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Tips and Tricks for Admins Autumn 2018

These are the need to know tips and tricks for Salesforce. We will be bringing you more tips in the Spring.. Check out our latest blog posts to keep upto date with the latest Hyphen8 news

Become A Salesforce Trailblazer

Have you discovered Trailhead yet? Trailhead is Salesforce’s online learning platform. You can complete Modules to earn badges and points which can be displayed on LinkedIn etc. The more points and badges you earn, your profile changes.  Trailhead is a fantastic way to “learn” Salesforce. New Trailhead badges are added frequently so its perfect for keeping up to date with the latest Salesforce advancements. Trailmixes are a mix of modules compiled like a spotify playlist for you to work through. Reach out to us if you want to attempt one of our trails.  Start your Salesforce Learning Adventure Here. 
Trailhead is the ultimate online, free and fun way to learn Salesforce. 

Get Rid of Inactive Report and Dashboards

Are you fed up unwanted clutter in your organisations report folders? People always create a report, save it, run it and then forget all about it. Not only do unwanted reports use up valuable space, they also mean it can take a while to find the report you need.

1.  Navigate to Report Types:

  • Salesforce Classic: Setup | Create | Report Types.
  • Salesforce Lightning: Setup | Feature Settings | Analytics | Reports & Dashboards | Report Types

2. Create a report type with Reports as the primary Object and Dashboard Components as the child Object.  Name it “Reports WITH OR WITHOUT Dashboards.”

3.  Create a new report using this new report type.  Include the “Last Run” field.  Run the report.

4.  Sort on the Dashboard name (Title) column to separate the reports not attached to dashboards.  Finally, observe the last run date of the reports.  If the dashboard’s reports do not show a current last run date, then you can assume this dashboard has not been “refreshed.” Refresh triggers the report’s “last run.”

Turn on field history tracking for those important fields!

Field history tracking is a fantastic way to capture edits to your data.
Field  history tracking, allows you to track changes on up to 20 standard or custom fields on an object which can be viewed on a record’s History related list or through History reports. For each field, tracking logs the date and time of change, the user making the change, and old and new values.

Field history tracking is easy to turn on.

To enable field history tracking

  1. From Setup, click Object Manager and select The Object you need.
  2. Select Fields & Relationships, and click Set History Tracking.
  3. Select Enable “Object” History, then select the fields to track:
  4. Click Save.

Now you just need to add the history pane to the page layout.

  1. Find the object in the object manager.
  2. Click Page Layouts.
  3. Click on the appropriate Layout.
  4. In the palette, click Related Lists.
  5. From the palette, drag the  History related list onto the page layout and drop where you would like the list to display.
  6. Remember to click save!

Page layout highlighting the Related List option in the palette and the Account History section below.
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Lightning Object Specific Actions

Lightning Object Specific Actions are a great way to give users the power to do updates with easy configurable functionality; rather than having to build them using any code.  They are simple to set up and maintain. They are also easy to add to the List Views; with a couple of clicks. End users (who don’t also have access to anything like ‘Workbench’) may have regular updates they need to do on a weekly, monthly, quarterly basis, and doing exports, data manipulation and upserts would be too time consuming.  They can instead create a List View; and use the Mass Update button to select the records they need to update; add in the new value; click save and have all the records update instantly.

Object-specific actions let users create records that have automatic relationships to other records, make updates to specific records, and interact with records in ways that you define.

1.  From the management settings for the object for which you want to create an action, go to
Buttons, Links, and Actions.
2. Click New Action.
3. Select the type of action to create.
4. Customize the action.
• For a Create a Record action, select the type of object to create.
– If the object has more than one record type, select the one you want to use for records created through this action.
– If the object for which you’re creating the action has more than one relationship with the target object, select the field you want to populate when a record is created. If the two objects have a master-detail relationship, you can’t select which field to populate.
The master-detail Relationship field is selected by default, and you can’t change this setting.
• For a Custom Visualforce action, select the Visualforce page, and then specify the height of
the action window. The width is fixed.
• For a Lightning Component action, select the component called by the action.
• For a flow action, select the flow to render.
5. Enter a label for the action. Users see this label as the name of the action.

