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Enhance Nonprofit Effectiveness with Salesforce Validation Rules

Discover how to leverage Salesforce validation rules to maintain data integrity and streamline operations in nonprofit organizations. Join expert consultants Francis Scudellari and Trish Perkins from Cloud for Good, who specialize in implementing strategic cloud solutions tailored for nonprofits. Learn what validation rules are, their importance, and gain practical tips and examples for using them effectively in Salesforce. Perfect for nonprofits looking to optimize their data management practices.

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Enhance Nonprofit Effectiveness with Salesforce Validation Rules

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  1. It’s all about your mission. www.cloud4good.com Francis Scudellari Trish Perkins Cloud Consultants francis@cloud4good.com trish@cloud4good.com Validation & Workflow in Salesforce

  2. Cloud for Good Working with organizations to create and implement strategic solutions based on cloud technology. • Salesforce.com • Google Apps It’s all about Your mission. www.cloud4good.com

  3. Francis • Certified Salesforce Administrator • Implementing Salesforce for nonprofits since 2009 • Providing technology-based solutions to nonprofits for over 12 years It’s all about Your mission. www.cloud4good.com

  4. Trish • Certified Salesforce Administrator • Worked with nonprofits since 2005 • Ran the IT departments at three nonprofits before joining Cloud for Good. It’s all about Your mission. www.cloud4good.com

  5. Agenda It’s all about Your mission. www.cloud4good.com

  6. Section 1: Introduction To Validation Rules It’s all about Your mission. www.cloud4good.com

  7. Topics: • What’s a Validation Rule? • Why add a Validation Rule? • How to find them • Tips on using them • Examples of useful rules in everyday Salesforce life Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  8. What’s a Validation Rule? “Validation rules verify that the data a user enters in a record meets the standards you specify before the user can save the record.” --Salesforce Help File Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  9. Why? • Ensure data integrity • Another way to require a field…or a way to conditionally require a field • Only allow certain users to change a field • Prevent records from a related list from being added or deleted Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  10. How to find them: Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  11. How to find them: Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  12. Where? Standard Object Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  13. Where? Step Two Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  14. Where? Custom Objects Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  15. Custom Objects Step Two Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  16. Custom Objects Step Three Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  17. Zip Code Example Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  18. Zip Code - 2 Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  19. Tips on using them: • Executed when a record is saved. • Make them either TRUE or FALSE • TRUE = an error message appears • Use formula functions + REGEX & VLOOKUP • Cross-object validation goes from parent to child, master to detail. Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  20. Tell users exactly what they did wrong • Wrong: “You entered a wrong value.” • Wrong: “Oops, try again.” • Right: “That field is required.” • Right: Zip Codes need to be in this format: 99999 or 99999-9999 Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  21. Examples from Real Life • Making sure that dates are entered correctly Begin_Date__c > End_Date__c "End Date cannot be before Begin Date.“ Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  22. Examples from Real Life • Making sure the year is right YEAR( My_Date__c ) <> YEAR ( TODAY() ) "Date must be in the current year.“ Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  23. Examples from Real Life • Making sure the percentage is right OR ( Mix_Pct__c > 1.0, Mix_Pct__c < 0.0 ) "Mix Pct must be between 0 and 100%." Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  24. Examples from Real Life • Gettingthe zip code format right AND( OR(BillingCountry = "USA", BillingCountry = "US"), NOT(REGEX(BillingPostalCode, "\\d{5}(-\\d{4})?")) ) "Zip code must be in 99999 or 99999-9999 format.“ • Or the social security number NOT(REGEX(SSN__c , "\\d{3}-\\d{2}-[0-9]{4}")) "SSN must be in 999-99-9999 format" Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  25. Examples from Real Life • Those pesky two-letter state codes! AND ( OR(BillingCountry = "US", BillingCountry="USA", ISBLANK(BillingCountry)), OR( LEN(BillingState) < 2, NOT( CONTAINS("AL:AK:AZ:AR:CA:CO:CT:DE:DC:FL:GA:HI:ID:" & "IL:IN:IA:KS:KY:LA:ME:MD:MA:MI:MN:MS:MO:MT:NE:NV:NH:" & "NJ:NM:NY:NC:ND:OH:OK:OR:PA:RI:SC:SD:TN:TX:UT:VT:VA:" & "WA:WV:WI:WY", BillingState) ))) "A valid two-letter state code is required." Section 1: Validation Rules It’s all about Your mission. www.cloud4good.com

  26. Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  27. Topics: • What is Workflow? • Why add Workflow? • Think it through first • How to create workflow – Step by step through the process Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  28. What is Workflow? Workflow is a way to automate your business processes. While validation keeps your data clean, workflow takes the tedium out of repetitive tasks. Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  29. Why add workflow? • Assign tasks – to yourself or your co-workers • Send emails automatically • Update fields automatically Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  30. Thinking it through… What are the conditions that will trigger your workflow? • A record is created • A field is edited • Etc. How do you want the rule to handle the change? Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  31. Step-by-Step: Find Workflow Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  32. Step-by-Step: New Rule Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  33. Step-by-Step: Choose Object Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  34. Step-by-Step:Name, Describe, Evaluation criteria Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  35. Step-by-Step: Rule Criteria Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  36. Step-by-Step:Using a Formula Instead Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  37. Step-by-Step: Add Actions Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  38. Step-by-Step: New Task Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  39. Step-by-Step: New Email Alert Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  40. Step-by-Step: Find Email Templates Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  41. Step-by-Step: Email Alert-2 Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  42. Step-by-Step: Field Update Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  43. Step-by-Step: Show Formula Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  44. Step-by-Step: Formulas - 1 Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  45. Step-by-Step: Formulas -2 Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  46. Step-by-Step: Outbound Message Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  47. Step-by-Step: Add Time-Dependent Actions Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  48. Step-by-Step: Time Trigger Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  49. Step-by-Step:Time Trigger - 2 Section 2: Workflow It’s all about Your mission. www.cloud4good.com

  50. Time Dependent Workflow Considerations: • You cannot attach time-triggers to an active Workflow Rule. • You cannot attach time-dependent actions to a workflow rule that uses “Every time a record is created or edited” as the evaluation criteria. • System Administrators can monitor all pending workflow actions in Setup. Section 2: Workflow It’s all about Your mission. www.cloud4good.com

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