In the last post, we showed you how to start collaborating better on Salesforce and how you can start to get more organised using the built-in tasks feature. 

In this next post, we look at how you can accelerate productivity further by quickly creating records, swiftly editing multiple records and speedily changing report filters on the fly. 

Global Actions

Saving clicks can be a major productivity booster and this is where a feature called a ‘global action’ can come in very handy. In short; global actions allow users to do things, such as creating records, quickly. 

To see what global actions are available to you, click on the global actions button and a list will appear. 

In the example above you can see that there is an action to quickly create a new contact. Click on the ‘New Contact’ global action and a form will appear that lets you quickly create a contact. 

Simply fill in the form and press save. Your new contact has now been created and saved to the system!

It is important to note that the global action lets you do something quickly, but not necessarily fully. For example, the new contact form above does not have all the fields that you may normally expect to see on a contact record.  Nevertheless, this action is still extremely valuable for many use-cases, for example, where you do not have all the details of the contact yet, but want to get them stored on the system. 

Quickly Editing Multiple Records

Sometimes you need to mass update multiple records and, in many cases, the last thing anyone wants to do is go into each record individually and change each record one by one.

Imagine that you need to add the same billing state to four accounts. 

You can do this easily on mass by going to the ‘Accounts’ tab and using the checkboxes to select the accounts that need to be changed.

Then, double click the Billing State / Province Field, enter the relevant value (e.g., ‘CA’), check the ‘Update 4 Selected Fields’ checkbox and press ‘Apply’.

Then press ‘Save’ at the bottom of the list view. 

Voila, you have just updated 4 records in a couple of clicks!

There may be certain limitations and considerations that your administrator or super user can explain to you. 

Changing Report Filters on the Fly

Your administrator or implementation team may have built you some reports to help you understand and get better insights from your data. 

But did you know that when you run the report, you can click the filter icon on the run page to see which filters have been applied to the report and edit any filters that have not been locked?

If you edit the report filter here whilst running the report, the changes will not be saved and the next time you view the report, it will revert to its original setup. 

This is very handy if you just need to make slight adjustments that do not need to be saved to a pre-existing report.

Next Time

It is one of our many passions to show users how you can get even more from their implementation, so we will be back in 2022 with a lot more end user specific content, so be sure to follow us on LinkedIn to get all the updates as they come in. 

In the meantime, if you are an admin or, if you are interested in becoming an admin, we have a three-post series starting next week with some admin focused tips and tricks. 

Kevin Paul is Head of Professional Services at Ribbonfish. He has over a decade worth of experience in Information Technology in a variety of roles including consulting & implementation, training, business analysis and project management.

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Photo by Anna Shvets