose the number of records you want to view from the accompanying drop-down list. If you do not have the Archive Content or Manage Libraries privilege in your library permission. In the Top Content section you can choose from the following categories: • Publication Date—This content is sorted in descending order according to the most recent publication date. for example. Tip: If you have a large number of Salesforce CRM Content users. Click Next. If you do not immediately see the member you want to add. Select a library permission for each user or public group and click Save. Tagging Rules to change the tagging method permitted in the library. View Archived Content to view a list of archived content in the library. A library cannot be deleted until all its content is permanently deleted or moved to another library. 3. not content that other authors archived. go to its content details page. Within a list. Featured Content This section lists the five pieces of content in the library most recently designated as “featured. Click Add Members. 2. • • • • Edit Members to add or remove library members or change their library permission. To change a member's library permission. the archived content list only contains content that you authored and archived. Web links. 5. click Show All. 4. click Remove. You can filter by the beginning of a username but not the last name. click a file icon to download the content or click the title to open the associated content details page. Members can include individual Salesforce CRM Content users or public groups containing Salesforce CRM Content users. another user's Recycle Bin may contain deleted content from the same library. this section does not display. or click the Show All button to list all the published files. To remove a member from the library. click Edit and choose a new library permission from the drop-down list. if 100 files contain the search criteria term sales asset. Select members from the Available Members box. 267 . Top Content This section includes lists that summarize content activity in your library. enter keywords in the search box and click Find. To limit the member list. any featured files with that term will appear at the top of the search results list. 6. Click Add to add the members to the library.

Tags are descriptive terms assigned during upload or revision that help classify and organize content. Num Comments—This content is sorted in descending order according to the highest number of viewer comments. Click a tag name to view search results containing all the files. and Google docs to receive comments. Web links. meaning that the largest tags have been assigned to the most content. Recent Activity This section is a snapshot of activity within your library. Rating—This content is sorted in descending order according to the highest number of thumbs-up votes. It shows the most recent files. or click the Show All button to list all the downloaded content. or click the Show All button to list all the content with associated comments. and Restoring Content UPLOADING AND PUBLISHING Uploading and Publishing Content 268 . You can choose to sort the tags alphabetically or by popularity. but new versions of existing content. or subscriptions. The bar graphic indicates how one record compares to another. votes. archived content. and deleted content do not appear in the Recent Activity section. The names increase in size according to activity. Use the Older and Newer buttons to scroll through records. See Also: Managing Libraries Creating Libraries Assigning Library Tagging Rules Restricting Content Types Searching for Content Uploading and Publishing Content Deleting. The tag names increase in size within the tag cloud according to popularity. Choose the number of records you want to view from the accompanying drop-down list. Choose the number of records you want to view from the accompanying drop-down list. Popular Tags This “tag cloud” shows you how the content in your library has been labeled. Featured content and newly published content are also included. and Google docs with that tag. or click the Show All button to list all the content with votes. respectively. The bar graphic indicates how one record compares to another. The Recent Activity section contains a maximum of 100 records. Green and red in the bar graphic represent positive and negative votes. Choose the number of records you want to view from the accompanying drop-down list. Web links. so the largest names are the authors who have contributed the most content.Salesforce CRM Content Viewing and Editing Libraries • • • Num Downloads—This content is sorted in descending order according to the highest number of downloads. The tag cloud contains the 30 most popular tags. Archiving. Most Active Contributors This section shows the authors who have uploaded content into your library most frequently.

For more information. The Libraries tab has several publishing-related options at the top of the page that let you upload. Note: The Add Google Doc drop-down list on the Libraries tab only displays if your administrator has enabled the Add Google Doc to Salesforce service. Web links. Unlimited. content packs. For information about associating Google docs with Salesforce CRM Content from your Google Apps account. To publish files. We haven't changed how it works—just made the name easier to understand. refer to the following topics: • • • • Contributing Files to Salesforce CRM Content Contributing Web Links to Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content Creating and Modifying Content Packs in Salesforce CRM Content See Also: Salesforce CRM Content File Size Limits Using Google Docs in Salesforce Searching for Content Updating Content Versions Contributing Files to Salesforce CRM Content 269 . or to create content packs. Group. and Developer Editions User Permissions Needed To upload and publish files and Web links: Manage Libraries checked in your library permission definition OR Add Content checked in your library permission definition To create and publish Google docs: Google Apps account Note: The name “workspace” has changed. Enterprise. see Activating Google Docs in Salesforce on page 303. see Installing the Add Google Doc to Salesforce Browser Button on page 308. and Google docs in Salesforce CRM Content. classify.Salesforce CRM Content Uploading and Publishing Content Available in: Contact Manager. Web links. The new name is “library” unless your administrator has changed the name. Professional. and publish files. and Google docs in Salesforce CRM Content.

click Browse and select the file. and then click Publish. To publish a file in Salesforce CRM Content: 1. 4. choose that author from the drop-down list. All selected content displays in a tab set within the Save or Publish Content dialog. 5. you can choose from the list of suggested tags or enter a new tag. This becomes the managing (home) library. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. Unlimited. We haven't changed how it works—just made the name easier to understand. choose a language. meaning that the content can be shared with another library but only revised by a user with author permissions in the managing library. As you type a tag. you can enter tags in the Tags field. The Language drop-down list is displayed if multi-language support is enabled. you must choose from the list of suggested tags. If you do not want the content to be visible to other users in your organization. Professional. Enterprise. When you select a tag it turns green. To publish a new file. 7. click the My Personal Content tab. and Developer Editions User Permissions Needed To upload and publish files to a public library: Manage Libraries checked in your library permission definition OR Add Content checked in your library permission definition To upload and save files to a personal library: None Note: The name “workspace” has changed. If your administrator assigned the restricted tagging rule. Tags are case insensitive. Complete the following steps for each tab in the Save or Publish Content dialog. 3. To publish the content on behalf of another author. Assign a title and description to your file. select two or more checkboxes in the My Personal Content tab and click Publish Selected. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. The new name is “library” unless your administrator has changed the name. Note: To publish multiple pieces of content at once. If users restrict their content searches to a particular language. only content associated with that language is displayed in the search result set. but that doesn't delete the tag. Click the Libraries tab. If your administrator assigned the guided tagging rule. choose Save in my personal library. Choose a library. locate the file. To publish a file that is already in your personal library. Click a suggested tag to add it to the Tags field automatically. • • • • 270 . Click a tag to add it to the Tags field automatically.Salesforce CRM Content Contributing Files to Salesforce CRM Content Available in: Contact Manager. 6. Group. Optionally. 2. You can remove tags from a document. You can't have two tags with the same name even if they use different upper and lowercase letters. Tag your content. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. for example if your work is still in progress. You can't change or delete tag names. The case of the original tag is always used. Salesforce CRM Content associates your content with your personal language setting. If you do not choose a language.

Salesforce Knowledge. choose one from the drop-down list. but are private and not shared with anyone.Salesforce CRM Content Salesforce CRM Content File Size Limits 8. Developer Edition and trial users can publish a maximum of 2. Enterprise. and Unlimited Edition customers can publish a maximum of 5. If multiple content types are available. click Publish or Save. Salesforce CRM Content. After completing the custom fields. Group. Note: • Files published to a shared library are added to your Files tab and available to other Chatter users in your organization. 9. • See Also: Salesforce CRM Content File Size Limits Uploading and Publishing Content Managing Libraries Contributing Web Links to Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content Salesforce CRM Content File Size Limits Available in: Contact Manager. Professional. Professional. see What is the difference between Files. Group. and Documents? on page 3139 Contact Manager. Enterprise. Unlimited.500 new versions per 24–hour period. and Developer Editions The following are maximum file size limits for files in Salesforce CRM Content: • • • • • 2 GB 10 MB for Google Docs 10 MB for email attachments 38 MB when uploaded via the API 10 MB when uploaded via Visualforce See Also: Uploading and Publishing Content Using Google Docs in Salesforce Searching for Content Updating Content Versions Contributing Web Links to Salesforce CRM Content 271 . For more information about Chatter files and Salesforce CRM Content files. Files published to your personal library are added to your Files tab.000 new versions per 24–hour period. The content type determines which custom fields appear for you to categorize and define your content.

Click a tag to add it to the Tags field automatically. select two or more checkboxes in the My Personal Content tab and click Publish Selected. You can't have two tags with the same name even if they use different upper and lowercase letters. Unlimited. Click the Libraries tab. choose Save in my personal library. and Developer Editions User Permissions Needed To publish Web links in Salesforce CRM Content: Manage Libraries checked in your library permission definition OR Add Content checked in your library permission definition Note: The name “workspace” has changed. Complete the following steps for each tab in the Save or Publish Content dialog. If your administrator assigned the restricted tagging rule. Group. Professional. only content associated with that language is displayed in the search result set. You can't change or delete tag names. and click Contribute. All selected content displays in a tab set within the Save or Publish Content dialog. click Contribute > Do you want to link to a website instead?. The new name is “library” unless your administrator has changed the name. The Language drop-down list is displayed if multi-language support is enabled. 7. To add a new link. If you do not choose a language. 2. you must choose from the list of suggested tags. you can enter tags in the Tags field. Salesforce CRM Content associates your content with your personal language setting. 5. When you select a tag it turns green. Enterprise. Tag your content. then enter the URL. Assign a title and description to your Web link. 3. choose a language. but that doesn't delete the tag. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. The case of the original tag is always used. Click a suggested tag to add it to the Tags field automatically. click the My Personal Content tab. Tags are case insensitive. To publish a link that is already in your personal library. If users restrict their content searches to a particular language. meaning that the Web link can be shared with another library but its content details page can only be edited by a user with relevant permissions in the managing library. You can remove tags from a document. We haven't changed how it works—just made the name easier to understand. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. To classify and publish a Web link in Salesforce CRM Content: 1. choose that author from the drop-down list. locate the link. • • • • 272 . If your administrator assigned the guided tagging rule. As you type a tag. Note: To publish multiple pieces of content at once. If you do not want the link to be visible to other users in your organization. and click Publish. you can choose from the list of suggested tags or enter a new tag. This becomes the managing (home) library. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. 6. 4. Choose a library. To publish the content on behalf of another author.Salesforce CRM Content Contributing Web Links to Salesforce CRM Content Available in: Contact Manager. Optionally.

choose one from the drop-down list. 2. 9. spreadsheet. You may be prompted to log in to Google Apps. For information about associating Google docs with Salesforce CRM Content from your Google Apps account. and spreadsheets (Google docs) and see your changes in real time as you collaborate with other users. Enter a name for your document. click Publish or Save. Associating your Google docs with Salesforce CRM Content allows you to access all types of content from a single. Adding New Google Docs to a Salesforce CRM Content Library 1. and Developer Editions Google Docs is available in all editions User Permissions Needed Creating a Google doc and linking it to a Salesforce CRM Content library: Library member with a library permission that permits contributing content AND Google Apps account Note: The name “workspace” has changed. After completing the custom fields.Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content 8. The blank Google doc opens and you can begin adding your text. choose New Document. comments. With Google Docs™. and subscriptions. For more information. or New Presentation from the Add Google Doc drop-down button. In the Save or Publish Content dialog: 273 . Professional. presentations. Note: The Add Google Doc drop-down list on the Libraries tab only displays if your administrator has enabled the Add Google Doc to Salesforce service. We haven't changed how it works—just made the name easier to understand. or presentation and click Create Google Doc. fully-indexed location. See Also: Uploading and Publishing Content Contributing Files to Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content Salesforce CRM Content is available in: Contact Manager. see Installing the Add Google Doc to Salesforce Browser Button on page 308. The Save or Publish Content dialog in Salesforce CRM Content also opens. The new name is “library” unless your administrator has changed the name. It also ensures that your Google docs receive the feedback and tracking benefits provided by Salesforce CRM Content features such as votes. Enterprise. Group. On the Libraries tab. New Spreadsheet. 3. you can create and share on-demand documents. The content type determines which custom fields appear for you to categorize and define your content. see Activating Google Docs in Salesforce on page 303. If multiple content types are available. Unlimited.

After completing any custom fields. only content associated with that language is displayed in the search result set. The Language drop-down list is displayed if multi-language support is enabled. Optionally. 3. Adding Existing Google Docs to a Salesforce CRM Content Library If you have an existing Google doc. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. If users restrict their content searches to a particular language. you can choose from the list of suggested tags or enter a new tag. click Publish to save the Google doc to its Salesforce CRM Content library. but that doesn't delete the tag. you can publish it into a library: 1. The content type determines which custom fields appear for you to categorize and define your content. Click a suggested tag to add it to the Tags field automatically. remember to share it with other Google Apps users in your organization. Choose a library. Click a tag to add it to the Tags field automatically. Note: While you have your Google doc open. g. Tags are case insensitive. From there you can delete the doc from Salesforce CRM Content or publish it later. You can remove tags from a document. On the Libraries tab. The Language drop-down list is displayed if multi-language support is enabled. You can't change or delete tag names. Optionally. To publish the content on behalf of another author. edit the title of your Google doc and/or add a description. Salesforce CRM Content associates your content with your personal language setting. 6. • • • • f. 274 . choose a language. If you do not choose a language. choose that author from the drop-down list. 2. When you select a tag it turns green. Optionally. choose that author from the drop-down list. choose one from the drop-down list. 5. for example if the doc is still in progress. If your administrator assigned the restricted tagging rule. Optionally. 4. If your administrator assigned the guided tagging rule. choose Save in my personal library. b. You can't have two tags with the same name even if they use different upper and lowercase letters. Select the Google doc that you want to add to Salesforce CRM Content and click Contribute. all library members can search for the doc and provide feedback such as comments and votes. 7. e. limit your list of docs by entering a search term or choosing to view only documents. you can enter tags in the Tags field. If multiple content types are available. choose Save in my personal library. Only users with access to the Google doc in their Google Apps account can open the doc from Salesforce CRM Content. Salesforce CRM Content associates your content with your personal language setting. Once a Google doc is published in Salesforce CRM Content. you must choose from the list of suggested tags. If you do not want to add the doc to a public library. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. or click Cancel to save the doc to your personal library. Optionally. c. As you type a tag. or spreadsheets. If you do not choose a language. If users restrict their content searches to a particular language. The description provides at-a-glance information for users who view the doc's content details page in Salesforce CRM Content.Salesforce CRM Content Contributing Google Docs to Salesforce CRM Content a. To publish the content on behalf of another author. Tag your content. provide a description of your Google doc. only content associated with that language is displayed in the search result set. If you do not want to put the doc in a public library. choose Add Existing from the Add Google Doc drop-down button. for example if the doc is still in progress. presentations. choose a language. The case of the original tag is always used. Choose a library. d. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. A list of all the Google docs in your Google Apps account displays.

choose one from the drop-down list. When you select a tag it turns green. Tag your content. The recipient 275 . Click a tag to add it to the Tags field automatically. After completing the custom fields. you can enter tags in the Tags field. and Developer Editions User Permissions Needed To create or modify content packs in Salesforce CRM Content: Manage Libraries checked in your library permission definition OR Add Content checked in your library permission definition Note: The name “workspace” has changed. but that doesn't delete the tag. If your administrator assigned the restricted tagging rule. Tags are case insensitive. you may want to create a content pack with a product list. 10. • • • • 9. The content type determines which custom fields appear for you to categorize and define your content. The new name is “library” unless your administrator has changed the name. If your administrator assigned the guided tagging rule. you can distribute the content pack to colleagues in your organization or leads and contacts outside your organization. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. you can choose from the list of suggested tags or enter a new tag. from traditional business documents such as Microsoft® PowerPoint presentations and Adobe® PDF files. A content pack is a collection of related documents or files that are stored as a group in Salesforce CRM Content. If multiple content types are available. to audio files. As you type a tag. Group. We haven't changed how it works—just made the name easier to understand. and contract to send to a particular customer. Any file in Salesforce CRM Content can be added to a content pack. price quote.Salesforce CRM Content Creating and Modifying Content Packs in Salesforce CRM Content 8. Enterprise. Professional. You can't have two tags with the same name even if they use different upper and lowercase letters. you must choose from the list of suggested tags. click Publish or Save. video files. You can remove tags from a document. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. and Google docs. The case of the original tag is always used. Using email or instant messaging. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. For example. You can't change or delete tag names. Click a suggested tag to add it to the Tags field automatically. See Also: Salesforce CRM Content File Size Limits Using Google Docs in Salesforce Uploading and Publishing Content Creating and Modifying Content Packs in Salesforce CRM Content Available in: Contact Manager. Unlimited.

The preview player does not display copy-protected PDFs.0. removing. working with content packs requires Adobe Flash® Player. Choose Add to Content Pack or Hide preview as needed. 3. In the search results.5 or higher. Excel. Also. choose a language. 5. Salesforce provides a link to Adobe's website where you can download Flash for free. Drag the desired content from the search results into the assembly section in the lower half of the window. or reordering files. To refine your results. and PDF files. Note: The maximum number of files that can be included in a content pack is 50. If content pack creation is disabled after packs have been created. If you do not want the content pack to be visible to other users in your organization. choose Save in my personal library. hover over a content pack and click the folder icon ( ) to view all the documents in the pack. Word. click a document to preview it in the lower half of the window. 2. click the Libraries tab and then choose Create New > Content Pack. For information about delivering content packs. see Setting up Content Deliveries on page 1363. open the content details page for the pack and click Edit > Edit Content Pack. Optionally. To work with content packs: 1.Salesforce CRM Content Creating and Modifying Content Packs in Salesforce CRM Content of a content delivery can click a single URL to open a preview player with which he or she can preview and download the content. In the Save or Publish Content dialog: a. Note: Content packs support all files types. In the search results. b. To create a new content pack by copying an existing pack and adding. customize. Select a library. open the content details page for the pack and click Clone & Customize. use one of the following options: Note: The following options are only available if Enable content pack creation is selected on the Your Name > Setup > Customize > Salesforce CRM Content > Settings page. add or modify the content pack's description. hover over a document and click the folder icon ( ) to view the content packs that use the document. • • • To create a new content pack. or modify a content pack. c. In the assembly section. To update a content pack and publish a new version. You can then view tracking information to see how often the content pack was viewed and which documents were downloaded. search results also list content packs. The Language drop-down list is displayed if multi-language support is enabled. Click Clear at any time to revert your changes. select a specific library to search or enter a search term in the text box. click Save and assign or change the content pack's name. If 276 . however.11. the preview player launched by the content-delivery URL displays only PowerPoint. version 9. Salesforce CRM Content associates your content with your personal language setting. If you do not choose a language. Salesforce does not delete existing packs but they cannot be customized or modified. Depending on whether you want to create. for example if your work is still in progress. Optionally. When you are done assembling or modifying your content pack. If you do not have Flash installed. Click Search files to display all the content in your libraries. The following options help you assemble your content pack: • • • • • In the search results. hover over a document and click the garbage can icon ( ) to remove that document from the pack you are assembling. 4. click Cancel to return to the Libraries tab. In addition to files and documents.

In addition 277 . If you are modifying the content pack. you can enter tags in the Tags field. and colleagues. you can send its encrypted URL to any recipient. Tags are case insensitive. Click Publish. Click a tag to add it to the Tags field automatically. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. As you type a tag. You can't change or delete tag names. complete the Reason for Change field. Tag your content.Salesforce CRM Content Using the Content Deliveries Related List users restrict their content searches to a particular language. you can choose from the list of suggested tags or enter a new tag. and then track how often the content is viewed or downloaded. such as leads. only content associated with that language is displayed in the search result set. partners. You can then view the content details page. and Restoring Content Viewing and Editing Content Subscriptions Using the Content Deliveries Related List Available in: All Editions except Database. The content type determines which custom fields appear for you to categorize and define your content. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. h. When you select a tag it turns green. d. To publish the content on behalf of another author. but that doesn't delete the tag. choose one from the drop-down list. Archiving. return to the Libraries tab. The case of the original tag is always used. or publish another file. • • • • g. See Also: Uploading and Publishing Content Deleting. Once you create your delivery. If your administrator assigned the restricted tagging rule. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. If your administrator assigned the guided tagging rule. Click a suggested tag to add it to the Tags field automatically.com User Permissions Needed To create a content delivery: To edit a content delivery: None Owner of the record OR “Modify all Data” A content delivery allows you to easily convert documents such as Microsoft® PowerPoint and Word files into an optimized web-based version for easy online viewing. you must choose from the list of suggested tags. You can't have two tags with the same name even if they use different upper and lowercase letters. choose that author from the drop-down list. customers. f. If multiple content types are available. e. You can remove tags from a document.

cases.Salesforce CRM Content Creating Content Deliveries to tracking. contacts. and Developer Editions User Permissions Needed To create content deliveries from a shared library in Salesforce Member of the library CRM Content: AND “Deliver Content” checked in your library permission definition To create content deliveries from a personal library inSalesforce “Deliver Uploaded Files and Personal Content” checked in CRM Content: your general permission definition To create content deliveries (non-Content user): “Deliver Uploaded Files and Personal Content” checked in your general permission definition Note: The name “workspace” has changed. see Creating Content Deliveries on page 278. you can send its encrypted URL to any recipient. Click Preview to open the content delivery. A content delivery allows you to easily convert documents such as Microsoft® PowerPoint and Word files into an optimized web-based version for easy online viewing. and custom objects you can: • • • Click Deliver Content to create a new content delivery and associate it with the record you are viewing. Group. content deliveries provide several benefits over sending files as attachments. Once you create your delivery. Enterprise. campaigns. partners.com Salesforce CRM Content available in: Contact Manager. From the Content Deliveries related list on leads. content deliveries provide several benefits over sending files as attachments. customers. such as giving you control over how long the delivery is available to viewers and whether a viewer can download a file or see it online only. We haven't changed how it works—just made the name easier to understand. Click the content delivery name to open the detail page for that delivery. see Viewing and Editing Content Deliveries on page 280. opportunities. and then track how often the content is viewed or downloaded. 278 . For more information. In addition to tracking. such as leads. Each time you view a content delivery. Unlimited. and colleagues. See Also: Salesforce CRM Content Overview Creating Content Deliveries Available in: All Editions except Database. For more information. The new name is “library” unless your administrator has changed the name. business accounts. Professional. it is recorded as one internal view on the Views related list. such as giving you control over how long the delivery is available to viewers and whether a viewer can download a file or see it online only.

If you are a Salesforce CRM Content user. 4. use the lookup to associate your content delivery with a Salesforce record. select the Remove Access to Content on checkbox and enter an expiration date. By default. you can change the expiration date at any time on the delivery detail page. click Previous and choose to make your content available in its original file format or a PDF only. Upload a file or confirm the file name. Select Notify Me of First View or Download if you want to receive an email the first time your recipient clicks the content-delivery URL. see Viewing and Editing Content Deliveries on page 280. its password into an email or instant message for delivery. When you create the content delivery you will receive a password to include with the delivery URL that you send to your recipients. If you are not happy with the quality of the online version. From the Content Deliveries related list. click Deliver Content.pdf version of the file. 3. this field will be Allow download as . modify the Delivery Name field. Your delivery will usually be ready within a few moments. 9. Click Save & Next. This is the name that identifies your content delivery in Salesforce. Choose Allow Recipient to Download as PDF to create a . For example. The record you were viewing when you clicked Deliver Content is selected by default. • 5. Related Content related list.Salesforce CRM Content Creating Content Deliveries A content delivery can be created from the Content Deliveries related list on most Salesforce objects. Important: Formatting in the original file may not display correctly in the online version. 8. The password is available for the life of the delivery on the delivery detail page. the expiration date is 90 days from the current date. The default delivery name includes the file name and today’s date. 2. For more information. To create a new content delivery: 1. Select the delivery methods that determine how your content can be viewed.doc file. See Also: Using the Content Deliveries Related List Setting up Content Deliveries Salesforce CRM Content Overview 279 . Optionally. preview your content delivery before sending its URL to your recipients. Copy and paste the delivery URL and. • • Choose Allow Recipient to View in the Browser to create an online version of the file that recipients can view in their browser. After creating your content delivery. search for the content in your libraries that you want to deliver. 10. and Excel files. Optionally. if you uploaded a Microsoft® Word file. If you chose Allow Recipient to View in the Browser. 11. The options that appear depend on the file format you uploaded. if applicable. Optionally. Word. We recommend using a name that will make the delivery easily distinguishable from other deliveries on the same record. The URL is available on the delivery detail page. Choose Allow Recipient to Download as [file type] file to allow the recipient of your content delivery to view the content in its original format. click Preview to verify that you are satisfied with the delivery. If the content you are delivering is time-sensitive. 7. If you did not exit the content delivery wizard. select Require a Password to Access Content. but you can click Notify Me to exit the content delivery wizard and be notified via email when your content delivery is ready. or the content details page. Salesforce CRM Content users can search for content in shared libraries or a personal library. Salesforce CRM Content users can also create a content delivery from the content details page or the Related Content related list. This option is only available for Microsoft® PowerPoint. 6.

Information about the view includes the date and time. see Content Delivery Fields on page 1365. expire. For a description of each field. whether the view was by an internal (Salesforce) user. see Content Delivery Fields on page 1365.Salesforce CRM Content Viewing and Editing Content Deliveries Viewing and Editing Content Deliveries Available in: All Editions except Database. or delete a content delivery: Owner of the record OR “Modify all Data” On the Content Deliveries related list or the Content Deliveries list page.com Salesforce CRM Content available in: Contact Manager. expiration date. Click Edit to modify details such as the delivery methods. Unlimited. Deleting Content Deliveries Click Delete to remove access to the content delivery and delete the delivery record from Salesforce. For a description of each field. Salesforce records the event as a view. and Developer Editions User Permissions Needed To view the delivery detail page: Access to the associated content details page in Salesforce CRM Content OR Access to the record associated with the content delivery To edit. including the URL required to access the content delivery. If the content 280 . The Views related list on the content delivery detail page lists every view associated with the delivery. or the record the delivery is associated with. Viewing Content Delivery Details The delivery detail page provides all the information associated with a content delivery. the number of times the delivery has been viewed. Professional. Editing Content Delivery Details Click Expire Now to immediately remove access to the content delivery. click the name of a content delivery to open the detail page. Enterprise. Group. and whether the view included a download. Salesforce CRM Content users cannot delete files that are associated with a content delivery until the content delivery is deleted. and the delivery settings. Tracking Content Deliveries Each time a content delivery's URL is opened.

If Chatter is enabled.Salesforce CRM Content Searching for Content delivery provided the ability to download the file in its original file format or as a PDF file. Enter your search term(s) and click Go!. 281 . UTF-8 encoded TXT. and Microsoft® Office 97 through Microsoft Office 2007 Word. Wildcard searches (*) are not supported. The new name is “library” unless your administrator has changed the name. and PowerPoint files. restrict your search to a specific library or choose to search in all libraries. 3. Adobe® PDF. If multi-language support is enabled. tags. you can restrict your search to a specific language. Professional. If available. Unlimited. HTML. click Display Options and select Display Locations. Searching in all languages also searches the titles. Group. restrict your search to just Chatter files or just files in Chatter groups you're a member of. Web links. file extensions. From the Search drop-down list. and your administrator has enabled the setting to show Chatter files in Salesforce CRM Content. Salesforce CRM Content searches all the content in your libraries that is published in your default user language. the File Downloaded flag indicates that a download occurred. Clicking the Content tab displays files. are also displayed on the Content tab. 2. Excel. By default. Enterprise. The locations are listed under each title. To search for specific content: 1. files posted to Chatter groups and other Chatter files that aren't private or privately shared. content packs. and custom fields of content in all languages. but you cannot distinguish between file types. The top twenty most recently modified items are listed by default. author names. See Also: Creating Content Deliveries Using the Content Deliveries Related List Searching for Content Available in: Contact Manager. and Developer Editions User Permissions Needed To search Salesforce CRM Content: Salesforce CRM Content User checked in your personal information AND Member of the library Note: The name “workspace” has changed. XML. We haven't changed how it works—just made the name easier to understand. Salesforce CRM Content performs a full-text search of the following document types: rich text format (RTF). and Google docs published in your Salesforce CRM Content libraries. You can filter the list using the Filter Your Results sidebar. Tip: To display all the locations where the content appears.

Display Locations shows the libraries and Chatter groups where the content appears. The “smart bar” graphic for downloads. see Viewing and Editing Content Subscriptions on page 287. File Type HTML PDF PPT RTF Text Word XML File Extensions . For more information.docx. . and subscribers allows you to compare files. voting. tags and locations. Note: Chatter groups are only included in Display Locations if Chatter is enabled. language. or link.ppt. file extension.java. the text within the file isn't searched. If a file exceeds the maximum size. Google doc. 4. author. Optionally. . The number in parentheses next to each filter type shows you how many matching files. . comments.docm . . Hover over a file icon to see a snapshot of information about the specific file. My Libraries: none or My Chatter Groups: none means that the file is a Chatter file and is not part of any libraries or Chatter groups. content pack. filter your search results by file format.pptm . Google docs. custom field. Web links and Google docs cannot be included in zip files. . or Web link and options such as subscribing.htm.html. This table shows the types of files supported for search and the maximum size a file can be to have the text within the file included in a search.xml Maximum File Size for Text Within the File to be Searchable 5 MB 25 MB 25 MB 5 MB 5 MB 25 MB 5 MB 282 . Click the subscription icon next to the file name to toggle a subscription on or off. For more information.Salesforce CRM Content Searching for Content Note: Searching in all languages does not search the text or description of documents that were published in languages other than your default user language. and links within a search result set. . .sql. . .c. and your administrator has enabled the setting to show Chatter files in Salesforce CRM Content. and custom fields are.cpp.doc.csv. tags. and downloading. The content details page provides all the available information about a file. content packs.ini. and Google docs are in the search results.pptx. or Chatter group (if available).log.pdf . in the Filter Your Results sidebar.css. see Viewing and Editing Content Details on page 283. libraries.xhtml . The Content tab provides several options: • Click Display Options to customize your view by adding sortable columns for various content criteria (such as Size and Publication Date). content pack. but the file's author name. . .rtf . . Web links. • • • • Select one or more files and click Download to create a zip file with your selected content. Google doc.txt . or choosing to display descriptions. . ratings. . content packs. Click the file name to view the content details page. featured content. tag.

and Restoring Content Uploading and Publishing Content Managing Libraries Viewing and Editing Content Details 283 . .Salesforce CRM Content Searching for Content File Type XLS File Extensions . Archiving.xls.xlsm Maximum File Size for Text Within the File to be Searchable 5 MB See Also: Deleting. .xlsx.

Professional. and Developer Editions User Permissions Needed To preview and download shared content: To preview and download private content: To upload a new version: To archive and restore content: Member of the library None Add Content checked in your library permission definition Archive Content checked in your library permission definition OR Author of the content To permanently delete content: To view and edit comments: To delete comments: To tag content: To mark content as featured: To deliver content from a shared library: To deliver content from a personal library: To post content from a library to a Chatter feed: Delete Content checked in your library permission definition Modify Comments checked in your library permission definition Delete Comments checked in your library permission definition Tag Content checked in your library permission definition Feature Content checked in your library permission definition Deliver Content checked in your library permission definition Deliver Uploaded Files and Personal Content checked in your library permission definition Post Content to Chatter Feeds checked in your library permission definition Note: The name “workspace” has changed. content pack. The Preview tab displays if your file is one of the following types: • • Microsoft® Office 97 through Microsoft Office 2007 Word. Copy-protected PDFs can't be previewed. and PowerPoint. The new name is “library” unless your administrator has changed the name.Salesforce CRM Content Viewing and Editing Content Details Available in: Contact Manager. Content. Excel. or Subscriptions tabs opens the content details page. or Google doc in Salesforce CRM Content. Group. Web link. files posted to Chatter are also listed. which is a central access point to preview content and gather information about a particular file. We haven't changed how it works—just made the name easier to understand. Enterprise. 284 . if Chatter is enabled for your organization. Adobe® PDF. Unlimited. Some Microsoft Office 2007 features don't display correctly in previews. Clicking a file name on the Libraries. Starting with the Summer '10 release.

or Google doc from the library. Web link. If the managing library and shared library have different tagging rules. For Web links or Google docs. Deleting a Google doc removes the doc's association with Salesforce CRM Content but does not delete the doc in Google Apps. your organization has exceeded its file storage allowance and new content cannot be uploaded. Click the Versions subtab to view a list of all file versions and the reason-for-change statements provided by the authors. Note: If the Add New Version button is grayed out. and whether the content is in a public or private library. the Recent Activity list on the Libraries tab indicates whether you like or dislike the content. • Click Edit > Archive Content to remove the file. click the Download button to open or save the file. Click the arrow next to the tag to remove the tag or to subscribe to all content with that tag. The version option is not available for Web links.Salesforce CRM Content Viewing and Editing Content Details • JPG. click the opposite icon. BMP. Click Subscribe or Subscribed to toggle your subscription on or off. not a version of the pack you copied. Click a tag name to view all the content associated with that tag. or Google docs. You cannot delete a file that is included in a content pack or content delivery. click the drop-down button next to the library name. Deleting a Chatter file from the content details page deletes the file from Salesforce CRM Content and from Chatter. edit. GIF. For files.If a file is in Salesforce CRM Content and also posted in Chatter. For content packs. or Google doc from Salesforce CRM Content by moving it to the Recycle Bin. and PNG The following options are available on the content details page depending on the type of content you are viewing. or Google doc. click Edit > Upload New Version to replace the file with a new version. add. Click Edit > Delete Content to delete the file. Authors can delete and undelete their own content regardless of library permissions. Click Deliver Content > Show Content Deliveries to view a list of deliveries associated with the content. Salesforce CRM Content saves or publishes your customized pack as new content. To change your vote. Click Edit > Edit Content Pack to create a new version of a content pack by adding or removing files. • • • • • • • • • • • • • • 285 . Web link. Download data is not available for Web links or Google docs. If you want to remove content from a library where the content is shared. click Remove from Libraries. content pack. Choose Share to Another Library to share content into additional libraries without changing the managing library. content pack. click Clone & Customize to create a new pack by adding or removing files and slides. Sharing or linking content to other libraries enables members of those libraries to find your content. This option does not remove content from its managing library Click the Comments subtab to view. For files. Web link. Click Edit > Edit Content Details to modify standard and custom fields. Click the Subscribers subtab to view a list of all Salesforce CRM Content users subscribed to the file. After you cast a vote. content packs. or delete comments. Click the Downloads subtab to view a list of all Salesforce CRM Content users who have downloaded the file. archiving it doesn't remove the Chatter post. To subscribe to a library. Authors can archive and restore their own content regardless of library permissions. or Google doc. click the drop-down button next to the author's name. To subscribe to an author. Web link. Click Deliver Content to create a content delivery. content pack. your library permissions. click the Open button to open the Web page in a separate window. Click Edit > Library Actions and choose Move to Another Library to move the content to a different managing (or “home”) library. or from Chatter: • Click the thumbs up or thumbs down icon to vote for the file. the most restrictive tagging rule applies.

If the guided tagging rule is applied. content cannot be downloaded and it does not appear in search results. if 100 files contain the search criteria term sales asset. Unlimited. and Restoring Content Searching for Content Deleting. Archiving a piece of content removes it from its library but does not permanently delete it from Salesforce CRM Content. but you can locate and restore it if necessary. Enterprise. Deleted content. 286 . you can click Add Tags and choose from the list of suggested tags or enter new tags. for example. Note: If your administrator applied a library tagging rule. Web links. Featured content receives a higher priority than similar content in search results. As you type a tag. but you cannot enter your own tags. • • • Click the author's name to see a list of the author's published content. Archiving. Group. Archiving. any featured files with that term will appear at the top of the search results list. Click the arrow next to the library name and choose Subscribe to Library to subscribe to all content in the library or Show Library Content to view a list of all files. Salesforce CRM Content autosuggests tags based on the tags in your My Recent Tags list in the Save or Publish window and the Popular Tags section on the Libraries tab. The new name is “library” unless your administrator has changed the name. If the restricted library tagging rule is applied. however. Click the arrow next to the author's name and choose Subscribe to Author to subscribe to all content published by that author. Professional.Salesforce CRM Content Deleting. and Google docs published to the library. See Also: Updating Content Versions Deleting. and Restoring Content • To add a new tag. content packs. Featured content is also listed on the library overview and library detail pages for quick access. Click a library name to view details about the library. Once archived. We haven't changed how it works—just made the name easier to understand. you may not be able to enter new tags. Click Feature or Don't Feature to toggle the “feature” designation on or off. is permanently deleted from Salesforce CRM Content when the Recycle Bin is emptied. Archiving. and Restoring Content Available in: Contact Manager. enter a tag name in the Add Tags field and click Save. Salesforce CRM Content offers two methods for removing content: archiving and deleting. and Developer Editions User Permissions Needed To archive and restore any content in the library: To archive and restore content that you published: To delete content: Archive Content checked in your library permission definition Add Content checked in your library permission definition Delete Content checked in your library permission definition Note: The name “workspace” has changed. you can click Add Tags and choose from the list of suggested tags.

regardless of author. The View Archived Content link only displays if you have the Archive Content.Salesforce CRM Content Deleting. and Restoring Content Note: If you delete a content pack. you do not delete the individual files within the pack. Select the content and click Undelete. click on the Recycle Bin link in any tab. Content. Note: • • • Authors can always archive and restore their own content. To restore deleted content. Note: Archived and deleted files are automatically removed from subscription lists. Click the content you want to restore to open the content details page. Files that are included in a content pack or content delivery cannot be deleted until the pack or delivery is deleted. Deleting a Chatter file from the content details page deletes the file from Salesforce CRM Content and from Chatter. open the content details page and click Restore Content. To archive or delete content: 1. If you have the Archive Content or Manage Libraries privileges. Authors do not require the Archive Content library permission option. click Archive Content or Delete Content. Add Content. You can use any of the following methods to open the content details page for an archived piece of content: • • Follow a bookmark to the archived content. Click the View Archived Content link to see a list of archived content on the Content tab. Subscribers are not notified when content is archived or deleted. Archiving. See Also: Uploading and Publishing Content Updating Content Versions Viewing and Editing Content Details Viewing and Editing Content Deliveries Viewing and Editing Content Subscriptions 287 . click a library name to open the library details page. archiving it doesn't remove the Chatter post. In the Libraries tab. 2. or Manage Libraries privileges in your library permission. If a file is in Salesforce CRM Content and also posted in Chatter. you will only see archived content that you authored and archived. only the pack (container) is deleted. If you do not have those privileges but have the Add Content privilege. To restore archived content. On the content details page. Click the file name on the Libraries. you will see a list of all archived content in the library. or Subscriptions tabs.

The new name is “library” unless your administrator has changed the name. Depending on your notification settings. On the Subscriptions tab. Unless you are subscribed to the individual files within a content pack.Salesforce CRM Content Viewing and Editing Content Subscriptions Available in: Contact Manager. you are notified of changes to your subscribed content via real-time emails or a once-daily email. Choose Receive Salesforce CRM Content email alerts. Clicking the Subscriptions tab displays the Subscriptions home page. Tip: To configure your notification settings. you are not notified when new versions of the files are published. view its content details page and click Not Subscribed. go to Your Name > Setup > My Personal Information and click Edit. you are notified when comments are added but not when the link is changed or the doc is edited. and Developer Editions User Permissions Needed To subscribe to content: Salesforce CRM Content User checked in your personal information AND Member of the library Note: The name “workspace” has changed. you are notified when the author publishes new content. Unlimited. subscribe to the content. you are notified of any newly published content that is associated to the subscribed tag. If you subscribe to a Web link or Google doc. author. content pack. We haven't changed how it works—just made the name easier to understand. To be notified that new versions of the tagged content are available. Group. Authors. or library by using the drop-down menus next to the tag. subscribe to the content. If you subscribe to a content pack you are notified when a new version of the pack is published. • • • 288 . where you can view your Salesforce CRM Content subscriptions and toggle them off or on. Subscriptions generate the following notifications: • If you subscribe to a file. or Google doc. Enterprise. To be notified that new versions of an author's content are available. or Libraries subtabs to view your subscriptions. or library name. From the content details page you can also subscribe to a tag. Professional. If you want to receive a once-daily summary rather than real-time email alerts. If you subscribe to a tag. If you subscribe to an author. Tags. author. also select Receive Salesforce CRM Content emails as daily digest. Note: To subscribe to a file. you are notified when a viewer adds comments to the file or when a new version of the file is published. click the Content. Web link.

