Cloudy's Favorite Apps: MORE from Apsona!

One of Cloudy's Favorite Apps just keeps getting better!

Apsona has long been one of Cloudy's top picks for enabling all kinds of easy data management tasks in salesforce.com. 
Now there is an add-on that allows easy merges to documents, spreadsheets, or email. Read on to see how easy it is to set up a merge for Thank You letters - in batches or one at a time!

(**note: this demo uses Salesforce + Non Profit Starter Pack with 1:1 model. Other data models and merge processes will vary in the details**)

First create a Word document with merge fields for the data you wish to pull in to your Thank You - this probably includes data from both the Donation record and the Contact record of the Donor. Upload this doc to the "Documents" tab in salesforce.com.

The merge fields needn't conform to any rules or format conventions - just call them whatever makes sense to you.

Next, create a report on the Donation Contact Roles tab in Apsona. Pull all of your merge field data into the report. Add any filter terms as needed, for example:

-Filter so that Donation "Stage=Posted/Closed Won"

-Consider creating a custom checkbox on donations that marks "Thank You Sent"; filter so that the report only shows un-thanked donations. 

If you don't see this tab, you must first create a custom tab "Configuration" under "Settings", then "Clear Cache" under settings to make it visible.

Run the report to preview the data. The list you see should be a complete list of un-thanked Donations. If everything looks good, you are ready to create your merge; click "Merge/Mail" at the top of your report.

Pro-Tip! If you want your Merge to *AUTOMATICALLY* update a field on a record, such as a "Thank You Sent" checkbox, you must include the ID field for that record in the report (ie. Donation ID).

The Merge Wizard that appears will walk you through the merge setup: Your uploaded Word template will be available to select, and you will be able to match your Word merge fields to the data columns in your report. Finally, note the options available in Step 4 of the merge: 

You can log a Task on each donation record, showing that a Thank You was generated. Even better, you can update a field on the record with a given value. 
For this process, check the custom "Thank You Sent" checkbox on the Donation record. You filtered the Merge report so that it only pulls donations where "Thank You Sent=False"; now you can run the Merge and it always creates a perfect set of the latest Thank Yous!

When it's time to create the next batch of Thank Yous, there is no need to go back to the report on Donation Contact Roles. Your new Merge can now be found and run under Settings>Merge Actions. 

One more amazing feature of Apsona Merge is the ability to very easily create a Merge Button on a record. For this example, a button right on the donation record can generate quick, one-off Thank Yous as needed. To create it, simply go to Settings>VF pages & buttons, look up your Merge, and click the "Generate code" button.

Copy this code into a new "Button" on Donations and add it to the Donation page layout. Now you can create a one-off Thank You on a Donation with a single click.

These Thank You letters look great, Cloudy!

If you would like some help evaluating this tool for your salesforce.com, please Contact Us!

Read about more of Cloudy's Favorite Apps:
Cloudy's Favorite Apps: Apsona (Part 1!)
Cloudy's Favorite Apps: DupeCatcher
Cloudy's Favorite Apps: Rollup Helper
Cloudy's Favorite Apps: FormAssembly
Cloudy's Favorite Apps: Conga Composer
Cloudy's Favorite Apps: FlipTop Social Profiles
Cloudy's Favorite Apps: Mass Edit + Mass Update + Mass Delete

Big Data - Small Business : Part III

Big Data means bringing all the parts of your business into one place.

If you have followed along with Part I and Part II of this series, you are beginning to understand what Big Data means to your small business or nonprofit, and may be wondering if you are up to the challenges.  Here are some important pointers to guide you on your journey:

• Leverage the salesforce.com platform.  Not only should you bring all your data IN, but make sure you are using the tools available in salesforce.com: workflow automation, live reporting, systems integration, AppExchange add-ons, etc.
• Act: You are about to gain unprecedented insight into your business. Get ready to make changes, measure, and react.
• Bring it ALL in! Systems and departments that you thought were less important may turn out to be very important. Don't turn your back on your own data.
• Get a good implementation partner. Successful organizations agree that this is key. Talk to your salesforce.com Account Exec, visit a local user group to get recommendations, or contact Redpath.
• Invest: The cost of a major transition can be significant, but is worth it!
• Leadership Alignment: Are your team leaders trying to build the same company? Get aligned now!
• Imagine: Where is your business now? Where should it be? Accessing your big data will be a critical leap towards your business goals.
• Information: Knowledge is power. Give your team the tools to excel by putting more information in their hands.
• Keep an open mind: What is your data really telling you?
• Time: It takes time to collect big data and see results.  Be patient and don't give up now - you're almost there!

Cloudy and the consultants at Redpath have helped many salesforce.com customers on this exciting journey. To learn more, please Contact Us!

Big Data - Small Business : Part II

Last week we discussed what Big Data means to your small business or nonprofit. It is now commonly touted that "90% of all the data in the world has been created in the last two years." Even if you feel you are a tiny star in the universe of big data, you would probably agree that your own company's data inputs are growing. But if your information is segmented in different little orbits, you are not getting the benefits you should from your data.  

Salesforce.com is a standard-bearer in the big data movement.  Cloudy and the consultants at Redpath have helped many businesses consolidate their big data, simplify their business, and automate their business processes using salesforce.com.  Here is what we have learned along the way:

Challenges: What are the obstacles you may face as you integrate all your data inputs into salesforce.com?

1) User Adoption

• Big data success depends on your users to input the information.  (Read more about user adoption strategy here and here.)
• Users and departments who have previously been more independent may resent what feels like additional oversight of their work.

Bottom line: It is critical that users understand WHY changes are being made, and that they are given incentive and opportunity to buy in to the process.

2) Volume

Bottom line: How will you process and understand the huge quantities of data you will now have access to?

3) Assumptions

• Are you ready to see the truth if the data shows you that your assumptions about your business are not correct?

Bottom line: Get ready for paradigm shift.

Next time, Cloudy has some important tips for you to harness Big Data for your business.

If you would like to talk to a Redpath consultant, Click Here. 

Big Data - Small Business : Part I

What does Big Data mean for your Small Business or Nonprofit?

Big Data simply means bringing ALL the parts of your business into ONE PLACE.

No matter the size of your enterprise, you are juggling many data sources and data points:

Customers * Clients * Leads * