Entries in Helpful Hints (86)

Jan032014 Tip: Freeze Users

When administering Salesforce, you can at times run into scenarios where a particular users’s account should no longer have access. An example of that is when you have reason to believe that a user’s account has been compromised or someone has just left the company and you want to prevent them from logging in. Normally you would just disable the user; however, if the user is part of a custom heirachary field - there are more steps invovled. A nice solution in the meantime us to just use the "Freeze" function. 

To freeze a user in your org, go to Your NameSetupManage UsersUsers. Find and click the user and then click “Freeze” to freeze the account. 

salesforce freeze user
After the user is frozen - the Freeze button changes to an Unfreeze button which performs (well, you get the idea).
Note: When you freeze a user, it does not free up a user license. In order to actually free up a licnense you have to perform an actual deactivation of the user.

Generate a Report Right From the Record Page

One of the major perks of using is its robust Reporting tool. Although the Reporting tool is quite capable, one drawback of it is that it's somehow separated from where you'd mostly spend time working through the data. If you're looking at a particular Lead record and wanted to create a report, you'd have to navigate to the Reports tab and create a report there. Today, I'll be showing you a quick way to create a report from the click of a button right from the record page. For my tutorial, I'll create a button an place it on the Leads page- I will then have the ability to generate a report on All Open Leads; right from that button.

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Standardize Countries and States in Salesforce

Often times importing new data into your Salesforce org will result in having inconsistent data. This inconsistency is particularly found in Countries and States/Provinces, such as the values (US, Usa, us, usa) where they should be updated to United States, instead. Today, I'm going to give a tutorial on how to use Salesforce's Mass Update Addresses; to standardize your countries and states.

Standardizing Countries:

Initially, you want to update the countries first then the states. To get started:

  • Go to your name> Setup> and search for "Mass Update Addresses" or go to Administration Setup> Data Management> Mass Update Addresses
  • Select "Country", then click Next.

  • From the "Available Values" column, select the countries you want standardized (this view can display a maximum of 100 countries, if you can't find the countries you want updated, search for them in the above search box) and add them to the "Selected Values". Then, enter in the new name you want applied to the selected countries and click Next.

  • After that, you'll be shown a list of where records of those countries are found. Click "Replace" to replace all those countries with the new one.

Standardizing States:

Now that you've updated the countries in your org, standardize the states in those countries:

  • In Step 1, select "State/Province" and enter in the country in which the states belong to and click Next. 

  • Pick the states you want updated and enter in the new name and click Next. Then, review where those states are found in your data and click Replace to replace them with the new name.

Tips on Mass Updating Addresses in Salesforce:

  • Always standardize the countries before the states.
  • Keep in mind that once you've updated the values of countries and states, all associated filter conditions will be affected and that includes: assignment rules and web-to-lead, which then should be updated with the new values.

Salesforce Lead Queues

In Salesforce, Queues allow for management and organization of records in Leads, Cases, and custom objects. Lead Queues are particularly helpful because they allow you to funnel a group Leads into a queue based on a particular criteria whereby users in that queue can claim ownership of those Leads. For example, you can create a Lead Queue to distribute newly created Leads or those captured from web by region/territory (West Coast, North Pacific...etc) Today, I'll be giving an introduction on how to create a Leads Que.

Creating Regions/Territories:

First, we're going to create a queue for each region.

  • To get started, go to Setup> Administration Setup> Manage Users> Queues and click New.
  • Name the Queue and optionally, you can assign an email address specific for the queue; users in that queue will receive updates on actions.
  • Next, pick the object you want to create the queue in.



  • Next, assign users to the queue. Alternatively, you can assign a Group of users to a queue. Then click Save.

Assigning Rules for Lead Queues

Now that you've built the queue, it's time to create rules to automatically assign users to the appropriate region/territory queue. Go to Setup> Customize> Leads> Assigning Rules and click "New". In Assignment Rules, you can prioritize the order of rules.Assigning Rules will run on an ascending order.

  • First, set the order of the rule.

  • Enter the criteria on which you want the Assignment Rule to apply
  • If you have multiple rules and depending on the logic, you can modify the logic of the rules right under the list.

  • Finally, enter the name of the queue you want the records with the above criteria to go to. click Save.