As needed. Click a tag to add it to the Tags field automatically. 3. you are notified when new content is added to the library. To publish the content on behalf of another author. Tag your content. Publishing a New Version To publish a new version of the file and update its properties: 1. If your administrator assigned the restricted tagging rule. Fill out the Reason for change field. The new name is “library” unless your administrator has changed the name. Click Edit > Upload New Version. but that doesn't delete the tag. • • • 289 . See Also: Searching for Content Viewing and Editing Content Details Managing Libraries Updating Content Versions Available in: Contact Manager. This text is included on the email notifications sent to subscribers and the version list located on the content details page. Group. you can choose from the list of suggested tags or enter a new tag. 4. You can't change or delete tag names. choose that author from the drop-down list. Click Browse to find and select the updated file. Professional. you can enter tags in the Tags field. you must choose from the list of suggested tags. 6. This option does not appear for Web links. including existing content that has been newly linked to your subscribed library. You can remove tags from a document. To add or remove files from a content pack. or Google docs. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. We haven't changed how it works—just made the name easier to understand. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. As you type a tag. 2. subscribe to the content. To be notified that new versions of the library content are available. 5. content packs. If your administrator assigned the guided tagging rule. Click a suggested tag to add it to the Tags field automatically. Enterprise. When you select a tag it turns green. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab.Salesforce CRM Content Updating Content Versions • If you subscribe to a library. see Creating and Modifying Content Packs in Salesforce CRM Content on page 275. and Developer Editions User Permissions Needed To add a new version: Add Content checked in your library permission definition Note: The name “workspace” has changed. update the Title and Description fields. Unlimited. Clicking a file name on any Salesforce CRM Content tab opens the content details page.

7. Web links. Developer Edition and trial users can publish a maximum of 2. download it from Salesforce CRM Content to your computer. 8. then upload the updated version using the Upload New Version button. When you attach a file. Professional. Enterprise. Archiving. Group. To edit a file. the latest version will be available for the life of the record unless the file is removed.000 new versions per 24–hour period. The Versions subtab on the content details page lists all content versions. The new name is “library” unless your administrator has changed the name. cases. or Google docs and attach them to the record. See Also: Deleting.500 new versions per 24–hour period. Unlimited. make your changes. Click Publish. We haven't changed how it works—just made the name easier to understand. or custom objects. If your organization has Salesforce CRM Content enabled. you can take advantage of Salesforce CRM Content functionality on detail pages for leads. Group. content packs. Professional. You can't have two tags with the same name even if they use different upper and lowercase letters. and Restoring Content Searching for Content Viewing and Editing Content Details Finding Salesforce CRM Content Available in: Contact Manager. Contact Manager. The Recent Activity list on the Libraries tab also notifies users of new content versions. Enterprise. Update any custom fields as needed. accounts. opportunities. and Unlimited Edition customers can publish a maximum of 5. From the Related Content related list.Salesforce CRM Content Finding Salesforce CRM Content • Tags are case insensitive. Notes on Content Versions Consider the following information when creating or modifying a new version: • • • You cannot edit a file within Salesforce CRM Content. products. The Related Content related list allows you to search for files. contacts. The case of the original tag is always used. you can: 290 . and Developer Editions User Permissions To access Salesforce CRM Content: Salesforce CRM Content User checked in your personal information AND Member of the library Note: The name “workspace” has changed.

the Account Name and Industry. such as leads. clicking Find Content returns search results that contain the full custom object name in the document's text or attributes. This does not delete the content from the Salesforce CRM Content library. In addition to tracking. and subscribing to content. and then track how often the content is viewed or downloaded. the Opportunity Name. such as commenting and voting on content. the search results display all the content in your libraries. and Industry. your search results contain content that is relevant to the record. Salesforce CRM Content searches for content with text or attributes that match the following fields: ◊ ◊ ◊ ◊ On an opportunity. customers. Salesforce CRM Content searches within the libraries that you have access to. Click Del next to a piece of content to remove it from the record. Click Find Content or Search All. content deliveries provide several benefits over sending files as attachments. partners. see Viewing and Editing Content Details on page 283. tags. the Name. such as giving you control over how long the delivery is available to viewers and whether a viewer can download a file or see it online only. click Deliver Content to create a content delivery. Once you create your delivery. In both cases. and all competitors and products. If you click Search All. 4. and Title. 2. For more information. Account Name.Salesforce CRM Content Finding Salesforce CRM Content • • • • Click the content's title to view the content details page where you can perform several tasks. Click Attach for any file that you want to attach to the record. Company. opening Web pages and Google docs. Industry. On a lead. or libraries. Click the Back link to return to the detail page. If content deliveries are enabled in your organization. Account Name. On the search results page. Note: On a custom object. authors. the search results will be empty and a Search All search should be used instead. A content delivery allows you to easily convert documents such as Microsoft® PowerPoint and Word files into an optimized web-based version for easy online viewing. filter your results as needed by entering search terms or selecting filter criteria from the sidebar. you can send its encrypted URL to any recipient. see Creating Content Deliveries on page 278. Search for related content: 1. On a case. On an account. If no content meets this criterion. See Also: Salesforce CRM Content Overview Customizing Salesforce CRM Content Viewing and Editing Content Details Uploading and Publishing Content Using the Content Related List 291 . For more information. the Case Reason. and colleagues. Subject. 3. downloading files. For the Find Content search.

Only Salesforce CRM Content users who are members of the library where the content was published can see the published file in the Content related list. products. For more information.doc into the Sales Collateral library. The new name is “library” unless your administrator has changed the name. activate services.com Note: The name “workspace” has changed. Users who are not members of that library do not see the link. opportunities. and create individual Google Apps accounts for your Salesforce users. Professional. Salesforce integrates key Google Apps services and provides several AppExchange apps that enhance and customize Google-related functionality. and Developer Editions User Permissions Needed To access Salesforce CRM Content: Salesforce CRM Content User checked in your personal information Note: The name “workspace” has changed. We haven't changed how it works—just made the name easier to understand. The new name is “library” unless your administrator has changed the name. We haven't changed how it works—just made the name easier to understand. Enterprise. the Content related list on the “Big Deal” opportunity includes a link to BigDealStrategy. The Content related list on a record detail page includes links to all of the content that has been associated with that record in Salesforce CRM Content. contacts. You can use the Related Content related list to access Salesforce CRM Content from leads. Group. cases. Click the file name to open the content details page. To set up a Google Apps account for your organization.doc only for members of the Sales Collateral library. see Getting Started with Salesforce and Google Apps on page 294.Salesforce for Google Apps Google Apps Overview Available in: Contact Manager. Unlimited. see Finding Salesforce CRM Content on page 290. if you select the “Big Deal” opportunity when publishing BigDealStrategy. 292 . For example. accounts. Google Apps™ is a suite of on-demand communication and collaboration services hosted by Google and designed for business users. or custom objects. See Also: Salesforce CRM Content Overview Finding Salesforce CRM Content SALESFORCE FOR GOOGLE APPS Google Apps Overview Available in: All Editions except Database.

Gmail to Salesforce Gmail™ is a Web-based email application that operates on all standard browsers and can be used with your company's domain. Google Talk displays in the sidebar where it can be toggled on. The Google Apps domain you set up in Salesforce must be the domain you registered with Google for your organization. Gmail Buttons and Links Gmail Buttons and Links adds Gmail links next to email fields on all records and adds Compose Gmail buttons in Activity History related lists on leads and contacts.Salesforce for Google Apps Google Apps Overview The following services for Google Apps are integrated with Salesforce and require a simple activation by a Salesforce administrator: Add Google Docs to Salesforce Google Docs™ allows you to create on-demand documents. You can identify a consumer account by the “gmail. spreadsheets.com is a consumer account. edit. Google Apps in Salesforce is available for Google business accounts but not consumer accounts. When you click a Gmail link or the Compose Gmail button. If the Add Google Docs to Salesforce service is also activated. When the Google Talk Sidebar Component is activated in Salesforce. myname@gmail. mycompany. and presentations that you created or that other users have shared with you. or expanded into its own window. The Google Docs tab hosts your Docs home page. & Attachments or Google Docs & Attachments related list on any Salesforce record to create. edit them in your browser. After creating a Google Apps account for your organization. refer to Google's online help. Add Google docs to Salesforce CRM Content. or view Google docs and associate them to a record. Implementation Tips • • For detailed information about Google Apps. you can use it to conveniently access the Docs home page for your Google Apps account without leaving Salesforce.com is a business rather than consumer account. When the Add Google Docs to Salesforce service is activated. off. and work together in real time with other collaborators. Google Talk Sidebar Component Google Talk™ is Google's instant-messaging tool. you can create a Google doc from the Google Docs tab and associate that doc to any Salesforce record with the click of a button. which allows you to manage all types of content in a centralized location.com” domain in an email address. create Google Apps accounts for your Salesforce users by clicking Export to Google Apps from Your Name > Setup > Manage Users > Users. for example. Use Gmail to Salesforce to automatically log emails you send from your Gmail account as activities on lead and contact records in Salesforce. for example. Share a Google doc with any Google Apps user in your organization. • • 293 . and presentations. Notify users of their Google Apps usernames and passwords. you can: • • • • Use the Google Docs. Salesforce automatically logs you into your Gmail account and automatically populates the To field. Notes. You can also log a chat record as an activity on a Salesforce lead or contact record. Associate Google docs with Salesforce records even when you are not working in Salesforce by using the Add Google Doc to Salesforce browser button. spreadsheets. If Gmail to Salesforce is activated. Google Docs Tab When the Google Docs tab is activated. which is a list of all Google documents. Salesforce also populates the BCC field with your Email to Salesforce address.

Google Apps users on your organization's domain can share Google docs with Google Apps accounts outside your domain.and any Google docs in users' Recycle Bins that were deleted from a record are permanently removed from Salesforce. deactivation does not remove Google docs associations in libraries and does not permanently delete Google docs in Recycle Bins. For example. refreshing a Salesforce page causes Google Talk to momentarily disconnect and reconnect. If your organization purchased the Salesforce for Google Apps Supported feature. visit http://sites. Best Practices • • Test your Google Apps integration using a sandbox or Developer Edition organization. see Getting Started With Salesforce and Google Apps Supported on page 296. If Google Talk is in the sidebar. By default. To view all the Google apps available on Force. When the Add Google Docs to Salesforce service is deactivated. and Attachments related list in the portal. Customer Portal and partner portal users cannot access the Gmail Buttons and Links or Google Talk Sidebar Component services. refer to Google's online help. Deactivating the Add Google Docs to Salesforce service does not affect Google docs in Salesforce CRM Content libraries. To locate a Google doc quickly in Salesforce. For example. Manage Google Apps users as you would Salesforce users. but they cannot create new Google docs from within a record because they do not have access to the Google Docs.force. • • See Also: Getting Started with Salesforce and Google Apps Using Google Docs in Salesforce Using Gmail in Salesforce Using Google Talk in Salesforce Getting Started with Salesforce and Google Apps 294 . Portal users without access to Salesforce CRM Content can associate an existing Google doc to a record. For information about administering your organization's Google Apps account. Recommend to your users that they open Google Talk in its own window if they want to have longer chats. The control panel for your Google Apps account contains sharing settings that enable you to restrict document sharing to within your domain. If the Add Google Docs to Salesforce service is reactivated within 30 days.com/appexchange. Notes. also deactivate his or her Google Apps account in the control panel for your organization's Google Apps account. Google docs that were associated with Salesforce records before the deactivation are restored to their previous location.com AppExchange. if you deactivate a Salesforce user. Customer Portal and partner portal users with access to the Contribute tab in Salesforce CRM Content can create new Google docs and associate existing Google docs to a Salesforce library.Salesforce for Google Apps Google Apps Overview • • • • • • • Notify users about the changes they will see in Salesforce when Google Apps services are activated. Portal users cannot use the Add Google Doc to Salesforce browser button. activating the Google Talk Sidebar Component adds Google Talk to the sidebar for all users in your organization. Google docs cannot be accessed from Salesforce records . search for the doc using Sidebar Search.

Salesforce for Google Apps Getting Started with Salesforce and Google Apps Available in: All Editions except Database. Gmail. If your organization purchased the Salesforce and Google Apps Supported feature. If your organization has a Google Apps account. Enter the Google Apps Domain that you registered with Google. A domain is the portion of a website's URL that follows the “www. Choose a user for the Google Apps Administrative Contact field. enter acme.com User Permissions Needed To view and modify Google Apps domain settings: To activate or deactivate Google Apps services: To install or uninstall Force. for example. For a description of the Google Apps functionality in Salesforce. This person is the point of contact for Google Apps users in your organization. myname@gmail. click Your Name > Setup > Google Apps > Premier Setup to create a new Google Apps Premier Edition account or upgrade your existing Standard Edition account to Premier Edition. On the Your Name > Setup > Google Apps > Settings page in Salesforce. for example. see Getting Started With Salesforce and Google Apps Supported on page 296. Salesforce administrators can enable Google Docs. You can identify a consumer account by the “gmail. 295 . • Step 2: Configuring Google Apps Domain Settings 1. Google Talk. 3.com domain. click Edit. You are prompted to register your organization's domain name or purchase a new domain name from Google.com is a business rather than consumer account.acme. For example. and a host of Google-related AppExchange apps—customized for use within Salesforce. he or she is directed to contact the Google Apps Administrative Contact. Click Save. if a user cannot access a Google Apps service. but only the Google Apps administrator can create new Google Apps users on your domain. Step 1: Creating a Google Apps Account Create a Google Apps account for your organization using one of the following methods: • On the Your Name > Setup > Google Apps > Settings page. mycompany. The Google Apps Administrative Contact does not need to be the same person who is registered as your organization's Google Apps administrator with Google. For details.com in the Google Apps Domain field.” Follow Google's steps to configure your new or existing domain and set up your Google Apps account. see Google Apps Overview on page 292. 2.com” domain in an email address. click Sign Up to launch the account-creation page on the Google website.com and you created a Google Apps account for the acme. if your company's URL is http://www. 4. The Google Apps domain you set up in Salesforce must be the domain you registered with Google for your organization. specifically.com AppExchange packages: To export a list of users to Google to create Google Apps accounts: “Customize Application” “Customize Application” “Download AppExchange packages” “Customize Application” Google Apps is a suite of on-demand communication and collaboration services hosted by Google and designed for business users.com is a consumer account. Note: Google Apps in Salesforce supports Google Apps business accounts but not consumer accounts.

com AppExchange apps. See Also: Using Google Docs in Salesforce Using Gmail in Salesforce Using Google Talk in Salesforce Getting Started With Salesforce and Google Apps Supported 296 . see Creating Google Apps Accounts on page 300. Edit corresponds to Google Apps services that are already integrated in Salesforce. locate the Google Apps service(s) that you want to activate. 2. Click Edit or Install to activate a service. visit http://sites. Integrated Google Apps services include: • • • • • Add Google Docs to Salesforce Google Docs Tab Gmail to Salesforce Gmail Buttons and Links Google Talk Sidebar Component For descriptions of the Google-related AppExchange apps.Salesforce for Google Apps Getting Started with Salesforce and Google Apps Step 3: Activating Google Apps Services 1. In the Action column. In the Activate Google Apps Services section on the Your Name > Setup > Google Apps > Settings page.com/appexchange. Step 4: Creating Google Apps Users Activating Google Apps services in Salesforce makes the services visible to all users in your organization.force. For more information. but a user cannot access a service unless he or she has a Google Apps account on your organization's domain. and Install corresponds to uninstalled Force. The Google Apps administrator registered with Google can create these additional accounts.

Salesforce for Google Apps Getting Started With Salesforce and Google Apps Supported Available in: All Editions except Database. and. if your company's URL is http://www. enter acme. After your Google Apps account is created. the status of your upgrade.com User Permissions Needed To create a new Google Apps Premier Edition account in Salesforce: “Customize Application” OR Google Apps Administrative Contact To upgrade Google Apps Standard Edition to Google Apps “Customize Application” Premier Edition in Salesforce: OR Google Apps Administrative Contact The Salesforce and Google Apps Supported feature includes a Google Apps Premier Edition account for your organization. if applicable. For a description of the Google Apps services available in Salesforce. In Salesforce.com. 2. For example. This value is used to create the Google Apps administrator for your organization's account. the number of Google Apps Premier Edition licenses available to your organization. Click Settings > Google Apps > Premier Setup. you can log in with the User Name and Password and change this value if necessary. After your Google Apps User Name First Name 297 . For example.com as your Domain Name. you can create that account or upgrade from an existing Google Apps Standard Edition account to Google Apps Premier Edition.com. Complete the fields in Column A: Field Domain Name Description Enter the domain that you want to register as your organization's Google Apps account. enter jsmith. the Premier Setup page displays your organization's domain name. Creating a New Google Apps Premier Edition Account If your organization does not have a Google Apps account. This value is used to create the Google Apps administrator for your organization's account. see Google Apps Overview on page 292. if your Google Apps administrator will be jsmith@acme. complete the following steps to register a Google Apps Premier Edition account and enable Salesforce and Google Apps: 1. After you create a new Google Apps Premier Edition account or upgrade your existing Google Apps Standard Edition account in Salesforce.acme.

4. Google does not store this value for any other purpose. he or she is directed to contact the Google Apps Administrative Contact.Salesforce for Google Apps Getting Started With Salesforce and Google Apps Supported Field Description account is created. Click Create New Premier Account. but only the Google Apps administrator can create new Google Apps users on your domain. 8. Note: The number of Google Apps Premier Edition accounts you can create is limited to the number of licenses your organization purchased with the Salesforce and Google Apps Supported feature. If you already enabled Salesforce and Google Apps. 298 . For more information. The Google Apps administrator can log in to Google Apps with this password. This person is the point of contact for Google Apps users in your organization. For more information. Email Address Password Confirm Password 3. After your Google Apps account is created. you can log in with the User Name and Password and change this value if necessary. Create users for your organization's Google Apps account. 5. click Your Name > Setup > Google Apps > Settings. Last Name This value is used to create the Google Apps administrator for your organization's account. Verify that the Google Apps Domain field contains the domain name you registered with Google. The Google Apps Administrative Contact does not need to be the same person who is registered as your organization's Google Apps administrator with Google. 1. Activate Google Apps services in Salesforce. 7. you can log in with the User Name and Password and change this value if necessary. see Creating Google Apps Accounts on page 300. Choose a user for the Google Apps Administrative Contact field. 6. see Activating Google Apps Services on page 296. Upgrading to a Google Apps Premier Edition Account Complete the following steps to upgrade your organization's existing Google Apps Standard Edition account to a Google Apps Premier Edition account. 2. if a user cannot access a Google Apps service. Click Your Name > Setup > Google Apps > Premier Setup. To enable Salesforce and Google Apps. The Google Apps administrator can log in to Google Apps with this password. This email address receives a confirmation notice when your Google Apps Premier Edition account is created. Complete the fields in Column B: Field Domain Name Description The domain that you want to register as your organization's Google Apps Premier Edition account. this field is prepopulated with your organization's domain name. specifically.

299 . 3.Salesforce for Google Apps Setting Up Google Apps in Salesforce Field Google Apps Token Description The 16-digit token required to upgrade from Google Apps Standard Edition to Google Apps Premier Edition. For a description of Google Apps functionality in Salesforce. To enable Salesforce and Google Apps. Note: The number of Google Apps Premier Edition accounts you can create is limited to the number of licenses your organization purchased with the Salesforce and Google Apps Supported feature. activate Google Apps services in Salesforce. but only the Google Apps administrator can create new Google Apps users on your domain. As necessary.com User Permissions Needed To edit Google Apps domain settings and activate or deactivate services: To install or uninstall AppExchange packages: “Customize Application” “Download AppExchange packages” Click Your Name > Setup > Google Apps > Settings to edit your Google Apps domain settings. This person is the point of contact for Google Apps users in your organization. For more information. The Google Apps Administrative Contact does not need to be the same person who is registered as your organization's Google Apps administrator with Google. click Retrieve Google Apps Token in Column B. see Activating Google Apps Services on page 296. 4. For more information. or install or uninstall Google-related Force. 8. As needed. click Your Name > Setup > Google Apps > Settings. activate or deactivate Google Apps services in Salesforce. see Creating Google Apps Accounts on page 300. create users for your organization's Google Apps account. edit the Google Apps Administrative Contact field.com AppExchange packages. see Google Apps Overview on page 292. 7. Verify that the Google Apps Domain field contains the domain name you registered with Google. For more information. 6. he or she is directed to contact the Google Apps Administrative Contact. 5. As necessary. if a user cannot access a Google Apps service. Your organization's Google Apps administrator can access this information on the Google website. specifically. Click Upgrade Existing Account to Premier. See Also: Google Apps Overview Getting Started with Salesforce and Google Apps Setting Up Google Apps in Salesforce Available in: All Editions except Database.

To view all Google-related AppExchange offerings. Modifying Google Apps Services This section lists Google Apps services that are integrated with Salesforce and also provides links to several Google-related Force. for example. See Also: Installing a Package Uninstalling a Package Google Apps Overview Creating Google Apps Accounts 300 . Your Google Apps Domain is typically your company's domain. 2. Optionally. he or she is directed to contact the Google Apps Administrative Contact. These services include: • • • • • Add Google Docs to Salesforce Google Docs Tab Gmail to Salesforce Gmail Buttons and Links Google Talk Sidebar Component Note: If you are activating a service for the first time. 3. modify the Google Apps Domain that is registered with Google for your organization's Google Apps account. Optionally. This person is the point of contact for Google Apps users in your organization. Editing Google Apps Domain Settings Domain settings consist of two values: the user chosen to administer your organization's Google Apps account and the domain your organization registered with Google. specifically. visit http://sites. see Getting Started with Salesforce and Google Apps on page 294. To activate or deactivate an integrated service. To install or uninstall an AppExchange app.com. click Edit. To edit your domain settings: 1.com/appexchange. Both fields are required to enable Google Apps in Salesforce. In the Configure Google Apps Domain section. choose a new user for the Google Apps Administrative Contact field. if a user cannot access a Google Apps service. click Edit next to the service name. acme. For instructions on creating an account and configuring your domain settings.Salesforce for Google Apps Setting Up Google Apps in Salesforce Important: You cannot use Salesforce and Google Apps until a Google Apps account has been created for your organization and your Google Apps domain settings are configured in Salesforce.force. The Google Apps Administrative Contact does not need to be the same person who is registered as your organization's Google Apps administrator with Google. click Install or Uninstall next to the appropriate name. review the Implementation Tips for Google Apps services.com AppExchange apps that can be easily installed from AppExchange. but only the Google Apps administrator can create new Google Apps users on your domain.

5. log in with your Google Apps administrator username. 8. Click Export to Google Apps to export all the users in the list. see Creating Custom List Views on page 241. 301 . 4. On the Export Users to Google Apps page. select those users in the Action column.doe@acme. Save the spreadsheet to your computer. 6. 3. You can modify the username. the link on the Export Users to Google Apps page is All Users Export File. each user needs a Google Apps account on the domain your organization registered with Google. Note: If Google Apps is not enabled for your organization. last name.com and the spreadsheet contains john. and the user for each successfully created account receives a notification email at his or her new Gmail account. To access the Google Apps services that are enabled in Salesforce. To export certain users only.doe and jane. for example. 7. the Export to Google Apps button does not display. Google creates account names by adding your domain to the usernames in the spreadsheet. 2. An account includes a username and password that allow the user to log into all Google Apps services. Note: If your organization purchased Salesforce and Google Apps Supported. for example. if your domain is acme. In the CSV spreadsheet that displays when click you the export link. The name of the link depends on the list view you chose to export. To create a custom list view.com and jane..doe usernames. the Google Apps usernames are john. Click the Google Apps Bulk User Import Tool link to launch the Bulk Account Update page for your organization's Google Apps account. Click Your Name > Setup > Manage Users > Users. choose a list of users. the number of Google Apps Premier Edition accounts you can create is limited to the number of licenses your organization purchased. To enable Google Apps in Salesforce. click the export file link that is labeled as Step 1. see Getting Started with Salesforce and Google Apps on page 294.doe@acme. In the View drop-down list.com. If prompted. and first name fields for any user as needed.com User Permissions Needed Export users to Google: Create new Google Apps accounts: “Customize Application” Google Apps administrator After creating a Google Apps account for your organization and enabling Google Apps in Salesforce.Salesforce for Google Apps Creating Google Apps Accounts Available in: All Editions except Database. you can create Google Apps accounts for individual users. if you were viewing the All Users list. The Google Apps administrator receives a confirmation report. To export a list of users to Google and create Google Apps accounts for each user: 1. provide a temporary password for each user. Only the user who is registered with Google as the administrator of your organization's account can create additional Google Apps accounts on your organization's domain. Follow Google's instructions to import the data in the spreadsheet.

and spreadsheets (“Google docs”) and see your changes in real time as you collaborate with other users. and spreadsheets that you have created or that other Google Apps users have shared with you. See Also: Google Apps Overview Getting Started with Salesforce and Google Apps Using Google Docs in Salesforce Available in: All Editions except Database.Salesforce for Google Apps Using Google Docs in Salesforce 9. Notify users of their usernames and passwords. If the Google Docs tab is activated. there is no need to manage versions or send attachments by email—simply log in with your Google Apps account and view the current document or its revision history. Because your content is stored within Google.com User Permissions Needed Activating the Add Google Docs to Salesforce service: Activating the Google Docs tab: Using Google Docs in Salesforce “Customize Application” “Customize Application” “Read” on the appropriate record type AND Google Apps account Note: The name “workspace” has changed. or delete Google doc associations on any Salesforce record by using the Google Docs. You can also create. edit. Use Google Docs™ to create and share on-demand documents. presentations. Notes. We haven't changed how it works—just made the name easier to understand. & Attachments or Google Docs & Attachments related lists. Use Salesforce CRM Content to manage your Google Docs— If Salesforce CRM Content is enabled. The new name is “library” unless your administrator has changed the name. Salesforce and Google Apps allows you to integrate Google Docs with Salesforce in three ways: • Access the Docs home page using a Salesforce tab—The Docs home page in your Google Apps account lists all the Google documents. you can access your Docs home page without leaving Salesforce. you can use the Contribute tab or the Add Google Doc to Salesforce browser button to add Google docs to your libraries. presentations. • • 302 . They will need this information to use any Google Apps service that is enabled in Salesforce. Including Google docs in Salesforce CRM Content allows you to manage all types of content in a centralized location. Associate Google docs with Salesforce records—From the Docs home page you can associate a Google doc with Salesforce records by using the Add Google Doc to Salesforce browser button.

Salesforce for Google Apps Activating Google Docs in Salesforce For information about Google Docs. contacts. the Libraries tab has an Add Google Doc drop-down list. Select or deselect the Activate checkbox. Professional. edit. When the Add Google Docs to Salesforce service is enabled. the following changes allow users to create. and custom objects is renamed to Google Docs. Click Save. Users can also install the Add Google Doc to Salesforce browser button. read the Terms of Use and select the checkbox indicating you agree to the Terms of Use. To use these services. and Developer Editions User Permissions Needed Activating the Add Google Docs to Salesforce service: “Customize Application” Note: The name “workspace” has changed. leads. & Attachments. If Salesforce CRM Content is enabled. see Getting Started with Salesforce and Google Apps on page 294. 2. or view Google docs and associate them with Salesforce records: • • • The Notes & Attachments related list on accounts. Important: Once you activate a Google Apps service in Salesforce. For more information 303 . 3. and campaigns is renamed to Google Docs & Attachments. it is visible to all users in your organization. refer to Google's online help. Group. For more information. which allows them to associate a Google doc to several Salesforce records or a Salesforce CRM Content library without being logged into Salesforce. The new name is “library” unless your administrator has changed the name. your users must have Google Apps accounts on your domain. Click Your Name > Setup > Google Apps > Settings. products. See Also: Activating the Google Docs Tab Activating Google Docs in Salesforce Adding Google Docs to Salesforce Installing the Add Google Doc to Salesforce Browser Button Activating Google Docs in Salesforce Available in: Contact Manager. Notes. To activate or deactivate the Add Google Docs to Salesforce service: 1. edit them in your browser. and presentations. 4. Google Docs™ allows you to create on-demand documents. Click Edit next to the Add Google Docs to Salesforce option in the Activate Google Apps Services list. contracts.Unlimited. 5. spreadsheets. solutions. assets. opportunities. The Attachments related list on cases. We haven't changed how it works—just made the name easier to understand.Enterprise. If you are activating the Add Google Docs to Salesforce service. and work together in real time with other collaborators.

and Attachments related list in the portal. Google docs that were associated with Salesforce records before the deactivation are restored to their previous location. By default. deactivation does not remove Google docs associations in libraries and does not permanently delete Google docs in Recycle Bins. If the Add Google Docs to Salesforce service is reactivated within 30 days. When the Add Google Docs to Salesforce service is deactivated. Google Docs users on your domain can share their Google docs with Google Apps accounts outside your domain. refer to Google's online help. two Kb of storage is used. Google docs cannot be accessed from Salesforce records . see Apex Code Overview on page 1819. Customer Portal and partner portal users with access to the Contribute tab in Salesforce CRM Content can create new Google docs and associate existing Google docs to a Salesforce library. 304 . Portal users without access to Salesforce CRM Content can associate an existing Google doc to a record. For each Google doc associated with a record or library in Salesforce.Salesforce for Google Apps Adding Google Docs to Salesforce see Installing the Add Google Doc to Salesforce Browser Button on page 308 and Adding Google Docs to Salesforce on page 304. Portal users cannot use the Add Google Doc to Salesforce browser button.and any Google docs in users' Recycle Bins that were deleted from a record are permanently removed from Salesforce. • • • • See Also: Adding Google Docs to Salesforce Installing the Add Google Doc to Salesforce Browser Button Adding Google Docs to Salesforce Available in: All Editions except Database. The Add Google Docs to Salesforce service cannot be disabled for your organization if Google docs are referenced in an Apex script.com User Permissions Needed Creating a Google doc and linking it to Salesforce records: “Read” on the appropriate record type AND Google Apps account Note: The name “workspace” has changed. Implementation Tips • • For information about Google Docs. The control panel in your Google Apps account contains sharing settings that enable you to restrict document sharing to users within your organization's domain. We haven't changed how it works—just made the name easier to understand. Notes. For more information. Deactivating the Add Google Docs to Salesforce service does not affect Google docs in Salesforce CRM Content libraries. but they cannot create new Google docs from within a record because they do not have access to the Google Docs. The new name is “library” unless your administrator has changed the name. Google docs count against data storage.

The file you uploaded is converted to a Google document. To create a blank Google doc: a. d. b. Tip: While you have your Google doc open. click Add Google Doc and choose New Document. Display the record you want linked to the new Google doc. • Microsoft PowerPoint® (ppt or pps) files up to 10 MB each c. use a tab or other delimiter. you must be logged in to your Google Apps business account. Enter a name for the document. Click Create Google Doc. 305 . Select the file you want to convert. Notes. The blank document displays with the name you assigned. or New Presentation. Only users with access to the Google doc in their Google Apps account can view the doc from the record detail page. or StarOffice™ document (swx) files up to 500 KB each Microsoft Excel® (xls). or Create as a blank presentation. spreadsheet. Adding New Google Docs to a Salesforce Record 1. Business accounts use your organization's domain. 4. or presentation. 3. it is automatically associated with the selected record. choose Create using an existing file.doe@company. contact your administrator. You can begin editing your doc. john. New Spreadsheet. presentation. & Attachments related list or the Google Docs & Attachments related list. you can create a Google doc from the Contribute tab to associate it with a Salesforce CRM Content library. c. it is automatically associated with the selected record. rich text format (rtf). To create a new Google doc by converting another file format to Google Docs: a. spreadsheet. text (txt). On the Google Docs.Salesforce for Google Apps Adding Google Docs to Salesforce Note: To use a Google Apps service in Salesforce. remember to share it with other Google Apps users in your organization. or OpenDocument spreadsheet (ots) files up to 1 MB each Note: If commas are not appropriate for your locale. Tip: For information about using Google Docs. If Salesforce CRM Content is enabled. Salesforce offers three methods for creating new Google docs and associating them with Salesforce records: • • • You can create a Google doc from any detail page. After choosing a doc type from the Add Google Doc drop-down button. Enter a name for the document. The doc is automatically associated with the record and is visible to anyone with access to both the record and the Google doc. After choosing a doc type from the Add Google Doc drop-down button. Click Create Google Doc. Create as a blank spreadsheet.com. If you are unsure of your Google Apps username and password. Salesforce can convert the following file types to Google docs: • • Microsoft Word® (doc). or presentation. The name of the radio button depends on which type of Google doc you chose to create. for example. refer to Google's online help. You can create a Google doc from the Docs home page in your Google Apps account and associate the doc to one or more Salesforce records or Salesforce CRM Content libraries using the Add Google Doc to Salesforce browser button. comma-separated value (csv). 2. You can begin editing your doc. OpenDocument text (odt). b. or spreadsheet. choose Create as a blank document.

for example if the doc is still in progress. sharing that document with other members of that library. You can remove tags from a document. New Spreadsheet. spreadsheet. If you do not want to put the doc in a public library. Optionally. provide a description of your Google doc. Only users with access to the Google doc in their Google Apps account can view the doc from the record detail page. d. When you select a tag it turns green. choose a language. To link an existing Google doc to a record. e. remember to share it with other Google Apps users in your organization. c. create a Google doc and click the browser button to associate the Google doc with Salesforce records or libraries. In the Save or Publish Content dialog: a. 3. • • • • 306 . If your administrator assigned the restricted tagging rule. b. or New Presentation from the Add Google Doc drop-down button. but that doesn't delete the tag. Creating Google Docs from the Docs Home Page The Docs home page in your Google Apps account lists all the Google docs you have created with your Google Apps account or that other users have shared with your account.Salesforce for Google Apps Adding Google Docs to Salesforce Tip: While you have your Google doc open. If you do not choose a language. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. On the Libraries tab. see Editing Google Doc Links on page 307. The Save or Publish Content dialog in Salesforce CRM Content also opens. Tag your content. only content associated with that language is displayed in the search result set. You may be prompted to log in to Google Apps. If your administrator assigned the guided tagging rule. choose Save in my personal library. Tags are case insensitive. Salesforce CRM Content associates your content with your personal language setting. For more information. To publish the content on behalf of another author. you can enter tags in the Tags field. You can't have two tags with the same name even if they use different upper and lowercase letters. you can choose from the list of suggested tags or enter a new tag. you can display the Docs home page in Salesforce if the Google Docs tab is enabled. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. Tip: As a shortcut. Adding New Google Docs to a Salesforce CRM Content Library Create a new Google doc and publish it into a library. Enter a name for your document. You can access the Docs home page by logging into your Google Apps account and navigating to the Docs home page. If the Add Google Doc to Salesforce browser button is installed in your browser. The blank Google doc opens and you can begin adding your text. You can't change or delete tag names. see Associating Google Docs with Salesforce Records on page 309. Click a suggested tag to add it to the Tags field automatically. you must choose from the list of suggested tags. As you type a tag. Choose a library. 1. or presentation and click Create Google Doc. The case of the original tag is always used. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. choose that author from the drop-down list. 2. choose New Document. Click a tag to add it to the Tags field automatically. Optionally. If users restrict their content searches to a particular language. The Language drop-down list is displayed if multi-language support is enabled. The description provides at-a-glance information for users who view the doc's content details page in Salesforce CRM Content.

see Contributing Google Docs to Salesforce CRM Content on page 273. john. Display the record you want to associate with the Google doc. Once a Google doc is published in Salesforce CRM Content. On the Google Docs. If you are unsure of your Google Apps username and password.com.Salesforce for Google Apps Editing Google Doc Links f. click Publish to save the Google doc to its Salesforce CRM Content library. If multiple content types are available. Note: To add an existing Google doc to a Salesforce CRM Content library. We haven't changed how it works—just made the name easier to understand. choose one from the drop-down list. or click Cancel to save the doc to your personal library. Notes. Note: To use a Google Apps service in Salesforce. Only users with access to the Google doc in their Google Apps account can open the doc from Salesforce CRM Content. & Attachments or Google Docs & Attachments related list. You can associate an existing Google doc with a Salesforce record by adding the name and URL of that Google doc to the record. From there you can delete the doc from Salesforce CRM Content or publish it later. After completing any custom fields. 2. remember to share it with other Google Apps users in your organization. Note: While you have your Google doc open. all library members can search for the doc and provide feedback such as comments and votes. Business accounts use your organization's domain.com User Permissions Needed Editing Google doc links: “Read” on the appropriate record type AND Google Apps account Note: The name “workspace” has changed. To add an existing Google doc to a record: 1. g. click Add Google Doc and choose Add Existing.doe@company. The content type determines which custom fields appear for you to categorize and define your content. The new name is “library” unless your administrator has changed the name. you must be logged in to your Google Apps business account. 307 . See Also: Using Google Docs in Salesforce Installing the Add Google Doc to Salesforce Browser Button Editing Google Doc Links Available in: All Editions except Database. for example. contact your administrator. An existing Google doc is one that you already have access to on your Google Apps account but is not already associated with the record you are viewing.

Tip: For information about using Google Docs. See Also: Using Google Docs in Salesforce Adding Google Docs to Salesforce Installing the Add Google Doc to Salesforce Browser Button Installing the Add Google Doc to Salesforce Browser Button Available in: All Editions except Database. Notes. If you use more than one type of browser. In Firefox. Choose Add Existing from the Add Google Doc drop-down button in the Google Docs. In Apple® Safari.com A browser button is an applet. portal users can only obtain the browser button from the Contribute tab in Salesforce CRM Content. & Attachments or Google Docs & Attachments related list displays the Add Existing Google Doc page. & Attachments or Google Docs & Attachments related list in the portal. you can also click Edit next to the Google doc. Notes. the Add Google Doc to Salesforce service must be enabled and you must install the browser button in your browser. If the related list contains a Google doc. The instructions for installing the browser button depend on your browser. 4. for example Microsoft® Internet Explorer and Mozilla® Firefox. & Attachments or Google Docs & Attachments related list on the record detail page.Salesforce for Google Apps Installing the Add Google Doc to Salesforce Browser Button 3. Enter a Name for the Google doc and its URL. 2. Click Get the browser button at the bottom of the page. Click Save. 3. To use this browser button. The Add Google Doc to Salesforce browser button allows you to associate a Google doc with several Salesforce records at once. Modify the Name and URL as needed. refer to Google's online help. You can access the Add Google Doc to Salesforce browser button on the Contribute tab in Salesforce CRM Content or on a record detail page: 1. Tip: You can find the URL by clicking Take me to Google Docs. drag the browser button to your Bookmark Bar. Display any record in Salesforce that has a Google Docs. drag the browser button to your Bookmarks Toolbar. clicking Edit next to that doc on the Google Docs. In Internet Explorer: 308 . or small computer application. install the browser button in each browser. even when you are not working in Salesforce. Once a Google doc is associated with a Salesforce record. & Attachments or Google Docs & Attachments related list. Notes. Note: Because Customer Portal and partner portal users do not have access to the Google Docs. that provides one-click functionality similar to a bookmark. Notes.

In your browser menu bar.. Optionally. When you create. 309 . Note: If you change your personal language setting in Salesforce and want to change the language on the browser button also. toGoogle docs.. 2. If Salesforce CRM Content is enabled in your organization. click View > Toolbars and ensure that the Links toolbar is visible. click the Add Google Doc to Salesforce browser button to associate the Google doc with one or more Salesforce records. Open a Google doc. or view a Google doc from your online Docs home page in your Google Apps account. Including Google docs in Salesforce CRM Content allows users to access all types of content from a single location and apply Salesforce CRM Content functionality. Close and restart your browser. We haven't changed how it works—just made the name easier to understand. To associate a Google doc with Salesforce records from the Docs home page: 1. 2. you can also add the Google doc to a Salesforce CRM Content library. The new name is “library” unless your administrator has changed the name. 4. 3. such as votes. 4. Select an object type from the drop-down list and click Search. 5.com User Permissions Needed Associating a Google doc with a Salesforce record: “Read” on the appropriate record type AND Google Apps account Note: The name “workspace” has changed. filter your search results with the Limit to items I own checkbox. Save the browser button in the Links folder and click Add.Salesforce for Google Apps Associating Google Docs with Salesforce Records Note: The instructions may vary slightly based on your version of Internet Explorer. Right-click the browser button and choose Add to Favorites. The browser button displays in your Links toolbar. In the Add Google Doc To field. from the Add Google Doc to Salesforce page. Click the Add Google Doc to Salesforce browser button. enter your search criteria for the Salesforce record. 3. edit. comments. See Also: Adding Google Docs to Salesforce Associating Google Docs with Salesforce Records Associating Google Docs with Salesforce Records Available in: All Editions except Database. you must delete and reinstall the browser button. and subscriptions. 1.