Tip: If you’re creating a Create a Record, Send Email, or Log a Call action, choose an option from the Standard Label Type list to have Salesforce generate the label. For the labels in this list that include “Record” and “Record Type”, Salesforce fills in the type of object or the record type the action creates. For example, if you choose the Create New “Record” standard label on a create contact action, the generated label is Create New Contact.

6. If necessary, change the name of the action.
This name is used in the API and managed packages. It must begin with a letter and use only alphanumeric characters and underscores, and it can’t end with an underscore or have two consecutive underscores. Unless you’re familiar with working with the API, we
suggest not editing this field.

7. Type a description for the action. The description appears on the detail page for the action and in the list on the Buttons, Links, and Actions page. The description isn’t visible to your users. If you’re creating several actions on the same object, we recommend using a detailed description, such as “Create Contact on Account using New Client record type.”

8. For a Create a Record or Log a Call action, select whether you want a feed item to be created when the action is completed.

9. For a Create a Record, Update a Record, or Log a Call action, you can add a custom success message that displays after the action
executes successfully.

10. Optionally, click Change Icon to select a different icon for the action. Custom images used for action icons must be less than 1 MB in size.

11. Click Save.
After you create a quick action, customize its layout, add predefined values, and then add the action to page layouts


For Instance; you could have a checkbox on your Account Page to Activate the Account and you want to Mass Update based on list criteria

  1. Go to Setup – Object Manager – Object (e.g. Account)
  2. Navigate to Button,Links & Actions
  3. Click ‘New Action’
    • Action Type = Update a Record
    • Standard Label Type = If you choose one of these like Update [Record]; Salesforce will use this and the object to name the Action; for example, ‘Activate Account’.  If you don’t select this you can name the action yourself
    • Name = Underscored Name
    • Save

Setting Up a New Action on a object

4. Edit the Layout by clicking ‘Edit Layout’ button

  • Add in fields you need and save
Lightning Action Edit the Layout by clicking ‘Edit Layout’ button Add in fields you need and save

5.  Go to the Search Layouts – List View and add in the new button under ‘List View Actions in Lightning Experience’

Go to the Search Layouts - List View and add in the new button under ‘List View Actions in Lightning Experience’

6. Go to the Object tab and select your View; for example ‘Activate Accounts’ – (Display As ‘Table’)

7. The Action should now appear next to the buttons on the top right hand page

The Action should now appear next to the buttons on the top right hand page

8. Select the records you want to update and then click the Activate Account’ button.

Select the records you want to update and then click the Activate Account’ button.

9. Update the value in the relevant field and click ‘Save’


You can also use an existing Quick Update button.  Just click ‘Edit Layout’ below and then add in the required field/s:

You can also use an existing Quick Update button. Just click ‘Edit Layout’ below and then add in the required field/s:

The Salesforce Help Guide on Object Specific Actions can be found here

To read more blogs from our team at Hyphen8, Please check out our blog page 

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How to Prepare for A Salesforce Release

An Admins Top Tips for Preparing for the next release...

Don’t forget to check out our  Winter19 Release Highlights

Salesforce automatically updates your instance of the platform three times a year for free. The upgrade usually takes place out of hours. This means there is no need to download anything or spending time to work out when you can take the system offline to upgrade.

However, as the updates always include new features here are my top tips in preparing for the release.

Join in the conversation

The Salesforce success community is a hotbed of knowledge, ideas and people. Everyone wants to help, and the release readiness group offers a great insight into what will be coming in the next release. Be sure to ask any questions to these Salesforce Gurus. The release readiness group always has a handy spreadsheet with a breakdown of each feature, I find this perfect for adding my own notes to.   

The Salesforce Trailblazer Community is the perfect place to find out more about a release. 


Know when it’s coming

To be prepared you must know what is coming and when. Familiarise yourself with the Salesforce Trust Calendar which includes the release date.