And now, users assigned to the queue can have a list view of all records in that queue where they can assign ownership accordingly. Only those users and users of higher hierarchy will have access to that list view.


Salesforce Tip: Simple Ways to Find Record-Type ID

In Salesforce, "Record Types" are a way to arrange and classify data in an object. An example of how Record Types can be particularly helpful is when you want to assign different sets of data to different groups of sales teams.

Whenever you're working to customize or change something in Salesforce and need to reference Record Types, you must have the appropriate Record-Type ID. There are two ways to find them:

  • Go to the Record Type (Setup> Customize> (object)> Record Types). Click on the record type. Find the Record Type ID in the URL between id= and &type.

Alternatively, you can create a custom/formula field with the value Record-Type ID

  • Go to Your Name> (appropriate object) Customize> Fields> under custom fields, 
  • Click "New". 
  • Make sure you pick Formula as the type and then Formula Text and click Next. 
  • You can label the field "Record Type".
  • Finally, enter "RecordTypeid" under Advanced Formula tab.
  • Don't forget to hit "Save".

Weekly Salesforce API Usage Report

I recently ran into an issue in my Salesforce org that caused all the integrations to fail followed by this error message: "REQUEST_LIMIT_EXCEEDED". After some research, I found out that I had run out of API calls

So today, I'm going to introduce a solution to this problem, one that involves proactively notifying the Salesforce admin of API usage. It's also insanely easy. 

Just go to Setup> Monitoring> API Usage Notifications. This will essentially send out an email notification alerting the admin when the number of API requests consumed reach a specific percentage threshold. Here's an example:


This is an automated notification sent to you at your request by 
Your organization has made 540733 API calls within the last 24 hours. This is 90% of your organization's 24-hour API call limit of 814000 calls. You will receive this notice once every 24 hours until your organization's API usage drops below 85% of your 24-hour call limit (814000 calls). 

For more detail on your organization's API usage, you can review the API Usage Report under the Reports tab. Additionally, if you want to review or change your notifications, the settings can be found in Setup under Administration Setup > Monitoring > View API Usage Notifications.

After creating this notification, an API Usage report can then be found under the Reports tab (just search for "API" in the Reports search bar). And that's it! Now, you don't have to be surprised when you run out of API requests. 


Mass Delete Records in Salesforce 

Up until recently, mass deletion of records wasn't even available in Salesforce, but thankfully the developers have finally added this feature. Today in this tutorial, we're going to learn about Mass Deletion in Salesforce.

Before we begin, I must point out that although it is helpful, this feature comes with some limitations. Here's a few limitations to consider:

  • A maximum of 250 records can be deleted at once
  • You must have the permission "Modify All Data"
  • If you're not the admin of your Salesforce org, then you may not be able to delete records with associated cases ; the same goes for Partner Accounts.

Step 1: Click Your Name> Setup> Data Management> Mass Delete Records 

Step 2: Pick the record type you wish to mass delete. Then examine the data you're looking to delete; remember that this is generally undo-able, so pick wisely.

Step 3: Specify conditions/filters for the times selected. For example, "State = Texas" or "City = Dallas"

Step 4: You may check the options to delete the appropriate records: archived records, accounts with other attached accounts.. etc

Step 5: Choose "Search" to find the matches based on the conditions 

Step 6: Select the boxed next to the record you want to delete; alternatively, you can click on the header to select all.

Step 7: If needed, you may select the "Permanently Delete" records.

Step 8: Click "Delete".

And that is it! Note that the mass delete option may not be visible to some profiles. In which case, admins can do the job.


Cloudingo Promo Code

You read that right! Use this code to save 10% on your annual subscription to Cloudingo. The Cloudingo team has not yet set an expiration on this coupon, hooray!

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SOQL Date Formats

Coming from an SQL background, I’ve always had issues with SOQL’s date format. So, today, I’m going to share with you some tips on how to utilize SOQL Date queries, specifically using Built in Date Functions:

Before we dig in too deep though, we must know the syntax for Date in



In, there are two ways of querying Date:

#1 Specify the date in the query

The following query will return all Id’s for all the leads that were created on 2012-12-12 : Select ID, Date from Lead where Date= dateValue (2012-12-12)

#2 Query with a Built in Function

For example, the following query will return all Id’s for the Lead that were created yesterday: Select Id, Date from Lead where Date= YESTERDAY

I hope this helps!