2. If your administrator assigned the restricted tagging rule. only content associated with that language is displayed in the search result set. • • • • 9. You can remove tags from a document. Open a Google doc. but that doesn't delete the tag. Click a suggested tag to add it to the Tags field automatically. 5. The case of the original tag is always used. 10. Click the Add Google Doc to Salesforce browser button. If you do not choose a language. The content type determines which custom fields appear for you to categorize and define your content. Click a tag to add it to the Tags field automatically. Choose a library. In the Salesforce CRM Content message window at the top of the page. As you type a tag. a description. In the Describe and Publish window. select one or more records and click Add Google Doc to Selected Records. After completing any custom fields. Salesforce CRM Content associates your content with your personal language setting. add a title for your Google doc and. When you select a tag it turns green. Tag your content. 8. Your tagging permission depends on the tagging rule assigned to the library: • If the library does not have a tagging rule or if your administrator assigned the open tagging rule. 6. choose one from the drop-down list. you can enter tags in the Tags field. 7. In the search results. Optionally. Only Google Apps users with whom the doc is shared can view and edit the doc. choose that author from the drop-down list. To associate a Google doc with Salesforce CRM Content from the Docs home page: 1. Tags are case insensitive. you can choose from the list of suggested tags or enter a new tag. remember to share it with other Google Apps users in your organization. You can't have two tags with the same name even if they use different upper and lowercase letters. click Publish your Google Doc into Salesforce CRM Content. Note: While your Google doc is open. 3. The message only displays if you are a member of a Salesforce CRM Content library and have a library permission that allows you to contribute content. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. You can also click any of the fields in the search-results list to view more information about the record(s).Salesforce for Google Apps Associating Google Docs with Salesforce Records 6. You can't change or delete tag names. click Publish. you must choose from the list of suggested tags. If your administrator assigned the guided tagging rule. If multiple content types are available. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Libraries tab. 4. If users restrict their content searches to a particular language. See Also: Using Google Docs in Salesforce Adding Google Docs to Salesforce Google Apps Overview Activating the Google Docs Tab 310 . choose a language. The Language drop-down list is displayed if multi-language support is enabled. To publish the content on behalf of another author. All library members can now search for this doc and provide feedback such as comments and votes. optionally.

See Also: Using Google Docs in Salesforce Installing the Add Google Doc to Salesforce Browser Button Adding Google Docs to Salesforce Using Gmail in Salesforce Available in: All Editions except Database. it is visible to all users in your organization. Click Edit next to the Google Docs Tab option in the Activate Google Apps Services list. Select or deselect the Activate checkbox. For more information. and work together in real time with other collaborators. users can install a browser button that enables them to easily associate Google docs with Salesforce records from the Google Docs tab. To use these services.com User Permissions Needed Activating or deactivating the Google Docs tab: “Customize Application” Important: Once you activate a Google Apps service in Salesforce. read the Terms of Use and select the checkbox indicating you agree to the Terms of Use. and presentations. For more information. edit them in your browser. your users must have Google Apps accounts on your domain. 4. it is visible to all users in your organization. 3. 311 .Salesforce for Google Apps Activating the Google Docs Tab Available in: All Editions except Database. spreadsheets.com User Permissions Needed Activating Gmail in Salesforce: “Customize Application” Important: Once you activate a Google Apps service in Salesforce. allowing users to view and manage all their Google docs from within Salesforce. Google Docs™ allows you to create on-demand documents. The Google Docs tab in Salesforce hosts the Docs home page for each user's Google Apps account. your users must have Google Apps accounts on your domain. To use these services. Click Save. If you are activating the Google Docs tab. 2. see Getting Started with Salesforce and Google Apps on page 294. Click Your Name > Setup > Google Apps > Settings. see Getting Started with Salesforce and Google Apps on page 294. If the Add Google Doc to Salesforce service is also activated. To activate or deactivate the Google Docs tab in Salesforce: 1. 5.

Salesforce also populates the BCC field with your Email to Salesforce address. You can integrate Gmail with Salesforce in two ways: • • Gmail to Salesforce Gmail Buttons and Links Gmail to Salesforce Gmail to Salesforce allows you to automatically log emails and chats you send from your Gmail account as activities on lead. Click Your Name > Setup > Google Apps > Settings. Gmail to Salesforce is based on the Email to Salesforce feature. In the Activate Google Apps Services list. Select the Gmail Links checkbox to add Gmail links next to all email fields (except email fields on pages under Setup). Salesforce automatically logs you into your Gmail account and automatically populates the To field. opportunity. 4. refer to Google's online help. 7. 5. you can still use the Gmail links on contact and lead records. If Gmail to Salesforce is activated. or automatically populate the BCC field on the Compose Mail screen with an Email to Salesforce address. contact. When you click a Gmail link or the Compose Gmail button. Salesforce does not log emails you send from your Gmail account. and select the checkbox indicating you have read and agree to them. however. 3. 2. Gmail Buttons and Links Gmail Buttons and Links adds Gmail links next to email fields on all records and adds Compose Gmail buttons in Activity History related lists on leads and contacts. To configure your personal Gmail to Salesforce setup. follow the instructions in Guidelines on Using Email to Salesforce on page 238. For information about Gmail. and other records that support activity history in Salesforce. Select the Gmail Buttons checkbox to add Compose Gmail buttons in Activity History related lists on leads and contacts. click Edit next to Gmail Buttons and Links.Salesforce for Google Apps Using Gmail in Salesforce Gmail™ (also called Google Mail) is a free Web-based email service from Google that operates on all standard browsers and can be used with your company's domain. To activate Gmail to Salesforce for your organization. Implementation Notes • If your organization enables Gmail Buttons and Links but does not enable Gmail to Salesforce. 6. Select the Active checkbox to activate Gmail Buttons and Links for your organization. follow the instructions in Enabling Email to Salesforce on page 943. • See Also: Google Apps Overview Using Google Talk in Salesforce 312 . To activate Gmail Buttons and Links: 1. Click Save. Read the Terms of Use.

5. see Getting Started with Salesforce and Google Apps on page 294. 4. Click Edit next to the Google Talk Sidebar Component option in the Activate Google Apps Services list. Because Google Talk chats are automatically saved in Gmail. Activating Google Talk To activate or deactivate Google Talk in Salesforce: 1. Google Talk is not available for Customer Portal or partner portal users. For more information see Using Gmail in Salesforce on page 311. read the Terms of Use and select the checkbox indicating you agree to the Terms of Use. Google Talk displays in the sidebar where it can be toggled on. To use these services. Click Your Name > Setup > Google Apps > Settings. 3. Select or deselect the Active checkbox.com User Permissions Needed Activating or deactivating Google Talk: “Customize Application” Important: Once you activate a Google Apps service in Salesforce. Google Talk™ is Google's instant-messaging tool. it is visible to all users in your organization. off. You can also log a chat record as an activity on a Salesforce lead or contact record. or expanded into its own window. users with Email to Salesforce can log a Google Talk chat as an activity on a lead or contact. Click Save. Google Talk appears in both standard and custom sidebar layouts on all tabs. If you are activating the Google Talk Sidebar Component. your users must have Google Apps accounts on your domain. When Google Talk is in the sidebar. 2. Tips for Using Google Talk • • • • For information about using Google Talk. For more information. open Google Talk in its own window by clicking pop out next to the Google Talk sidebar component. For longer chats. • See Also: Google Apps Overview Setting Up Google Apps in Salesforce 313 . refreshing a Salesforce page causes Google Talk to momentarily disconnect and reconnect. refer to Google's online help.Salesforce for Google Apps Using Google Talk in Salesforce Available in: All Editions except Database. When the Google Talk Sidebar Component is activated in Salesforce.

and filters to refine your search. • • • • • Solutions Documents Salesforce CRM Content Products Articles 314 .. Only users with supported browsers can use Global Search. You can use wildcards.com Search for salesforce. files. Global Search From the header search box you can search more objects than Sidebar Search and Advanced Search. Sidebar Search and Advanced Search aren't enabled. operators.. and long text fields such as descriptions. solutions. Global Search results include these objects with the exception of Article Management and Salesforce CRM Content. You can use wildcards and filters to refine your search. including custom fields. Other Search Utilities Some objects have unique search utilities on their tabs. Neither Sidebar Search nor Advanced Search can find these objects.com records and tags using: Sidebar Search From the sidebar search box you can search a subset of objects and fields. including articles. Note: If Global Search is enabled. and filters to refine your search. in the sidebar to search a subset of objects in combination and more fields than Sidebar Search. use the search feature on the tab to find them. notes. operators. and Chatter feeds. products.Search and Tags Search Overview SEARCH AND TAGS Search Overview Available in: All Editions except Database. and task and event comments. including custom fields and long text fields such as descriptions. You can use wildcards. You must enable Chatter to enable Global Search. and task and event comments. Advanced Search Click Advanced Search. Global Search is not supported in partner portal or Customer Portal. documents. and people. You can also search more fields than Sidebar Search . notes. groups.

Search and Tags How Search Works • Article Management Tip: Your administrator can customize your Home tab to include the product.com Refining Search Search Fields How Sidebar Search Works 315 . How your search works depends on whether you're using Sidebar.” and “for”) Search term stems (for example. and Managing Tags Customizing Search Settings Customizing Search Layouts How Search Works Available in: All Editions except Database.com Refining Search Browsing. Advanced.” “to. searching for speaking returns items with speak) Proximity of search terms in a record Record ownership Most recently accessed records You might not have the same search results as another user performing the same search because searches are configured for the user performing the search. See Also: Search Overview Searching in Salesforce. For example. Records you own also move higher in your search results. See Also: How Search Works Searching in Salesforce. “the. or Global Search. document. the record relevancy increases and the record moves higher in your search results list. or solution search in the sidebar. Searching.com Search uses custom algorithms that consider: • • • • • • Your search terms Ignored words in search terms (for example. if you recently viewed a record.

You can't use operators to refine results in Sidebar Search.com How your Advanced Search works depends on your search options. including attachments. or ? to match a single character. and long text fields such as descriptions. For example. custom fields. Wildcards and Operators You can use the * (asterisk) and ? (question mark) wildcards to refine results. An * is automatically appended to your search string. If the Sidebar Search Limit to items I own checkbox is available. Likewise. Click Advanced Search. and task and event comments. searching for bob jones returns items with Bob Jones. including case comments and reports that you created. you can select this box to limit your search to records for which you are the owner. if your organization uses them. searching for acct!4 only returns items with acct!4 in a single string. searching for bob jo finds items with Bob Jones and Bob Johnson. but not Bobby Jones or Bob T Jones. 316 . and choose one or more objects by which to limit your search. you can limit your search to only tags or the records for a single object. phone.Search and Tags How Search Works Available in: All Editions except Database.com Refining Search Search Results How Advanced Search Works Available in: All Editions except Database. email. and the use of wildcards and operators. and standard address fields. Search Options Sidebar Search searches only a subset of records and fields. and the use of wildcards. search terms.. Use * to match one or more characters.. including name. For example.com How your Sidebar Search works depends on your search options. Search Terms Searches are conducted as a phrase search and match terms in the exact sequence that they appear. If the Sidebar Search drop-down list is available. notes. Select Limit to items I own to limit your search to records for which you are the owner. See Also: Searching in Salesforce. You can also restrict your search to divisions. and searching for jo?n finds items with john and joan. Search Options Advanced Search searches more record types and fields than Sidebar Search. search terms.

Search Terms Search terms are treated as separate words and may be found in different searchable fields within a record. See Also: Searching in Salesforce. !. and searching for jo?n finds items with john and joan. Search Options Global Search searches more record types. groups. The search options you select are saved until you change them. solutions. and people. Search options let you choose one or more items. searching for bob jones returns items with Bob Jones. You can also restrict your search to records for which you are the owner and to divisions. even if those terms are in separate places in the item. search terms. Wildcards and Operators You can use the * (asterisk) and ? (question mark) wildcards to refine results. and punctuation boundaries. if your organization uses them. files. 317 . notes. OR. as well as a contact named Bob Smith whose email address is bsmith@jones. documents. For example. products. and the use of wildcards and operators. and task and event comments. Search terms are separated by letter. Use * to match one or more characters.com. including articles. searching for bob jones returns items with Bob Jones. or ? to match a single character. searching for bob jo* finds items with Bob Jones and Bob Johnson. Chatter feed search results include matches across all objects.Search and Tags How Search Works Search Terms Search terms are treated as separate words and may be found in different searchable fields within a record. AND NOT.com Refining Search Search Results How Global Search Works Available in: All Editions except Database. Note: Chatter feed searches aren't limited to your selected search options. including custom fields and long text fields such as descriptions. and 4. For example. including tags and specific objects. Search options aren't available to Chatter Free users. by which to limit your search. For example. searching for acct!4 returns items with Acct. ( ) (parentheses). number. Global Search also searches more field types. For example. You can also use the AND.com How your Global Search works depends on your search options. and " " (quotation marks) operators to refine results. and Chatter feeds.com. as well as a contact named Bob Smith whose email address is bsmith@jones.

( ) (parentheses). and searching for jo?n finds items with john and joan. ◊ Asterisks match one or more characters at the middle or end (not the beginning) of your search term. For example. Find phone numbers by entering part or all of a number. and Korean.com Available in: All Editions except Database. Use * to match one or more characters. or 3434. you must enter the punctuation. such as 999-3434. you can find a person by entering last name before first name. aren't included in the character count. for example. Tip: If you'd like to conduct a phrase search to match multiple terms in the exact sequence that they appear. If you're using Advanced Search or Global Search. johnson or johnny. 2. Japanese. For example. or ? to match a single character. refine your search using operators such as AND. You can also use the AND. Click Search (or Go! if you're using Sidebar Search). and " " (quotation marks) operators to refine results. Special characters. Search for partially matching terms using wildcards. !. a search for california finds the same items as a search for California. search for exact phrases by putting quotation marks around multiple keywords. OR. AND NOT. Wildcards and Operators You can use the * (asterisk) and ? (question mark) wildcards to refine results. smith or john smith called. For example. a search for john* finds items that start with variations on the term john.com Refining Search Search Results Searching in Salesforce. searching for acct!4 returns items with Acct. For example. number. A search for mi* meyers finds items with mike meyers or michael meyers. For example.com Search terms are separated by letter. Tips for Searching in Salesforce • • • • • • Your search term must have two or more characters. an * is automatically appended to the end of the search string. even if those terms are in separate places in the item. If you're using Sidebar Search. For example. OR.com You can change search options before or after your search. See Also: Searching in Salesforce. select Exact phrase in the Search Options or use quotations marks around your search terms. Enter your search terms in the sidebar or header search box. "call john smith" finds items with call john smith.Search and Tags Searching in Salesforce. to find (415) 999-3434. If you're using Advanced Search or Global Search. searching for jones bob returns any person named Bob Jones. such as " ? * ( ). 999. In Chinese. To search for the last seven digits. and punctuation boundaries. If you're using Sidebar Search. your search string is automatically treated as a phrase search. a search for (a) won't return any search results. searching for bob jo* finds items with Bob Jones and Bob Johnson. but not items with call john p. • 318 . Search isn't case-sensitive. and 4. and AND NOT. 1. enter 4159993434. such as.

319 .com Search Results Changing Sidebar Search Options Available in: All Editions except Database.com Refine your search results by: Choosing which objects to search If the Sidebar Search drop-down list is available. If you're using Global Search. a search for jo?n finds items with the term john or joan but not jon or johan. the ? is removed from the end of your search term and isn't treated as a wildcard. See Also: Search Overview How Search Works Refining Search Search Fields Refining Search Available in: All Editions except Database. Select Search All to search across all objects. you can limit your search to a single object. For example. if you're using Advanced Search or Global Search See Also: Search Overview How Search Works Searching in Salesforce.com Improve your search results by: • Changing search options ◊ Sidebar Search ◊ Advanced Search ◊ Global Search • • Using wildcards Using operators.Search and Tags Refining Search ◊ Question marks match only one character in the middle or end (not the beginning) of your search term. In the drop-down list. select the object you want.

content. Searching within a division If you have the “Affected by Divisions” permission. document. the search results don't return asset. idea. Refine your search results by: Searching only items you own In the Advanced Options section. specify which divisions you want to search..com 1. your search results include records in all divisions. This is the same as using quotation marks around your search string. Searching within a division If you have the “Affected by Divisions” permission. your search results include records in all divisions. and solution records. idea. Note: When Limit to items I own is selected. quote.com Search Results Changing Advanced Search Scope Available in: All Editions except Database. reply.Search and Tags Refining Search Note: When all objects are selected. invoice. the search results don't return article. invoice. Click Advanced Search.. order. specify which divisions you want to search. including case comments and reports that you created. 320 . article management. See Also: How Search Works Searching in Salesforce. If your organization uses divisions but you don't have the “Affected by Divisions” permission. the search results don't return asset. quote. You can search for these records on their respective tabs. select Exact phrase. reply. Note: When Limit to items I own is selected. the options you select appear under the search box on the Search Results page. 2. If you restrict your search options. question. and user records because these records don't have owners. product. in the sidebar. order. and user records because these records don't have owners. you can search only items for which you are the owner. question. If your organization uses divisions but you don't have the “Affected by Divisions” permission. select Limit to items I own. Searching only items you own If the Limit to items I own checkbox is available. Searching for an exact phrase In the Advanced Options section.

question. order. select the objects for which you want to return search results. the search results don't return article. Note: When all objects are selected.. under the search box. Searching for an exact phrase In the More Options section. Click Select All or Deselect All to quickly select all or no objects. product. Note: When All is selected. Click Advanced Search under the search box to change your search scope again. and reply records because these records don't have owners. You can search for these records on their respective tabs. the scope you select appears under the search box on the Advanced Search Results page. select Exact phrase. your search returns all possible objects. You can search for these records on their respective tabs.com 1. asset. content. your search returns all possible objects. Click Options.. and solution records. Searching only items you own In the More Options section. idea. quote. Select All or click Clear All to quickly select all or no objects. Refine your search results by: Choosing which objects to search In the Objects section.com Search Results Changing Global Search Options Available in: All Editions except Database. Search options aren't available to Chatter Free users. people. If you don't select any objects. invoice. article management. select the objects for which you want to return search results. product. See Also: How Search Works Searching in Salesforce. Note: When Limit to items I own is selected. Click Search. If you restrict your search scope. select Limit to items I own. 321 . document. 2. 3. This is the same as using quotation marks around your search string.Search and Tags Refining Search Choosing which objects to search In the Scope section. the search results don't return article. the search results don't return article management and content records. If you don't select any objects.

1?3 matches 123 and 143. You can't use a ? in a lookup search. Click to clear your search terms. If you're using Sidebar Search. 3. If your organization uses divisions but you don't have the “Affected by Divisions” permission.com Wildcards Wildcard * (asterisk) Description Asterisks match one or more characters at the middle or end (not the beginning) of your search term. aa*a matches aaaa and aabcda.Search and Tags Refining Search Searching within a division If you have the “Affected by Divisions” permission. a search for john* finds items that start with variations on the term john. You can't use wildcards in the middle of Chinese. a search for jo?n finds items with the term john or joan but not jon or johan. 322 . See Also: How Search Works Searching in Salesforce. or Thai search terms. your search results include records in all divisions. but not p1n or p!n. If you're using Global Search. You can use an * at the beginning of a search term in a standard lookup search. specify which divisions you want to search. Click Search. such as. Japanese. but not 1a3 or 1b3. For example. Chatter feed search results include matches across all objects. the ? is removed from the end of your search term and isn't treated as a wildcard. For example. an * is automatically appended to the end of the search string. The search options you select are saved until you change them. A search for mi* meyers finds items with mike meyers or michael meyers. You can't search for a ? or * in a search phrase that is enclosed in quotation marks or when Exact phrase is selected in the search scope because they function as wildcards. johnson or johnny. Korean. and p?n matches pin and pan. Likewise. For example. Note: Chatter feed searches aren't limited to your selected search options. but not aa2a or aa.com Search Results Refining Search Using Wildcards Available in: All Editions except Database. Question marks match only one character in the middle or end (not the beginning) of your search term.!//a. ? (question mark) Wildcard Behavior and Limitations • • • Wildcards take on the type of the preceding character. For example. "my wo?d" matches my wood and my word.

but not items that contain monday afternoon meeting or monday's meeting. For example. See Also: How Search Works Searching in Salesforce. and solutions on their respective tabs. Using AND is optional in most cases. See Search Order on page 323. For example. john. johnson. OR AND NOT ( ) (parentheses) " " (quotation marks) Finds items with at least one of the search terms. the search box drop-down list gives you the option to search for your term with an * added to the end. and other matches that start with jo. acme AND NOT california finds items that have the word acme but not the word california. Grouped search terms are evaluated before other search terms in your string. Finds items that don't contain the search term. Sidebar Search automatically places the quotation mark operators around any search string that you enter. For example. Group search terms together.com Search Results Refining Search Using Operators Available in: All Editions except Database. The asterisk (*) and question mark (?) function as wildcards when included in a search phrase that is enclosed in quotation marks or when Exact phrase is selected in the search scope. For example. then select Search for jo* (starts with) to find joan. Operators Operator AND Description Finds items that match all of the search terms. because searching for acme california is the same as searching for acme AND california. but not items with only the word acme.Search and Tags Refining Search • If you're entering search terms in Global Search. For example. when searching articles. However. acme OR california finds items with either acme or california or both. documents. Find an exact phrase. type jo in the search box. This is the same as selecting Exact phrase in Advanced Search or Global Search. they are evaluated in this order: 323 . a search for "monday meeting" finds items that contain monday meeting.com Operators not available in: Connect Offline Sidebar and standard lookup search don't support the use of operators. acme AND california finds items with the word acme and the word california. AND must be used because OR is the default operator for these objects on their tabs. Search Order When you combine multiple operators in a search string.

..... Finds items with the words. AND and AND NOT (evaluated from right to left) 3.com The Search Results summary page displays results that you have permission to view.Search and Tags Search Results 1. acme AND california AND NOT acme AND (california AND NOT acme and california but not meeting meeting meeting) acme AND NOT california AND acme AND NOT (california AND acme but not with both california and meeting meeting meeting) acme AND california OR meeting acme AND (california OR meeting) (acme AND california) OR meeting acme AND (california OR meeting) acme and california and items with the word meeting acme and california and items with the words acme and meeting See Also: How Search Works Searching in Salesforce. OR These examples show how search strings are evaluated: Searching for. Is the same as. () (parentheses) 2.. grouped by objects and tags. 324 .com Search Results Search Results Available in: All Editions except Database.

Search options aren't available to Chatter Free users. Filter your search results. Objects you didn't search are listed alphabetically in the Search More Objects section. and then: • • • Filter your search results. if you drill down to view Accounts and then decide to search Accounts for something different. you don't see this section. See up to five results for each object you searched. 325 . Use the search box in the page to search within your current view. For example.. under the header search box or Edit next to Selected Objects on the left side of the page. Click Chatter Updates at the top left of the page to see Chatter posts and comments that include your search terms. (Administrators only) Customize filters for all users' search results. Click any object to see only that object's results.. Change your search options by clicking Options. 5. If you search all objects. Customize columns in your search results. Drill down to a specific object's results. If you're currently viewing Records and you enter new search terms. enter your new search terms and click Search Accounts to search across all accounts. 4. Quickly see which objects you searched and how many results you have. save a topic or search result to your favorites on page 2188 on the Chatter tab by clicking Add to Chatter Favorites. Click any object in this list to do a one-time search of that object using your current search terms. if available.Search and Tags Search Results From this page you can: 1. Objects you searched that have no results appear in gray in alphabetical order below those that do have results. 2. Click Show More in any related list to see the full list of that object's results. • • • Click a record result to open it or click Edit. 6. On the Chatter updates results page. • • • Objects with results appear in blue in alphabetical order. click Search Again to search across all your selected objects. 3.

you can specify the enhanced lookup and search results columns and column order. Objects with results are displayed in alphabetical order. 326 . and tags. Refine your search—click Advanced Search. If search layouts aren't available for the object. To choose columns. From this page: • Jump directly to an object's results—click a related list item at the top of the page.com For most objects. For example. if you're an administrator. 2. If your search returns a large number of results for a particular object. and tag that you have permission to view. click My Columns (Administrators click Customize > My Columns). Your administrator determines the available columns in a search layout. Customize columns in your search results. Customize filters for all users' search results. if you're using Advanced Search. See Also: Chatter Feed Search Results Search Overview How Search Works Searching in Salesforce. such as articles. • • • • • View or edit items—click an item to open it or click Edit. click Next Page or Previous Page to view the results. Searching. use Add and Remove. custom object.Search and Tags Search Results • Click Records on the left side to return to the search results summary. The number of results for each object is displayed. Filter your search results. In the object's search results related list. 1. dashboards.com The Search Results page displays items in related lists for each object.. Customizing Search Results Columns Available in: All Editions except Database. if available. reports.. and Managing Tags Sidebar and Advanced Search Results Available in: All Editions except Database. Contacts [25+] means there are more than 25 contacts that match your search criteria. you can't customize the columns.com Refining Search Field-Level Security Overview Browsing.

Sorting applies across all search results for a particular object. including those on subsequent pages. 2. commas are used as OR operators in search results filters. except auto number or phone fields ◊ Record IDs All other fields use the contains operator. reports. You can't click on column headings for multi-select picklist fields because you can't sort the multi-select picklist field type. See Also: How Search Works Searching in Salesforce. • Except for number fields. For example.com Refining Search Search Results Filtering Search Results Available in: All Editions except Database. your results include account names with either acme or california. For number fields (where a comma can be part of a number) commas aren't treated as OR operators and users must explicitly enter the OR operator. If your administrator didn't create a search layout for the object or if search layouts aren't available for the object. Click Show Filters in a search results related list. Click Save. 5. To reorder columns. Filters aren't available in Customer Portals or partner portals. dashboards. Your administrator determines the available filter fields in a search layout. california in the Account Name filter field. you can use filters. Filtering Search Results for Most Objects 1. Note: Explicitly using the OR operator is only supported in number fields. Click column headings to sort the results in ascending or descending order. 4.Search and Tags Search Results 3. if you enter acme. • When filtering search results. Auto number and phone fields use the contains operator because they can contain non-numeric characters.com To restrict search or enhanced lookups results for objects. 327 . Enter filter criteria using the following tips and click Apply Filters. such as articles. The = (equals) operator is used for fields with the following types of fields: ◊ Dates ◊ Numbers. and tags. the operator is selected automatically based on the field type. use Up and Down. you can't filter your results.

click the link in the appropriate results related list.com in the Website filter field. • • • You can enter special values for dates. Search for articles.com. If your organization uses multiple currencies. you click the lookup icon without entering a search term—filters only apply to items in the most recently used list. You can search for information within any of the fields listed in the following tables. the result includes only records that match all of the criteria. files. Files. Chatter groups. When you enter values in URL fields and save records. the Website field displays http://salesforce. files. For example. Tip: We recommend that you don't include http:// or https:// in URL filter criteria because you may not get the results that you expect. but the value stored is salesforce.com.Search and Tags Search Fields • • The criteria you specify are AND based. see Special Date Values for Filter Criteria. filters apply to both this list and the resulting records of the lookup. If you filter the solutions results on the Search Results page and then use the link in the appropriate results related list to further filter your results. and to further filter the results for solutions. Filtering Search Results for Articles. For example. documents. That is.com Refining Search Search Results Search Fields The types of records you can search vary according to which Edition you have. if you enter acme california in the Account Name filter field. Clearing and Hiding Filters Click Clear Filters to remove all filters and see unfiltered search results. Otherwise. Therefore. and products. 328 . if you specify more than one criterion. if you enter salesforce. Products. If you perform a blank lookup—that is. if you enter http://salesforce. your filter options aren't applied on the new page. Salesforce adds http:// to any URL that doesn’t start with http:// or https://. see Tips for Entering Filter Criteria on Multiple Currencies. Salesforce CRM Content. and people.com in the Website field and save the record. Your search and results automatically appear on the new page. The added http:// isn't stored in the database. Search for information in Chatter feeds using Global Search. and Solutions To filter the results for articles. your results include account names with both acme and california. Any field of type URL is filtered based on the exact value that is entered by the user for that field. products. See Also: How Search Works Searching in Salesforce. your results don't include your record. Click Hide Filters to apply the filters but not display them on the page. and solutions on their tabs or with Global Search (Sidebar Search and Advanced Search aren't designed to find these objects).

and Requested Meeting Fields User Fields Lookup Search Fields Business Account Fields Search Type Field Searched Account Name Account Name (Local) Sidebar Advanced Global 329 . Calendar Event. When users search for a value in a field hidden to them.Search and Tags Search Fields Note: Users can search fields that are hidden from them by field-level security. the search results include the record that contains the field. even though users can't see the field. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • Business Account Fields Person Account Fields Article Fields Asset Fields Attachment Fields Campaign Fields Case Fields Chatter Feed Fields Chatter Group Fields Contact Fields Salesforce CRM Content Fields Contract Fields Contract Line Item Fields Custom Object Fields Document Fields Entitlement Fields File Fields Idea Fields Lead Fields Note Fields Opportunity Fields People Fields Price Book and Product Fields Question Fields Quote Fields Report Fields Service Contract Fields Solution Fields Tags Task.

) All custom fields of type text. email. rich text area. and phone Person Account Fields Search Type Field Searched Account Name Account Name (Local) Account Number Account Site Assistant Assistant Phone Billing Address Description Email Fax Sidebar Advanced Global 330 .Search and Tags Search Fields Search Type Field Searched Account Number Account Site Billing Address Description Fax Phone Shipping Address Ticker Symbol Website Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. text area. long text area.

use Global Search or the search tools in the sidebar on the Articles tab. text area.) 331 . Search Type Field Searched All standard text fields Body File Sidebar Advanced Global Articles Tab All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. see Searching for Articles on page 2889. To find an article.Search and Tags Search Fields Search Type Field Searched Home Phone Mailing Address Mobile Other Address Other Phone Shipping Address Ticker Symbol Title Website Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. long text area. and phone Article Fields Neither Sidebar Search nor Advanced Search are designed to find articles.) All account and contact custom fields of type text. rich text area. email. For more information.

text area.Search and Tags Search Fields Search Type Field Searched All custom fields of type text. and phone Sidebar Advanced Global Articles Tab Asset Fields Search Type Field Searched Asset Name Description Serial Number Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. email. long text area. rich text area. email. and phone Attachment Fields Search Type Field Searched File Name Sidebar Advanced Global Campaign Fields Search Type Field Searched Campaign Name Description Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID 332 . rich text area.) All custom fields of type text. long text area. text area.

rich text area. email. use Global Search. For more information. text area. text area. To find information in a feed. see Searching in Chatter on page 2186. email.) Description Subject Web Company (of person who submitted the case online) Web Email (of person who submitted the case online) Web Name (of person who submitted the case online) Web Phone (of person who submitted the case online) All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros.Search and Tags Search Fields Search Type Field Searched (You don't need to enter leading zeros. 333 . long text area.) All custom fields of type text. rich text area. and phone Chatter Feed Fields Neither Sidebar Search nor Advanced Search are designed to find information in Chatter feeds.) All custom fields of type text. long text area. and phone Sidebar Advanced Global Case Fields Search Type Field Searched Case Comments Case Number Sidebar Advanced Global (You don't need to enter leading zeros.

Phone Department Description Email Fax First Name First Name (Local) Home Phone Last Name Last Name (Local) Sidebar Advanced Global 334 . For more information. use Global Search or the search tools on the Groups tab. @Madison Rigsby) Comment Body Parent Record Name Post Body Poster Name Chatter Group Fields Neither Sidebar Search nor Advanced Search are designed to find Chatter groups.Search and Tags Search Fields Search Type Field Searched @Name (where Name is a user Sidebar Advanced Global name—for example. To find a Chatter group. Search Type Field Searched Description Group Name Sidebar Advanced Global Groups Tab Contact Fields Search Type Field Searched Assistant Asst. see Searching in Chatter on page 2186.

) 335 . email. For more information. Contract Fields Search Type Field Searched Billing Address Contract Name Contract Number Description Shipping Address Special Terms Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. use Global Search (results appear as files) or the search tools on the Content tab.) All custom fields of type text. text area.Search and Tags Search Fields Search Type Field Searched Mailing Address Mobile Other Address Other Phone Phone Title Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. see Searching for Files on page 2170 and Searching for Content on page 281. and phone Salesforce CRM Content Fields Neither Sidebar Search nor Advanced Search are designed to find content. long text area. To find content. rich text area.

To find a document. For more information. use Global Search or the Find Document button on the Documents tab. text area.) All custom fields of type email and phone All custom fields of type text. and rich text area Document Fields Neither Sidebar Search nor Advanced Search are designed to find documents.Search and Tags Search Fields Search Type Field Searched All custom fields of type text. and phone Sidebar Advanced Global Contract Line Item Fields Search Type Field Searched Description Name Sidebar Advanced Global Custom Object Fields Search Type Field Searched Name Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. rich text area. Entitlement Fields Search Type Field Searched Name Sidebar Advanced Global 336 . email. see Searching for Documents on page 225. long text area. long text area. text area.

Search and Tags Search Fields File Fields Neither Sidebar Search nor Advanced Search are designed to find files. see Searching for Files on page 2170. use Global Search or the search tools on the Files tab. For more information. long text area.) All custom fields of type text. rich text area. and phone Idea Fields Search Type Field Searched Comment Description Title Sidebar Advanced Global Lead Fields Search Type Field Searched Address Company Description Sidebar Advanced Global 337 . Search Type Field Searched Body Description Extension (such as Sidebar Advanced Global Files Tab ppt) Name Owner All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. email. To find a file. text area.

text area. email.Search and Tags Search Fields Search Type Field Searched Email Fax First Name First Name (Local) Last Name Last Name (Local) Mobile Phone Title Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros.) All custom fields of type text. rich text area. long text area. and phone Note Fields Search Type Field Searched Body Title Sidebar Advanced Global Opportunity Fields Search Type Field Searched Description Opportunity Name Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID 338 .

use Global Search or the search tools on the People tab. long text area. see Searching in Chatter on page 2186. Search Type Field Searched About Me Email First Name Last Name Name Nickname Phone Record ID (15 Sidebar Advanced Global People Tab character Record ID only) Username All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. See User Fields. email. long text area.) All custom fields of type text. For more information. text area.) All custom fields of type text. Sidebar Search and Advanced Search can be used to find users. email. and phone Sidebar Advanced Global People Fields Neither Sidebar Search nor Advanced Search are designed to find people. To find people. text area. however. and phone 339 .Search and Tags Search Fields Search Type Field Searched (You don't need to enter leading zeros. rich text area. rich text area.

For more information. see Searching for Price Books and Products on page 2334. To find a price book or product.Search and Tags Search Fields Price Book and Product Fields Neither Sidebar Search nor Advanced Search are designed to find price books or products. Search Type Field Searched Question Body Question Title Reply Body Sidebar Advanced Global Quote Fields Search Type Field Searched Quote Name Quote Number Sidebar Advanced Global Report Fields Search Type Field Searched Description Report Name Sidebar Advanced Global Service Contract Fields Search Type Field Searched Contract Number Description Name Special Terms Sidebar Advanced Global 340 . use Global Search or the Price Books and Find Products areas on the Products tab. Question Fields The Answers tab in Salesforce lists all the questions posted to an answers community.

and Requested Meeting Fields Archived activities are accessible in Advanced Search only. email. see Searching for Solutions on page 2860. Tags You can search for tags in Sidebar. long text area. use Global Search or the Find Solution button on the Solutions tab. Search Type Field Searched About Me Email First Name Last Name Name Nickname Phone Record ID (15 character Sidebar Advanced Global Record ID only) 341 .Search and Tags Search Fields Solution Fields Neither Sidebar Search nor Advanced Search are designed to find solutions. see People Fields. For more information. rich text area. To find a solution. Advanced.) All custom fields of type text. Search Type Field Searched Comments (task and events Sidebar Advanced Global only) Subject All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros. Calendar Event. and Global Search. and phone User Fields If you're using Chatter and searching for people. Task. text area.

Type of Record Account Fields Searched Account Name Account Name (Local) Standard Lookups Enhanced Lookups Campaign Case Community Contact Campaign Name Case Number Community Name First Name First Name (Local) Last Name Last Name (Local) Contract Contract Name Contract Number Discussion Document Title Document Name Keywords Idea Lead Title Company Company (Local) Name 342 . rich text area.) All custom fields of type text. long text area. Below is the list of fields that are used for matching when searching in the standard or enhanced lookup dialog. which appears as a magnifying glass next to many fields. text area. email. opens a dialog that allows you to search for other records. and phone Lookup Search Fields The lookup icon.Search and Tags Search Fields Search Type Field Searched Username Sidebar Advanced Global All custom auto-number fields and custom fields that are set as an external ID (You don't need to enter leading zeros.

Search and Tags Lookup Dialog Search Type of Record Fields Searched Name (Local) Standard Lookups Enhanced Lookups Opportunity Account Name Opportunity Name Product Product Code Product Name Self-Service User First Name Last Name Solution User Note: Only active users are searchable. Lookup fields appear with the button on record edit pages.com Lookup Dialog Search Available in: All Editions Salesforce objects often include lookup fields that allow users to associate two records together in a relationship. For example. Salesforce provides two types of lookups. Clicking opens a lookup search dialog that allows the user to search for the record that should be associated with the one being edited. A blank lookup is performed when you click the lookup icon without entering a search term. Solution Title First Name Last Name Name Custom Objects Name See Also: Field-Level Security Overview Search Overview How Search Works Searching in Salesforce. 343 . a contact record includes an Account lookup field that represents the relationship between the contact and its associated organization. The object that contains the lookup field is the source object. while the object the lookup points to is the target object.

you can see recently used accounts with names that match the prefix you have entered. This list is restricted to objects of the appropriate type and. Users can also hide and reorganize the columns that are displayed in the results window. • • Enhanced lookups return all records that match your search criteria and allow you to page through large sets of search results. the dialog shows an alphabetical listing of the first 50 records. filters apply to both this list and the resulting records of the lookup. where inactive users are also searchable. user. For example. You must be editing the lookup field on a record's edit page. Recently used contacts don't appear in this list. the dialog shows all the assets tied to the contact on the case. If you click the standard or enhanced lookup icon next to a field that is populated with a string. • When you click a standard or enhanced lookup icon before entering anything in the lookup field. you can use wildcards in your search terms. searching for S& returns fields containing both S& and &S. entering ALL the 4 and ONE returns ALL4ONE. if any. For example. For standard lookups of campaigns. with the exception of lookups of users. Note: In addition to user-controlled filters. Standard lookups return up to 50 records at a time in alphabetical order and don't allow for sorting. However. In enhanced lookups. the string value is used as the search query. while editing an Account lookup. if you enter ALL4ONE in an enhanced lookup field. and custom object lookups can behave as enhanced lookups. Tips for Using Standard and Enhanced Lookups Consider these tips when using standard and enhanced lookups. the dialog shows a list of recently accessed user records from across your organization. Lookup Auto-Completion If enabled by your administrator. you click the lookup icon without entering a search term—filters only apply to items in the most recently used list. is populated from recently used items. 344 . When searching for records with a standard lookup. Also. for standard lookups of products and queues. and special characters. Otherwise. a list of all recently used records displays. the resulting query searches for ALL and 4 and ONE. For standard or enhanced lookups of users. Enhanced lookups allow users to sort and filter search results by any field that is available in regular search results. Note: Only active users are searchable. all lookups behave as standard lookups. or customizable columns. Enhanced lookups update standard lookup fields with the following functionality: • Enhanced lookup search queries are broken into separate search terms at any split between alphabetic. If you perform a blank lookup—that is. the wildcard can't be the first character in the search term or phrase. only the fields listed in Lookup Search Fields are queried. both standard lookups and enhanced lookups can display a dynamic list of matching recently used records when a lookup field is edited. the dialog shows the first 100 active campaigns. Consequently. administrators can create lookup filters on relationship fields that limit the valid values and lookup dialog results for the field. For the asset standard lookup on a case. account. Lookup auto-completion is subject to the following restrictions: • • You must have recently visited records of the appropriate type for the lookup's auto-completion list to be populated. except in the lookup for mass transfers. Enhanced Lookups If enabled by your administrator.Search and Tags Lookup Dialog Search Standard Lookups By default. however. filtering. numeric. contact.

