Welcome to the Labor Center’s Salesforce online user guide. New users, please first read the orientation guide PDF.

UC Berkeley Labor Center Salesforce page: https://callaborcenter.lightning.force.com/lightning/page/home

Is there something you need assistance with that is not in this user guide? Send an email to sandyo@berkeley.edu.

How To: Create Contacts and Accounts

IMPORTANT: Salesforce is a platform structured with Accounts as the primary object on which every other object is built. This essentially means that every contact record in Salesforce MUST be associated to an account. Because we are using the higher education model, Salesforce compensates for this by creating a Person Account automatically based on the contact’s last name if a contact is created without an associated account.

WHAT YOU NEED TO KNOW

CREATING A CONTACT: Always create a contact through an account record. If you are creating a contact record that is not affiliated to any account, you must affiliate the record to an Account called “Unaffiliated” so that Salesforce does not create an account with the contact’s last name.

UPDATING A CONTACT: If a contact is no longer associated to an organization, but you’d like to keep the record in our system, remove the contact from the account and associate the contact to “Unaffiliated.”

IF YOU ACCIDENTALLY CREATE A PERSON ACCOUNT: Remove the contact’s affiliation to the person account and associate the contact to the “Unaffiliated” account, then delete the person account.

How to Create a Contact
To create a contact, search for the contact’s associated account by using the top-level search tool. If the contact doesn’t have an associated account, search for the account named “Unaffiliated.”

Open the account record and select the dropdown arrow next to the associated contacts window and click “New.”

Is the contact record you are creating a student? If so, select the “Student Contact Record” type, if not, select “Contact Record” type.

Fill in as much information as possible in the new record screen. The organization will already be associated, and the address information will be populated in the new contact record. Click “Save” when you’re done.

To add a new account, navigate to the Account tab and select “New” from the top righthand side of the screen.

IMPORTANT: All new accounts should be created as “Business Accounts” types.

How To: Add/Remove Contacts from Your Lists

Most teams have at least one list of key contacts that they use to track important community partners, funders, and stakeholders. This list will be available to view under the Contacts tab dropdown list of views. Remember, if you’d like to see this list every time you open the contacts tab, pin the list by selecting the pushpin icon. (If you don’t yet have a list of key contacts in Salesforce and you’d like one, please contact sandyo@berkeley.edu.)

The list view is populated with the contacts that are associated to a campaign with the same name. To add contacts to your list view, you must add contacts to the campaign.

There are several ways to add contacts to a campaign.

You can add contacts to the campaign by clicking on the dropdown arrow in the Campaign Member section on the righthand side.

Then lookup the contact record/s you’d like to add.

You can also add contacts to a campaign from the individual contact record or from a list of contact records. From a list of records you can select multiple contacts to add to your campaign.

To remove any contacts from your list, navigate to the list of campaign members in the campaign (click on “View All” in the campaign member section of the campaign). Select the contact records you’d like to remove and click on the “Remove” button at the top of the screen.

How To: Add Contacts to Mailchimp

If you have contacts that you want to receive the Labor Center’s email blasts, you can add them to our Mailchimp marketing lists by selecting the types of announcements you want your contact to receive (these options are available under the section called “Interests” on the contact record). If you want them to receive all of our email announcements, click on “Select all Announcements” checkbox and click “Save”.

Reminder: Whenever you click on the pencil icon in Salesforce, it activates an edit screen where any field can be updated once activated.

How To: Update Contact and Account Relationships

Salesforce allows for contact records to have multiple account relationships. The relationship in the primary account field on the contact record will be marked as the primary account (direct). Other accounts will be visible in the contact record related accounts list.

To assign a new direct relationship to the contact record, click on the edit icon (pencil) on the account name field in the primary details area of the contact record to assign it to a new account. The account selected into this field will automatically be listed as the primary or “direct” account. The previously listed account will automatically be listed in the related accounts list on the right of the contact record.

To edit the details of the indirect relationships, click on the dropdown arrow next to the account relationship. You can delete the indirect relationship, view, or edit it.

The edit screen reveals fields that are available for defining the details of the contact’s indirect relationship, including role, start and end dates of the relationship, and whether that relationship is active.

How To: Create Calendar Views

To view projects, events, tasks, etc. by date in a calendar, navigate to the Calendar tab in Salesforce.

To create a calendar view on any given object, click on the gear icon next to the My Calendars section on the right side of the screen and click “New Calendar.”

Select the object you’d like to view by selecting it from the list of available objects in Salesforce. Select the object and click “Next.”

Name your calendar (this is what will show in your “My Calendars” list), designate start dates and end dates from the available object fields, apply a filter to display the types of objects you want to show in this calendar, and select the field to display the name of the record in the calendar.

View settings for your new calendar can be found in the dropdown arrow to the right of the new calendar you’ve created.

How To: Create List Views

Every object in Salesforce (tabs across the top of the application) offer filtered views of each object based on a limited set of search criteria. Anyone can create their own unique view of any given object by applying filters through the list view controls.

Navigate to the object in which you want to create a new list view. You can either create a new list view from scratch or you can base your list view on a view that already exists. Open the List View Controls by clicking on the gear icon in the top right corner. To create a new view from scratch, click “New.” To base a new list view on a previous list view, navigate to the list, click on the gear icon, and select “Clone.”

New and cloned list views require a unique name (the list API name will be assigned automatically based on the name of your view) and you need to select who will have access to the view you create (you can share it across the Labor Center, with your team, or for your private viewing–share settings can be changed later).

When you save your list view, a new window opens with the list view filters panel visible on the right. If you cloned a list view, the filters previously used will be applied here.

List view filters can be based on any field within the object. Set as many filters as you like by clicking on “Add Filter.” If you’d like to adjust the logic of any of the filters (AND or OR), click on the “Add filter Logic.”

After you’ve created your list view, you can select the List View Controls (gear icon) to modify the fields displayed, sharing settings, filter editor, etc.

How to Request New Customization in Salesforce

To request a new customization or update to Salesforce (new fields, new items to add to an existing dropdown menu, new list views, etc.) create a task by navigating to the Tasks tab and click the “New Task” button.

In the new task pop-up window, place a short description in the subject field, details in the comments section, set the priority level (normal or high), and assign the task to the “Salesforce Updates” queue. To access the queue list, click on the icon under the “Assigned To” field, select “Queues” from the list, and search for “Salesforce Update.”

To view the entire list of customization requests and update tasks assigned to the queue, open and completed, you can navigate to this view:

https://callaborcenter.lightning.force.com/lightning/o/Task/list?filterName=00B6g00000E4FAvEAN

How To: Connect Your Gmail Account with Salesforce

Install the Salesforce extension in your Chrome browser: https://chrome.google.com/webstore/detail/salesforce/jjghhkepijgakdammjldcbnjehfkfmha

If you access your bMail through Google Chrome, be sure to set it as your default mail account by following these instructions: https://support.google.com/a/users/answer/9308783?hl=en

With the Salesforce extension installed, you can now access the Salesforce database from inside your Berkeley Gmail account.

Click on the cloud icon to access the Salesforce window within Gmail. From here, you can look up any record in Salesforce. It also auto loads contacts in any given conversation selected.

Download the Salesforce Mobile App

For easy access to everything Salesforce while on the go, download the mobile app! Navigate to your app store on your phone, search for Salesforce, and install the application with the little blue cloud icon. Log in using your Salesforce credentials.