final deliverable #2

Training GuideTable of

Contents

1

2

3

USING SALESFORCEACCOUNTS

CONTACTS

ADDING INFORMATION

ADDING ACCOUNTS

ADDING CONTACTS

DATA IMPORT AND EXPORT

ACTIVITY & TRACKINGMASS EMAILS

RECORDING ACTIVITY HISTORY

Table of Contents

1 USING SALESFORCE ACCOUNTS

Table of Contents

1 USING SALESFORCE

Step 1. Click on the “Accounts” tab

Step 2. Select “ACCOUNT VIEW” and click “Go!”

ACCOUNTS


‘ACCOUNT VIEW’ sorts schools according to important and relevant information

Account Category

High School

Middle School

Both

Non-School

Existing Programs

TDSHH

RTSG

Red Flags

Teen Panel

Teen Club

Non-School

Location

District Number

Private School

Account Stage

Prospect

Target

Approach

In Progress

Closed / Success

Closed/ Recycle

Non-School

Account Name

Name of School or Organization


Prospect Target Approach

In ProgressClosedSuccess

Recycle

Account Stages - Overview


Prospect All schools Erika’s Lighthouse does not have any presence in

Target Schools with existing contacts, programming, presence in district

Approach Schools with which you have made initial contact (email, phone, meeting)

In Progress Indefinite period, back and forth contact, getting programming into the school

Closed / Success Program is implemented in school

Closed / Recycle Did not succeed, follow up next year

Non-School Account is not a school

Account Stages - Overview

1 USING SALESFORCE CONTACTS

Table of Contents


Step 1. Click on the “Contacts” tab

Step 2. Select “CONTACT VIEW” and click “Go!”


‘CONTACT VIEW’ sorts contacts according to important and relevant information

Contact Source

Personal Contact / Referral

Conference

Workshop

Partnership

Other

Last Activity

What was the last email, call, or meeting you had with this contact?

Title

What is the contact’s role at within the account?

Additional Notes

Have you identified the contact source? Use this to include more information.

E.g. if contact source is ‘Conference,’ specify which conference here.

2 ADDING INFORMATION ADDING ACCOUNTS

Table of Contents



Step 2. Click on “New”


Step 3. Fill out Account Information. Check next slide for “Parent Account”

District if Public School; “Private” if Private School; Address if Organization


Step 4. Click on to look up the district of the schoolStep 5. Search “district” and click on the district to nest the account under


Step 6. Click “Save” if you are done adding accounts OR Click “Save & New” if you wish to add more accounts

2 ADDING INFORMATION ADDING CONTACTS

Table of Contents



Step 2. Click on Account you wish to add a contact to

Method #1


Method #1

Step 3. Scroll down and find the “Contacts” section

Step 4. Click on “New Contact”


Method #1

Step 5. Fill out Contact Information


Method #1

Step 6. Click “Save” if you are done adding contacts for this accountOR Click “Save & New” if you wish to add more contacts


Method #2


Step 2. Click on ‘New’


Method #2

Step 3. Fill out Contact Information


Method #2

Step 4. Click on the icon next to “Account Name”


Method #2Step 5. Type in the School / Organization in the search box and press “Go!”

Step 6. Click on the Account Name to which you wish to add the contact


Method #2

Step 7. Click “Save” if you are done adding contacts for this accountOR Click “Save & New” if you wish to add more contacts

2 ADDING INFORMATIONDATA IMPORTAND EXPORT

Table of Contents


Data Import

Step 1. Make sure the data is ready for import an in Excel .csv file.

This video has instructions on how to do this:

http://youtube.com/v/HlkNp3FlJOo


Data Import

Step 2. Click on “Setup” in the top right corner

Step 3. Under the “Administer” panel, click on “Data Management”

Step 4. Click on “Data Export”


Data Import

Step 5. Click on “Launch Wizard!” to launch the Data Import Wizard


Data Import

Step 6. Select “Accounts and Contacts”

Step 7. Select the option you want

Step 8. Select CSV and upload your .csv Excel file


Data Export

Step 1. Click on “Setup” in the top right corner

Step 2. Under the “Administer” panel, click on “Data Management”

Step 3. Click on “Data Export”


Data Export

Step 4. Click on “Export Now”


Data Export

Step 5. Select the data you want to export and click on “Start Export”

3 ACTIVITY & TRACKING MASS EMAILS

Table of Contents


How to Mass Email Contacts


Step 2. Under “Tools,” click on “Mass Email Contacts”



Step 3. Click “Go!” to display your contacts



Step 4. Click on the different column headings to sort the contactsStep 5. Click on to remove a contact from the mass emailStep 6. Click on “Next” to proceed



Step 7. Click on the template you wish to use for the mass email(see “How to Make Mass Email Template” slides for customizing a template)

Step 8. Click “Next”



Step 9. Adjust settings as needed

Step 10. Click “Send”


How to Make a New Contact Mailing View

Step 1. Click “Create New View”Step 2. Fill out the “View Name” and “View Unique Name”



Step 3. Choose the “Field” you would like to sort by



Step 4. Click Step 5. Click on the value you would like to sort the contacts by


How to Make a Mass Email Template

Step 1. Click on “My Settings” under “Peggy Kubert” at the top right



Step 2. Click on “Email Templates” under “Email”

Step 3. Click on



Step 4. Click “Text”Step 5. Click “Next”



Step 6. Fill out Template Information then click “Save”

3 ACTIVITY & TRACKINGRECORDING ACTIVITY HISTORY

Table of Contents



Step 2. Click on the account for which you wish to record activity history


Step 3. Scroll down to find the “Activity History” section

Step 4. Click “Log a Call”


Step 5. Click to choose a subject Step 6. Add comments and the due date (which is the date the activity occurred)


Step 7. Click on to choose the contact personStep 8. Search the contact’s name and click to add the contact


Step 9. Fill out follow up task information Step 10. Click “Save”

final deliverable #2

Documents

accounts step

account information

contact information

salesforce accounts

salesforce contacts

school step

salesforce step

accounts tab step