• • When you use wildcards to search enhanced lookup fields.Search and Tags How Salesforce Knowledge Synonyms Work in Searches • To improve standard lookup dialog search results. be aware that the results may include more records than you expect if your search term includes combinations of letters. For example. For example. 345 . Unlimited. For example. Note: In the Article Management tab. numbers. even if the search phrase contains a defined synonym. use an asterisk (*) wildcard within your search string. the wildcard expands the search term. an error displays instead. searching for com* finds items with com at the beginning of any word in the search string. followed by items containing fruit. Wildcards If a wildcard is used in a search. or other individuals that include spaces in the First Name or Last Name fields. but the search doesn't match any synonyms. and edge communications. and special characters. not priority. and Developer Editions Salesforce Knowledge synonyms affect search behavior in the following ways: Priority If a search term is part of a synonym group. the search results list items that contain the search term. Salesforce displays a drop-down list of the matching options. if you sort the list by clicking a column header. your lookup dialog search results include records in the division you select in the lookup dialog window. or bob johnson. If no results match the text you entered. if this synonym group is defined: fruit. To search for contacts. followed by items that contain other terms in the synonym group. • • • • See Also: Configuring Lookups Search Overview How Salesforce Knowledge Synonyms Work in Searches Available in: Enterprise. In organizations where the Salesforce Customer Portal or partner portal is enabled. leads. Salesforce automatically performs a search and assigns the result to the lookup field. persists in the current and additional searches. For example. If you enter a value into the lookup text box and save the record without clicking the lookup icon ( ). bobby jones. you can filter the results that appear on the user lookup dialog by selecting either a queue or group of users from the Owner or Assigned To drop-down list. such as commerce. oranges Then a search for oranges matches a list of items containing oranges. If your organization uses divisions and you have the “Affected by Divisions” permission. If more than one result is found. searching for bob jo returns items with bob jones. the sort order. A wildcard is automatically appended to each of your search terms. to search for bob von hausen. users. enter "bob von hausen". community. enter quotes around the terms.

and for. or. For example. if these synonym groups are defined: fruit. An operator is valid if the search phrase is not a defined synonym. if this synonym group is defined: oranges apples. oranges. but doesn't match items that contain fruit. Operators If a search operator—and. Overlapping synonyms If a search term consists of overlapping synonyms from different groups. and drink orange juice. For example. are matched if the word is part of a defined synonym. if this synonym group is defined: quench. if this synonym group is defined: fruit. such as the. it is matched as an exact phrase. apples cabbage. Ignored words Words that are normally ignored in searches. apples. the search matches synonyms in all of the overlapping synonym groups. Stemming A synonym is not stemmed in search results. For example. quenching. if these synonym groups are defined: 346 . the search doesn't treat the phrase as a synonym. For example. if this synonym group is defined: peel the orange. and cabbage. but doesn't match items that contain drinking orange juice. fruit Then an exact phrase search for “raspberries oranges apples” doesn't match items that contain the word fruit. the search treats the phrase as a literal string and doesn't use the operator. Exact phrase matches If an exact phrase contains a defined synonym as well as other text. cut the apple Then a search for peel the orange matches items that contain the exact string peel the orange. or and not—is part of a defined synonym and that synonym is used as a search phrase. drink orange juice Then a search for quench matches items that contain quench. rather. lettuce Then a search for orang* lettuce matches items that contain orange and oranges. For example.Search and Tags How Salesforce Knowledge Synonyms Work in Searches For example. quenched. to. oranges and apples Then a search for oranges and apples matches items that contain the exact phrase oranges and apples and the word fruit. the search term is stemmed. However.

opportunities. • • Personal tags are private. and only orange. and any custom objects (except relationship group members). citrus marmalade. and then use those tags in search to make finding information fast and intuitive. campaigns. jam Then a search for orange marmalade matches items that contain orange marmalade and citrus. For example. Salesforce supports two types of tags. allowing you to: • • Tag records Remove tags from a record 347 . Any user with access to the record can view the public tags that you add. a search for the subset term doesn't match items that contain synonyms from the subset synonym group. You could then search for the User Conference 2011 tag and click that tag in search results to retrieve those records. jam. Subsets If one synonym group includes a synonym that is a subset of a synonym in another group. Use tags to group records from various objects by a common topic or use. notes. leads. marmalade recipe. events. assets. Only you can view any personal tags that you add to a record. only marmalade. Administrators can enable personal and public tags for accounts. documents. contracts. citrus.Search and Tags Tags Overview • • orange marmalade.com Tags are words or short phrases that you can associate with most Salesforce records to describe and organize their data in a personalized way. you might tag them all with the phrase User Conference 2011. cases. citrus marmalade recipe. contacts. tasks. reports. apple orange marmalade. and sugar. if you met a number of contacts and leads at a conference. For example. Public tags are shared among all users in an organization. See Also: Searching for Articles Tags Overview Available in: All Editions except Database. but doesn't match items that contain apple. dashboards. solutions. sugar Then a search for orange marmalade recipe matches items that contain orange marmalade. if these synonym groups are defined: • • • orange. activities.

As you type. As you enter new tags. To choose a suggestion. you can delete infrequently used tags from the Tags page. Click Save. up to 10 tags that have already been defined are displayed as auto-complete suggestions. and manage tags See Also: Tags Limits Tags Settings Using the Tags Sidebar Component Search Overview Tagging Records Available in: All Editions except Database.Search and Tags Tags Overview • Browse. 3. click it or use your keyboard arrow keys to select it and press the TAB or ENTER key. If this occurs. the tag isn't saved. spaces. Note: You and your organization are subject to limits on the number of personal and public tags that you can create and apply to records. and underscores. and must contain at least one letter or number. search. and Managing Tags on page 349. On the top right corner of the record detail page. enter comma-separated lists of the tags that you want to associate with the record. See Also: Using the Tags Sidebar Component Removing Tags from Records Removing Tags from Records 348 .com User Permissions Needed To edit tags on a record: “Read” on the record 1. If the record already has associated tags. dashes. 2. Tags can only contain letters. the list of suggestions changes to show only those tags that match the prefix you have entered. Tip: When you create or edit tags. Searching. If you attempt to tag a record with a new tag that exceeds one or more of these limits. In the Personal Tags or Public Tags text boxes. you can press the ENTER key to save your changes or the ESC key to discard them. numbers. See Browsing. click Add Tags. click Edit Tags.

3. click Edit Tags. Next to the Personal Tags or Public Tags text boxes. Because personal tags are private. Searching. You can see all public tags that are defined in your organization. you can press the ENTER key to save your changes or the ESC key to discard them. 2. Tip: When you create or edit tags. you can only see the personal tags that you have defined. If the tag that you removed is the last instance of the tag. 349 . click [X] next to the tag that you want to remove. or if your administrator added tags to the sidebar. Click a letter at the top of the tag browsing area to view only tags that begin with that letter or click Next Page or Previous Page. If other records use the tag. and Managing Tags Available in: All Editions except Database. See Also: Tagging Records Browsing. you can: • • • • • View and browse tags Find records with tags Search tags Rename and delete tags Review personal tag statistics Viewing and Browsing Tags Use the Personal Tags and Public Tags checkboxes to limit or expand your view. On the top right corner of the record detail page. the tag still appears in search results and the Tags page. Click Save. click Tags in the sidebar. the tag is deleted from your organization completely.com User Permissions Needed To edit tags on a record: “Read” on the record 1. From this page.Search and Tags Tags Overview Available in: All Editions except Database. click the name of any tag on a detail page.com To access the Tags page.

Only tags that meet your search criteria are listed in the tag browsing area. The tag is removed from every record in your organization and is placed in the Recycle Bin. The number of records associated with the tag is displayed next to the tag. hover over the tag and select Rename from the drop-down list that appears around the tag. Click Clear Selected Tag(s) to deselect all tags and start over.000 instances of personal tags applied to records 350 . See Search Results. Click the search string to return to your results. even if tags are enabled for the custom object.Search and Tags Tags Overview By default. If you restore a tag from the Recycle Bin. but you must have the “Tag Manager” permission to rename or delete a public tag. • You can customize columns and filter the search results. You can have a maximum of: • • 500 unique personal tags 5. You can rename or delete any personal tag. You can then click any tag to view records associated with that tag. The most recent search result is saved in the tag browsing area next to the alphabet at the top of the page. Searching Tags Enter terms in the Search Tags text box and click Search. Finding Records with Tags Click a tag to see the list of records organized by object. tags are listed in alphabetical order. Enter a new name for the tag in the text box that appears and click Save. choose By Number of Uses to sort tags by the number of records that are tagged by them. If you want custom object records to appear in search results or on the Tags page. Renaming and Deleting Tags User Permissions Needed To rename or delete public tags: “Tag Manager” • • To rename a tag. it is automatically reassociated with the records from which it was removed. Click [X] next to a tag to deselect it and remove it from the filter. or if a record that you don't have access to has one or more public tags. see Recycle Bin on page 54. Reviewing Personal Tag Statistics Click Personal Tag Usage on the right side. or choose By Most Recently Used to sort tags by how recently they were added to a record. To delete a tag. This page displays your current number of unique personal tags and personal tag applications. The tab doesn't have to be visible to users. you must create an associated tab. When more than one tag is selected. Search strings must include at least two characters and can include wildcards and operators. You can narrow your results further by clicking additional tags. hover over the tag and select Delete from the drop-down list that appears around the tag. For more information. Search results and the Tags page don't display custom objects that don't have an associated tab. only records that match all selected tags are displayed in the list of results. This situation occurs if you tagged a record and then lost permission to view it because of a change in sharing. From the Sort picklist. Note: • The number of records associated with a tag can sometimes be greater than the number of records displayed when you click that tag in the Tags page.

See Also: Tagging Records Tags Limits Using the Tags Sidebar Component Search Overview Tags Limits Available in: All Editions except Database. Cycling.000 instances of personal and public tags applied to records See Also: Tags Overview Tagging Records Removing Tags from Records Browsing. For example. and Biking.com You can have a maximum of: • • 500 unique personal tags 5. Searching. and Managing Tags Deleting Personal Tags for Deactivated Users Browsing and Searching Setup 351 .000. you can rename Cycling and Biking to Bicycling to reduce your number of unique personal tags.000 unique public tags 50. delete personal tags that you no longer use.Search and Tags Tags Overview If you are approaching your personal tag limits. To reduce the number of instances of tags applied to records. your organization can have a maximum of: • • • 1.000 instances of personal tags applied to records Across all users. if you have tags for Bicycling. consider merging similar tags into a single tag by renaming.000 instances of public tags applied to records 5.

Click Expand All to open all setup menus. As you type. • • Quick Find only returns results from the setup menu—it doesn't search records in your organization. To search for records. For example.Search and Tags Browsing and Searching Setup Available in: All Editions User Permissions Needed To view setup pages: “View Setup and Configuration” The sidebar in setup includes a search box for browsing and quickly finding setup tools. to quickly find the user profiles page. (These search features aren't available in Database. type prof in the Quick Find box. or Advanced Search. If you have typed anything in the Quick Find box. Click an item in the list to go to its setup page. In the left pane of any setup page.com. use Global Search. items that match your search terms appear in the menu. only the menus with matching items are expanded. you can: • Type the first few characters of a setting name in the Quick Find box. Click Collapse All to close all setup menus.) 352 . Sidebar Search.

Manage Users Expand the Manage Users folder under Administration Setup to access the following options: Users Create. record types. desktop clients.ADMINISTERING SALESFORCE Setting Up Your Organization The available setup options vary according to which Salesforce Edition you have. and custom objects. The sidebar includes tools for browsing and searching setup options. Profiles Specify user permissions. or delete queues for cases. edit. update. and deactivate users (see also About Customer Portal User Management on page 1564). field permissions. Public Groups Add. login settings. update. object permissions. Visualforce pages. Click Your Name > Setup > Administration Setup to open the Administration Setup page. leads. Login History View when your users are logging in. without changing users' profiles. Visualforce pages. page layouts. 353 . Roles Define your organization’s role hierarchy. Training History View which users have taken online training. Mass Email Users Send an email to several of your users at once. and service providers. and access to Apex classes. and service providers. field permissions. or delete public groups. It contains setup and customization options to help you set up your Salesforce organization. tab visibility. and access to Apex classes. Queues Add. object permissions. Permission Sets Specify user permissions.

Password Policies Define password policies for security. Manage Divisions Set up divisions to segment your data for greater ease-of-use. View Setup Audit Trail View which users have recently changed your organization’s setup. My Domain Set up a custom Salesforce domain name. 354 . which appears in the URLs that you use to login to and use the application.Administering Salesforce Setting Up Your Organization Company Profile Expand the Company Profile folder under Administration Setup to access the following options: Company Information Update your company's information and set up multiple currencies. Fiscal Year Set up fiscal years for your organization. Holidays Set up holidays during which business hours for your customer support team don't apply. Network Access Define IP addresses from which users can log in to your organization. Certificate and Key Management Create and manage Salesforce key pairs and certificates for your organization. Account Owner Report Restrict users from running the Account Owners report. Security Controls Expand the Security Controls folder under Administration Setup to access the following options: Sharing Settings Define how your users share data. which lists all accounts and who owns them. Manage Currencies Set up multiple currencies. Session Settings Lock users’ sessions to an IP address or change session timeout settings. Business Hours Set up business hours for your customer support team. Field Accessibility View the access that users have to specific fields based on profile and record types.

and Import Custom Objects Import your organization’s accounts. Mail Merge Templates Upload templates for mail merge documents. Communication Templates Expand the Communication Templates folder under Administration Setup to access the following options: Letterheads Create branded letterheads for HTML emails. Email Templates Create email templates to standardize communication. leads. Apex. Import Accounts/Contacts. person accounts. Remote Site Settings Specify the Web addresses that your organization can invoke from Salesforce. Mass Transfer Records Transfer multiple records at one time. Globalization View the Salesforce Globalization Overview online help topic to learn about the different administration tasks that are available for globalizing Salesforce. Delegated Administration Enable standard users to perform some administrative duties. 355 . Storage Usage View how much data storage and file storage your organization is using. Import Person Accounts. contacts. HTML Documents and Attachments Settings Restrict users from uploading HTML files as attachments or to the Documents tab. You must specify a site before callouts to them from Visualforce pages. Data Management Expand the Data Management folder under Administration Setup to access the following options: Analytic Snapshots Enable users to automatically run reports and save report results to fields on custom objects for further customization. Import Solutions. Import Leads. custom objects.Administering Salesforce Setting Up Your Organization Expire All Passwords Expire passwords for all users in the organization. Portal Health Check View reports that show portal users' data access levels for your organization. or the AJAX proxy will function correctly. and solutions. Data Export Export your organization’s data.

which contains pending actions triggered by workflow rules. remove. update. 356 . which contains pending actions triggered by case escalation rules. Data Loader Download a client application that allows you to import. delete. leads. Mass Division Transfer Change divisions for multiple records. API Usage Notifications Define a notification process that automatically sends email to a specified user when API requests for an organization exceed the specified limit. contacts. and reassign account and sales team members for multiple records. Mass Reassign Account Teams and Mass Reassign Opportunity Teams Add. and export large quantities of records.Administering Salesforce Setting Up Your Organization Mass Delete Records Delete multiple records at one time. integration testing. Case Escalations Specify criteria for monitoring the case escalation queue. These include addresses in accounts. Outbound Messages An administrator can view the Outbound Message queue to check the status of outbound messages related to workflow or approval processes. Sandbox Create a complete single copy of your organization in a separate environment to do a variety of actions—such as quality assurance testing. Time-Based Workflow Specify criteria for monitoring the workflow queue. Mass Emails View the status of scheduled mass emails and cancel mass emails as appropriate. and orders. or user training—without compromising your organization’s data. Debug Logs Specify the users for whom you want to retain the Apex debug logs in your organization. invoices. Delete All Data Delete the existing data from your trial organization. contracts. Mass Update Addresses Update the Country or State/Province field on all records with an address. Mass Transfer Approval Requests Transfer multiple approval requests at one time. Monitoring Expand the Monitoring folder under Administration Setup to access the following options: Imports An administrator can check the Import Queue to view details about an import or to cancel an organization import.

Mobile configurations are sets of parameters that determine which data Salesforce transmits. Email Administration Expand the Email Administration folder under Administration Setup to configure the following email options for your organization: Deliverability Set up email delivery options that affect your entire organization. Enabling compliance BCC emails prevents users from editing the BCC field on any email and disables their Automatic Bcc setting under My Email Settings. including the Salesforce options that appear in the Outlook user interface. 357 . Offline briefcase configurations are sets of parameters that determine which data Salesforce transmits and which users receive that data in Connect Offline. Outlook Configurations Define the behavior of Salesforce for Outlook for your users. you can enable compliance BCC emails to automatically send a hidden copy of each outbound email message to an email address you specify. and which users receive that data. the data that syncs between Salesforce and Outlook. Organization-Wide Addresses Associate an email alias with each available user profile. such as analytic snapshots and dashboard refreshes. Desktop Administration Expand the Desktop Administration folder under Administration Setup to manage desktop configurations for Connect Offline and Connect for Outlook.Administering Salesforce Setting Up Your Organization Scheduled Jobs View all the jobs scheduled to run by users. Test Deliverability Verify your organization can receive email from every Salesforce IP address. Email Log Files Request detailed summaries of email sent from Salesforce over the last 30 days. and which users receive that data on their mobile devices. Bulk Data Load Jobs Monitor the status of current and recent bulk data load jobs. Email Relay Activation Configure Salesforce to automatically route email through your company's Simple Mail Transfer Protocol (SMTP) server. Mobile Administration Expand the Mobile Administration folder under Administration Setup to create mobile configurations for your wireless users. Offline Briefcase Configurations Define the behavior of Connect Offline for your offline users. Compliance BCC Email If your organization evaluates all outbound email messages for compliance.

Email Footers on page 945 Create footers for outgoing email. Go to Checkout to buy additional user or feature licenses by clicking Buy More Licenses in the appropriate related list. and Developer Editions only. A user license entitles a user to different functionality within Salesforce and determines which profiles and permission sets are available to the user. The Company Information page also displays all of the active user and feature licenses you have purchased for your organization. Attachments Sent as Links Find and delete email attachments sent as links. such as Marketing or Connect Offline. Database. the information provided during signup is displayed on the Company Information page at Your Name > Setup > Company Profile > Company Information. This page lists the following for each type of license: • • • Status indicates the status of the license. COMPANY INFORMATION About Company Information Available in: All Editions User Permissions Needed To view company information: To change company information: “View Setup and Configuration” “Customize Application” When your company signs up. Enterprise. Unlimited. A feature license entitles a user to an additional Salesforce feature. From the Company Information page. Used Licenses is the number of licenses that you have assigned to users. Click Currency Setup to set up the ability to use multiple currencies. 358 . you can: • • • Click Edit to change your company's information.Company Information About Company Information Email To Salesforce Automatically log emails you send from third-party email accounts as activities on lead and contact records in Salesforce. Google Apps Expand the Google Apps folder under Administration Setup to integrate Salesforce with Google Apps™: a suite of on-demand communication and collaboration tools hosted by Google and designed for business users. see Checkout User Guide. For detailed instructions.com. Available in Group. Professional. including your organization's Default Language setting. Total Licenses indicates the number of licenses for which your organization is billed and that are available to you.

When deployed.com. 359 . Then it registers the domain name and publishes it to the internet. Note: My Domain is subject to these additional Terms of Use.com editions. After you decide on the name or term you want to use. it's even easier. because Database. such as increased security and better support for single sign-on. You can use up to 40 characters.com generates a domain name for you. you have options for how you want to handle page requests that don't use the new domain name.salesforce. After a brief period.salesforce.containers. Enterprise. For all available editions except Database. the following portal login information is listed for organizations that have Customer Portals or partner portals enabled: • • Monthly Logins Allotted shows the maximum number of customer or partner portal logins allowed per month. and Database.my.Company Information My Domain Overview • Remaining Licenses is the number of unused licenses. your domain name uses the standard URL format. My Domain checks to make sure your subdomain is available.com/. including: • • • The protocol: https:// The subdomain prefix: your brand or term The domain: my. Developer. It's a snap to set up a custom domain name. See Also: Company Information Fields Understanding Language.com For example. Monthly Logins Used indicates the number of successful logins for all users associated with a customer or partner portal user license for the month.com. You can block them entirely or redirect them to the new URL—with or without a message. you'll receive an email to let you know your new domain name is ready for testing. My Domain is also available for sandbox environments. For Database. or a different term that represents your business. For Database.com users. Log in using the new URL and test the URLs for other pages in the application. Using a custom domain name provides other important advantages. Using My Domain. In addition to license types. Locale. the login URL for a company called Universal Containers would be: https://universalcontainers.com users. your organization can select a custom Salesforce domain name that highlights your brand. and Currency Managing Multiple Currencies Viewing User License Types Viewing Feature Licenses My Domain Overview Available in: Unlimited. the login URL would be https://universal.

visual. After deployment. https://<subdomain>-force. Enter the name you want to use within the sample URL. all of your application URLs. For Database.salesforce. Setting Up Your New Domain Name 1.com/apex/<pagename> Visualforce page with namespace https://<yournamespace101>.com/.salesforce.force. all users will be redirected to your new domain. however. the login URL for a company called Universal Containers would be: https://universalcontainers.com editions.com/apex/<pagename>.com /apex/<pagename> Note: If you implement My Domain in a sandbox environment. choose a different one.com users. See Also: Setting Up and Rolling Out a Domain Name Setting Up and Rolling Out a Domain Name Available in: Unlimited. Developer.com. URL Type Login Application page or tab Old URL https://login. you can't reverse it. Since you can't have namespaces in a sandbox environment. You can use up to 40 characters.my. the format of all Visualforce page URLs in a sandbox is https://<subdomain>--<sandboxname>. 2. 4. Click Check Availability.na1.na1.Company Information Setting Up and Rolling Out a Domain Name Important: For all available editions except Database.com https://na1. User Permissions Needed To set up a domain name: “Customize Application” When you set up a domain name for your organization.com/<pageID> New URL https://<subdomain>.na1. This table shows you the differences.com/apex/<pagename> <yournamespace>.com https://<subdomain>. you have the opportunity to change your domain name one time only.force. 3. including those of Visualforce pages.com. For example. Enterprise. with no namespace force.salesforce. the URL format is https://<subdomain>--<sandboxname>. If your name is already taken.my.salesforce.com/apex/<pagename> https://<subdomain>--c. and Database.my. then select the checkbox.com /<pageID> Visualforce page https://c.<instance>.salesforce. 360 .salesforce. will change.na1.my.my.<instance>.salesforce. after you deploy your new domain name. Click Your Name > Setup > Company Profile > My Domain.visual. Click Terms and Conditions to review your agreement.visual.visual.

com. Click Edit in the My Domain Settings related list. will still contain the old URLs. Click Your Name > Setup > Manage Users > Login History and look at the Username and Login URL columns.com users. When you finish testing your new domain name. those links will show the new My Domain URLs. If you are using My Domain. Select a redirect policy. Users can access application pages with or without a message explaining the URL change. 1. let your users know that they should update their bookmarks the first time they're redirected. you can't reverse it. you have the opportunity to change your domain name one time only.com. You'll notice that all the tabs and pages show your new domain name. Click the System Status tab. Note: If your domain is registered but has not yet been deployed. Tip: If you choose to redirect page requests to new URLs and provide a warning message. choose the Redirected with a warning. Your customizations should not use instance-based URLs. You'll receive an email when your domain name is ready for testing. After deployment. If you want to redirect page requests that don't use the new domain name. 2.. URLs in your application will show My Domain URLs when you log in from the My Domain login page. When your organization is ready to use the new domain URLs exclusively. click Your Name > Setup > Company Profile > My Domain and click Deploy to Users to roll out the new domain name to your organization. After your domain is deployed.Company Information Setting Up and Rolling Out a Domain Name 5. If you don't require users to log in from the new domain.salesforce. After you roll out your new domain name. you can identify which users are logging in with the new login URL. Users will be required to use the new URLs if you block page requests. Important: For all available editions except Database. If you want to accept logins from your new domain only. you're ready to roll it out to users. Testing and Rolling Out Your New Domain Name Test the new domain name by clicking tabs and links that you use within your application. select the Login Policy checkbox.com.salesforce. such as workflow emails. make sure you test thoroughly before you roll out your new domain name. links that originate from merge fields that are embedded in emails sent asynchronously. Guidelines for Implementing Your Domain Name • • If you have customized your Salesforce UI with features such as custom buttons or Visualforce pages. all users will be redirected to your new domain. • Getting System Performance and Maintenance Information Salesforce customers get system performance and maintenance information from trust. select a redirect option.) Click the URL in the email to login to Salesforce using your new domain name. 4. 3. (It can take from 24 to 72 hours. and when. 361 . they'll be blocked or redirected based on your redirect setting. 1. use My Domain's redirect tools to gradually phase it in. For Database. let your users know they need to either update old bookmarks or create new ones for the login page and any tabs or links within the application. 2. Click Save. after you deploy your new domain name. however. However.. After you test your domain name. option to make sure users update their bookmarks. Tip: If you block application page requests that don't use the new Salesforce domain name URLs. Go to trust. For example. Here's how to get that information using your new domain name. return to setup and choose the Blocked option so users can't use their old URLs.

if you change the start month from January to April. Back up your current data. Choose the start month. Enter your domain name to find your instance and check the status. 5. We suggest you do this because changing the fiscal year will cause fiscal periods to shift. See Also: My Domain Overview Setting the Fiscal Year Available in: All Editions except for Database. This change will affect opportunities and forecasts organization-wide. Click Your Name > Setup > Company Profile > Fiscal Year. your fiscal year setting can be either 2011 or 2012. Optionally. if your fiscal year starts in April 2011 and ends in March 2012. 2. and you can specify whether the fiscal year is named for the starting or ending year. Scroll to the System Maintenance table and look for entries for your instance. User Permissions Needed To view fiscal year: To change fiscal year: “View Setup and Configuration” “Customize Application” You can set one of two types of fiscal years: standard fiscal years or custom fiscal years. Specify whether the fiscal year is defined by the year it begins or ends. see About Fiscal Years on page 363. For example. Standard fiscal years can start on the first day of any month. forecast history. For specific information on both types of fiscal years. However. 4. If your fiscal year is more complicated than this. your data will be preserved. To set a standard fiscal year: 1. but you need to change the fiscal year start month. if you change it from January to February. Actual b. Run and export these reports to Excel: • • • Opportunity Pipeline Quarterly Forecast Summary Quota vs. generate weekly export data. a. and overrides are lost if the fiscal start month is changed to a month that wasn't previously the first month in a quarter. 362 . Select Standard Fiscal Year.com. see Enabling Custom Fiscal Years on page 363 Caution: All quotas. 3.Company Information Setting the Fiscal Year 3. use standard fiscal years. your data will be lost. Setting a Standard Fiscal Year If your organization follows the Gregorian calendar year. For example. 4.

This change will affect opportunities and forecasts organization-wide. 5. Actual b. We suggest you do this because changing the fiscal year will cause fiscal periods to shift. make sure that you have exported any data related to fiscal periods. Select Custom Fiscal Year. Caution: Custom fiscal years cannot be disabled once enabled. and other date sensitive material. If you are not certain you want to enable custom fiscal years. See Defining a Custom Fiscal Year on page 370. For specific details about the effects of enabling custom fiscal years.Company Information Setting the Fiscal Year 6. Once you have enabled custom fiscal years. 6. 4. To enable custom fiscal years: Note: Before enabling custom fiscal years. Optionally. you can enable custom fiscal years which will allow you to flexibly define a more complex fiscal year structure. forecasts. define your fiscal year. This option may not be available depending on your forecast settings. Enabling Custom Fiscal Years If your fiscal year definition is not met by a standard fiscal year. see About Fiscal Years on page 363. generate weekly export data. 3. If you understand the effects of enabling custom fiscal years and you have all your data exported. 7. Enabling custom fiscal years has impacts on your reports. Back up your current data. select Apply to All Forecasts and Quotas if you want to apply the new fiscal year settings to your existing forecasts and quotas. click Cancel. See Also: Setting Up Customizable Forecasting About Fiscal Years Defining a Custom Fiscal Year Choosing a Custom Fiscal Year Template About Fiscal Years 363 . 1. Optionally. quotas. Click Your Name > Setup > Company Profile > Fiscal Year. Do not enable custom fiscal years unless you understand and are prepared for all the implications. a. click OK. Click Save to finish. Run and export these reports to Excel: • • • Opportunity Pipeline Quarterly Forecast Summary Quota vs. Click Enable Custom Fiscal Years. 2.

and forecasting. Also. If you use a common fiscal year structure. as part of a custom fiscal year. If your fiscal year follows a different structure.com. standard fiscal years can be used by organizations that do not have customizable forecasting enabled. Tip: As a best practice. Custom Fiscal Years For companies that break down their fiscal years. opportunities. you can define individual fiscal years once for your entire organization. For example.Company Information About Fiscal Years Available in: All Editions except for Database. Whether you use a standard fiscal year or a custom fiscal year. and 5 weeks. If your fiscal year structure is not included in the templates. If your fiscal year follows the Gregorian calendar. For example. but does not start in January. update product schedules and forecasts whenever a custom fiscal year is created or changed. but can start on the first day of any month of the year. such as 4-4-5 or a 13-period structure. 4. delete or modify quarters and periods to meet your needs. you can rapidly define a fiscal year by simply specifying a start date and an included template. These fiscal year definitions allow you to use these fiscal periods throughout Salesforce including in reporting. quarters. you can create a 13-week quarter represented by three periods of 4. if you use three fiscal quarters per year (a trimester) rather than four. rather than calendar months. See Also: Setting the Fiscal Year Standard Fiscal Years Standard fiscal years are periods that follow the Gregorian calendar.” 364 . and weeks into custom fiscal periods based on their financial planning requirements. a fiscal period could be called “P2” or “February. Unlike custom fiscal year. For example. you can define a custom fiscal year that meets your needs. Salesforce allows you to flexibly define these periods using custom fiscal years. you can simply and easily set your fiscal year by defining a standard fiscal year. Salesforce makes it easy for you to define a fiscal year that fits your business needs. User Permissions Needed To define or edit fiscal years: To view fiscal years: “Customize Application” “View Setup and Configuration” Not all businesses use the Gregorian year for their fiscal year. you can easily modify a template. define your custom fiscal years after your current forecast. Custom fiscal periods can be named based on your standards.

For more information on SOQL date functions. Opportunity list views will not include a fiscal period columns. an extra week could be added to synchronize a custom fiscal year with a standard calendar in a leap year. FISCAL_QUARTER(). To determine if you have customizable forecasting. Custom fiscal years allow you to: • • • • Customize the period labels Reset the fiscal year to a template Add or remove fiscal periods Change the length of a fiscal week 365 . However. or when you change the length of any fiscal period. Forecasts for periods before the first custom fiscal year will be saved and can be accessed as usual. only by date.com. The only fiscal years available are those that your organization defines. you can define custom fiscal years that follow the same Gregorian calendar structure as the Salesforce standard fiscal years. or FISCAL_YEAR() date functions in SOQL. ◊ When you define a new custom fiscal year. and quotas. • • • Your organization will not be able to use fiscal period columns in opportunity. Customizing the Fiscal Year Structure Available in: All Editions except for Database. and forecast overrides are lost. User Permissions Needed To define or edit fiscal years: To view fiscal years: “Customize Application” “View Setup and Configuration” If your custom fiscal year needs a different structure than one available from the templates. Fiscal years will not be automatically created. forecast history. Changes to fiscal year structure take effect immediately upon being saved. forecasts. all quotas for that year will be lost. you can't use the FISCAL_MONTH(). consider these issues: • • • • Once you enable custom fiscal years. For example. view the forecast for the period included in the report before running a forecast report. Considerations When Enabling Custom Fiscal Years Before enabling custom fiscal year. ◊ Forecast reports for a period after the last defined fiscal year cannot be grouped by period. Forecasting cannot be used with custom fiscal years unless you have customizable forecasting enabled. see Do I Have Customizable Forecasting? on page 2236. or when you change the length of any fiscal period. or opportunity with schedule reports. ◊ When you define a new custom fiscal year. you can use advanced customization to modify the details of your custom fiscal year definition. see the Web Services API Developer's Guide. Changing the length of a period may also affect the previous or next fiscal year and reports associated with it. you cannot disable it. ◊ To ensure your forecast reports have the most updated amounts.Company Information Customizing the Fiscal Year Structure Fiscal years can be modified any time that you need to change their definition. opportunity with product. Enabling or defining custom fiscal years impacts your forecasts. When custom fiscal years are enabled. reports.

To remove a fiscal period: 1. Click Delete. 2. expand the Advanced Customization section. 4. Customizing the Period Labels The fiscal year period labels for forecasting and reporting are set by the default label values for the fiscal year periods. Resetting the Fiscal Year to a Template During customization. 4. 3. select a template from the Reset Fiscal Year Structure drop-down list. 3. 2. and one week. 366 . Click Edit for the fiscal year you want to edit. Note: Resetting the fiscal year structure to a template removes all the customizations you made to the fiscal year. Note: The maximum number of fiscal periods is 250. or weeks) from the fiscal year structure.Company Information Customizing the Fiscal Year Structure Caution: Changing the length of a fiscal year has an impact on forecasting and reporting. To add fiscal periods: 1. Click Edit for the fiscal year you want to edit. see Customizing the Fiscal Year Labels on page 367. For detailed information on the impact. To change them. Click Edit for the fiscal year you want to edit. expand the Advanced Customization section. If it is not already expanded. if you want to return to a fiscal year template. expand the Advanced Customization section. If it is not already expanded. 4. one period. Adding or Removing Fiscal Periods You can easily add or remove fiscal periods (such as quarters. Click Your Name > Setup > Company Profile > Fiscal Year. 2. 5. If it is not already expanded. see About Fiscal Years on page 365. Click Your Name > Setup > Company Profile > Fiscal Year. For example. if you want to add a new quarter. select the checkbox for the first quarter. periods. 5. 3. Choose the length from the Duration drop-down list for the fiscal week. and you want it to be the second quarter. Select the checkbox for the period before the new period. Changing the Length of a Fiscal Week To change the length of fiscal periods: 1. Select the checkbox for the period you want to delete. Click Your Name > Setup > Company Profile > Fiscal Year. Click Insert. Note: You must have at least one quarter.

the label for the third quarter Q3. Fiscal year picklist customization Fiscal Year Naming Schemes and Prefix Choices When defining a custom fiscal year. but you can customize it by selecting a different value from the quarter detail drop-down list. see Quarter Prefix on page 368. insert or delete weeks. you can choose the labeling scheme to use for your custom fiscal year. By default the number for each quarter is set by their order (the first quarter is labeled “1”). Custom Quarter Names This option allows you to set the quarter label to any name. and week) has a list of labeling schemes that you can select. By default the order of the quarter names is the same as the picklist order. if the quarter prefix is “Q”. Once you have customized your fiscal year. If it is correct. close the preview and click Save to save your fiscal year. For example. but you can customize it by selecting a different value from the quarter detail drop-down list. See Also: Defining a Custom Fiscal Year About Fiscal Years Choosing a Custom Fiscal Year Template Customizing the Fiscal Year Labels Available in: All Editions except for Database.Company Information Customizing the Fiscal Year Labels Note: To change the duration of a fiscal period or quarter. preview the fiscal year definition. Each fiscal period type (quarter. The quarter label is a combination of the label for the quarter prefix and the quarter number. The quarter label is set to the name you select from Quarter Name. User Permissions Needed To define or edit fiscal years: To view fiscal years: “Customize Application” “View Setup and Configuration” There are two ways to customize the labeling of your fiscal year: 1.com. or change the length of weeks that compose the period or quarter. 367 . Naming schemes and prefix choices 2. To customize the quarter prefix. Quarter Name Scheme Numbered by Year This option allows you to add the quarter number to the quarter label. period.

if a period started on October 12 and ends on November 10. For example. you can choose meaningful names for the period name picklist. but you can customize it by selecting a different value from the period detail drop-down list. you could set the quarter name list to those values. Period numbers do not reset in each quarter. By default the order of the period names is the same as the picklist order. For example. if the fiscal quarter is called “P4. The period label is set to the string you select from Period Name.” the “Q” is the quarter prefix. To customize the period prefix. Fiscal Year Picklists Review these custom picklists to customize the labels for your custom fiscal year. Summer.” and the sixth period is the second period in the second quarter. By default the number for each period is set by their order within the quarter (the first period in a quarter is labeled “1”). Quarter Prefix The quarter prefix picklist is a list of options for the text that prefixes the quarter number or name if your fiscal year uses the Numbered By Year quarter naming scheme. Fall. Period Prefix The period prefix picklist is a list of options for the text that prefixes the period number or name if your fiscal year uses the Numbered By Year period naming scheme. if you want to name your quarters for the seasons (Spring. if the period prefix is “P. Customizing Fiscal Year Names To customize one of these picklists: 368 .” the “P” is the period prefix.” the label for the sixth period is P6. Period numbers reset in each quarter. Numbered By Quarter This option allows you to set the period label based on its position in the quarter. the period label would be October. The period label is a combination of the period prefix and the period number. For example. For example. which you can customize by selecting a different value from the period detail drop-down list. Similar to the quarter name picklist. but you can customize it by selecting a different value from the period detail drop-down list. For example.Company Information Customizing the Fiscal Year Labels Period Name Scheme Numbered By Year This option allows you to set the period label based on its position in the year. Standard Month Names This option allows you to set the period label to the month name of the start of the period. Quarter Name The quarter name picklist is a list of options for the quarter name if your fiscal year uses the Custom Quarter Names quarter naming scheme. see Period Prefix on page 368. Custom Period Names This option allows you to set the period label to any string. To customize the Period Prefix. Period Name The period name picklist is a list of options for the quarter name if your fiscal year uses the Custom Period Names quarter naming scheme. The period label is a combination of the period prefix and the period number. By default the number for each period is set by their order (the first period is labeled “1”). and Winter). For example. see Period Prefix on page 368. if the fiscal quarter is called “Q4. its label is P2. if the period prefix is “P.

period 2 has 4 weeks. 3-3-3-4 Quarter 1 has 3 periods. and period 3 has 4 weeks 13 Periods per Year.Company Information Choosing a Custom Fiscal Year Template 1. the first and second period of a quarter are 4 weeks long. quarter 3 has 3 periods. and one is 5 weeks. 13 periods per year. These templates are available to make it easier for you to define your custom fiscal year. 13 Weeks per Quarter Choose one of these templates for your fiscal year if you want each quarter to have the same number of weeks per quarter. A typical customization for these templates is to add extra weeks for leap years. 53 weeks per year. Note: If you choose a template and realize that it is not the best one for your fiscal year definition. Click Your Name > Setup > Company Profile > Fiscal Year. For details on customizing the values of these picklists. These templates all have 4 quarters. period 1 has 5 weeks. 3 or 4 periods per quarter. 4 Weeks per Period Choose one of these templates if your fiscal year has more than 12 periods and if one quarter is longer than the other quarters. you can reset it at any time using the Reset Fiscal Year Structure option. Two of the periods in each quarter are 4 weeks. but will include a short week at the end of a year. quarter 2 has 3 periods. In a 4-4-5 template. These templates all have 4 quarters per year. Click Edit next to the appropriate picklist. your first step is to choose a custom fiscal year template. period 1 has 4 weeks. see Additional Options for Updating Picklists on page 962. and 4 weeks per period (5 weeks in the final period). and period 3 has 4 weeks 5-4-4 Within each quarter. period 2 has 5 weeks. period 1 has 4 weeks. User Permissions Needed To change your fiscal year: “Customize Application” When defining a new custom fiscal year. Choosing a Custom Fiscal Year Template Available in: All Editions except for Database. 2. and period 3 has 5 weeks 4-5-4 Within each quarter. period 2 has 4 weeks. 12 periods. Weeks generally have 7 days. for example. and quarter 4 has 4 periods 369 .com. and the third period is 5 weeks long. 4-4-5 Within each quarter. see Customizing the Fiscal Year Structure on page 365. and 52 weeks per year. The most common customization for this type of template is to create or change the length of a short week. Choose one of three types of templates: 4 Quarters per Year. They create a simple custom fiscal year that you can customize to meet your exact needs. For more information. Each quarter is 13 weeks long and is composed of three periods. Weeks are always 7 days long.

enable custom fiscal years for your organization. 370 . be aware of its impact on forecasting. Defining a New Custom Fiscal Year To define a new custom fiscal year: 1. If you have defined a custom fiscal year and you need to change it. edit it until it meets your needs. You must define all of your company's custom fiscal years so that they fit your company's calendar.com. Click Your Name > Setup > Company Profile > Fiscal Year. You should only use this template if you want to create a fiscal year that follows the Gregorian calendar. quarter 3 has 4 periods.Company Information Defining a Custom Fiscal Year 3-3-4-3 Quarter 1 has 3 periods. quarter 2 has 3 periods. quarter 2 has 4 periods. reports. This template mimics the functionality of standard fiscal years. you can edit the existing fiscal year definition. quarter 2 has 3 periods. Custom fiscal years cannot be deleted. quarter 3 has 3 periods. Unlike the other template styles. and other objects by reviewing About Fiscal Years on page 363. User Permissions Needed To view fiscal year: To change your fiscal year: “View Setup and Configuration” “Customize Application” Before defining a custom fiscal year. Enabling custom fiscal years does not automatically define them. quarter 3 has 3 periods. See Also: Defining a Custom Fiscal Year About Fiscal Years Defining a Custom Fiscal Year Available in: All Editions except for Database. and quarter 4 has 3 periods Gregorian Calendar 12 months/year. and quarter 4 has 3 periods 4-3-3-3 Quarter 1 has 4 periods. you cannot do advanced customization of a fiscal year that has been created from a Gregorian calendar template. standard Gregorian calendar. See Enabling Custom Fiscal Years on page 363 for more information. Before defining or editing any custom fiscal years. Instead of deleting an existing fiscal year. and quarter 4 has 3 periods 3-4-3-3 Quarter 1 has 3 periods.

the Fiscal Year Start Date and the Week Start Date are set to today's date and day of week. 371 . or Save & New to save your fiscal year and define another fiscal year. Note: You cannot change the start or end date of a fiscal year that causes it to overlap with a fiscal year that is defined using a Gregorian year template. or if it creates a gap between the fiscal years. This includes end or start date changes resulting from inserting or deleting periods. Review the fiscal year definition. review the fiscal year definition by clicking on Preview. and forecast overrides) that are within that date range. Caution: If you change the start or end date of any quarter. the Fiscal Year Name. Editing a Custom Fiscal Year To edit an existing custom fiscal year definition: 1. and all forecasts for date ranges automatically adjusted as a result of that change. or week. 5. or if it creates a gap between the fiscal years. they will be set to the day after the last end date of your custom fiscal years. 3. Click Your Name > Setup > Company Profile > Fiscal Year. Set the fiscal year start date. 3. or Week Start Day. the start date of the next fiscal year will be changed to the day after the end of this fiscal year. close the preview and click Save to save your fiscal year. period. If you have already defined a custom fiscal year. the end date of the previous fiscal year will be changed to the day before the start of this fiscal year. Click New. 4. 5. close the preview and click Save to save your fiscal year. see Customizing the Fiscal Year Structure on page 365. 4. year name. see Choosing a Custom Fiscal Year Template on page 369. 6. Note: If this is the first custom fiscal year you have defined. Click Edit for the fiscal year you want to edit. or week start day. and choose the week start day. Optionally. 2. Choose a template and click Continue to close the Custom Fiscal Year template dialog. see Customizing the Fiscal Year Structure on page 365. If it is correct.Company Information Defining a Custom Fiscal Year 2. If you need to make changes other than the start date. Click a defined fiscal year name to review the details. You can also add a description for the fiscal year. Click Preview. For more information on the templates. Close the fiscal year preview to continue. forecast history. all forecast data (including quotas. If changing the Fiscal Year Start Date causes this fiscal year to overlap with the previous fiscal year. will be lost. The Custom Fiscal Year template dialog opens. the fiscal year name. If you need to make more detailed edits. Description. If it is correct. If changing the end date will cause this fiscal year to overlap the next fiscal year. Change the Fiscal Year Start Date.

