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Getting Started: Deploy and Adopt
You’ve customized Salesforce to match your business process, and imported your data, so now it’s time to think about deploying the system to the rest of your organization, and empowering people to begin using it regularly as part of their jobs.
1. Adding Users
Salesforce.org provides up to 10 Salesforce Lightning CRM EE licenses to nonprofit and higher education institutions through the Power of Us Program. A license provides a single user with access to Salesforce. That means that you can create 10 individual Salesforce users for members of your staff, volunteers, board members, and so on. If you need to purchase additional licenses at a deep discount, please contact your Salesforce.org Account Executive.
For more information about adding users or user management, check out the Trailhead Module “User Management”
NOTE: Once a new user is created, it can only be deactivated. Once the user has been deactivated, it “frees up” the license to be used for a new user, if desired. There is no way to “delete” a user in Salesforce. This is for security and auditing purposes. It is also not recommended that people share a single user account as this violates the Salesforce Master Service Agreeement (MSA), and it makes reviewing changes to the system impossible, especially if someone leaves the organization but still has an active Salesforce user account.
Choosing the data set each user or group of users can see is one of the key decisions that affects the security of your app. Once you’ve designed and implemented the data model for your organization, it’s important to think about the different types of users and the types of data they need access to. For example, you may want to protect certain donors’ personal information from being seen by every user in your Salesforce system.
The platform includes simple-to-configure security controls that make it easy to specify which users can view, create, edit, or delete any record or field in the app. You can configure access at the level of the organization, objects, fields, or individual records. By combining security controls at different levels, you can provide just the right level of data access to thousands of users without having to specify permissions for each user individually. That being said, security controls can get very complex very quickly so we recommend implementing the most simple solution that meets your needs.
For more information about security, and how to protect information from specific users, check out the Trailhead Module “Data Security.”
3. Reports and Dashboards
One of the most powerful features of Salesforce (and one of the best ways to show value and drive adoption) is the ability to generate reports and dashboards from the data that has been entered into the system. A report is a list of records that meet the criteria you define. It’s displayed in Salesforce in rows and columns, and can be filtered, grouped, or displayed in a graphical chart.
A dashboard is a visual display of key metrics and trends for records in your org. The relationship between a dashboard component and report is 1:1; for each dashboard component, there is a single underlying report. However, you can use the same report in multiple dashboard components on a single dashboard (e.g., use the same report in both a bar chart and pie chart). Multiple dashboard components can be shown together on a single dashboard page layout, creating a powerful visual display and a way to consume multiple reports that often have a common theme, like sales performance, customer support, etc. You can also follow a dashboard in Chatter to get updates about the dashboard posted to your feed.
For more information about Reports and Dashboards, check out the Trailhead Unit “Getting Started with Reports and Dashboards."
4. User Training
Once you’ve created users for your organization, you’ll need to train them on how to use Salesforce for their day-to-day work. Creating training materials can be fun! People often won’t read long, detailed user manuals anymore. Breaking up training into chunks, focused around a particular function or use case is often the best way for people to remember what they learned.
Training should not be viewed as a one-time event, rather it is an ongoing process of getting people more and more familiar with the application until it becomes second nature. The ideal refrain that you’ll want to instill in your team is “if it’s not in Salesforce, it doesn’t exist.”
Here are some tools to help you create training documents and videos:
5. Measuring Adoption Success
Finally, you’ll want to know if your Salesforce rollout has been successful. One way to do that is to ask people directly, and hear from them what’s working well, and what needs improvement. Setting up a regular “Salesforce Office Hours” at your organization can help with this, and be a safe space for people to ask questions, which they may not have felt comfortable or didn’t know to ask during their initial training.
In addition to talking to people, there are a number of pre-built Reports and Dashboards that are available to help you use Salesforce data to determine if people are actually using the system.