Make sure you add key release dates into your diary. 

Know what is coming

You need to know what features are included in the release to know what steps you need to take. Your first port of call is the Salesforce Release Notes, these are in a handy searchable HTML format, which makes it really easy to find the release details for the features you utilize the most.



Since trailhead arrived in 2016 it has totally revolutionized the way we can train ourselves. Trailhead offers a badge in release readiness. With new badges being added all the time it is the place to get upto speed.
Check out the release preparation badge.

Trailhead Logo - Learn Salesforce, Fun, Interactive, Free.
Trailhead offers and free, fun and interactive way to learn Salesforce. 


Look out for any Auto Enabled Features

When reading the release notes pay attention to auto-enabled features. These features are automatically turned on with the release, so you want to prepare for them carefully. The easiest way to find them is by using the online version of the release notes, which has filters for features enabled for users, developers, and admins.


Inform Others

Make sure you prepare others in your organisation of the upcoming release. Do you have workaholics who may be online during the scheduled downtime? Make sure that you let them know, during the 5 minutes down time they will not be able to save any records. During my time as a system admin, I used chatter and would remind people a few days before and then on the morning of the upgrade.

Is there a change that is going to make their life easier with little impact to them? Make sure you communicate these updates to the team. Again, this is a perfect example where you can use Chatter for this.  

Test Out Features

As my mum always said you learn the most by doing, so make sure you get a hands-on experience by testing out any new features in a Sandbox preview. Salesforce provides a window for you to refresh your sandbox to the next release, this gives you a head start in checking out any new features.  

If Sandboxes are new to you, check out these Salesforce Sandbox Trailhead Modules.


Watch Salesforce Release Readiness Live

If you have time make sure you check out the Salesforce Release Readiness live, the broadcast includes product managers providing roadmaps, demos and technical overviews. The dates for Release Readiness Live will be announced in the Release Readiness group in the success community.


Look out for Hyphen8 Release Highlights


Here at Hyphen8 we know you may not have time to study the release notes, so we will be posting what we think are the main highlights (and any actions you need to take) from the Next Release for Not for Profit organisations in subsequent blogs.


Enjoy the Enhancements

Salesforce is constantly evolving to enhance the platform, enjoy the latest enhancements. If something is a total bugbear of yours you can upvote suggestions in the ideas community which may be included in the next release. 

Team Hyphen8 Length of the UK Challenge- Raising Funds and Awareness for Group B Strep Support
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Team Hyphen8 Length of the UK Challenge- Raising Funds and Awareness for Group B Strep Support

You may have heard that throughout September the whole team at Hyphen8 have been Running, Walking and Cycling the length of the UK, a whole 874 miles  to help raise awareness and funds for Group B Strep Support.

Group B Strep Support is a UK charity working to stop group B Strep (GBS) infection in babies. Group B Strep Support educate new and expectant parents, doctors, and midwives about group B strep and provide information and support to affected families.

Group B Strep Support provide help and support to families, especially parents, suffering from the devastating consequences of GBS infection.   They also help new and expectant parents wanting more information about testing and how to reduce the risk of GBS infection for their baby.

Group B Strep Support are supported by an eminent and dedicated medical advisory panel. The charity provides free up-to-date and accurate medical information about GBS to health professionals involved in maternity care.

Before we embarked on this challenge I had no idea what Group B Strep was, or how it affected babies.  It was terrifying to know that at least one baby a week dies from Group B Strep. A scary statistic in the modern world of medicine. We all know the dangers of meningitis and know how to spot the signs, but why are we all so unaware of the dangers of Group B Strep? For further information on Group B Strep, please visit their website

Selection of images of the hyphen8 team out walking, running and cycling the length of the UK,
From Ibiza to the Gym, the whole team have been tracking every mile. 

From running in Ibiza, to cycling in the gym, all the Hyphen8 team (and dogs!) have stepped up to the challenge. To follow our progress via twitter @teamhyphen8

If you would like to support our September event please donate using this donation  form

To find out more about what the Hyphen8 team are upto, please see our blog