In a multiple currency organization. locale. Unlimited. etc. default locale. and default time zone for their organizations and the users can set their individual currency. and default time zone for their organizations and the users can set their individual language. Locale. although they can change their locale. Professional. language. and time zone. Leads. and reports. This must be one of the active currencies for the organization. and time zone. If you would like to change them. See Also: Setting the Fiscal Year Choosing a Custom Fiscal Year Template Additional Options for Updating Picklists About Fiscal Years Understanding Language. and Currency Available in: Group. Enterprise. and Developer Editions User Permissions Needed To view company information: To change company information “View Setup and Configuration” “Customize Application” The available personal setup options vary according to which Salesforce Edition you have. default language. Shown only in organizations using multiple currencies. default locale. locale. see Customizing the Fiscal Year Labels on page 367. locale. Setting Currency Who can edit the setting User in a multiple currency organization How to edit the setting Go to Your Name > Setup > My Personal Information > Personal Information > Edit and select a currency from the activated currencies drop-down list. the Salesforce administrators set the corporate currency. In a single currency organization. and Currency Note: Unless you specify them. Description and effects of the setting User’s default currency for quotas. The currency in which the organization's corporate Corporate Currency Administrator in a multiple Go to Your Name > Setup currency organization > Company Profile > 372 . Opportunities. Note: Single language organizations cannot change their language. Locale.Company Information Understanding Language. forecasts. The Salesforce settings for language. time zone. and currency can affect how objects (Accounts. the Salesforce administrators set the currency locale. the fiscal year period labels for forecasting and reporting will be set by the default label values for the fiscal year periods.) are displayed. default language.

Description and effects of the setting headquarters reports revenue. Not editable The country or geographic region in which the organization is located. This setting determines the language used for the user interface text and help. and user interface options—are stored. Available only for organizations that use multiple currencies.Company Information Understanding Language. select a currency from the supported currency drop-down list. Currency Locale Administrator in a single currency organization Go to Your Name > Setup > Company Profile > Company Information > Edit and select a currency from the supported currency drop-down list. enter a conversion rate. Default Locale Administrator Go to Your Name > Setup > Company Profile > Company Information > Edit and select a locale from 373 . and names in Default Currency ISO Not editable Code Default Language Administrator Go to Your Name > Setup > Company Profile > Company Information > Edit and select a language from the supported language drop-down list. User's default currency setting for new records. click New. tabs. To add a currency. and click Save or Save & New to add another currency. This setting determines the format of dates. The setting affects the format of currency amounts. times. individual users' language settings do not override this setting. This setting also determines the language in which all customizations—such as custom fields. The default country or geographic region that is selected for new users in the organization. Serves as the basis for all currency conversion rates. For customizations. For single currency organizations only. Locale. and Currency Setting Who can edit the setting How to edit the setting Manage Currencies > Change Corporate and select a currency from the New Corporate Currency drop-down list. The default language that is selected for new users in the organization. enter the number of decimal places you want. Only for organizations that use multiple currencies.

Company Information Understanding Language. Contact Manager. In Contact Manager. a user’s individual Language setting overrides the organization’s Default Language. Locale. Enterprise. All text and online help is displayed in this language. and Unlimited Edition organizations. individual users can with a country in set their personal locale. 374 . this field is called Locale. The organization’s Display Language applies to all users. and Developer Edition Note: Locale names organizations. Group. a default currency In Group Edition. Primary time zone in which the organization is located. In Professional. Information Currency Not editable Not editable Language User Go to Your Name > Setup > My Personal Information > Personal Information > Edit and select a language from the supported language drop-down list. Unlimited.” The default currency for all currency amount fields in the user record. or Group Edition™. and Currency Setting Who can edit the setting How to edit the setting the supported locale drop-down list. Note: Organizations in Arizona should select “Mountain Standard Time. Professional. Not available in Personal Edition. The primary language for the user. Default Time Zone Administrator Go to Your Name > Setup > Company Profile > Company Information > Edit and select a time zone from the supported time zone drop-down list. Enterprise. which parentheses also set overrides the organization setting. Description and effects of the setting Salesforce. Available only for organizations that use multiple currencies.” and organizations in parts of Indiana that do not follow Daylight Savings Time should select “Eastern Standard Time. A user's individual Time Zone setting overrides the organization's Default Time Zone setting.

Company Information Understanding Language. Description and effects of the setting Country or geographic region in which user is located. 14:00). For Personal Edition users. leads. their personal locale. Times in the English (United States) locale display using a twelve-hour clock with AM and PM (for example. date/time. overrides the organization setting. and number fields. The Locale setting also affects the first and last name order on Name fields for users. dates in the English Note: Locale names (United States) locale display as with a country in 06/30/2000 and as 30/06/2000 in parentheses also set the English (United Kingdom) a default currency locale. For example. For example. Users in Arizona should select the setting with “America/Phoenix. 2:00 PM). the locale is set at the organization level via Your Name > Setup > Company Profile > Company Information. Bob Johnson in the English (United States) locale displays as Bob Johnson. and the calendar. For all other users. available at Your Name > Setup > My Personal Information > Personal Information. Locale.” and users in parts of Indiana that do not follow Daylight Savings 375 . The Locale setting affects the format of date. and contacts. whereas the Chinese (China) locale displays the name as Johnson Bob. Time Zone User Go to Your Name > Setup > My Personal Information > Personal Information > Edit and select a time zone from the supported time zone drop-down list. whereas in the English (United Kingdom) locale. and Currency Setting Locale Who can edit the setting User How to edit the setting Go to Your Name > Setup > My Personal Information > Personal Information > Edit and select a locale from the supported locale drop-down list. they display using a twenty-four-hour clock (for example. Primary time zone in which user works.

” See Also: About Company Information Supported Currencies Available in: Group. Database. Salesforce supported currencies: Currency Name Afghanistan Afghani Albanian Lek Algerian Dinar Angola Kwanza Argentine Peso Armenian Dram Aruba Florin Australian Dollar Azerbaijanian Manat Bahamian Dollar Bahraini Dinar Bangladesh Taka Barbados Dollar Currency Code AFN ALL DZD AOA ARS AMD AWG AUD AZN BSD BHD BDT BBD 376 .com and Developer Editions User Permissions Needed To view company information: To change company information: “View Setup and Configuration” “Customize Application” The available personal setup options vary according to which Salesforce Edition you have. Professional.Company Information Supported Currencies Setting Who can edit the setting How to edit the setting Description and effects of the setting Time should select the setting with “America/Indianapolis. Unlimited. Enterprise.

Company Information Supported Currencies Currency Name Belarussian Ruble Belize Dollar Bermuda Dollar Bhutan Ngultrum Bolivia Mvdol Bolivian Boliviano Botswana Pula Brazilian Real British Pound Brunei Dollar Bulgaria Lev Burundi Franc Cambodia Riel Canadian Dollar Cape Verde Escudo Cayman Islands Dollar CFA Franc (BCEAO) CFA Franc (BEAC) Chilean Peso Chinese Renminbi Chinese Yuan Colombian Peso Comoros Franc Convertible Marks Costa Rica Colon Croatian Kuna Cuban Peso Czech Koruna Danish Krone Dijibouti Franc Dominican Peso Currency Code BYR BZD BMD BTN BOV BOB BWP BRL GBP BND BGN BIF KHR CAD CVE KYD XOF XAF CLP CN CNY COP KMF BAM CRC HRK CUP CZK DKK DJF DOP 377 .

Company Information Supported Currencies Currency Name East Caribbean Dollar Egyptian Pound Eritrea Nakfa Estonian Kroon Ethiopian Birr Euro Falkland Islands Pound Fiji Dollar Franc Congolais Gambian Dalasi Georgia Lari Ghanian Cedi Gibraltar Pound Guatemala Quetzal Guinea Franc Guyana Dollar Haiti Gourde Honduras Lempira Hong Kong Dollar Hungarian Forint Iceland Krona Indian Rupee Indonesian Rupiah Iranian Rial Iraqi Dinar Israeli Shekel Jamaican Dollar Japanese Yen Jordanian Dinar Kazakhstan Tenge Kenyan Shilling Currency Code XCD EGP ERN EEK ETB EUR FKP FJD CDF GMD GEL GHS GIP GTQ GNF GYD HTG HNL HKD HUF ISK INR IDR IRR IQD ILS JMD JPY JOD KZT KES 378 .

Company Information Supported Currencies Currency Name Korean Won Kuwaiti Dinar Kyrgyzstan Som Lao Kip Latvian Lat Lebanese Pound Lesotho Loti Liberian Dollar Libyan Dinar Lithuanian Lita Macau Pataca Macedonian Denar Malagasy Ariary Malawi Kwacha Malaysian Ringgit Maldives Rufiyaa Mauritania Ougulya Mauritius Rupee Mexican Peso Mexican Unidad de Inversion (UDI) Moldovan Leu Mongolian Tugrik Moroccan Dirham Mozambique Metical Myanmar Kyat Namibian Dollar Nepalese Rupee Neth Antilles Guilder New Zealand Dollar Nicaragua Cordoba Nigerian Naira Currency Code KRW KWD KGS LAK LVL LBP LSL LRD LYD LTL MOP MKD MGA MWK MYR MVR MRO MUR MXN MXV MDL MNT MAD MZN MMK NAD NPR ANG NZD NIO NGN 379 .

Company Information Supported Currencies Currency Name North Korean Won Norwegian Krone Omani Rial Pacific Franc Pakistani Rupee Panama Balboa Papua New Guinea Kina Paraguayan Guarani Peruvian Nuevo Sol Philippine Peso Polish Zloty Qatar Rial Romanian Leu Russian Rouble Rwanda Franc Samoa Tala Sao Tome Dobra Saudi Arabian Riyal Serbian Dinar Seychelles Rupee Sierra Leone Leone Singapore Dollar Solomon Islands Dollar Somali Shilling South African Rand Sri Lanka Rupee St Helena Pound Sudanese Pound Surinam Dollar Swaziland Lilageni Swedish Krona Currency Code KPW NOK OMR XPF PKR PAB PGK PYG PEN PHP PLN QAR RON RUB RWF WST STD SAR RSD SCR SLL SGD SBD SOS ZAR LKR SHP SDG SRD SZL SEK 380 .

S. Dollar UAE Dirham Ugandan Shilling Ukraine Hryvnia Unidades de fomento Uruguayan New Peso Uzbekistan Sum Vanuatu Vatu Venezuelan Bolivar Fuerte Vietnam Dong Yemen Riyal Yugoslav Dinar Zambian Kwacha Zimbabwe Dollar Currency Code CHF SYP TWD TJS TZS THB TOP TTD TND TRY TMT USD AED UGX UAH CLF UYU UZS VUV VEF VND YER CSD ZMK ZWD See Also: Understanding Language. Locale. and Currency Supported Locales 381 .Company Information Supported Currencies Currency Name Swiss Franc Syrian Pound Taiwan Dollar Tajik Ruble Tanzanian Shilling Thai Baht Tonga Pa'anga Trinidad&Tobago Dollar Tunisian Dinar Turkish Lira Turkmenistan Manat U.

56 Name format Address format Ms.Company Information Supported Locales Available in: Group.234. Name Arabic Code ar Default currency Date and time format 02/01/2008 04:30 PM Time format Number format 06:00   1.com and Developer Editions User Permissions Needed To view company information: To change company information: “View Setup and Configuration” “Customize Application” The available personal setup options vary according to which Salesforce Edition you have. FName LName Address Line 1. Database. Address Line 2 City.56 Ms. State ZipCode 382 . State ZipCode Country Arabic ar_AE (United Arab Emirates) UAE Dirham: 02/01/2008 AED 04:30 PM 06:00   1. Address Line 2 City. Enterprise. State ZipCode Country Arabic (Bahrain) ar_BH Bahraini Dinar: BHD 02/01/2008 04:30 PM 06:00   1.234.234. Unlimited. The Salesforce locale settings determine the following display formats: • • • • Date and time Users’ names Addresses Commas and periods in numbers Locale names with a country in parentheses also set a default currency. FName LName Address Line 1.56 Ms. Address Line 2 City. Professional. FName LName Address Line 1.

Address Line 2 City. State ZipCode Country Arabic (Lebanon) ar_LB Lebanese Pound: LBP 02/01/2008 04:30 PM 06:00   1. FName LName Address Line 1. Address Line 2 City.56 Ms.56 Ms. Address Line 2 City.Company Information Supported Locales Name Code Default currency Date and time format Time format Number format Name format Address format Country Arabic (Egypt) ar_EG Egyptian Pound EGP 02/01/2008 04:30 PM 06:00   1. State ZipCode Country Arabic (Saudi ar_SA Arabia) Saudi Arabian 02/01/2008 Riyal: SAR 04:30 PM 06:00   1.234.234. FName LName Address Line 1. Address Line 2 City. FName LName Address Line 1. State ZipCode Country Arabic (Jordan) ar_JO Jordanian Dinar: JOD 02/01/2008 04:30 PM 06:00   1.56 Ms.234. Address Line 2 City. State ZipCode Country Arabic (Kuwait) ar_KW Kuwaiti 02/01/2008 Dinar: KWD 04:30 PM 06:00   1.234.56 Ms. State ZipCode 383 . FName LName Address Line 1.234. FName LName Address Line 1.56 Ms.

Address Line 2 City.234. State ZipCode Country Catalan (Spain) ca_ES Euro: EUR 02/01/2008 16:30 06:00 1. FName LName Address Line 1. Address Line 2 City. State ZipCode 384 . State ZipCode Country Bulgarian (Bulgaria) bg_BG Bulgaria Lev: 2008-1-2 BGN 16:30 6:00 1 234. FName LName Address Line 1.56 Ms. State ZipCode Country Catalan ca 02/01/2008 16:30 06:00 1.56 Ms. Address Line 2 City. FName LName Address Line 1.2008 16:30 6:00 1 234. FName LName Address Line 1. FName LName Address Line 1.56 Ms.234.56 Ms. Address Line 2 City.56 Ms. Address Line 2 City.Company Information Supported Locales Name Code Default currency Date and time format Time format Number format Name format Address format Country Bulgarian bg 2008-1-2 16:30 6:00 1 234. State ZipCode Country Czech cs 2.1.

Address Line 2 City. State ZipCode Country German de 02.234.2008 16:30 06:00 1.234.234. FName LName Address Line 1.1. Address Line 2 City. Address Line 2 ZipCode City State Country 385 . State ZipCode Country Danish da 02-01-2008 16:30 06:00 1. FName LName Address Line 1.56 Ms. FName LName Address Line 1.56 Ms. FName LName Address Line 1.2008 Koruna: CZK 16:30 6:00 1 234.2008 16:30 06:00 1.56 Ms.234.01. Address Line 2 ZipCode City State Country German (Austria) de_AT Euro: EUR 02.Company Information Supported Locales Name Code Default currency Date and time format Time format Number format Name format Address format Country Czech (Czech cs_CZ Republic) Czech 2. FName LName Address Line 1.01. Address Line 2 City. State ZipCode Country Danish (Denmark) da_DK Danish 02-01-2008 Krone: DKK 16:30 06:00 1.56 Ms.56 Ms.

56 Ms. State ZipCode Country 386 .56 Ms.56 Name format Address format Ms. FName LName Address Line 1. Address Line 2 ZipCode City State Country German de_CH (Switzerland) German (Germany) de_DE Euro: EUR 02. Address Line 2 ZipCode City State Country Greek el 2/1/2008 4:30 6:00  μ PM 1.01. FName LName Address Line 1. Address Line 2 City.56 Ms. FName LName Address Line 1.01. Address Line 2 ZipCode City State Country German de_LU (Luxembourg) Euro: EUR 02.Company Information Supported Locales Name Code Default currency Swiss Franc: CHF Date and time format 02.234. Address Line 2 City.2008 16:30 Time format Number format 06:00 1'234. FName LName Address Line 1.01.56 Ms.2008 16:30 06:00 1. State ZipCode Country Greek (Greece) el_GR Greek Drachma: EUR 2/1/2008 4:30 6:00  μ PM 1.234.234.2008 16:30 06:00 1. FName LName Address Line 1.234.

Address Line 2 City. Address Line 2 City. FName LName Address Line 1.234. State ZipCode Country Australian 2/01/2008 Dollar: AUD 4:30 PM English (Barbados) en_BB Barbados 1/2/2008 4:30 6:00 AM Dollar: BBD PM 1. FName LName Address Line 1.56 Ms. State ZipCode Country English (Canada) en_CA Canadian 02/01/2008 Dollar: CAD 4:30 PM 6:00 AM 1. State ZipCode Country English (Bermuda) en_BM Bermuda 1/2/2008 4:30 6:00 AM Dollar: BMD PM 1.234.234. FName LName Address Line 1. Address Line 2 City.56 Name format Address format Ms.56 Ms. State ZipCode Country English (United Kingdom) en_GB British 02/01/2008 Pound: GBP 16:30 06:00 1. State ZipCode Country 387 . FName LName Address Line 1.56 Ms.Company Information Supported Locales Name English (Australia) Code en_AU Default currency Date and time format Time format Number format 6:00 AM 1.234.234.56 Ms. FName LName Address Line 1. Address Line 2 City. Address Line 2 City.

56 Ms.56 Ms.234. State ZipCode Country English (Ireland) en_IE Euro: EUR 02/01/2008 16:30 06:00 1. FName LName Address Line 1.234. FName LName Address Line 1. State ZipCode Country English (India) en_IN Indian rupee: 2/1/2008 4:30 6:00 AM INR PM 1. FName LName Address Line 1. Address Line 2 City.Company Information Supported Locales Name English (Ghana) Code en_GH Default currency Date and time format Time format Number format 1. Address Line 2 City. State ZipCode Country 388 . Address Line 2 City. FName LName Address Line 1. Address Line 2 City.234.56 Ms. FName LName Address Line 1. State ZipCode Country Ghanian Cedi 1/2/2008 4:30 6:00 AM (New): GHS PM English (Indonesia) en_ID Indonesian 1/2/2008 4:30 6:00 AM Rupiah: IDR PM 1. State ZipCode Country English (Malaysia) en_MY Malaysian Dollar (Ringgit): MYR 1/2/2008 4:30 6:00 AM PM 1.234.234. Address Line 2 City.56 Name format Address format Ms.56 Ms.

FName LName Address Line 1. FName LName Address Line 1.234.S.Company Information Supported Locales Name English (Nigeria) Code en_NG Default currency Nigerian Naira: NGN Date and time format Time format Number format 1. FName LName Address Line 1.56 Ms. FName LName Address Line 1. State ZipCode Country English (Singapore) en_SG Singapore 1/2/2008 4:30 6:00 AM Dollar: SGD PM 1. State ZipCode Country English (United States) en_US U. Address Line 2 City.56 Ms.56 Ms.234. Address Line 2 City.234.234. State ZipCode Country 389 . State ZipCode Country English (Philippines) en_PH Philippines Peso: PHP 1/2/2008 4:30 6:00 AM PM 1. FName LName Address Line 1.234.56 Name format Address format Ms. Address Line 2 City. Dollar: USD 1/2/2008 4:30 6:00 AM PM 1. Address Line 2 City. Address Line 2 City.56 Ms. State ZipCode Country 1/2/2008 4:30 6:00 AM PM English (New en_NZ Zealand) New Zealand 2/01/2008 Dollar: NZD 4:30 PM 6:00 AM 1.

56 Ms. FName LName Address Line 1. Address Line 2 City.56 Name format Address format Ms.234. Address Line 2 City. State ZipCode Country 390 .234. State ZipCode Country Spanish (Bolivia) es_BO Bolivian Boliviano: BOB 02-01-2008 04:30 PM 06:00 AM 1. State ZipCode Country Spanish (Chile) es_CL Chilean Peso: 02-01-2008 CLP 04:30 PM 06:00 AM 1.Company Information Supported Locales Name Code Default currency Date and time format Time format Number format 6:00 AM 1. FName LName Address Line 1.234. State ZipCode Country English en_ZA (South Africa) South African 2008/01/02 Rand: ZAR 4:30 PM Spanish es 2/01/2008 16:30 6:00 1. Address Line 2 City.234. FName LName Address Line 1. FName LName Address Line 1. FName LName Address Line 1. Address Line 2 City.56 Ms. State ZipCode Country Spanish (Argentina) es_AR Argentine Peso: ARS 02/01/2008 16:30 06:00 1.234. Address Line 2 City.56 Ms.56 Ms.

234. State ZipCode Country Spanish (Spain) es_ES Euro: EUR 2/01/2008 16:30 6:00 1.Company Information Supported Locales Name Spanish (Colombia) Code es_CO Default currency Colombian Peso: COP Date and time format 2/01/2008 04:30 PM Time format Number format 06:00 AM 1. FName LName Address Line 1. Address Line 2 City. Address Line 2 City.234.234. FName LName Address Line 1.56 Ms.56 Ms. FName LName Address Line 1.234.56 Name format Address format Ms. Address Line 2 City. Address Line 2 City. FName LName Address Line 1.56 Ms. FName LName Address Line 1. State ZipCode Country Spanish (Dominican Republic) es_DO Dominican Republic Peso: DOP 01/02/2008 04:30 PM 06:00 AM 1.234. State ZipCode Country 391 . Address Line 2 City. State ZipCode Country Spanish (Costa Rica) es_CR Costa Rica 02/01/2008 Colon: CRC 04:30 PM 06:00 AM 1.56 Ms. State ZipCode Country Spanish (Ecuador) es_EC CFA Franc (BEAC): XAF 02/01/2008 04:30 PM 06:00 AM 1.

234.234. FName LName Address Line 1.Company Information Supported Locales Name Spanish (Guatemala) Code es_GT Default currency Guatemala Quetzal: GTQ Date and time format 2/01/2008 04:30 PM Time format Number format 06:00 AM 1.56 Ms.56 Ms. FName LName Address Line 1. FName LName Address Line 1. State ZipCode Country Spanish (Peru) es_PE Peruvian Nuevo Sol: PEN 02/01/2008 04:30 PM 06:00 AM 1. Address Line 2 City. State ZipCode Country Spanish (Mexico) es_MX Mexican 2/01/2008 Unidad de 04:30 PM Inversion (UDI): MXV 06:00 AM 1.234. Address Line 2 City.234.234. Address Line 2 City. State ZipCode Country Spanish (Honduras) es_HN Honduras Lempira: HNL 01-02-2008 04:30 PM 06:00 AM 1. FName LName Address Line 1. State ZipCode Country Spanish (Panama) es_PA Panama 01/02/2008 Balboa: PAB 04:30 PM US Dollar: USD 06:00 AM 1. Address Line 2 City. FName LName Address Line 1.56 Ms. State ZipCode Country 392 . Address Line 2 City.56 Ms.56 Name format Address format Ms.

FName LName Address Line 1.56 Name format Address format Ms.234. State ZipCode Country Spanish (El Salvador) es_SVUS U. Dollar: USD Date and time format 01-02-2008 04:30 PM Time format Number format 06:00 AM 1.S. State ZipCode Country 393 .234. State ZipCode Country Spanish es_PR (Puerto Rico) Spanish (Paraguay) es_PY Paraguayan Guarani: PYG 02/01/2008 04:30 PM 06:00 AM 1. State ZipCode Country Spanish (Venezuela) es_VE Venezuelan Bolivar Fuerte: VEF 02/01/2008 04:30 PM 06:00 AM 1. Address Line 2 City. State ZipCode Country Spanish (Uruguay) es_UY Uruguayan New Peso: UYU 02/01/2008 04:30 PM 06:00 AM 1. FName LName Address Line 1. Address Line 2 City. FName LName Address Line 1.S. FName LName Address Line 1.234.234. FName LName Address Line 1.234.56 Ms.56 Ms.56 Ms.56 Ms. Address Line 2 City. Address Line 2 City.Company Information Supported Locales Name Code Default currency U. Dollar: USD 01-02-2008 04:30 PM 06:00 AM 1. Address Line 2 City.

1. State ZipCode Country 394 . Address Line 2 City. Address Line 2 City.2008 16:30 6:00 1 234. Address Line 2 City. State ZipCode Country French (Belgium) fr_BE Euro: EUR 2/01/2008 16:30 6:00 1. State ZipCode Country Finnish (Finland) fi_FI Euro: EUR 2. FName LName Address Line 1. Address Line 2 City.56 Ms.56 Name format Address format Ms.Company Information Supported Locales Name Estonian (Estonia) Code et_EE Default currency Estonian Kroon: EEK Date and time format 2.2008 16:30 Time format Number format 6:00 1 234. FName LName Address Line 1.2008 16:30 6:00 1 234.56 Ms.01.56 Ms.234. FName LName Address Line 1. Address Line 2 City. State ZipCode Country French fr 02/01/2008 16:30 06:00 1 234. State ZipCode Country Finnish fi 2. FName LName Address Line 1. FName LName Address Line 1.1.56 Ms.

FName LName Address Line 1.56 Ms.56 Ms. FName LName Address Line 1.Company Information Supported Locales Name French (Canada) Code fr_CA Default currency Date and time format Time format Number format 06:00 1 234. State ZipCode Country 395 .2008 16:30 06:00 1'234.56 Ms. Address Line 2 City. State ZipCode Country French (Monaco) fr_MC Moroccan Dirham: MAD 02/01/2008 16:30 06:00 1 234.01.56 Ms. Address Line 2 City. FName LName Address Line 1.56 Name format Address format Ms. Address Line 2 City. FName LName Address Line 1. State ZipCode Country French fr_LU (Luxembourg) Euro: EUR 02/01/2008 16:30 06:00 1 234. FName LName Address Line 1. Address Line 2 City. State ZipCode Country Canadian 2008-01-02 Dollar: CAD 16:30 French fr_CH (Switzerland) Swiss Franc: CHF 02. Address Line 2 City Country State ZipCode French (France) fr_FR Euro: EUR 02/01/2008 16:30 06:00 1 234.

State ZipCode Country 396 . Address Line 2 City.01.56 Ms.234.56 Ms.56 Name format Address format Ms. Address Line 2 City.1. State ZipCode Country Hungarian hu 2008.234. State ZipCode Country Indonesian in 2008/01/02 16:30 06:00 1.2008. FName LName Address Line 1.56 Ms. FName LName Address Line 1.234. FName LName Address Line 1. State ZipCode Country Icelandic (Iceland) is_IS Iceland Krona: ISK 2. Address Line 2 City. Address Line 2 City.2008 16:30 06:00 1.56 Ms. FName LName Address Line 1.Company Information Supported Locales Name Croatian (Croatia) Code hr_HR Default currency Croatian Kuna: HRK Date and time format 02.234. 16:30 6:00 1 234. 16:30 Time format Number format 06:00 1.02. Address Line 2 City. State ZipCode Country Armenian (Armenia) hy_AM Armenian 1/2/2008 4:30 6:00 AM Dram: AMD PM 1. FName LName Address Line 1.01.

Address Line 2 City Country State ZipCode Italian (Italy) it_IT Euro: EUR 02/01/2008 16.30 6. State ZipCode Country Italian it_CH (Switzerland) Swiss Franc: CHF 02.56 Ms.Company Information Supported Locales Name Italian Code it Default currency Date and time format 02/01/2008 16. FName LName Address Line 1. State ZipCode Country Hebrew iw 16:30 02/01/2008 06:00 1.234.01.00 1.2008 16:30 06:00 1'234.234.30 Time format Number format 6.56 Ms.56 Name format Address format Ms. FName LName Address Line 1. FName LName Address Line 1. State ZipCode Country Hebrew (Israel) iw_IL Israeli Shekel: 16:30 ILS 02/01/2008 06:00 1. Address Line 2 City. FName LName Address Line 1. FName LName Address Line 1.00 1. State ZipCode Country 397 . Address Line 2 City.56 Ms. Address Line 2 City.234.56 Ms. Address Line 2 City.234.

State ZipCode Country Kazakh kk_KZ (Kazakhstan) Kazakhstan Tenge: KZT 1/2/2008 4:30 6:00 AM PM 1.56 LName FName Country ZipCode State City Address Line 1.234. FName LName Address Line 1. Address Line 2 Georgian ka 1/2/2008 4:30 6:00 AM PM 1.234.234. Address Line 2 City. State ZipCode Country 398 .56 Ms. FName LName Address Line 1.56 Name format Address format LName FName Country ZipCode State City Address Line 1.234. State ZipCode Country Georgian (Georgia) ka_GE Georgian Lari: GEL 1/2/2008 4:30 6:00 AM PM 1.56 Ms. Address Line 2 City.Company Information Supported Locales Name Japanese Code ja Default currency Date and time format 2008/01/02 16:30 Time format Number format 6:00 1.234. Address Line 2 City. Address Line 2 Japanese (Japan) ja_JP Japanese Yen: 2008/01/02 JPY 16:30 6:00 1.56 Ms. FName LName Address Line 1.

234. FName LName Address Line 1. 2 PM    6:00 4:30 1. FName LName Address Line 1. Address Line 2 Lithuanian (Lithuania) lt_LT Lithuanian Lita: LTL 2008. State ZipCode Country 1/2/2008 4:30 6:00 AM PM Korean ko 2008. Address Line 2 City. Address Line 2 Korean ko_KR (South Korea) Korean Won: 2008. FName LName Address Line 1.56 Name format Address format Ms. State ZipCode Country Latvian (Latvia) lv_LV Latvian Lat: LVL 2008. Address Line 2 City.2 16. 1.56 LName FName Country ZipCode State City Address Line 1.1.Company Information Supported Locales Name Khmer (Cambodia) Code km_KH Default currency Cambodia Riel: KHR Date and time format Time format Number format 1.234.1 16:30 06:00 1 234. 1.234.00 1 234. Address Line 2 City. State ZipCode Country 399 .56 LName FName Country ZipCode State City Address Line 1.56 Ms.56 Ms. 2 PM    6:00 KRW 4:30 1.2.30 06.

234.234. Address Line 2 City. State ZipCode Country Dutch (Belgium) nl_BE Euro: EUR 2/01/2008 16:30 6:00 1. State ZipCode Country Malaysian 02/01/2008 Ringgit: MYR 4:30 PM Dutch nl 2-1-2008 16:30 6:00 1. State ZipCode Country Dutch nl_NL (Netherlands) Euro: EUR 2-1-2008 16:30 6:00 1. Address Line 2 City.56 Name format Address format Ms. State ZipCode Country Dutch (Suriname) nl_SR Surinam Dollar: SRD 2-1-2008 16:30 6:00 1.Company Information Supported Locales Name Malay (Malaysia) Code ms_MY Default currency Date and time format Time format Number format 6:00 AM 1. State ZipCode Country 400 . FName LName Address Line 1.56 Ms.234.56 Ms. Address Line 2 City.234. Address Line 2 City. FName LName Address Line 1. FName LName Address Line 1. Address Line 2 City. FName LName Address Line 1.56 Ms. FName LName Address Line 1.234.56 Ms.

56 Name format Address format Ms.2008 16:30 Time format Number format 06:00 1 234.56 Ms. State ZipCode Country Portuguese (Angola) pt_AO Angola Kwanza: AOA 02-01-2008 16:30 6:00 1.2008 Krone: NOK 16:30 06:00 1 234. State ZipCode Country Portuguese pt 02-01-2008 16:30 6:00 1. FName LName Address Line 1. FName LName Address Line 1. Address Line 2 City.01. State ZipCode Country Polish pl 2008-01-02 16:30 06:00 1 234.56 Ms.56 Ms. Address Line 2 City.234. FName LName Address Line 1. State ZipCode Country Norwegian (Norway) no_NO Norwegian 02. State ZipCode Country 401 . Address Line 2 City. Address Line 2 City. Address Line 2 City.Company Information Supported Locales Name Norwegian Code no Default currency Date and time format 02.234.56 Ms. FName LName Address Line 1. FName LName Address Line 1.01.

Address Line 2 City. State ZipCode Country 402 .01.56 Ms.234. State ZipCode Country Romanian ro 02.56 Name format Address format Ms. State ZipCode Country Portuguese (Portugal) pt_PT Euro: EUR 02-01-2008 16:30 6:00 1. State ZipCode Country Romanian (Romania) ro_RO Romanian Leu (New): RON 02. Address Line 2 City. FName LName Address Line 1. FName LName Address Line 1.234.2008 16:30 06:00 1. Address Line 2 City. State ZipCode Country Russian ru 02. Address Line 2 City.234.2008 16:30 6:00 1 234. FName LName Address Line 1. FName LName Address Line 1.01.01.56 Ms. FName LName Address Line 1.Company Information Supported Locales Name Portuguese (Brazil) Code pt_BR Default currency Brazilian Real: BRL Date and time format 02/01/2008 16:30 Time format Number format 06:00 1.234.56 Ms. Address Line 2 City.2008 16:30 06:00 1.56 Ms.

Address Line 2 City. Address Line 2 City. Address Line 2 City.2008.234.2008 16:30 6:00 1 234. (Serbia): CSD 16:30 Euro (Montenegro): EUR 06. State ZipCode Country 403 . State ZipCode Country Serbian sh_CS (Latin) (Serbia and Montenegro) Serbian Dinar 02. Address Line 2 City. State ZipCode Country Russian 02.01.2008. FName LName Address Line 1. State ZipCode Country Serbian sh_BA (Latin) (Bosnia and Herzegovina) Convertible Mark: BAM 02.56 Name format Address format Ms.2008 Rouble: RUB 16:30 Serbian (Latin) sh 02.1.01.56 Ms. State ZipCode Country Slovak sk 2.234.01.56 Ms. FName LName Address Line 1.01. FName LName Address Line 1. FName LName Address Line 1.56 Ms. Address Line 2 City. 16:30 06.00 1.56 Ms.234.2008. FName LName Address Line 1.00 1.00 1. 16:30 06.Company Information Supported Locales Name Russian (Russia) Code ru_RU Default currency Date and time format Time format Number format 6:00 1 234.

Address Line 2 City. Address Line 2 City. Address Line 2 City.234.00 1.30 Euro (Montenegro): EUR 06. State ZipCode Country Serbian sr_BA (Bosnia and Herzegovina) Convertible Mark: BAM 2008-01-02 16:30 06. State ZipCode Country Serbian sr_CS (Serbia and Montenegro) Serbian Dinar 2.56 Ms. Address Line 2 City.2008.234.00 1.56 Ms. Address Line 2 City. 16.1. FName LName Address Line 1. State ZipCode Country Serbian sr 2. (Serbia): CSD 16.56 Ms.30 06.2008.2008 16:30 Time format Number format 6:00 1 234.234. State ZipCode Country 404 .1. FName LName Address Line 1. FName LName Address Line 1.1.234. FName LName Address Line 1. State ZipCode Country Slovenian (Slovenia) sl_SI Euro: EUR 2.Company Information Supported Locales Name Slovak (Slovakia) Code sk_SK Default currency Euro: EUR Date and time format 2.08 16:30 6:00 1.56 Ms. FName LName Address Line 1.1.56 Name format Address format Ms.00 1.

56 Ms.234. 1.56 Name format Address format Ms. Address Line 2 City. 1.Company Information Supported Locales Name Swedish Code sv Default currency Date and time format 2008-01-02 16:30 Time format Number format 06:00 1 234. FName LName Address Line 1. State ZipCode Country Thai (Thailand) th_TH Thai Baht: THB 2/1/2551.234. State ZipCode Country Tagalog tl 1/2/2008 4:30 6:00 AM PM 1. 6:00  . 16:30  . 16:30  . State ZipCode Country Thai th 2/1/2008. FName LName Address Line 1. State ZipCode Country 405 . Address Line 2 City. Address Line 2 City. 6:00  .56 Ms. State ZipCode Country Swedish (Sweden) sv_SE Swedish Krona: SEK 2008-01-02 16:30 06:00 1 234. FName LName Address Line 1. FName LName Address Line 1.56 Ms.234. Address Line 2 City. Address Line 2 City.56 Ms. FName LName Address Line 1.

Address Line 2 City.01.234.234. Address Line 2 City.2008 16:30 6:00 1. FName LName Address Line 1. FName LName Address Line 1.Company Information Supported Locales Name Tagalog (Philippines) Code tl_PH Default currency Philippines Peso: PHP Date and time format Time format Number format 1. FName LName Address Line 1. State ZipCode Country Ukrainian (Ukraine) uk_UA Ukraine Hryvnia: UAH 02.2008 16:30 6:00 1.234.56 Ms. State ZipCode Country 406 .56 Name format Address format Ms. Address Line 2 City.234. State ZipCode Country Urdu (Pakistan) ur_PK Pakistani Rupee: PKR 1/2/2008 4:30 6:00 AM PM 1. FName LName Address Line 1. Address Line 2 City.2008 16:30 06:00 1.01. State ZipCode Country 1/2/2008 4:30 6:00 AM PM Turkish tr 02. Address Line 2 City.56 Ms. State ZipCode Country Ukrainian uk 02. FName LName Address Line 1.56 Ms.234.56 Ms.01.

56 LName FName Country ZipCode State City Address Line 1.234. FName LName Address Line 1.234.56 Ms. FName LName Address Line 1.56 Name format Address format Ms. Address Line 2 407 .Company Information Supported Locales Name Vietnamese Code vi Default currency Date and time format 16:30 02/01/2008 Time format Number format 06:00 1.234.56 LName FName Country ZipCode State City Address Line 1.234.56 LName FName Country ZipCode State City Address Line 1. Address Line 2 City. Address Line 2 Chinese zh_HK (Hong Kong) Hong Kong 2008 1 2  Dollar: HKD PM4:30   6:00 1.234. State ZipCode Country Chinese zh 2008-1-2 PM4:30   6:00 1. Address Line 2 Chinese (China) zh_CN Chinese Yuan: CNY 2008-1-2 PM4:30   6:00 1. State ZipCode Country Vietnamese (Vietnam) vi_VN Vietnam Dong: VND 16:30 02/01/2008 06:00 1. Address Line 2 City.

Address Line 2 Taiwan 2008/1/2 PM    6:00 Dollar: TWD 4:30 See Also: Understanding Language. Time (Pacific/Kiritimati) Phoenix Is. Salesforce supported times zones and codes (in chronological order): Time Zone Code GMT+14:00 GMT+13:00 GMT+13:00 GMT+12:45 GMT+12:00 GMT+12:00 GMT+12:00 GMT+11:30 GMT+11:00 Time Zone Name Line Is.Company Information Supported Time Zones Name Chinese (Taiwan) Code zh_TW Default currency Date and time format Time format Number format 1. and Currency Supported Time Zones Available in: Group.56 Name format Address format LName FName Country ZipCode State City Address Line 1. Database. Professional. Time (Pacific/Guadalcanal) 408 .234. Unlimited. Enterprise. Time (Pacific/Enderbury) Tonga Time (Pacific/Tongatapu) Chatham Daylight Time (Pacific/Chatham) Petropavlovsk-Kamchatski Time (Asia/Kamchatka) New Zealand Daylight Time (Pacific/Auckland) Fiji Time (Pacific/Fiji) Norfolk Time (Pacific/Norfolk) Solomon Is. Locale.com and Developer Editions User Permissions Needed To view company information: To change company information: “View Setup and Configuration” “Customize Application” The available personal setup options vary according to which Salesforce Edition you have.

Company Information Supported Time Zones Time Zone Code GMT+10:30 GMT+10:00 GMT+10:00 GMT+09:30 GMT+09:30 GMT+09:00 GMT+09:00 GMT+08:00 GMT+08:00 GMT+08:00 GMT+08:00 GMT+08:00 GMT+08:00 GMT+08:00 GMT+07:00 GMT+07:00 GMT+07:00 GMT+06:30 GMT+06:00 GMT+05:45 GMT+05:30 GMT+05:30 GMT+05:00 GMT+05:00 GMT+05:00 GMT+04:30 GMT+04:00 GMT+04:00 GMT+03:30 GMT+03:00 GMT+03:00 Time Zone Name Lord Howe Summer Time (Australia/Lord_Howe) Eastern Standard Time (Queensland) Eastern Summer Time (New South Wales) Central Summer Time (South Australia) Central Standard Time (Northern Territory) Korea Standard Time (Asia/Seoul) Japan Standard Time (Asia/Tokyo) Hong Kong Time (Asia/Hong_Kong) Malaysia Time (Asia/Kuala_Lumpur) Philippines Time (Asia/Manila) China Standard Time (Asia/Shanghai) Singapore Time (Asia/Singapore) China Standard Time (Asia/Taipei) Western Standard Time (Australia) Indochina Time (Asia/Bangkok) West Indonesia Time (Asia/Jakarta) Indochina Time (Asia/Saigon) Myanmar Time (Asia/Rangoon) Bangladesh Time (Asia/Dacca) Nepal Time (Asia/Katmandu) India Standard Time (Asia/Calcutta) India Standard Time (Asia/Colombo) Pakistan Summer Time (Asia/Karachi) Uzbekistan Time (Asia/Tashkent) Yekaterinburg Time (Asia/Yekaterinburg) Afghanistan Time (Asia/Kabul) Gulf Standard Time (Asia/Dubai) Georgia Time (Asia/Tbilisi) Iran Standard Time (Asia/Tehran) Eastern African Time (Africa/Nairobi) Arabia Standard Time (Asia/Baghdad) 409 .

Company Information Supported Time Zones Time Zone Code GMT+03:00 GMT+03:00 GMT+03:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+02:00 GMT+01:00 GMT+01:00 GMT+01:00 GMT+01:00 GMT+01:00 GMT+01:00 GMT+00:00 GMT+00:00 GMT+00:00 GMT+00:00 GMT-01:00 GMT-02:00 GMT-03:00 GMT-03:00 GMT-03:30 GMT-04:00 GMT-04:00 GMT-04:00 GMT-04:00 GMT-04:30 Time Zone Name Arabia Standard Time (Asia/Kuwait) Arabia Standard Time (Asia/Riyadh) Moscow Standard Time (Europe/Moscow) Eastern European Time (Africa/Cairo) South Africa Standard Time (Africa/Johannesburg) Israel Standard Time (Asia/Jerusalem) Eastern European Time (Europe/Athens) Eastern European Time (Europe/Bucharest) Eastern European Time (Europe/Helsinki) Eastern European Time (Europe/Istanbul) Eastern European Time (Europe/Minsk) Central European Time (Europe/Amsterdam) Central European Time (Europe/Berlin) Central European Time (Europe/Brussels) Central European Time (Europe/Paris) Central European Time (Europe/Prague) Central European Time (Europe/Rome) Irish Summer Time (Europe/Dublin) Western European Summer Time (Europe/Lisbon) British Summer Time (Europe/London) Greenwich Mean Time (GMT) Cape Verde Time (Atlantic/Cape_Verde) South Georgia Standard Time (Atlantic/South_Georgia) Argentine Summer Time (America/Buenos_Aires) Brasilia Summer Time (America/Sao_Paulo) Newfoundland Daylight Time (America/St_Johns) Atlantic Daylight Time (America/Halifax) Atlantic Standard Time (America/Puerto_Rico) Chile Summer Time (America/Santiago) Atlantic Daylight Time (Atlantic/Bermuda) Venezuela Time (America/Caracas) 410 .

including the user and feature licenses purchased for your organization. Field Active Salesforce Users Address Description Number of active Salesforce users for the organization. 411 . Street address of the organization. Locale. Up to 255 characters are allowed in this field. and Currency Company Information Fields The available fields vary according to which Salesforce Edition you have. The Company Information page has the following fields (listed in alphabetical order).Company Information Company Information Fields Time Zone Code GMT-05:00 GMT-05:00 GMT-05:00 GMT-05:00 GMT-05:00 GMT-06:00 GMT-06:00 GMT-06:00 GMT-07:00 GMT-07:00 GMT-08:00 GMT-08:00 GMT-09:00 GMT-10:00 GMT-11:00 GMT-11:00 Time Zone Name Colombia Time (America/Bogota) Eastern Daylight Time (America/Indianapolis) Peru Time (America/Lima) Eastern Daylight Time (America/New_York) Eastern Standard Time (America/Panama) Central Daylight Time (America/Chicago) Central Standard Time (America/El_Salvador) Central Standard Time (America/Mexico_City) Mountain Daylight Time (America/Denver) Mountain Standard Time (America/Phoenix) Pacific Daylight Time (America/Los_Angeles) Pacific Standard Time (America/Tijuana) Alaska Daylight Time (America/Anchorage) Hawaii Standard Time (Pacific/Honolulu) Niue Time (Pacific/Niue) Samoa Standard Time (Pacific/Pago_Pago) See Also: Understanding Language.

Enterprise. This setting also determines the language in which all customizations—such as custom fields. and Developer Edition organizations. Only for organizations that use multiple currencies. 412 . The total number of API requests issued by the organization in the last 24 hours.com. (Read only) The country or geographic region in which the organization is located. which overrides the organization setting. including creation date and time.com API Usage Limits on page 1975. Last 24 Hours City Corporate Currency Country Created By Currency Locale Default Language Default Locale The default country or geographic region that is selected for new users in the organization. API Requests. This setting determines the language used for the user interface text and help. The currency in which the organization's corporate headquarters reports revenue. The setting affects the format of currency amounts. Unlimited. this field is called Locale. The default language that is selected for new users in the organization. tabs. City in which organization is located. For single currency organizations only. individual users' language settings do not override this setting. Group. Up to 40 characters are allowed in this field. Serves as the basis for all currency conversion rates. and names in Salesforce. and user interface options—are stored. In Contact Manager. For customizations.Company Information Company Information Fields Field Admin Newsletter Description Allow administrators in your organization to choose whether they want to receive administrator-targeted promotional emails from salesforce. User who signed up the organization. The maximum number of requests depends on your Edition. In Group Edition. Up to 40 characters are allowed in this field. This setting determines the format of dates. Country in which organization is located. For a list of request limits by Edition. Professional. see Force. see About API Usage Notifications on page 829 or the Web Services API Developer's Guide. times. individual users can set their personal locale. For more information about API usage notification.

This is the number of Salesforce user licenses for which the organization is billed. Up to 40 characters are allowed in this field. If using a standard fiscal year. or select a name from a list of previously defined users. Up to 80 characters are allowed in this field. Up to 40 characters are allowed in this field. Up to 40 characters are allowed in this field. Up to 80 characters are allowed in this field. the value will be “Custom Fiscal Year.” and organizations in parts of Indiana that do not follow Daylight Savings Time should select “Eastern Standard Time.Company Information Company Information Fields Field Default Time Zone Description Primary time zone in which the organization is located.com Organization ID 413 .com. the starting month and year for the organization’s fiscal year. Code that uniquely identifies your organization to salesforce. if charges apply. including modification date and time. Fax number. Person who is main contact or administrator at the organization. PC Sales Group.com. Select this checkbox to prevent advance notices about planned system maintenance from displaying to users when they log in to Salesforce. Name of the organization. User who last changed the company information. Note: Organizations in Arizona should select “Mountain Standard Time. (Read only) Allow users in your organization to choose whether they want to receive user-targeted promotional emails from salesforce. You can enter a name. Fax Fiscal Year Starts In Hide Notices About System Downtime Hide Notices About System Maintenance Modified By Newsletter Organization Name Phone Primary Contact Salesforce Licenses Salesforce.” Select this checkbox to prevent advance notices about planned system downtime from displaying to users when they log in to Salesforce. Number of Salesforce user accounts that can be defined for access to the service. A user's individual Time Zone setting overrides the organization's Default Time Zone setting. Main phone number at organization.” Division Group or division that uses the service. for example. If using a custom fiscal year.

This value resets to zero at the beginning of each month. Enterprise. Zip or postal code of the organization. and other data. The maximum number of restricted login users for the organization is in parentheses. the value is expressed as a measurement (for example. Professional. and Currency MULTIPLE CURRENCIES Managing Multiple Currencies Available in: Group. 1. 10%). 414 . Contact salesforce. Amount of file storage in use. 500 MB) and as a percentage of the total amount of file storage available (for example. the value is expressed as a measurement (for example. Amount of data storage in use. Developer. and Database. Locale. quotes. Up to 20 characters are allowed in this field. Unlimited. Current Month Description Number of restricted login users who have logged in during the current month.Multiple Currencies Managing Multiple Currencies Field Restricted Logins. reports.com to enable Multi-Currency for your organization. 10%). Up to 20 characters are allowed in this field. Zip Used Data Space Used File Space See Also: About Company Information Understanding Language. State State or province in which organization is located.com Editions User Permissions Needed To view currencies: To change currencies: “View Setup and Configuration” “Customize Application” Your organization can set up the ability to use multiple currencies in opportunities. forecasts. 500 MB) and as a percentage of the total amount of data storage available (for example.

When you change the default currency of a record. 3. their team’s opportunities. contact. Every user also has a personal currency. currency amounts are not converted. Using Multiple Currencies International organizations can use multiple currencies in opportunities. note that workflow rules and approval processes that use filters instead of formulas convert all currency values to the corporate currency.” which reflects the currency of the corporate headquarters. All conversion and roll-ups happen automatically. Multi-Currency might be enabled over the next weekend to avoid performance issues during the work week. 5.S. and reports. For more information. Only active currencies can be used in currency amount fields. The active currencies represent the countries in which the organization does business. opportunity. see Editing Dated Exchange Rates on page 420. The administrator also maintains the list of active currencies and their conversion rates relative to the corporate currency. if a script references the Account Currency field (represented as CurrencyIsoCode in the code). Users can also create opportunities and enter amounts using other active currencies. See Setting Corporate Currency on page 416. quotes. This is also true for cross-object formulas that reference merge fields with different currencies. All currency amounts are displayed in the default currency of the record as well as in the personal currency of the user. see Apex Code Overview on page 1819. Annual Revenue Converted—which will show amounts in the currency you select. Activate additional currencies for your organization. you can also choose to display the Converted column—for example. it displays in the currency of the associated record. 2. and formulas in workflow rules and approval processes. Set conversion rates for new currencies. If you have enabled advanced currency management. Depending on the forecasting version you have. Custom formula fields are not tied to any particular currency. However. forecasts (depending on which forecasting version you use). Dollars” so that the Annual Revenue shows in dollars for one of your American accounts. quotes. If the result of a formula field is a currency amount. quotes. forecasts currency amounts are automatically converted to the user’s personal currency.Multiple Currencies Managing Multiple Currencies Note: For large organizations. and other data is converted and rolled up to the manager’s personal currency. You can change the currency used for report totals by selecting a currency from Show > Currencies. enable advanced currency management. To use dated exchange rates. forecasts. The default value for the drop-down is your personal currency. See Also: Administrator setup guide: Using Multiple Currencies Importing Multiple Currencies 415 . Every lead. they simply display with the new currency code. For example. The manager can also drill down to see the data in its native currency. and other currency fields. You cannot disable multiple currencies for your organization if the currency fields are referenced in an Apex script. account. Amounts in reports are shown in their original currencies. you can set the Account Currency to “USD-U. For any amount. additionally. multiple currencies cannot be disabled. opportunities. Designate your corporate currency. but can be displayed in any active currency. 4. for managers. forecasts. the opportunity close date determines which conversion rate to use when displaying currency amounts. reports. See Editing Conversion Rates. See Activating and Deactivating Currencies on page 416. which is used as the default currency in his or her own quotas. Note: If your organization uses advanced currency management. For example. and case has a field that specifies the currency to use for all amount fields in that record. The administrator sets the “corporate currency.

See Also: Managing Multiple Currencies Editing Conversion Rates About Advanced Currency Management Administrator setup guide: Using Multiple Currencies Activating and Deactivating Currencies Available in: Group. A salesforce. To change your corporate currency: 1. Professional. and click Save. Enterprise. Choose a new corporate currency from the list of active currencies. Click Your Name > Setup > Company Profile > Manage Currencies. • Active currencies—These represent countries in which your organization does business. 416 .Once you activate a currency. you can never permanently delete it. Only active currencies can be entered in opportunities. and other items. 2. 3. The corporate currency is the currency on which all of your conversion rates are based. and Developer Editions User Permissions Needed To view currencies: To change currencies: “View Setup and Configuration” “Customize Application” Your administrator must specify a Corporate Currency. and Database. Enterprise. Professional.com Editions User Permissions Needed To view currencies: To change currencies: “View Setup and Configuration” “Customize Application” To use multiple currencies. Developer. If you have not yet set up any currencies. Unlimited. Click Change Corporate.Multiple Currencies Setting Corporate Currency Setting Corporate Currency Available in: Group. Unlimited. your administrator must specify which currencies are supported for your organization. see Activating and Deactivating Currencies on page 416.com representative initially sets your corporate currency upon activation of the feature. which reflects the currency in which your corporate headquarters reports revenue. forecasts.

Click Save. To activate new currencies: 1. you can no longer enter new amounts using the inactive currency. 6. To activate a currency from the list of inactive currencies. In addition to these conversion rates. 417 . Developer. but you cannot enter new amounts in inactive currencies. 3. To edit your organization's static conversion rates: 1. See Also: Managing Multiple Currencies Setting Corporate Currency Editing Conversion Rates About Advanced Currency Management Administrator setup guide: Using Multiple Currencies Editing Conversion Rates Available in: Group.com Editions User Permissions Needed To view currencies: To change currencies: “View Setup and Configuration” “Customize Application” You can manage exchange rates between your active and inactive currencies and the corporate currency by editing the conversion rates. and Database. To deactivate a currency. click Deactivate next to the currency. These are static exchange rates that apply to all currency fields used in your organization. your organization may also use dated exchange rates for opportunities and opportunity products. see About Advanced Currency Management on page 418. Note: Deactivating a currency that is set as a user’s personal currency automatically resets the user’s currency to the corporate currency.Multiple Currencies Editing Conversion Rates • Inactive currencies—These are currencies that your organization no longer uses. Currencies are alphabetized using their ISO currency code. Deactivating a currency does not alter amounts in items that use that currency. You may have existing records that use inactive currencies. However. For more information about dated exchange rates. Professional. Select a currency. Click Your Name > Setup > Company Profile > Manage Currencies. click Activate next to the currency. Unlimited. 5. 4. Enter the conversion rate relative to your corporate currency. Specify the number of decimal places to show for amounts in this currency. 2. If advanced currency management is enabled. Enterprise. 2. Click Your Name > Setup > Company Profile > Manage Currencies. Click New in the Active Currencies related list. click Manage Currencies.

the exchange rate on January 1 was 1 USD to 1. If your organization uses advanced currency management. currency amounts are updated using the new rates. Enter the conversion rate between each currency and your corporate currency. All conversions within opportunities. Click Edit Rates in the Active Currencies or Inactive Currencies lists. Dated exchange rates allow you to map a conversion rate to a specific date range. Your opportunities that closed between January 1 and February 1 use the first exchange rate (1 = 1. and other amounts use the current conversion rate. When you change the conversion rates. Professional. Note: • • You cannot track revenue gain or loss based on currency fluctuations. Previous conversion rates are not stored.Advanced Currency Management About Advanced Currency Management 3. depending on the number of records affected and other factors. Enterprise.39 AUD. 418 . For example. Click Save. which may take up to 30 minutes. 4. See Also: Managing Multiple Currencies Setting Corporate Currency Activating and Deactivating Currencies Administrator setup guide: Using Multiple Currencies ADVANCED CURRENCY MANAGEMENT About Advanced Currency Management Available in: Group.42 AUD. and Developer Editions User Permissions Needed To enable advanced currency management: To view currencies: To change currencies: “Customize Application” “View Setup and Configuration” “Customize Application” Advanced currency management allows you to manage dated exchange rates within opportunities using Salesforce. see Editing Dated Exchange Rates on page 420. 5. forecasts. but on February 1. Unlimited.39). Changing conversion rates causes a mass recalculation of roll-up summary fields. To manage dated exchange rates. you can also manage dated exchange rates for currency fields on opportunities and opportunity products.42). while opportunities that closed after February 1 used the second exchange rate (1 = 1. it changed to 1 USD to 1.

If advanced currency management is enabled. For example. If you disable advanced currency management. but are not used when converting those amounts to the user currency. These ranges can be as small as a day and as large as all of time. These rates will be valid for all time. For more information. See Editing Conversion Rates on page 417. The time between on start date and the next start date is called the exchange rate date range. because both are advanced currency management enabled. see Enabling or Disabling Advanced Currency Management on page 419. When advanced currency management is first enabled. if you enable advanced currency management. all currency conversions will use the static conversion rate. campaign opportunity fields. you should delete any currency roll-up summary fields using opportunities and accounts or opportunities and custom objects. opportunity product schedules. If your organization enables advanced currency management. Cross-object formulas always use the static conversion rate for currency conversion. opportunity products. Each rate is in effect until either the end of time or the day before the next start date for that currency. Organizations with advanced currency management support roll-up summary fields between two advanced currency management objects. your existing exchange rates automatically become the first set of dated exchange rates. To enable or disable advanced currency management. However. and reports related to these objects and fields. you cannot create roll-up summary fields that calculate currency on the opportunity object rolling up to the account object. Dated exchange rates are not used in forecasting. until you define another set of exchange rates. currency fields in other objects. see Editing Dated Exchange Rates on page 420. Campaign opportunity fields use dated exchange rates when calculating the amount in the campaign currency. roll-up summary fields are supported from an opportunity line object to its opportunity object. you can't bind Visualforce pages that use <apex:inputField> or <apex:outputField> components to currency fields that support advanced currency management. All existing currency-related roll-up summary fields on the opportunity object are disabled and their values are no longer calculated.Advanced Currency Management About Advanced Currency Management Dated exchange rates are defined using a start date and a conversion rate. or currency fields in other types of reports. Advanced Currency Management Considerations • Dated exchange rates are used for opportunities. • • • • See Also: Managing Multiple Currencies Setting Corporate Currency Activating and Deactivating Currencies Administrator setup guide: Using Multiple Currencies Enabling or Disabling Advanced Currency Management 419 .

see Managing Multiple Currencies on page 414. Professional. When advanced currency management is first enabled. 2. 3. To disable advanced currency management: 1. Click Your Name > Setup > Company Profile > Manage Currencies. Unlimited. 4.Advanced Currency Management Enabling or Disabling Advanced Currency Management Available in: Group. 420 . Unlimited. 2. Enable multiple currencies for your organization. See Editing Conversion Rates on page 417. select Yes. See Also: About Advanced Currency Management Editing Dated Exchange Rates Available in: Group. until you define another set of exchange rates. Visualforce <apex:inputField> and <apex:outputField> components cannot display currency fields. 2. If you disable advanced currency management. select Yes. Click Disable. When prompted. When advanced currency management is enabled. For more information. 3. Enterprise. When prompted. I want to enable Advanced Currency Management and click Enable. Click Your Name > Setup > Company Profile > Manage Currencies. Click Manage Dated Exchange Rates. and Developer Editions. all currency conversions will use the static conversion rate. and Developer Editions User Permissions Needed To view currencies: To change currencies: “View Setup and Configuration” “Customize Application” To add new dated exchange rates: 1. User Permissions Needed To enable advanced currency management: “Customize Application” To enable advanced currency management: 1. Click Enable. I want to disable Advanced Currency Management and click Disable. Enterprise. These rates will be valid for all time. Click Your Name > Setup > Company Profile > Manage Currencies. Professional. your existing exchange rates automatically become the first set of dated exchange rates.

To view existing dated exchange rates: 1. If the date range you want is not displayed. enter it in the Show all rates with start dates between fields and click Go!. Click Your Name > Setup > Company Profile > Manage Currencies. Enter the date that the exchange rates go into effect. Click Manage Dated Exchange Rates. Click Manage Dated Exchange Rates. enter it in the Show all rates with start dates between fields and click Go!. 4. 2. 5. 6. 4. Click Your Name > Setup > Company Profile > Manage Currencies. 2. 3. delete the exchange rate (leave the field blank). Click Your Name > Setup > Company Profile > Manage Currencies. Click Edit for the date range you want to edit. Click the name of the currency you want to edit. Note: The exchange rates will default to the current exchange rate. Click New Exchange Rates. 4. 5. See Also: About Advanced Currency Management Managing Multiple Currencies Setting Corporate Currency Activating and Deactivating Currencies Editing Conversion Rates Administrator setup guide: Using Multiple Currencies 421 . setting it to the new value for the date range. Select the date range you want to view either by entering the date and clicking Go!. Click Save to save the new dated exchange rates. Click Del for the date range you want to delete. If you do not want to set a new exchange rate for a currency. If the date range you want is not displayed. or by selecting Previous Range or Next Range. To delete a dated exchange rate for a particular currency: 1. To edit your dated exchange rates for a particular currency: 1. 2. Enter the exchange rates.Advanced Currency Management Editing Dated Exchange Rates 3. Click the name of the currency you want to edit. and click Save. Edit the exchange rate. Click Manage Dated Exchange Rates. 3. 3.

For example. and list views more meaningful to users. you can create a report to show the opportunities for just the North American division.Divisions About Divisions DIVISIONS About Divisions Available in: Professional. allowing you to get accurate sales numbers for the North American sales team. Enterprise. See Also: Overview of Divisions Getting Started with Divisions Creating and Editing Divisions Transferring Divisions Changing Your Working Division Changing Your Default Division Administrator tip sheet: Getting Started with Divisions 422 . and reports by division: “Modify All Data” “Affected by Divisions” Divisions let you segment your organization's data into logical sections.com to enable divisions for your organization. searches. making searches. Note: Contact salesforce. Divisions are useful for organizations with extremely large amounts of data. Divisions do not restrict users’ access to data and are not meant for security purposes. and Unlimited Editions User Permissions Needed To create or edit divisions: To limit list views. reports.

• • The following table shows how using divisions affects different areas: Area Search Description If you have the “Affected by Divisions” permission: • In Sidebar Search. Enterprise. A record can belong to a division that the administrator creates. leads. and Unlimited Editions User Permissions Needed To create or edit divisions: To limit list views. You can change your working division at any time. you can perform a global search on a working division or all divisions. 423 .Divisions Overview of Divisions Overview of Divisions Available in: Professional. Then. searches. your results will include records found in both the Western Division and the global division. you can select a working division to search. If you do not have the “Affected by Divisions” permission. • In Global Search. or it can belong to the standard “global” division which is created automatically when your organization enables divisions. • For searches in lookup dialogs. and custom objects that are enabled for divisions. your search results always include records in all divisions. or you can search all divisions. Working division—If you have the “Affected by Divisions” permission. If you do not have the “Affected by Divisions” permission. • In Advanced Search. you can perform an advanced search on a working division or all divisions. Default division for a user—Users are assigned to a default division that applies to their newly created accounts. the results include records in the division you select from the drop-down list in the lookup dialog window. you do not have a working division. Note: All searches within a working division also include the global division. you always see records in all divisions. For example. searches will show only the data for your working division. and reports by division: “Modify All Data” “Affected by Divisions” There are three basic aspects to divisions: • Division on individual records—Division is a field on individual records which marks the record as belonging to a particular division. if you search within a working division called Western Division. you set the division in which you want to work using a drop-down list in the sidebar.

your reports always include records in all divisions. leads. When editing other types of records. such as private opportunities or contacts not related to an account. or custom objects that are enabled for divisions. All records that are associated through a master-detail relationship are automatically transferred to the new division as well. Reports If you have the “Affected by Divisions” permission. Viewing records and related lists When viewing the detail page of a record. When you create new records related to an account or other record that already has a division. your list views always include records in all divisions. When you create records that are not related to other records. Creating new records Editing records When editing accounts. and detail custom objects are transferred to their master record's new division. list views include only the records in the division you specify when creating or editing the list view. leads. the related lists show all associated records to which you have access. 424 . the new record is assigned to the existing record’s division. you can change the division. If you do not have the “Affected by Divisions” permission. For example. regardless of division. the division is automatically set to the global division. Reports that are already scoped (such as My Cases or My team’s accounts) include records in all divisions. unless you override this setting. For example. if you create a custom object record that is on the detail side of a master-detail relationship with a custom object that has divisions enabled.Divisions Overview of Divisions Area List views Description If you have the “Affected by Divisions” permission. you can set your report options to include records in just one division or all divisions. List views that are not searching all records (such as My Open Cases) include records in all divisions. If you do not have the “Affected by Divisions” permission. and you cannot further limit them to a specific division. you cannot change the division setting. it is assigned the master record's division. the division is automatically set to your default division. contacts and opportunities are transferred to the new division of their associated account. When you create new accounts. or custom objects that are enabled for divisions.

Enterprise. and reports by division: “Modify All Data” “Affected by Divisions” The basic steps to begin using divisions are: 1. the record adopts your default division. it adopts the division of the master record. the division for any detail records is determined by the previous master record. searches.Divisions Getting Started with Divisions Area Custom objects Description When you enable divisions for a custom object. If you delete a master-detail relationship. If the custom object is on the detail side of a master-detail relationship with a divisions-enabled custom object. The default name for this division is “Global.” which you may customize if you wish. the division for any detail records is determined by the previous master record. See Also: Getting Started with Divisions Administrator tip sheet: Getting Started with Divisions About Divisions Getting Started with Divisions Available in: Professional. If you convert a master-detail relationship to a lookup relationship. When you create a custom object record: • • If the custom object is enabled for divisions.com to enable divisions for your organization. and Unlimited Editions User Permissions Needed To create or edit divisions: To limit list views. Contact salesforce. 425 . When divisions are enabled. one global division is automatically created for your organization and all records are assigned to that division by default. detail records lose their current division and inherit the division of their master record. Salesforce initially assigns each record for that custom object to the global division. Relationships If you convert a lookup relationship to a master-detail relationship.

Users without this permission still have a default division. when you transfer divisions for accounts. A user’s default division determines the division assigned to all new accounts and leads he or she creates. 426 . plan which divisions you need based on how you want to segment your data. and specify a division while creating records. all records related to a particular account. Records created by users without that permission are still assigned to a division. and reports by division. 3. Transferring records includes associated records. and Unlimited Editions User Permissions Needed To create or edit divisions: To limit list views. 6. and reports by division: “Modify All Data” “Affected by Divisions” To create and edit divisions: 1. Transfer leads. See Creating and Editing Divisions on page 426. See Defining Custom Objects on page 1598. inherit the division of that account. as appropriate. Before creating divisions. For example. See Transferring Divisions on page 711. See also Changing Your Default Division on page 40 for information on changing divisions for one user at a time. such as contacts and opportunities. even those without the “Affected by Divisions” permission. You can create a maximum of 100 divisions. Enterprise. Enable the “Affected by Divisions” permission for users who should be able to limit list views. the default division is not used. as appropriate. When users create records related to an account or other record that already has a division. 4. including any inactive ones. the new record is assigned to the existing record’s division. 7. select Enable Divisions on the custom object definition page to enable for divisions. See Transferring Divisions on page 711. Remember to set the default division for all users. and custom objects into relevant divisions. unless the user explicitly sets a different division. can view division fields. 9. See Changing Your Working Division on page 58. you may want one division for all of the records belonging to your North American sales team and one division for your European sales team. For custom objects. Set the default division for all users. Instruct users how to set their working division for searches and reports. For example.Divisions Creating and Editing Divisions 2. searches. accounts. Add division fields to page layouts. change the division for a record. 8. searches. Create divisions for your organization's data. Click Your Name > Setup > Company Profile > Manage Divisions. See Also: Overview of Divisions Administrator tip sheet: Getting Started with Divisions About Divisions Creating and Editing Divisions Available in: Professional. 5. Add divisions to field-level security.

Select the checkbox to make the division active. Click New to create a division. 3. Enter the division name. color. and text settings from a letterhead. Click Save. You cannot make a division inactive if users or lead queues are assigned to that division. or Edit to change an existing one. you can create a customized thank you letter to a specific lead. leads. and generating mail merge documents. For example. • • • Letterheads define the look and feel of your HTML email templates. meaning that records and users can be assigned to this division. See Also: Creating Letterheads Managing Email Templates Managing Mail Merge Templates Merge Fields Overview Merge Fields Overview 427 . Your HTML email templates can inherit the logo.com Your administrator can create and maintain templates for defining letterheads. 4. including any inactive ones. 5. To change the order in which divisions appear in the Division picklist field. sending outbound email. and others using predefined templates. See Also: About Divisions Overview of Divisions Getting Started with Divisions Administrator tip sheet: Getting Started with Divisions Managing Templates Available in: All Editions except Database. Mail merge templates allow users to create custom documents using the information from your records. click the Sort button and use the arrows to order the divisions. Email templates allow users to send email to contacts. Note: You can create a maximum of 100 divisions.Divisions Managing Templates 2.

custom links. For example: {!Stockforce_CreatedDate} references the standard field called Created Date for the Stockforce custom object. if you create a field label called Email. Guidelines for Using Merge Fields • General merge field syntax guidelines: The syntax for a merge field may differ.Name. the merge field displays the value of the custom field. the field label is preceded with the type of record and all spaces are converted to underscores. For custom relationships. ◊ For custom objects. the merge field may not display the value of the field you expect. ◊ For formulas that allow you to reference fields on related objects across multiple relationships. Identical values may result in unexpected behavior when you reference that name in a merge field. see What is a Person Account? on page 61. • Merge field guidelines for email templates and mail merge templates: 428 . Make both the custom field name and label unique by adding a character to each. For standard relationships. respectively. Here are a few examples of syntax differences: ◊ When you insert the Account Number merge field in an email template. You can use merge fields within custom formula fields.Divisions Managing Templates The available merge fields vary according to which Salesforce Edition you have. ◊ Salesforce rounds numbers referenced in merge fields according to the user's locale. ◊ If your organization has enabled person accounts. If a standard field and custom field have matching names or labels.CreatedBy. For more information. ◊ For formula fields and mail merge templates. custom buttons. reference the contact email merge field from a custom object validation rule using the Contact__r. and when you create email or mail merge templates. Ensure that all custom fields under account have unique field names and labels so that the merge field references the correct field.AccountNumber}. ◊ Ensure that both the custom field name and label are not identical to the name and label of any existing standard or custom field for that object.Account. user information. the field name is prefixed by the name of the relationship. the field name and a closing curly brace: {!Account. depending on where you are using it in Salesforce. the merge field is not enclosed in curly braces or preceded by an exclamation point. For example. If two custom fields have matching names or labels. account fields that previously had unique names and labels may no longer be unique because some contact fields are displayed as part of the account object. you can reference the phone number of the account creator from an opportunity product formula field using Opportunity. s-controls. To ensure that you are using the correct syntax.Phone. For example. nor is it preceded by the type of record. the field name automatically populates as Email__c. the name of the relationship is the master object. If you also have a standard field with the label Email. you can reference the account name merge field from a contact validation rule using Account. the syntax consists of an open curly brace and exclamation point. such as Email2 and Email2__c. the name of the relationship is the Field Name given when creating the relationship with “__r” appended to it. the merge field may not be able to distinguish between the standard and custom field names. These fields on the accounts page are identified by the person account icon ( ). for example: AccountNumber. Merge fields serve as placeholders for data that will be replaced with information from your records. a period. For example. select merge fields from the drop-down list in the editor where you are using the merge field.Email merge field name. not the number of decimal of spaces specified in the number field configuration. Visualforce pages. or company information. followed by the type of record.

you can create email templates that support reps can use to respond to case emails. ◊ Merge fields for entitlements on cases aren't supported. ◊ Campaign member merge fields cannot be used with other types of merge fields in the same email template.FirstName. and the underscore (_) character.field_name} work only in email templates used for mass emails. When the request is approved. 429 . ◊ User fields are also known as Sending User fields for administrators and users with the “Manage Users” permission. the Account merge fields are populated from the contact's account. These templates can include merge fields that display information from the original email in the response. ◊ Administrators and users with the “Manage Users” permission can use Receiving User merge fields for email templates to reference the recipient of the email. numbers.Title}. ◊ The merge fields {!Receiving_User. ◊ If the email template you choose contains approval merge fields named {!ApprovalRequest. if you create an email template using a campaign member merge field and you want to include the title of the recipient.. use {!CampaignMember. To add substitute text. but not mail merge templates. the merge fields update to the most recent approver's name and the name of the second step. ◊ Campaign and campaign member merge fields can be used in email templates.} field. see Setting Up Email-to-Case or On-Demand Email-to-Case on page 1274 and Managing Email Templates on page 437. When you save the template. ◊ To reference the name. ◊ When account merge fields are included in an email template and this template is selected after a contact is added to the email 'To' field.Entitlement} merge field to an email template. See Case Fields on page 2816. Likewise.field_name} and {!Sending_User. or company of the customer who submitted an online case. Use them in email templates when referencing the person sending the email. email.Title} or {!Contact.field_name}. ◊ For opportunity mail merges. the merge field will appear in the email template with the following syntax: Dear {!BLANKVALUE(Contact. use the relevant contact or account merge fields. Opportunity_Product_# is not allowed. ◊ Approval process merge fields can be used in email templates. For subsequent actions. the field is not populated on the template. phone. For details. if you add the Entitlement Name {!Case. your merge fields can contain only letters. Mail merge field names cannot exceed 40 characters. ◊ In approval processes: Merge fields in the approval request email are set to the submitter's name and the name of the first step. merge field values are updated based on the previous completed step. "Sir or Madam")}. ◊ Merge fields for products on opportunities are only available to organizations that have enabled products and can only be used in mail merge templates. you can add substitute text to any merge field. Substitute text displays in a sent email if the merge record does not contain data for that field.. but not mail merge templates. ◊ For mail merge templates.Title} instead of {!Lead. if applicable. ◊ If you have enabled Email-to-Case or On-Demand Email-to-Case. For example. place a comma after the field name and enter the text before the closing bracket.Divisions Managing Templates ◊ Each mail merge field label you use must be unique. use the relevant {!Case_OnlineCustomer. but not email templates. you can use lead templates to generate contact emails and documents. ◊ Templates with contact merge fields can be used to generate email and mail merge documents for leads. For example. ◊ In email templates. For example. To reference the contact or account associated with a case. not the case's account. Note: You can only use standard fields when generating email and mail merge documents for leads or contacts. these fields will return values only when that email template is used as the approval assignment template. you can use contact merge fields to merge additional information about a related contact. If you use the template for any other email alert action—in either workflow rules or approval processes—the merge fields will return a null value. for example: Dear {!Contact. Sir or Madam}.FirstName.

Email. not the date and time. For example. contact. the standard merge field name will be used whenever the local name is blank.Divisions Managing Mail Merge Templates ◊ In email templates. • Additional merge field guidelines: ◊ A subset of user fields are available for customizing Self-Service pages. 430 . you are responsible for building mail merge templates in Microsoft Word and uploading them to Salesforce to make them available for your users.PersonBirthdate}. ◊ If you're using the Translation Workbench to translate custom field names. and Title have “Account. both business account and person account fields are available as account merge fields.FirstName} merge field to a page: <apex:page> Hello {!$User. They include variables called merge fields where data from your records—for example a contact's name and address—displays in the generated document. For example. users can look up merge fields in their chosen language. you can use the merge field {!Account.com User Permissions Needed To upload mail merge templates: To edit mail merge templates: “Manage Public Templates” “Manage Public Templates” Mail merge templates define the content of a form letter or other mail merge document. you can display the current user's first name by adding the {!$User.IsPersonAccount} to determine whether you are working with a person account or a business account. {!Account. As an administrator. Furthermore. ◊ Build cross-object formulas to span to related objects and reference merge fields on those objects. See the following topics: • Creating New Mail Merge Templates explains how to build a new mail merge template from a blank Word document. ◊ For local account.FirstName}! s</apex:page> See Also: Setting Custom Buttons and Links Managing Mail Merge Templates Understanding Global Variables Managing Mail Merge Templates Available in: All Editions except Database. and lead names. ◊ Visualforce pages also can use merge fields. Anything inside {! } is evaluated as an expression that can access values from records that are currently in context. such as Birthdate.Person” in their merge field names. the Created Date and Last Modified Date fields display only the date. Account fields exclusive to person accounts. ◊ If your organization uses person accounts.

Select Mail Merge in the Categories drop-down list. e. such as Opportunity_LineItem_ProductName. 2. 2003.” “Bob” is a variable because it will change when the letter is sent to a different person.zip See Also: Mail Merge Overview Sending Single Mail Merge Documents Creating New Mail Merge Templates Available in: All Editions except Database. in the salutation “Dear Bob. Uploading Mail Merge Templates to Salesforce explains how to upload completed mail merge templates to Salesforce. In Word 2003 and earlier. d. data. Select MergeField in the Field names box. f. b. Locate the text or data variables in your Word document that will change each time the template is used. Replace each variable with the appropriate Salesforce merge field. and then click Field. • • If you have Connect for Office. and formatting your users require. Tip: Click the following link to download a Zip file of sample mail merge templates: mm_templates. 3. Use Word to compose the document so it contains the text. select the Insert tab on the Ribbon. In Word 2007. Place your cursor where you want to insert a merge field. click Quick Parts in the Text group. 4. you can use Word integration to insert merge fields quickly. or 2007. 431 . If you do not have Connect for Office: a. Open a new blank document in Microsoft Word 2002. manually enter the valid Salesforce merge field. For example. Important: Each mail merge field label you use must be unique. select Insert and then Field from the Word menu bar. In the Field Properties area of the Field name box.Divisions Managing Mail Merge Templates • • Modifying Existing Mail Merge Templates explains how to download sample templates and modify them to meet your unique business needs. c. Click OK.com User Permissions Needed To upload mail merge templates: To edit mail merge templates: “Manage Public Templates” “Manage Public Templates” 1.

Please refer to Word's help for information about protected Word documents. Optionally. Review the instructions provided in salesforce_mailmerge_templates_howto. Finally. 432 . 3. insert the Opportunity_LineItem_End to end the list. Proceed to Uploading Mail Merge Templates to Salesforce on page 433. Tip: For best results: • • Do not configure mail merge templates as “protected” or “restricted access” in Microsoft Word. Word 2007 users. and 2003 users. customize the text and formatting of the template. 5. 4.com User Permissions Needed To upload mail merge templates: To edit mail merge templates: “Manage Public Templates” “Manage Public Templates” 1. Please refer to Word's help for information about restoring mail merge documents to what Word calls “normal Word documents. refer to Guidelines for Uploading Mail Merge Templates. (In Word.com Connect for Microsoft Office® Overview Modifying Existing Mail Merge Templates Available in: All Editions except Database.” For details on how to set up your template with these tips in mind. 2.) Do not connect mail merge templates to external data sources such as Excel worksheets or Access databases. select Save As from the File menu then choose an appropriate file name and destination folder. 5. Save your Word document. insert all the merge fields you want to include for each product on an opportunity. Open the desired sample template in Microsoft Word.Divisions Managing Mail Merge Templates Note: To list information about all products associated with an opportunity. XP. press F1 to open help. 6. select Save As from the Office button then choose an appropriate file name and destination folder. Download the sample mail merge templates and unzip the files to a convenient directory on your hard drive. insert the Opportunity_LineItem_Start merge field where you want to begin listing product information. Save a copy of the sample template to your computer's desktop or other convenient location: • • Word 2000. See Also: Managing Mail Merge Templates Mail Merge Overview Force.doc. Then.

Select MergeField in the Field names box. Note: To list information about all products associated with an opportunity. Please refer to Word's help for information about restoring mail merge documents to what Word calls “normal Word documents. Each of the mail merge fields should now appear in curly braces as follows: {MERGEFIELD Contact_FullName \* MERGEFORMAT} 7. In Word 2003 and earlier. press F1 to open help. In the Field Properties area of the Field name box. 8. Then. (In Word. 9. See Also: Managing Mail Merge Templates Merge Fields Overview Mail Merge Overview Force. • • If you have Connect for Office. Press ALT+F9 to display the hidden mail merge field codes.com Connect for Microsoft Office® Overview Uploading Mail Merge Templates to Salesforce 433 . Place your cursor where you want to insert a merge field.” For details on how to set up your template with these tips in mind. Tip: For best results: • • Do not configure mail merge templates as “protected” or “restricted access” in Microsoft Word. manually enter the valid Salesforce merge field. f.Divisions Managing Mail Merge Templates 6. Proceed to Uploading Mail Merge Templates to Salesforce on page 433. you can use Word integration to insert merge fields quickly. Please refer to Word's help for information about protected Word documents. Finally.) Do not connect mail merge templates to external data sources such as Excel worksheets or Access databases. select the Insert tab on the Ribbon. insert the Opportunity_LineItem_Start merge field where you want to begin listing product information. c. refer to Guidelines for Uploading Mail Merge Templates. click Quick Parts in the Text group. Change or add merge fields as necessary. b. If you do not have Connect for Office: a. select Insert and then Field from the Word menu bar. such as Opportunity_LineItem_ProductName. Select Mail Merge in the Categories drop-down list. e. insert the Opportunity_LineItem_End to end the list. Save your Word document. insert all the merge fields you want to include for each product on an opportunity. Click OK. and then click Field. In Word 2007. d.

If your organization uses Extended Mail Merge. Extended Mail Merge is available by request only. click Your Name > Setup > Communication Templates > Mail Merge Templates. 4. For best results. Tip: Before uploading a template. See Also: Managing Mail Merge Templates Merge Fields Overview Mail Merge Overview Using Letterheads Available in: Contact Manager. 1. page color. Label. You can create letterheads and make them available organization-wide. and Developer Editions User Permissions Needed To create or change letterheads: “Manage Letterheads” A letterhead defines the logo.Divisions Using Letterheads Available in: All Editions except Database. Contact salesforce. To use letterheads. Professional. Group. and text settings for your HTML email templates. 5. 434 . 2. create a single letterhead to use for all your HTML email templates.com User Permissions Needed To upload mail merge templates: To edit mail merge templates: “Manage Public Templates” “Manage Public Templates” Administrators and users with the “Manage Public Templates” permission must upload completed Microsoft Word mail merge templates to Salesforce to make them available for use. Click Browse to select your Word mail merge template. In Salesforce. 3. Click New Template. Unlimited.com Customer Support if you are interested in this feature. choose the appropriate document type: Document. Enter a name and description for the template. or Envelope. click Your Name > Setup > Communication Templates > Letterheads. Click Save to finish. This will help users correctly choose a template when generating mail merge documents. we recommend reviewing Guidelines for Uploading Mail Merge Templates. Enterprise.

To delete a letterhead. Enter a description for this letterhead. click Del next to the name. Setting Letterhead Details 1. Unlimited. and Developer Editions User Permissions Needed To create or change letterheads: “Manage Letterheads” Letterheads define the look and feel of your HTML email templates. 2. 435 . To edit a letterhead. The name and description fields are for internal use only to describe the letterhead to other users. Group. It must begin with a letter. The details are applied to an email when using that letterhead. With the Letterhead Unique Name field. and must be unique in your organization. Enter a Letterhead Label. If necessary. The label is used to refer to the letterhead on user interface pages. Setting Letterhead Properties 1. this unique name prevents naming conflicts on package installations. Check Available For Use if you would like users to be able to use the new letterhead immediately. Click the color picker button to choose a color. 1. Use the letterhead wizard to create both the properties and details of your letterhead. and not contain two consecutive underscores. This name can contain only underscores and alphanumeric characters. click the name from the list and choose one of the edit options: Edit Properties or Edit Letterhead. not include spaces. The properties are only visible inside your organization. The letterhead detail page appears. Enterprise. not end with an underscore. they help users identify a letterhead.Divisions Using Letterheads From the Letterheads list page: • • • To view a letterhead. color. select the name from the list. Your HTML email templates can inherit the logo. a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. 5. • Click Edit Background Color. Click New Letterhead. 4. You cannot delete a letterhead that is used in any HTML email templates. This is a unique name used to refer to the component when using the Force. Click Save. Professional. change the Letterhead Unique Name. 2. See Also: Creating Letterheads Letterhead Fields Creating Letterheads Available in: Contact Manager. and enter a color for the background of your letterhead. In managed packages. 3.com API. Click Your Name > Setup > Communication Templates > Letterheads. A letterhead consists of properties and details. Set the attributes for the letterhead. and text settings from a letterhead.

not include spaces. Click Edit Top Line.com API. Click the color picker button to choose a color. In managed packages. Click Edit Bottom Line. Click the color picker button to choose a color. in alphabetical order. and enter the background color for the main body of your letterhead. and click the document name to attach the document. Click Save. Click the color picker button to choose a color.Divisions Using Letterheads • • • • • • • • Click Edit Header Properties. and select a color. Make sure the document you select is marked as Externally Available on the Documents tab so that a user who does not have a Salesforce username and password can view the image when it is received in an email. See Also: Managing Email Templates Creating Custom HTML Email Templates Letterhead Fields Here is a description. 2. Internal name to identify the letterhead. To select an image. Optionally. To create an HTML email template that contains the settings in your letterhead. Field Available For Use Description Check mark that indicates the letterhead can be applied to an HTML template. Click Edit Footer Properties. and enter the file name to search for documents by name. this unique name prevents naming conflicts on package installations. Click Remove Logo to delete the image from the letterhead. Name of the user who created the letterhead. and not contain two consecutive underscores. Created By Description Letterhead Label Letterhead Unique Name 436 . and height for the bottom section of the letterhead. see Creating HTML Email Templates on page 441. choose a folder. including the date and time. alignment. and select the color. and enter a color and height for a horizontal line below the header. click Preview to display the letterhead in a separate browser window. not end with an underscore. Click Edit Middle Line. Click Edit Body Colors. It must begin with a letter. and height for the top section of the letterhead. and select a color and height of a bottom horizontal line. and enter a color and height for the middle border in your letterhead. 3. This name can contain only underscores and alphanumeric characters. Text that helps distinguish this letterhead from others. of the fields that appear on the Letterhead Detail page. Click Select Logo to include an image of your company logo in the top or bottom section of the letterhead. and must be unique in your organization. alignment. click Search in Documents. This is a unique name used to refer to the component when using the Force. Alternatively.

a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. see Creating Visualforce Email Templates. where the content of a template can contain information from multiple records. and Group Editions HTML and Visualforce email templates not available in: Personal Edition Not Available in Database. See Creating Custom HTML Email Templates on page 447.Administrators and developers can create templates using Visualforce. See Creating Text Email Templates on page 440. See Creating HTML Email Templates on page 441. You must either know HTML or obtain the HTML code to insert in your email template.Administrators and users with the “Edit HTML Templates” permission can create HTML email templates based on a letterhead. Visualforce . including the date and time. Modified By Name of the user who last modified the letterhead. Custom HTML . merge fields. • All of these email templates can include text. HTML with letterhead .All users can create or change text email templates. and attached files. Namespace Prefix See Also: Creating Letterheads Managing Email Templates Available in: All Editions Mass email not available in: Personal.Divisions Managing Email Templates Field Description With the Letterhead Unique Name field. Contact Manager.com User Permissions Needed To create or change HTML email templates: To create or change Visualforce email templates: To create or change public email template folders: “Edit HTML Templates” “Customize Application” “Manage Public Templates” You can create four different types of email templates: • • • Text . Visualforce email templates allow for advanced merging with a recipient's data. You can use email templates when you send an email from the Activity History related list of a 437 .Administrators and users with the “Edit HTML Templates” permission can create custom HTML email templates without using a letterhead. The namespace prefix used by the email template within the API. You can also include images on your HTML and Visualforce templates.

Note: You can’t send a mass email using a Visualforce email template. To manage your personal email templates. click Your Name > Setup > Email > My Templates. Click New Template to create any type of email template. Text and HTML templates can also be used when you send mass email. click Your Name > Setup > Communication Templates > Email Templates. A button to check the spelling of your template is available for text templates and Visualforce templates without HTML tags. Note: Email templates used in the following features must be both public and active: • • • • • • Web-to-Lead Web-to-Case Email-to-Case or On-Demand Email-to-Case Assignment rules Escalation rules Auto-response rules See Also: Cloning Email Templates Using Letterheads Developer's Guide: Visualforce Developer's Guide Administrator tip sheet: Tips for Using HTML Email Templates Viewing Email Templates 438 .Divisions Managing Email Templates record. • • • Click on the name of any email template to go to the Viewing Email Templates page. click Edit or Del next to the template name in the list. If you have permission to manage public email templates. To edit or delete a template.

and Group Editions HTML and Visualforce email templates not available in: Personal Edition Not Available in Database.com recommends that you leave the text-only version blank.com User Permissions Needed To create or change HTML email templates: To create or change Visualforce email templates: To create or change public email template folders: “Edit HTML Templates” “Customize Application” “Manage Public Templates” To view a template. click the template name in the list. If you leave it blank. the Version Settings related list shows the package versions of the installed managed packages containing the referenced components. Note: All custom and HTML email templates include a text-only version for recipients who are unable to view HTML emails. Salesforce automatically creates the text-only content based on the current HTML version.Divisions Managing Email Templates Available in: All Editions Mass email not available in: Personal. • • Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email. ◊ If the Visualforce markup references components in installed managed packages. HTML. the text-only version is automatically generated when you edit the HTML version. The options vary depending on the template type (custom. a custom object. ◊ The Visualforce Attachments related list indicates which attachments are being generated through Visualforce markup. The attached file is included in every email that uses the template. such as another class. subject. Click Attach File from the Attachments related list to add an attachment to the template. If you leave the text-only version blank. click Edit to change the message content. To select a file: 439 . a trigger. Contact Manager. Visualforce. and so on. subsequent edits to the HTML version aren't reflected in the text-only version. If you don't leave the text-only version blank and instead manually enter content. Caution: Salesforce. ◊ Click Edit Text Version to change the content or merge fields of the text-only version. or merge fields. • For Visualforce templates: ◊ Click Edit Template to change the markup of the template page. or text): • • For text templates. For custom and HTML templates: ◊ Click Edit HTML Version to change the content or merge fields of the HTML version.

Enter a Description for the template. see Understanding Dependencies on page 1795. If you select an image logo or other graphic file. Click Save. and not contain two consecutive underscores. Click Delete to remove the template. make sure the document is marked as Externally Available on the Documents tab so all email recipients can view the image. Click Clone to clone a template. Click Your Name > Setup > Email > My Templates. This name can contain only underscores and alphanumeric characters. choose an option from the File Location drop-down list to select a file from your computer or from a document folder. see Cloning Email Templates on page 448. If “Developer Mode” is enabled. not end with an underscore. In managed packages. this unique name prevents naming conflicts on package installations. For more information. see Merge Fields Overview on page 427. With the Template Unique Name field. 2. the author is the person who created the email template. Enter the text to appear in the message. 8. and click Next. Both template name and description are for internal use only. change the Template Unique Name. you can click [Change] next to the Author field to select a different author. click Your Name > Setup > Communication Templates > Email Templates. This is a unique name used to refer to the component when using the Force. Select the Available For Use checkbox if you would like this template offered to users when sending an email. Initially. 7. 10. It must begin with a letter. If you have permission to edit public templates. enter merge fields in the template subject and text body. Choose a folder in which to store the template. ◊ Alternatively. not include spaces.com API. 5. If necessary. 9. Click New Template. click Show Dependencies to see what components the template references. Choose the Text template type. Optionally. a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. 440 . For details about using merge fields. See Also: Managing Email Templates Email Template Fields Managing Version Settings for Visualforce Email Templates Creating Text Email Templates To create a text email template: 1. • • • • If you have the “Manage Public Templates” permission.Divisions Managing Email Templates ◊ Click the Search in Documents link to search for files in the Documents tab. 11. Enter the Subject for the message. 3. These fields will be replaced with information from your records when you send an email. and must be unique in your organization. 12. Enter an Email Template Name. 6. Select an Encoding setting to determine the character set for the template. 13. For more information. 4.

4. Attaching Files to Templates To add an attachment to a template: 1. If you have permission to edit public templates. Group. 3. 2. Choose HTML (using Letterhead) and click Next. click My Computer to attach a file from your computer. click Your Name > Setup > Communication Templates > Email Templates. Select the Available For Use checkbox if you would like this template offered to users when sending an email. or click Search in Documents and enter the file name to search for a document by name. 2. Choose a folder and click the document name to attach the document. Professional. The attached file is included in every email that uses the template. Select a template. Choose a folder in which to store the template. Contact Manager. Click Attach File from the email template detail page. Enterprise. 5. 3. and Group Editions User Permissions Needed To create or change HTML email templates: To create or change public email template folders: “Edit HTML Templates” “Manage Public Templates” To create an HTML email template: 1. Unlimited. 441 . Click Your Name > Setup > Email > My Templates. If you have permission to edit public templates. and Developer Editions Mass email not available in: Personal. Click New Template. Click Your Name > Setup > Email > My Templates. click Your Name > Setup > Communication Templates > Email Templates.Divisions Managing Email Templates Tip: Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email. See Also: Managing Email Templates Creating HTML Email Templates Creating Custom HTML Email Templates Creating Visualforce Email Templates Cloning Email Templates Creating HTML Email Templates Available in: Contact Manager. Note that attachments in mass emails are sent as links rather than as physical files (see Sending Mass Email on page 234). 4. Alternatively.

click the padlock icon. 17. The email layout determines the columns and page layout of the message text. Enter a Description of the template.com API. In managed packages. The letterhead decides the logo.com recommends that you leave the text-only version blank. and must be unique in your organization. contact. Select a Letterhead. Select an Encoding setting to determine the character set for the template. enter the text-only version of your email or click Copy text from HTML version to automatically paste the text from your HTML version without the HTML tags. Caution: Salesforce. This is a unique name used to refer to the component when using the Force. If you don't leave the text-only version blank and instead manually enter content. account. It must begin with a letter. Select the Email Layout. 14. case. Change the style of your text by selecting the text and using the format toolbar. not include spaces. 7. not end with an underscore. Salesforce automatically creates the text-only content based on the current HTML version. This name can contain only underscores and alphanumeric characters. 9. 11. See Also: Creating Text Email Templates Creating Custom HTML Email Templates Creating Visualforce Email Templates Cloning Email Templates Creating Letterheads Adding Images to Email Templates Cloning Email Templates 442 . a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. Enter the text to appear in the message you send. If you leave it blank. this unique name prevents naming conflicts on package installations. 16. 18. The description is used as the title of any email activities you log when sending mass email. Click Next. Click any section and begin entering text for your message. These fields will be replaced with information from your lead. For details about using merge fields. Both template name and description are for your internal use only. 12. see Merge Fields Overview on page 427. With the Template Unique Name field. 13. enter merge fields in the template subject and body. Click Next. See Using the Format Toolbar on page 446 for instructions on the format toolbar. page color. If necessary. 15. 19. The text-only version is available to recipients who are unable to view HTML emails. and text settings of your email. Optionally. Click Save. Optionally. Click View Email Layout Options to see samples. Enter an Email Template Name. or solution when you send an email. subsequent edits to the HTML version aren't reflected in the text-only version. To prevent users from editing a section when using this template. change the Template Unique Name. Tip: Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email.Divisions Managing Email Templates 6. and not contain two consecutive underscores. opportunity. 8. Enter the Subject to appear in the email you send. 10.

With the Template Unique Name field. 15. 3. This is a unique name used to refer to the component when using the Force. and not contain two consecutive underscores. This name can contain only underscores and alphanumeric characters. select the type of recipient that will receive the email template. not include spaces. optionally select the object from which the template will retrieve merge field data.salesforce. Note: If you are including an image. Choose a folder in which to store the template. On the Viewing Email Templates page. If necessary. we recommend uploading it to the Documents tab so that you can reference the copy of the image that is on our server.. 8. and Developer Editions User Permissions Needed To create or change Visualforce email templates: To create or change public email template folders: “Customize Application” “Manage Public Templates” To create a Visualforce email template: 1.com API. 7. 4. Enter the subject line for your template in Email Subject.ImageServer? id=015D0000000Dpwc&oid=00DD0000000FHaG&lastMod=127057656800" height="64" width="64"/> 16. In the Recipient Type drop-down list. a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. For example: <apex:image id="Logo" value="https://na7. Click Save. 14. Click New Template. In the Related To Type drop-down list. click Your Name > Setup > Communication Templates > Email Templates. Unlimited. Click Your Name > Setup > Email > My Templates. Choose Visualforce and click Next. 9. Select the Available For Use checkbox if you would like this template offered to users when sending an email. 12. In managed packages. and must be unique in your organization. Click Version Settings to specify the version of Visualforce and the API used with this email template.com/servlet/servlet. 6. 10. Enter an Email Template Name. click Edit Template. 5. Professional. Enter a Description of the template. Group. If your organization has installed managed packages from the AppExchange. If you have permission to edit public templates. not end with an underscore. this unique name prevents naming conflicts on package installations. Enterprise. It must begin with a letter. Select an Encoding setting to determine the character set for the template. you can also specify which version of each managed package to 443 . 11. 2. Enter markup text for your Visualforce email template. 13.Divisions Managing Email Templates Creating Visualforce Email Templates Available in: Contact Manager. Both template name and description are for your internal use only. change the Template Unique Name. You can’t send a mass email using a Visualforce email template.

for example. The language attribute accepts merge fields from the email template's recipientType and relatedToType attributes. The Translation Workbench is required to translate email templates. Note: The maximum size of a Visualforce email template is 1 MB. You can specify an older version of a managed package if you want to access components or functionality that differs from the most recent package version.Divisions Managing Email Templates use with this email template. You can specify an older version of Visualforce and the API to maintain specific behavior. as well as each managed package. you should use the default value for all versions. You can’t send a mass email using a Visualforce email template. You create custom language fields for use in the merge fields. “en-US”). Your Visualforce markup must be valid before you can save your template.field_name} and {!Sending_User. This associates the email template with the most recent version of Visualforce. To translate Visualforce email templates based on recipients' or related objects' languages. the API. or click Quick Save to save your changes and continue editing your template. Tip: • • Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email.field_name} work only for mass email and are unavailable in Visualforce email templates. Generally. See Also: Visualforce Overview Managing Version Settings for Visualforce Email Templates Adding Images to Email Templates Creating Text Email Templates Creating HTML Email Templates Creating Custom HTML Email Templates Viewing Email Templates Cloning Email Templates Creating Letterheads Cloning Email Templates Developer's Guide: Visualforce Developer's Guide Managing Version Settings for Visualforce Email Templates 444 . The merge fields {!Receiving_User. Click Save to save your changes and view the details of the template. 17. use the <messaging:emailTemplate> tag's language attribute (valid values: Salesforce supported language keys.

This is also the version of Visualforce used with this template. known behavior. The major and minor numbers increase to a chosen value during every major release. Click Save. Click Your Name > Setup > Email > My Templates. click Your Name > Setup > Communication Templates > Email Templates. it is assumed to be zero (0). 2. Select a Version for each managed package referenced by the Visualforce email template. Group. Click the Email Template Name for the Visualforce email template. If you have permission to edit public templates. Click Edit Template and then click Version Settings.Divisions Managing Email Templates Available in: Contact Manager. If the Visualforce email template references installed managed packages. unless you manually update the version setting. Professional. select a package from the list of available packages.3). Click the Email Template Name for the Visualforce email template. each Visualforce email template is saved with version settings for the specified version of Visualforce and the API. 3. 4. the Visualforce email template is associated with the latest installed version of the managed package by default. The list is only displayed if you have an installed managed package that is not already associated with the Visualforce email template. Click Your Name > Setup > Email > My Templates. If you have permission to edit public templates. 5. 3. If there is no patchNumber. Click Save. Click Edit Template and then click Version Settings.minorNumber. To set the Salesforce API and Visualforce version for an existing Visualforce email template: 1. 4. To add an installed managed package to the settings list. 5.1. This version of the managed package will continue to be used by the Visualforce email template if later versions of the managed package are installed. the version settings for each managed package referenced by the Visualforce component are saved too. click Your Name > Setup > Communication Templates > Email Templates. Enterprise. This ensures that as Visualforce. A package version is a number that identifies the set of components uploaded in a package.patchNumber (for example. 2. 2. Unlimited. 445 . a Visualforce email template is still bound to versions with specific. Select the Version of the Salesforce API. the API and the components in managed packages evolve in subsequent versions. To configure the package version settings for a Visualforce email template: 1. Note the following when working with package version settings: • If you save a Visualforce email template that references a managed package without specifying a version of the managed package. Publishers can use package versions to evolve the components in their managed packages gracefully by releasing subsequent package versions without breaking existing customer integrations using the package. and Developer Editions User Permissions Needed To set version settings for Visualforce email templates: “Customize Application” To aid backwards-compatibility. The version number has the format majorNumber. The patchNumber is generated and updated only for a patch release.

Choose a character size. and enter the URL for the link.Divisions Managing Email Templates • You cannot Remove a Visualforce email template's version setting for a managed package if the package is referenced by the Visualforce email template. Insert a graphic from the documents library. To use a merge field such as {!Case_Link} as the destination of the link. Select the text you wish to format and click the appropriate option described below: Option Font Size Description Choose a character style. Choose a background color Choose a font color Make text bold Make text italic Underline text Insert a new hyperlink or edit an existing link. This option is not available when doing some actions such as creating custom home page components. See Also: Creating Visualforce Email Templates Creating Text Email Templates Creating HTML Email Templates Creating Custom HTML Email Templates Viewing Email Templates Cloning Email Templates Cloning Email Templates Developer's Guide: Visualforce Developer's Guide Using the Format Toolbar Use the formatting toolbar to edit text in HTML. Select the text you want applied to the size and then choose the size. insert the merge field after the http://. Select the text you want applied to a font and then choose the appropriate font. Left justify text Center text Right justify text Bullet a list 446 . Select the text you want to link. click this button.

Enter the HTML source text to appear in the message you send. This should include all the HTML tags. It must begin with a letter. Select an Encoding setting to determine the character set for the template. Select the Available For Use checkbox if you would like this template offered to users when sending an email. 9. Enter the Subject to appear in the email you send.com API. 2. a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. 10. If you have permission to edit public templates. Contact Manager. 8. 7. If necessary. Enter a Description of the template.Divisions Managing Email Templates Option Description Number a list Increase text indent Decrease text indent Creating Custom HTML Email Templates Available in: Contact Manager. This name can contain only underscores and alphanumeric characters. and Developer Editions Mass email not available in: Personal. The description is used as the title of any email activities you log when sending mass email. In managed packages. Click New Template. and not contain two consecutive underscores. and Group Editions User Permissions Needed To create or change custom HTML email templates: To create or change public email template folders: “Edit HTML Templates” “Manage Public Templates” To create a custom HTML email template: 1. Enter an Email Template Name. 6. Enterprise. Unlimited. Both template name and description are for your internal use only. not end with an underscore. Click Your Name > Setup > Email > My Templates. not include spaces. 11. This is a unique name used to refer to the component when using the Force. 5. and must be unique in your organization. Group. Choose Custom (without using Letterhead) and click Next. click Your Name > Setup > Communication Templates > Email Templates. 12. 3. Click Next. change the Template Unique Name. 447 . With the Template Unique Name field. 4. Professional. Choose a folder in which to store the template. this unique name prevents naming conflicts on package installations.

opportunity. contact. The text-only version is available to recipients who are unable to view HTML emails. we recommend uploading it to the Documents tab so that you can reference the copy of the image that is on our server. For details about using merge fields. If you don't leave the text-only version blank and instead manually enter content. See Also: Adding Images to Email Templates Creating Text Email Templates Creating HTML Email Templates Creating Visualforce Email Templates Creating Letterheads Cloning Email Templates Cloning Email Templates 448 . If you leave it blank.Divisions Managing Email Templates Note: If you are including an image. account. Click Next. enter merge fields in the template subject and body.ImageServer? id=015D0000000Dpwc&oid=00DD0000000FHaG&lastMod=1270576568000" alt="Company Logo" height="64" width="64"/> 13. enter the text-only version of your email or click Copy text from HTML version to automatically paste the text from your HTML version without the HTML tags. 15. Tip: Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email. Click Save. or solution when you send an email. subsequent edits to the HTML version aren't reflected in the text-only version.com/servlet/servlet. Caution: Salesforce. Optionally. 16.com recommends that you leave the text-only version blank. For example: <img src="https://na2. case. These fields will be replaced with information from your lead. 14. Optionally. Salesforce automatically creates the text-only content based on the current HTML version. Note: Users cannot modify the content of a custom HTML template when they select it for use in an email.salesforce. see Merge Fields Overview on page 427.

click Your Name > Setup > Communication Templates > Email Templates. 6. 2.com User Permissions Needed To create or change HTML email templates: To create or change Visualforce email templates: To create or change public email template folders: “Edit HTML Templates” “Customize Application” “Manage Public Templates” Cloning an email template involves saving an existing email template with a new name. Click Clone.Divisions Managing Email Templates Available in: All Editions Mass email not available in: Personal. Select the Available For Use checkbox if you would like this template offered to users when sending an email. 3. click Your Name > Setup > Email > My Templates. 4. Choose a folder in which to store the template. If you have permission to manage public email templates. Enter a Description for the template. To clone an email template: 1. 8. Both template name and description are for internal use only. Contact Manager. Enter an Email Template Name. To manage your personal email templates. 7. Click Save. Click the name of an email template in the list. See Also: Managing Email Templates Creating HTML Email Templates Creating Text Email Templates Creating Custom HTML Email Templates Creating Visualforce Email Templates Adding Images to Email Templates 449 . 5. and Group Editions HTML and Visualforce email templates not available in: Personal Edition Not Available in Database.

When creating custom HTML or Visualforce templates. listed in alphabetical order. Contact Manager.salesforce. Field API Version Description (Visualforce email templates only) Displays the version number of the Force. For example. for HTML: <img src="https://na2. simply include img tags that reference the image. logos or images come from the letterhead you choose when creating the template.salesforce.Divisions Managing Email Templates Available in: All Editions Mass email not available in: Personal. For HTML with letterhead templates.ImageServer? id=015D0000000Dpwc&oid=00DD0000000FHaG&lastMod=127057656800" height="64" width="64"/> See Also: Creating HTML Email Templates Creating Custom HTML Email Templates Creating Visualforce Email Templates Email Template Fields An email template has the following fields.com/servlet/servlet.ImageServer? id=015D0000000Dpwc&oid=00DD0000000FHaG&lastMod=1270576568000" alt="Company Logo" height="64" width="64"/> Visualforce example: <apex:image id="Logo" value="https://na7. We recommend uploading the images to the Documents tab and referencing the copy of the image on the Salesforce server.com API the template was created under.com User Permissions Needed To create or change HTML email templates: To create or change Visualforce email templates: To create or change public email template folders: “Edit HTML Templates” “Customize Application” “Manage Public Templates” You can include images or logos on your HTML and Visualforce email templates.com/servlet/servlet. and Group Editions HTML and Visualforce email templates not available in: Personal Edition Not Available in Database. 450 .

The Activity History item displays as “Mass Email: {Template Description}”. (HTML email templates only) Name of the letterhead that decides the logo. The place where the template is stored. Subject of the email. and must be unique in your organization. not end with an underscore. This name can contain only underscores and alphanumeric characters. This text appears in the body of every email sent with this template. With the Template Unique Name field. Description of the template. Name to identify the template. colors. The most recent date that any user sent an email using the template.Divisions Managing Email Templates Field Author Available for Use Created By Description Description The person who created the template.com API. The subject is not stored in Activity History items that you log when sending mass email. a developer can change certain components' names in a managed package and the changes are reflected in a subscriber's organization. This text appears in the Subject field of every email sent with this template. Indicates if users can use the template when sending emails. This is a unique name used to refer to the component when using the Force. The name of the user who created the template. Body of the email. this unique name prevents naming conflicts on package installations. It must begin with a letter. not include spaces. The name of the user who last modified the template. This text is used as the title of any activities logged when sending mass email. and text settings. Indicates the character set for the email template. See Letterhead Fields on page 436 for more details. It is also used as the title of an activity logged when sending a single email. and not contain two consecutive underscores. The Activity History item displays as “Email: {Template Subject}”. In managed packages. (HTML email templates only) Name of the column layout sample that decides the text columns. The namespace prefix used by the email template within the API. Template Unique Name Email Layout Encoding Folder Last Used Date Letterhead Modified By Namespace Prefix Subject Email Template Name Text Body 451 .

Unlimited. This includes single and mass emails. See Also: Managing Email Templates TRANSLATION WORKBENCH Setting Up the Translation Workbench Available in: Professional. Everything from custom picklist values to custom fields can be translated so your global users can use all of Salesforce in their language. and Developer Editions User Permissions Needed To add or edit languages: To assign translators: To export or import translation files To translate terms: “Manage Translation” “Manage Translation” “Manage Translation” “View Setup and Configuration” AND Be designated as a translator To override terms: “View Setup and Configuration” AND “Customize Application” The Translation Workbench lets you specify languages you want to translate. For more information. 452 .Translation Workbench Setting Up the Translation Workbench Field Times Used Description The total number of times that users have sent emails using the selected template. Tip: When creating a custom report type that will be translated into multiple languages via the Translation Workbench. Enterprise. This ensures that words that will be translated display in the correct language for translators. see Editing Your Personal Information on page 30 and Company Information Fields on page 411. create translations for customizations you’ve made to your Salesforce organization. and override labels and translations from managed packages. we recommend that your personal language setting matches your organization's default language. assign translators to languages.

Translation Workbench Setting Up the Translation Workbench When a customized component is translated. disable. Use the rename tabs and labels interface or the IDE for custom object translation. or manage the Translation Workbench. On the welcome page. or "does not contain" operators. Enabling the Translation Workbench makes some changes to your Salesforce organization: • • • • • Picklist values must be edited individually. disable the Manage Translation permission. See Also: Adding and Editing Translated Languages and Translators Entering Translated Terms Entering Overrides to Translations in Managed Packages Updating Translated Terms Administrator tip sheet: Setting Up the Translation Workbench Localizing with the Force. it can't be disabled. Click Your Name > Setup > Translation Workbench > Translation Settings. You can manage translated values for any of Salesforce supported languages on page 3093. Note: Salesforce assumes all customizations are entered in the organization's default language—global administrators should work together in the organization's default language. "contains". Import files have a Language drop down and all records and values within the import file must be in that language. changes to that component are tracked and the “Out of Date” indicator is set when the translations need updating. the values are alphabetical by the organization's default language. click Your Name > Setup > Translation Workbench > Translation Settings > Disable.com IDE Salesforce Globalization Overview Adding and Editing Translated Languages and Translators 453 . If you'd like only certain administrators to enable. click Enable. To enable the Translation Workbench: 1. though you can still mass add new values. you must create a new profile cloned from the System Administrator profile. Note: The Manage Translation permission is enabled by default in the System Administrator profile and can only be edited in a custom profile. This means you can’t mass edit existing picklist values. 2. To disable the Translation Workbench. Note: Custom objects are not available in the translation workbench. When picklist values are sorted alphabetically. once the Translation Workbench is enabled. and assign those administrators you don't want managing the Translation Workbench to the new profile. Reports have a Language drop down on the filter criteria page when any filter criteria uses the "starts with". Note: In a Developer organization with a managed package containing translations. Web-to-Lead and Web-to-Case have a Language drop down before you generate the HTML.

Note: The Manage Translation permission is enabled by default in the System Administrator profile and can only be edited in a custom profile. assign translators for that language. Tip: We recommend you don't make a language active until the translators have translated all values. you must create a new profile cloned from the System Administrator profile. or manage the Translation Workbench. disable the Manage Translation permission. Click Your Name > Setup > Translation Workbench > Translation Settings. 6. select them from the Available List and click Add.Translation Workbench Adding and Editing Translated Languages and Translators Available in: Professional. 4. If you'd like only certain administrators to enable.select Active. To assign translators for this language. activate or deactivate a language. enter keywords in the search box and click Find. If you don't see the member you want to add. and enter translated terms for customizations you've made in your organization's default language. and assign those administrators you don't want managing the Translation Workbench to the new profile. choose a language. If adding a new language. Click Save. Important: Ensure all translators have the "View Setup and Configuration" permission so that they can begin translating. disable. See Also: Setting Up the Translation Workbench Entering Translated Terms Entering Overrides to Translations in Managed Packages Updating Translated Terms Translatable Customizations 454 . Click Add to activate a new language or Edit to change an existing supported language. Selecting Active makes the translations available to the users in that language. Enterprise. 2. To make the entered translations available to your users . Unlimited. and Developer Editions User Permissions Needed To add or edit languages: “Manage Translation” Use the Translation Workbench to add languages that you support. Users can only translate languages they're assigned to. 5. 3. Users can change their personal language anytime whether or not it's active in the Translation Workbench. To add or edit translated languages and translators: 1.

Custom Report Type Entity. Then. Unlimited. and Developer Editions User Permissions Needed To translate terms: “View Setup and Configuration” AND Be designated as a translator To override terms: “View Setup and Configuration” AND “Customize Application” To view the translatable customizations in your organization. select Object. select Your name > Setup > Administration Setup > Translation Workbench > Translate > Setup Component. Enterprise.Translation Workbench Translatable Customizations Available in: Professional. if needed. or Aspect. • • • • • • • • • • • • • • • • • • • • Apex Sharing Reasons Button and Link Labels Custom App Labels Custom Field Help Custom Fields Custom Report Types Data Categories Data Category Groups Divisions Layout Sections Lookup Filters Picklist Values Record Types Related List Labels S-Controls Solution Categories Standard Field Help Validation Error Messages Web Tabs Workflow Tasks 455 . You can translate the following components.

See Translatable Customizations for a complete list of possible customizations. and Developer Editions User Permissions Needed To translate terms: “View Setup and Configuration” AND Be designated as a translator To enter translations: 1. If necessary select an object and aspect. Unlimited. Existing s-controls will remain unaffected. Enterprise. 5. 456 .) and aspect (Subject or Comment). Double click in the translation column to enter new values.Translation Workbench Entering Translated Terms Important: S-controls have been superseded by Visualforce pages. and can still be edited. See Also: Setting Up the Translation Workbench Entering Translated Terms Entering Overrides to Translations in Managed Packages Exporting Translation Files Entering Translated Terms Available in: Professional. etc. 3. workflow tasks have an object (Account. Click the pull-down menu to select from the list of translatable customizations. Select the Language you're translating into. Click Your Name > Setup > Translation Workbench > Translate. Contact. When editing a button or link label. as well as new organizations. Note: The Out of Date column indicates that the item has been updated and the term may need translating. 4. you see the Button or Link Name column. which is used to refer to the component when using the Web services API. 2. You can press TAB to advance to the next editable field or SHIFT-TAB to go to the previous editable field. won't be allowed to create them. Select a Setup Component. For example. After March 2010 organizations that have never created s-controls.

Enterprise. you can override it.Translation Workbench Entering Overrides to Translations in Managed Packages 6. Select the Package you are overriding. You can press TAB to advance to the next editable field or SHIFT-TAB to go to the previous editable field. they are controlled by the developer. 5. For example. To enter overrides to managed packages: 1. Note: The Out of Date column indicates that the item has been updated and the term may need translating. Unlimited. When editing a button or link label. workflow tasks have an object (Account. you can override them with the Translation Workbench. Select a Setup Component. You can press TAB to advance to the next editable field or SHIFT-TAB to go to the previous editable field. and Developer Editions User Permissions Needed To override terms: “View Setup and Configuration” AND “Customize Application” Although you can't edit labels or translations in a managed package. If necessary select an object and aspect. which is used to refer to the component when using the Web services API. Click Your Name > Setup > Translation Workbench > Override. 457 . etc.) and aspect (Subject or Comment). Double click in the translation column to enter new values. Double click in the override column to enter new values. Contact. 2. if there is a custom field in a package you'd like to change. you see the Button or Link Name column. Select the Language you're entering your overrides in. See Also: Setting Up the Translation Workbench Adding and Editing Translated Languages and Translators Entering Overrides to Translations in Managed Packages Updating Translated Terms Entering Overrides to Translations in Managed Packages Available in: Professional. 7. For example. 6. See Translatable Customizations for a complete list of possible customizations. Click Save. 4. 3. you see the Button or Link Name column. When editing a button or link label. which is used to refer to the component when using the Web services API. Note: The Out of Date column indicates that the item has been updated and the term may need to be changed. Click the pull-down menu to select from the list of translatable customizations.

See Also: Setting Up the Translation Workbench Adding and Editing Translated Languages and Translators Entering Translated Terms Entering Overrides to Translations in Managed Packages Exporting Translation Files 458 . See Also: Setting Up the Translation Workbench Adding and Editing Translated Languages and Translators Entering Translated Terms Updating Translated Terms Updating Translated Terms Available in: Professional. Click Save. have your translators check their translations frequently. and Developer Editions User Permissions Needed To override terms: “View Setup and Configuration” AND “Customize Application” When translated components are changed. and be sure to notify them when changes occur. You can use the Translation Workbench Export > All feature to generate a list of all the translatable customizations and their associated Out of Date states. Unlimited.Translation Workbench Updating Translated Terms 8. Translators are responsible for keeping the translated terms updated. For best results. Enterprise. the translated value is marked Out of Date.

Typically. Locate the exported . Creates a single file that contains a list of all your translatable customizations. • Untranslated–Used to make updates.stf.Translation Workbench Exporting Translation Files Available in: Professional. These files are then compressed into zip files. All exported files indicate the Export option used to create them and are date and time stamped. out of date status for the labels in included.zip file.stf or . In the Translated section. 4. Save out the files for translation by your translators or translation agency. Click Export. One file is created for each language. for example: Untranslated_2010-09-23_11:20. Go to Your name > Documents > Document Folders > My Personal Documents > Go!. 459 . When the export is complete an email is sent to the email address specified in your profile. • Source–Used as the initial source for creating new translations. Enterprise. Multiple files are grouped into . If you have a large number of documents in your personal documents area. The content in each file is divided into Untranslated and Translated sections. and Developer Editions User Permissions Needed To export or import translation files “Manage Translation” and “Customize Application” The Export feature of the Translation Workbench produces files that contain the customized field and object labels of standard objects in your Salesforce organization. Individual files end with the extension . One file is created for each language. Then use the Import feature to update your labels.zip. for example: Source_en_US_2010-09-23_11:20. according to its translation state.zip. A status message tells you that the export is being processed. Use these files to send to your outside translators or translation agency for bulk translation activities. Creates a list of all the translatable labels in their current translated or untranslated state. Select which labels you want to export. including new and modified customizations. These files are then compressed into zip files. Each translatable label is in either the Untranslated or Translated section. • All–Used for reference and reviewing all your untranslated and translated customizations. 5. Unlimited. you'll find the exported files under the sort letter: • • • A—All export option. 3. U—Untranslated export option. 1. 2. the content is in your organization's default language.zip files.stf. for example: All_2010-09-23_11:20. Creates a set of files that contain only customizations that have not been translated. Go to Your name > Setup > Administration Setup > Translation Workbench > Export. S—Source export option.

C:/Users/username/Downloads.zip Caution: Consider the following when editing your . For example. Working with the Source File Use the Source file to translate an organization's labels for the first time.stf file extension. If multiple zip files are needed. 460 . or carriage returns in your text for translation. See Also: Setting Up the Translation Workbench Importing Translated Files Editing Translation Files Available in: Professional. Bilingual: Use to review and edit translations. If you aren't using a standard translation tool such as Trados. the language code for the file's content.stf file format. and Developer Editions User Permissions Needed To override terms: “View Setup and Configuration” AND “Customize Application” You use the following types of files to translate customization labels and review translations: • • • Source: Use to translate labels for the first time. Untranslated 2010–09–20 05:13 1of2. To ensure consistency between your language versions. ensure these characters are maintained in your translations. and a date stamp. the zip filenames are each date stamped and incremented.stf files created with the Untranslated and Bilingual options are compressed into zip files up to 5 MB in size. If you use tabs. Untranslated: Use to translate labels after the first translation pass. Unlimited. new lines. notice that they are represented with special characters in the . For example. The Source file contains labels for all of an organization's translatable customizations in the organization's default language.Translation Workbench Editing Translation Files Click View > Save File > OK. work with the file using an application that supports tabs and word wrap. Enterprise. Multiple . new lines are \n and carriage returns are \r. A translation filename includes the name of the export option used to create it.stf.stf files: • • Don't change the . The file is saved to the location specified by your browser. such as WordPad or MS Excel. Translation files are identified by the extension . to represent the Salesforce translation format. Tabs are \t.

your file format may be corrupted.zip file containing . MS Excel automatically adds quotation marks around entries that have commas.stf files for each translation language. One Untranslated file is generated for each language. Note: If you use MS Excel to enter translations in your . MS Excel automatically adds quotation marks around entries that have commas. When multiple files are generated. We advise you open your files in a text editor before import and remove these quotation marks if they have been added. your file format may be corrupted. 461 . work with the file using an application that supports tabs and word wrap. Tell your translators to replace the untranslated values in the LABEL column with translated values. Note: Don't add columns to or remove columns from the translation file. The import will fail if these quotation marks are not removed. In the header of each Source file. and add translations for labels that haven't been translated. Column KEY LABEL Description Unique identifiers for labels Labels that are visible to end users Edit Options Do not edit Replace untranslated values with translated values Working with the Untranslated File Use the Untranslated file to translate labels that haven't been translated. Tell your translators to replace the untranslated values in the LABEL column with translated values.Translation Workbench Editing Translation Files Note: If you use MS Excel to enter translations in your . Column KEY LABEL Description Unique identifiers for labels Labels that are visible to end users Edit Options Do not edit Replace untranslated values with translated values Working with the Bilingual File Use the Bilingual file to review translations.stf file. Note: Don't add columns to or remove columns from the translation file. We advise you open your files in a text editor before import and remove these quotation marks if they have been added. One Bilingual file is generated for each translation language. The import will fail if these quotation marks are not removed. they're exported to a . change the language code from the organization's default language (such as en_US) to the translation language (such as fr). To prepare the Source file for your translators: • • Create one copy of the Source file for each language you are translating into. such as WordPad or MS Excel.stf file. If you aren't using a standard translation tool such as Trados. edit labels that have already been translated.

Update out of date labels as needed. Attention: Don't attempt to delete a translation by deleting a translated label from the file. Replace untranslated labels with translated values in the LABEL column of the UNTRANSLATED section. • • • • Identify labels that are out of date by scrolling through the OUT OF DATE column to locate values that have an asterisk (*).stf file. MS Excel automatically adds quotation marks around entries that have commas. We advise you open your files in a text editor before import and remove these quotation marks if they have been added. Edit translated labels in the TRANSLATION column of the TRANSLATED section. the label reverts to its original value. your file format may be corrupted. Deleting a translation in the file doesn't remove the translation from the application after the file is imported. Delete a translation by replacing the desired value in the TRANSLATION column in either section with a left and right angle bracket pair (< >). Edit the file using an editing application that supports tabs and word wrap. Note: Don't add columns to or remove columns from the translation file. add translations TRANSLATION Current translation • • 462 . such as WordPad or MS Excel. Note: If you use MS Excel to enter translations in your . replace untranslated labels with translated values In the TRANSLATED section of the file. Column KEY LABEL Description Unique identifiers for labels Labels that are visible to end users Edit Options Do not edit • • Do not edit labels in the TRANSLATED section of the file In the UNTRANSLATED section of the file. The UNTRANSLATED section of the file contains text that hasn't been translated. edit current translations In the UNTRANSLATED section of the file. The import will fail if these quotation marks are not removed.Translation Workbench Editing Translation Files The TRANSLATED section of the file contains the text that has been translated and needs to be reviewed. When the Bilingual file is imported.

Typically. For example. and Developer Editions User Permissions Needed To export or import translation files “Manage Translation” and “Customize Application” The Import feature of the Translation Workbench imports translation files and updates the translations for the customized field and object labels of standard objects in your Salesforce organization. The out of date indicators are: • An asterisk (*): The label is out of date. One zip file with Simplified Chinese. The first file includes French. Unlimited. Create multiple zip files as needed. Bundle multiple files into zip files that are no larger than 5 MB. then sent to your outside translators or translation agency for bulk translation activities and returned to you for importing. 3. and Greek. Greek. The zipped files don't have to be in the same order or grouping as the exported zip files. you start with two exported zip files. • A dash (-): The translation is current. Click Import. Enterprise. You can create: • • • One zip file with French. Simplified Chinese. One zip file with Russian and Greek. and Italian. A change was made to the default language label and the translation hasn't been updated. Go to Your name > Setup > Translation Workbench > Import. 2. Edit Options Do not edit See Also: Setting Up the Translation Workbench Exporting Translation Files Importing Translated Files What languages does Salesforce support? Importing Translated Files Available in: Professional. the original files will have been created through the Export feature. 4. 1. Italian. and Japanese. 463 . The second file includes Russian. Click Browse to locate and select the file you want to import.Translation Workbench Importing Translated Files Column OUT OF DATE Description Indicates whether the source text has changed since the previous translation.

or identifiers. please re-export. picklist value. Check labels through the Translation Workbench. and then translated item needs to have its own re-import the file. or page element trying to import. unique key. If these names or keys are changed after you export your file. and Developer Editions User Permissions Needed To export or import translation files “Manage Translation” and “Customize Application” Use this table to troubleshoot issues you might encounter while exporting and importing files in the Translation Workbench. Duplicate key: {0} exists in import file. Error Message Bilingual File starts with non-section header row: {0} What It Means The header rows of the file you’re trying to import are missing. You can: • • Check labels in your Salesforce organization. 5. Troubleshooting Steps Export your file again and make sure there are header rows for all sections. During translation. and that all extraneous text has been commented out or removed from the header rows. Salesforce generates Export your file again and make sure the unique keys. A confirmation email is sent to the email address specified in your profile. Each each key in it is unique.Translation Workbench Troubleshooting Issues with Exporting and Importing Translation Files After the import is complete: • • The labels are updated with the translations. Invalid Key 464 . The specified key appears in your Export your file again and make sure that imported file more than once. you’re translating. Enterprise. for each keys in it match those in the file you’re object. Verify the imported changes have been implemented. or there is extraneous text (such as notes that aren't commented out) in those rows. See Also: Setting Up the Translation Workbench Exporting Translation Files Troubleshooting Issues with Exporting and Importing Translation Files Available in: Professional. Salesforce can’t match the correct key with the correct name. Unlimited. and each key can only appear in the file one time.

The file you’re trying to import is empty Make sure you’re importing the correct or does not contain any translation file. and try importing it again. Maximum character limit {x} for {field type} translation exceeded in line: Each type of field. or carriage returns in the line new lines (\\n). Please retry Salesforce had an unexpected problem or contact support. The file you’re trying to import is in a language you haven’t yet added to the Translation Workbench. import/export type in the file header. newlines.Translation Workbench Troubleshooting Issues with Exporting and Importing Translation Files Error Message What It Means Troubleshooting Steps Key: {0} could not be uniquely resolved. No data to import No language code specified in file header The file you’re trying to import doesn’t Make sure your language code is valid on have a valid language code.zip file .stf format Make sure your file is a .stf or a .zip files that contain . The file type should be in the default language for your organization. One of the keys in your Custom Report Export your file again and make sure This is caused by a change to our Custom Type (CRT) column is in the wrong you’re using the correct CRT key format. or carriage returns. while importing your file. Contact Salesforce Customer Support. Add the language you want to use to the Translation Workbench on page 453 and import your file again. changes. type of field at the line specified in the error message are too long. out. Not a valid file to import.stf files. No translated or untranslated section header found in the bilingual file The file you’re trying to import is missing Make sure your file has section headers section headers. and import it again. Your organization does not have language permissions for {language}. or Bilingual) specified in that the header did not get translated. newlines. See Also: Adding and Editing Translated Languages and Translators Exporting Translation Files Importing Translated Files 465 . and that it contains translated data. such as a picklist Edit your translated labels so they’re value. Report Type Column key format. The file you’re importing has extra tabs. Your translated labels for the field type and import your file again. and carriage returns (\\r) specified in the error message. the file header. and make sure the file you’re importing has the same number of columns as the file you exported.stf or a .zip file for import. No valid file type specified in file header The file you’re trying to import doesn’t Make sure your file has a valid have a valid import/export type (Source. can only have a certain number of within the character limit listed for the characters. or the page 3093 and isn't missing or commented language code is in the wrong place. Your import request failed. in your files. Wrong number of columns in line: {x}. Check that you have escaped tabs (\\t). Please select a You can only import files in . or . Please format. and Untranslated. Edit your data to remove or escape any extra tabs. re-export and use the new key format for those keys.

see Entering Translated Terms on page 456. Enterprise. For information. • • If you need to translate a small number of customizations. See Localizing with the Force.com IDE. Unlimited. As an end user. or prefer to manage translations by using a developer interface and adding translations to an XML file.com IDE.Translation Workbench Salesforce Globalization Overview Salesforce Globalization Overview Available in: Professional. The labels in the application display in the language selected by the user and are not changed by changing the default language. 466 . Translating Customizations You can translate customizations by using either the Translation Workbench or Force. The default language is assigned to all new users. Changing an Organization's Default Language As an administrator. you can change your language on page 30. you can change your organization's default language on page 358. All default labels are displayed in the selected language. and Developer Editions User Permissions Needed To add or edit languages: To assign translators: To export or import translation files To translate terms: “Manage Translation” “Manage Translation” “Manage Translation” “View Setup and Configuration” AND Be designated as a translator To override terms: “View Setup and Configuration” AND “Customize Application” There are multiple tasks that you can perform to globalize Salesforce. we recommend that you use either of the following tools: ◊ The Translation Workbench Export and Import options are useful if you prefer to manage translations by using an administrative user interface and adding translations to easy-to-use translation files.com IDE is useful if you are already using the Force. Customizations must be translated in order for them to appear in any language other than the default language. See Translation Workbench Export and Import Quick Start Guide. you can use the Translation Workbench's point-and-click interface to translate them quickly and easily. ◊ The Force. If you need to translate a large number of customizations into multiple languages.com IDE.

password. A user can be assigned to one or more of these licenses. The profile determines what tasks users can perform. forecast. create custom fields. or Self-Service. and reporting. When you set up international organizations to use multiple currencies. and Sales Anywhere—which give users the ability to access other features that are only available with a specific user license. partner portal. These user licenses can grant access to Customer Portal. use profiles and permission sets. and delegate user administration tasks to other users. Additionally. you can create connections to share records with other Salesforce users outside of your organization. create and manage other types of users. In Salesforce. each international division can track. Setting up International Organizations to Use Multiple Currencies Salesforce provides multi-currency support for opportunity management. you can perform user management tasks such as creating and editing users. every user is identified by a username. forecasting. Finally. and report on opportunities in local currencies. and a single profile. help text or error messages) in a user's native language. and creating Google Apps accounts. while providing company-wide reporting and forecasting in a single common currency. You can translate articles into multiple languages so that customers and support agents can find content in their preferred languages. what data they see. You can control a user's access to data in several ways: • To control access to applications and objects. set custom links. See Setting up a Multilingual Knowledge Base on page 1412. run reports on users. using Salesforce to Salesforce. resetting passwords. USER MANAGEMENT User Management Overview The available user management options vary according to which Salesforce Edition you have. See Creating and Editing Custom Labels on page 1594. You can also set up accounts for users outside your organization who need to access a limited set of fields and objects. including fields and record types within objects.User Management User Management Overview Translating Custom Labels Custom labels enable you to create multilingual applications by presenting information (for example. See International Organizations: Using Multiple Currencies. Connect Offline. Custom label values can be translated into any language that Salesforce supports. Depending on your organization's Salesforce edition and the additional features your organization has purchased. 467 . You can also grant permissions. and quickly find and view the articles they need. and what they can do with the data. known as articles. custom labels are custom text values that can be accessed from Apex classes or Visualforce pages. As an administrator. Setting up Salesforce Knowledge to Support Multiple Languages Salesforce Knowledge is a knowledge base in which users can easily create and manage content. you may have user licenses—such as Marketing.

View a user's detail page by clicking the name. partner portal. Group. and Database. you can: • • • • • • • • Show a filtered list of users by selecting a list from the View drop-down list. See Also: Overview of User Permissions and Access User Profiles Overview Permission Sets Overview Managing the Sharing Settings Securing Data Access Viewing and Managing Users Available in: Contact Manager. Professional. Create one or multiple users. However. and Salesforce Customer Portal.com User Permissions Needed To view user lists : “View Setup and Configuration” To view and manage the users in your organization. View or edit a profile by clicking the profile name. regardless of the user's status. To create other types of users. the search results return only active users. Export users to Google and create Google Apps accounts (if Google Apps is enabled in your organization).com Editions Customer Portal and partner portals are not available in Database. Edit or create custom list views. Developer. click Your Name > Setup > Manage Users > Users. when using a lookup dialog from fields within records. The user list shows all the users in your organization. Enterprise. alias. use sharing settings and rules. Reset passwords for selected users. To access these options. or username. From the user list. For example.User Management Viewing and Managing Users • To control access to specific records. 468 . You can use the sidebar search to search for any user in your organization. click Your Name > Setup > Customize > Users. Edit a user. create a view with search criteria of “Profile Name equals Read Only” to show all users with the Read Only profile. Unlimited. You can also run user reports in the Reports tab. see: • • • Enabling the Customer Portal for Contacts and Person Accounts on page 177 Self-Service for Contacts and Person Accounts on page 174 Creating Partner Users on page 3075 Tips for Managing Users • • You can create custom fields for users and set custom links to display on the user detail page.

Group. Unlimited. However. Developer.com Editions User Permissions Needed To create new users: “Manage Users” The maximum number of users you can create is determined by your Edition: Salesforce Edition Personal Contact Manager Group Professional Enterprise Unlimited Developer Maximum Users 1 5 10 Unlimited Unlimited Unlimited 2 To create a new user for your organization: 1. Professional. you can delegate some portal administrative duties to portal users. Note: You cannot delegate administrative duties related to your organization to partner portal or Customer Portal users.User Management Viewing and Managing Users • To simplify user management in organizations with large numbers of users. See Also: Expiring Passwords Deactivating Users Logging In as Another User Granting Checkout Access Setting Quotas for Customizable Forecasting Assigning Users to Roles User Fields Editing Your Personal Information About Customer Portal User Management Adding New Users Available in: Contact Manager. 469 . delegate aspects of user administration to non-administrator users. Enterprise. Click Your Name > Setup > Manage Users > Users. and Database.

3. and Unlimited Editions Professional. you can choose Add Multiple Users to add more than one user at a time. last name. see User Profiles Overview on page 485. Enterprise.User Management Viewing and Managing Users 2. Salesforce CRM Content User Knowledge User Service Cloud User Siteforce Contributor User Professional. Depending on your Edition. Enterprise. Note: If the user's name includes non-English characters. the user must add the specified language to the mail format settings within Outlook if viewing email in Outlook. Enterprise. Force. See Managing Roles on page 479 if you have not set up the role hierarchy. and Unlimited Editions This checkbox only displays if Siteforce is enabled for your organization. and email address. or Contact Manager Editions. and Unlimited Editions Developer (with limitations). 6. In Professional. and Developer Editions.com license. Click New User. Enter the user’s first name. Select a User License. 7. 4. 5. Enterprise. or Unlimited Editions Mobile User This checkbox only displays if you purchased Salesforce Mobile feature licenses. Note: Some options become unavailable depending on the license type you choose. Enterprise. Enterprise.com Flow User Available In Professional. and Unlimited Editions Developer (with limitations). and Unlimited Editions 470 . Enterprise. you can enable additional features by selecting one or more of the following checkboxes: Checkbox Marketing User Offline User Force. Unlimited. In Professional. Enterprise. The profiles available to you depend on the user license you choose. and Unlimited Editions Professional. Group. Enterprise. For example.com user licenses are not available for Professional. select a role from the list defined for the Role field. and Unlimited Editions Professional. Developer (with limitations). Enterprise.com user licenses because the Forecasts and Campaigns tabs are not available to users with a Force. Select a profile to control the user's minimum permissions and access settings. The email address becomes the username. and Unlimited Editions Professional. the Marketing User and Allow Forecasting options are not available for Force. Enterprise. Siteforce Publisher User This checkbox only displays if Siteforce is enabled for your organization. For more information. and Developer Editions. Unlimited.

See Also: User Fields Editing Users Deactivating Users Viewing and Managing Users Setting Up Your Customer Portal Setting Up Self-Service Editing Users Available in: Contact Manager. In Unlimited. Professional. 8. For partner users. 9. Click Your Name > Setup > Manage Users > Users. Enterprise and Developer Edition organizations. you can select Send Apex Warning Emails to send email to the user when an application that invokes Apex uses more than half of the resources specified by the governor limits. For more details. Additionally. but you cannot change a Force. and Database. Group. such as delegated approver. making it a Force.User Management Viewing and Managing Users You can't select these features if they aren't supported by your user license type.com license. To create other types of users: • • • For Salesforce Customer Portal users. manager. Unlimited. For more information. you can set the user's approver settings. For Self-Service portal users. If your organization has Approvals enabled. and preference for receiving approval request emails. Note: You can change the license type of a Salesforce license. Set the user’s profile to Marketing User to enable the user to import leads and update campaign history via the member import wizards. see Creating Partner Accounts on page 3074. you can't save the new user record if you don't have any available feature licenses for these features. This feature can be used during Apex code development to test the amount of resources being used at runtime. Check Generate new password and notify user immediately to have the user’s login name and a temporary password emailed to the new user. users can only view campaigns and advanced campaign setup. edit the Campaign History for a single lead or contact.com license into a Salesforce license. 471 .com Editions User Permissions Needed To edit users: “Manage Users” To view or edit user information: 1. see Apex Code Overview on page 1819. 10. and run campaign reports. Note: If the Marketing User checkbox isn't selected. see Self-Service for Contacts and Person Accounts on page 174. Developer. see Viewing User License Types on page 562. see Enabling the Customer Portal for Contacts and Person Accounts on page 177. Enterprise.

It can sometimes take up to 24 hours for the username change to replicate to all of them. The user must click the link provided in that message for the new email address to take effect. 3. If the user has problems logging into future sessions. This button is only available when a user is locked out. the new password is automatically sent to the user’s email address and email verification is not enforced. click Assign Licenses to assign a package license to the Uuser. Problems might occur because an organization could have multiple login servers. Administrators can restrict the domain names of users’ email addresses to a list of explicitly allowed domains. The link in the email connects directly to the server where the actual username change was made.User Management Viewing and Managing Users You can also edit your organization's users from the Users in Role related list in the role detail page. Contact salesforce. Additionally. within Checkout.com to enable this functionality for your organization. This process ensures system security. Click Edit next to a user’s name. they can use the link in the email. Change the necessary information and click Save. If your organization has managed packages installed. Any attempts to set an email address with another domain will result in an error message. Click Remove to remove a license assigned to the user. To deactivate users so they can no longer access your organization. the user can view the organization's quotes. • • • • • • See Also: User Fields Assigning Users to Roles Resetting Passwords Viewing and Managing Users Viewing User License Types About Customer Portal User Management 472 . a confirmation email with a login link is sent to the email address associated with that user account. When generating a new password for a user. a confirmation message will be sent to the new email address that you entered. Using Checkout. and contracts. If you change a user’s email address and Generate new password and notify user immediately is deselected. Click Unlock to unlock a user that is locked out of Salesforce. This ensures that the user can always login even if server replication is slow. AppExchange app licenses. the user can purchase Salesforce licenses. 2. and other related products. orders. See Adding New Users for more detail about the fields on the user information page. deselect the Active box. If you change a user's username. installed products. payments. Tips for Editing Users • • Users can change or add to their own personal information after they log in. invoices. Click Grant Checkout Access to give a user access to Checkout.

and Database. In the Queue Membership related list. Developer.User Management Viewing and Managing Users Viewing the Public Group Membership Related List Available in: Professional.com Editions User Permissions Needed To view user details: “View Setup and Configuration” To view the public groups a user is a member of. In the Public Group Membership related list. Unlimited. and Database. Click a public group name to view its details. click Your Name > Setup > Manage Users > Users and select the user.com Editions User Permissions Needed To view user details: “View Setup and Configuration” To view the queues a user is a member of. Click a queue name to view its details. See Also: About Groups Viewing the Queue Membership Related List Available in: Professional. click Your Name > Setup > Manage Users > Users and select the user. Developer. Unlimited. Enterprise. you can: • • Click New Group to create a public group. Enterprise. See Also: Managing Queues Deactivating Users 473 . you can: • • Click New Queue to create a queue.

However. You must delete and permanently erase the field first. Click Edit next to a user’s name. When users are deactivated. • • • • • 474 . For more information on territories. the access will default to Read Only if the user is reactivated. If a user on an account team has Read/Write access (Account Access. You can't deactivate a user selected in a custom hierarchy field even if you delete the field. If a deactivated user is later reactivated. Enterprise. However. Click Your Name > Setup > Manage Users > Users. you can still transfer their data to other users and view their names on the Users page. For more information. See Adding or Subtracting User Licenses on page 3316. Professional. see Managing Deleted Custom Fields. If Chatter is enabled and a user is deactivated. Tips on Deactivating Users Consider the following when deactivating users: • • • • Deactivated users lose access to any records that were manually shared with them. see Territory Management Overview on page 2343. see Enabling Customer Portal Login and Settings on page 1539. but you can deactivate their logins so that they can no longer use the service. A deactivated user doesn't count against your organization’s available user licenses. and manager's choice overrides on subordinates' forecasts are frozen. When a delegated portal user administrator deactivates a portal user. However. the user is removed from any territories her or she is assigned to.com Editions User Permissions Needed To deactivate users: “Manage Users” You can't completely delete users from the system. the user is removed from Following and Followers lists. If “Allow Forecasting” is disabled for a user who is deactivated. Group. If the user is a member of account. 3. the user can resume normal work as before. sales. Contact Access. Salesforce prompts you to remove the user from those teams. and Case Access) and is deactivated. You can't deactivate a user selected as a Customer Portal Administrator. or case teams. Deactivated users are removed from the default sales and account teams of other users.User Management Viewing and Managing Users Available in: Contact Manager. This information is restored if the user is reactivated. Deactivated users continue to own opportunities and appear in forecasts and territories. you must change your organization’s license count to change your billing. their opportunity forecast overrides. 2. and Database. Opportunity Access. deactivating a user doesn't reduce the number of licenses for which your organization is billed. Developer. The deactivated users' default sales and account teams are not removed. the administrator doesn't have the option to remove the portal user from any teams that user is a member of. Unlimited. the manager of a deactivated user can apply manager's choice overrides to that user's forecasts. or records that were shared with them as team members. adjusted total overrides. 1. Deselect the Active checkbox and click Save. Rollup amounts are kept current. For more information.

Developer. Click Your Name > Setup > Manage Users > Users. Reseting locked-out users' passwords automatically unlocks their accounts as well. Tips on Resetting Passwords Consider the following when resetting passwords: • • • • Only an administrator can reset Single Sign-On user passwords. 3. This user may be active or inactive. see Activating Your Computer on page 43.com Editions User Permissions Needed To reset passwords: “Reset Passwords and Unlock Users” To reset a user’s password: 1. You can customize part of the page where the user answers the security question with additional information about where to go to for help. For more information. When users lose their passwords. 475 . might cause them to activate their computers to successfully log in to Salesforce. Single Sign-On users cannot reset their own passwords. Unlimited. Enterprise. see About Single Sign-On on page 625. Optionally. See Also: Mass Transferring Records Adding New Users Editing Users Viewing and Managing Users Disabling and Deactivating Portal Users Resetting Passwords Available in: Contact Manager. to change the passwords for all currently displayed users. Professional. This can happen because some system operations create records and toggle preferences. For information about Single Sign-On.User Management Viewing and Managing Users • It's possible for inactive users to be listed as “Created By” users even though they are no longer active in an organization. they can click the Forgot your password? link on a failed login page to receive a new password via email. Select the checkbox next to the user’s name. Resetting users' passwords. See Setting Password Policies on page 619. Group. and Database. Click Reset Password to have a new password emailed to the user. acting as an arbitrary administrator user in your organization to complete the task. They must correctly answer a previously defined security question before they can reset their password and log in. 2. check the box in the column header to select all rows.

You can expire passwords for all users any time you want to enforce extra security for your organization. 3. For more options you can set to ensure password security. Select the Expire all user passwords checkbox.com Editions User Permissions Needed To expire all passwords: “Manage Users” To expire passwords for all users. and Database. See Also: Expiring Passwords Viewing and Managing Users Expiring Passwords Available in: Professional. Tips on Expiring Passwords Consider the following when expiring passwords: • • After you expire passwords. See Activating Your Computer on page 43. users might need to activate their computers to successfully log in to Salesforce. he or she will be prompted to reset his or her password. See Also: Resetting Passwords Logging In as Another User 476 . 2. the password is not reset. Developer.User Management Viewing and Managing Users Note: If the user has not defined a security question. Click Your Name > Setup > Security Controls > Expire All Passwords. Enterprise. see Setting Password Policies on page 619. Unlimited. Click Save. except those with the “Password Never Expires” permission: 1. The next time each user logs in. or fails to answer correctly when trying to login.

com Editions User Permissions Needed To grant Checkout access: To edit users: “Manage Billing” “Manage Users” Users with the “Manage Billing” permission automatically have access to Checkout when it is enabled for your organization. Enterprise. Developer. Click on the appropriate user's name to open the user detail page. Unlimited. Developer. 2. To log in as another user: 1. Click Your Name > Setup > Manage Users > Users. Click Your Name > Logout to return to your administrator account. and Database. These users can also grant access to other users within your organization. Click Your Name > Setup > Manage Users > Users. 2. See Also: Viewing and Managing Users Granting Checkout Access Available in: Contact Manager. and Database. 3. Professional. 3. administrators can log in to Salesforce as another user if that user has granted login access. Unlimited.com Editions User Permissions Needed To log in as another user who has granted you access: “Manage Users” AND “Modify All Data” To assist other users. Group. Note: You can also log in as another user from the user detail page and the Users in Role list page. 477 . Click Edit. The Login link and button only appear for users who have granted login access to an administrator. Click the Login link next to the user who has granted you access.User Management Viewing and Managing Users Available in: Enterprise. To give a user access to Checkout: 1.

To change the quota of a user that reports to you. Tip: Using Quick Save allows you to quickly set a different quota for each product family. you cannot set quotas for a period that does not have a defined fiscal year. click Your Name > Setup > My Personal Information > Personal Information. Select the appropriate range start and range length. click Your Name > Setup > Manage Users > Users. Select the Checkout Enabled checkbox. 6. Enter the quota amounts for revenue and/or quantity. You can also use tools like the Data Loader to do mass updates on quotas. and Developer Editions User Permissions Needed To set your quota: To set any user’s quota: “Edit Personal Quota” “Manage Users” Users with the appropriate permission can set their individual quota. If available. Click Save to save the quota and return to the user detail page. 4. 5. When updating quotas. see Adding and Editing Quotas on page 45. 3. Enterprise. See Also: Viewing and Managing Users 478 . or click Quick Save to save the values and continue to edit the quota. To determine if your organization has enabled customizable forecasting. The user is notified by email when his or her Checkout account is activated and available for login. Note: If your organization uses custom fiscal years.User Management Viewing and Managing Users 4. see Do I Have Customizable Forecasting? on page 2236. 1. you may not have customizable forecasting. Click Edit in the Quotas related list. Note: If these options are not available to you. Select the appropriate currency if you work with more than one currency. select a territory and product family. Unlimited. set the quota field value on the RevenueForecast or QuantityForecast objects. Setting Quotas for Customizable Forecasting Available in: Professional. To set your personal quota. 2. and managers can always change the quotas of users that report directly to them in the role hierarchy. For information on setting quotas if you do not have customizable forecasting. and select the appropriate user. Administrators and users with the appropriate permission can always edit any quota.

click Assign next to the role name.com Editions User Permissions Needed To create. and delete roles: To assign users to roles: “Manage Users” “Manage Users” Depending on your sharing settings. and report on all data owned by or shared with users below them in the hierarchy. edit. This view is not available for hierarchies with more than 1. Unlimited. Click Expand All to see all roles. You can create up to 500 roles for your organization. and Database. click Your Name > Setup > Manage Users > Roles. select a predefined list from the View drop-down list. Users at any given role level can view. To edit or delete any view you created. • Choose one of the following list view options: Show in tree view See a visual representation of the parent-child relationships between your roles. click the plus (+) or minus (-) icon.User Management Managing Roles Managing Roles Available in: Professional. then edit the role fields as needed. if the Grant Access Using Hierarchies option is disabled for a custom object. parent role (Reports to). To delete a role. unless your organization’s sharing model for an object specifies otherwise. Show in list view See a list of roles and their children. click Delete next to the role name. Note: The following information applies to roles for your organization's users. Show in sorted list view See a list that you can sort alphabetically by role name. or Collapse All to see only top-level roles. For information about roles for partner users and Salesforce Customer Portal users. edit. To view detailed information about a role. see About Partner Portal Channel Manager User Management on page 3071 and About Customer Portal User Management on page 1564.000 roles. click a role name. or report display name. Working with Roles To view and manage your organization's roles. 479 . roles can control the level of visibility that users have into your organization’s data. The columns are not sortable. If you are a Salesforce Knowledge user. If your organization has a large number of roles. select it from the View drop-down list and click Edit. To show a filtered list of items. you can modify category visibility settings on the role detail page. • • • • • To create a role. only the record owner and users granted access by the organization-wide defaults receive access to the object's records. click New Role or Add Role. depending whether you are viewing the list view or tree view of roles. To assign other users to a role. grouped alphabetically by the name of the top-level role. To expand or collapse an individual node. then update the role fields as needed. or click Create New View to define your own custom view. Specifically. Developer. in the Organization-Wide Defaults related list. click Edit next to a role name. use this view for easy navigation and filtering. To edit a role. Enterprise.

forecast roll-ups. provided the organization-wide default for contacts is not Controlled by Parent.User Management Managing Roles Tip: To simplify user management in organizations with large numbers of users. rather you want to define a hierarchy of roles to control access of information entered by users in lower level roles.com Editions User Permissions Needed To view role details: To edit and delete roles: To view users: To edit users: “View Setup and Configuration” “Manage Users” “View Setup and Configuration” “Manage Users” To view detailed information about a role. In the Users in Role related list: 480 . Notes on Roles • Every user must be assigned to a role. When you change a user’s role. Enterprise. In the Role Detail related list: • • • To view the role detail page for a parent or sibling role. any relevant sharing rules are evaluated to add or remove access as necessary. Unlimited. click the role name in the Hierarchy or Siblings list. Developer. enable delegated administrators to manage users in specified roles and all subordinate roles. the sharing access for related contacts is Read/Write. forecasts are based on the territory hierarchy rather than the role hierarchy. and other displays based on roles. • • • • • See Also: Viewing and Editing Roles Setting Up Your Customer Portal Managing Data Categories What is Salesforce Knowledge? Viewing and Editing Roles Available in: Professional. and Database. All users that require visibility to the entire organization should belong to the highest level in the hierarchy. When an account owner is not assigned a role. Sharing access on related opportunities and cases is No Access. If your organization uses territory management. click Your Name > Setup > Manage Users > Roles. or their data will not display in opportunity reports. To remove the role from the hierarchy. It is not necessary to create individual roles for each title at your company. Users that gain access to data due to their position in hierarchies do so based on a setting in your organization-wide defaults. To edit the role details. click Delete. click Edit. and click the role name.

and Database. and click Add to assign the user to this role. 481 . or username. Unlimited. If these changes affect too many records at once. Select a user on the left. To modify user information. See Also: Recalculating Sharing Rules Managing Roles Role Fields Managing Data Categories Assigning Users to Roles Available in: Professional. 4. Make a selection from the drop-down list to show the available users. Click Edit next to a category group to modify its visibility settings. In the Category Group Visibility Settings related list. Note: You can also access this page by clicking Assign Users to Role from the Users in Role related list.User Management Managing Roles • • • • To assign a user to the role. cannot log in to Salesforce. sharing rules are usually automatically reevaluated to add or remove access as needed. Click Your Name > Setup > Manage Users > Roles. and you must manually recalculate them. you can: • • Click a category group to view its setting details. and territories. click Edit next to a user name. click New User. roles. When Active is selected.com Editions User Permissions Needed To assign users to roles: “Manage Users” To quickly assign users to a particular role: 1. click the user's full name. click Assign Users to Role. the user can log into Salesforce. To view a user's details. Click Assign next to the name of the desired role. Deactivated users. 3. Note: When you edit groups. a message appears warning that the sharing rules won't be automatically reevaluated. alias. such as employees who are no longer with your company. 2. Enterprise. To add a user to your organization. Developer.

This field is not visible if your organization’s sharing model for contacts is Public Read/Write or Controlled by Parent. Developer. Field Case Access Description Specifies whether users can access other users’ cases that are associated with accounts the users own. Contact Access Modified By Opportunity Access 482 . and the date and time that the role was modified. See Also: Role Fields Managing Roles Viewing and Editing Roles Role Fields Available in: Professional. The name of the user who last modified this role's details. This field is not visible if your organization’s sharing model for opportunities is Public Read/Write. Some of these fields may not be visible or editable depending on your organization's permissions and sharing settings. Specifies whether users can access other users’ contacts that are associated with accounts the users own. Specifies whether users can access other users’ opportunities that are associated with accounts the users own. Enterprise. This field is not visible if your organization’s sharing model for cases is Public Read/Write.com Editions User Permissions Needed To create or edit roles: “Manage Users” The following fields (listed in alphabetical order) make up a role entry.User Management Managing Roles Note: Removing a user from the Selected Users list deletes the role assignment for that user. and Database. Unlimited.

if the Role Name is long. The Role group contains all users in this role plus all users in roles above this role. This field is available only when a Customer Portal or partner portal is enabled for the organization. If this checkbox is selected. for example. Role Name Title of position or role in an organization.User Management Managing Roles Field Partner Role Description Indicates whether this role is associated with a partner account. The Role and Internal Subordinates group (available if Customer Portals or partner portals are enabled for your organization) contains all users in this role plus all users in roles above and below this role. The Role and Subordinates group contains all users in this role plus all users in roles above and below this role in the hierarchy. A role name that appears in reports. you can enter an abbreviated name in this field. excluding Customer Portal and partner portal users. You cannot customize them or add new ones. Role Name as displayed on reports Sharing Groups This role reports to See Also: Assigning Users to Roles Managing Roles Viewing Role and Territory Sharing Groups 483 . The role above this role in the hierarchy. The roles in a portal role hierarchy are fixed. you cannot edit the role. When editing a role. Western Sales VP. These groups are automatically created and maintained.

select it from the View drop-down list and click Edit. and access related information. each territory has sharing groups: • • Territory—users in the territory plus users in territories above it in the hierarchy Territory and Subordinates—users in the territory plus users in territories above and below it in the hierarchy Note: Users that gain access to data due to their position in hierarchies do so based on a setting in your organization-wide defaults. See Also: Role Fields Viewing Users in Role Lists 484 .com Editions Territories are not available in Database. Click a link in the Sharing Groups field. edit user information. For territories. select a predefined list from the View drop-down list. which you can use in sharing rules and manual sharing: • • • Role—users in the role plus users in roles above it in the hierarchy Role and Subordinates—users in the role plus users in roles above and below it in the hierarchy Role and Internal Subordinates—users in the role.User Management Managing Roles Available in: Professional. To view sharing group members: 1. Click Login next to a username to log in as that user. • • • To show a filtered list of items. 3. click Your Name > Setup > Manage Users > Roles. From this page. For roles. Enterprise. Developer. click Your Name > Setup > Manage Territories > Hierarchy. excluding Customer Portal or partner portal users. Click Edit next to a username to edit the user information. If territory management is enabled for your organization. plus users in roles above and below it in the hierarchy. 2. This link is only available if the user has granted you login access. or click Create New View to define your own custom view. you can view detailed user information. This group is visible only if Customer Portals or partner portals are enabled for your organization. Click the role or territory name. Unlimited.com User Permissions Needed To view users: To edit users: “View Setup and Configuration” “Manage Users” For each role in your hierarchy Salesforce automatically creates sharing groups. To edit or delete any view you created. and Database.

Profiles control: • • • • • • • • Which standard and custom apps users can view Which tabs users can view Which record types are available to users Which page layouts users see Object permissions that allow users to create. select it from the View drop-down list and click Edit.com Editions A profile contains user permissions and access settings that control what users can do within Salesforce. and Database. Enterprise. the partner portal. Developer. This link is only available for users who have granted login access to an administrator.com Editions User Permissions Needed To view users: To edit users: “View Setup and Configuration” “Manage Users” The users in role list page displays a list of users assigned to the selected role. you can view detailed user information. read.User Management User Profiles Overview Available in: Professional. and access other related information. Unlimited. edit. Click Edit next to a user name to edit the user information. Click Login next to a user name to log in as that user. you can: • • View and edit profiles in the enhanced profile user interface View and edit profiles in the original profile user interface You can also change permissions in multiple profiles from the list view. Depending on which profile user interface is enabled in your organization. or click Create New View to define your own custom view. and delete records Which fields within objects users can view and edit Permissions that allow users to manage the system and apps within it Which Apex classes and Visualforce pages users can access 485 . and the Customer Portal. Developer. See Also: Managing Roles User Profiles Overview Available in: Enterprise. select a predefined list from the View drop-down list. • • • To show a filtered list of items. Unlimited. edit users. From this page. and Database. To edit or delete any view you created.

For example. and delete custom profiles. In Contact Manager. Unlimited. Each standard or custom profile belongs to exactly one user license type. Has access to all functionality that does not require an additional license. Can edit any quota. and delete custom profiles. Can manage price books and products. and Professional Edition organizations. only certain settings can be changed. edit. you can assign standard profiles to your users. There are standard profiles in every Salesforce organization. Unlimited. Can use custom Force. you can use standard profiles or create. and view any forecast. For more information on Salesforce Platform user licenses. Profile Name System Administrator Available Permissions Can configure and customize the application. reports. edit. dashboards. Standard Platform User 486 . Group.User Management User Profiles Overview • • • Which desktop clients users can access The hours during which and IP addresses from which users can log in Which service providers users can access (if Salesforce is enabled as an identity provider) Note: Chatter customers (users with the Chatter External User profile) can only see groups they belong to and people in those groups. you can use standard profiles. they can't see any Salesforce information. Group. contacts. See Also: Overview of User Permissions and Access Standard Profiles Viewing User License Types Cloning Profiles Standard Profiles The standard profiles available vary according to the Edition you have. but you can't view or edit them. For standard profiles. override forecasts. In Enterprise. can use core platform functionality such as accounts. you can assign standard profiles to your users. Every organization has standard profiles. In Enterprise. or create. see Viewing User License Types on page 562. and Developer Edition.com AppExchange apps developed in your organization or installed from AppExchange. administrators cannot manage campaigns unless they also have a Marketing User license. and Developer Edition organizations. In organizations where you can't create custom profiles (such as Contact Manager. and Professional Edition). If your organization uses a custom domain or IP restrictions. In addition. and custom tabs. but you can't view or edit the standard profiles or create custom profiles. it's recommended that users with the Chatter External User log in using single sign-on on page 625.

but not edit. and they can view and edit cases where they are listed in the Contact Name field. Can view and edit data they directly own or data owned by or shared with users below them in the Customer Portal role hierarchy. and update campaign history via the import wizards. create letterheads. Can create. and custom tabs. they can: • View Salesforce accounts and contacts • Use Salesforce CRM Content. see About High-Volume Portal Users (Service Cloud Portal Users) on page 1569 Standard User Partner User High Volume Customer Portal User and Authenticated Website User Both user licenses are high-volume portal users Customer Portal User Can only log in via a Customer Portal. groups. Can view and edit data they directly own or data owned by or shared with users below them in the Customer Portal role hierarchy. dashboards. contacts. Can view. reports. Can view the organization's setup. Can edit personal quota and override forecasts. Additionally. Can only log in to Chatter. Also has access to the same functionality as the Standard User.User Management User Profiles Overview Profile Name Standard Platform One App User Available Permissions Can use one custom AppExchange app developed in your organization or installed from AppExchange. Can access all standard Chatter people. and Answers Customer Portal Manager Solution Manager Marketing User Contract Manager Read Only Chatter Only User 487 . but not manage. and they can view and edi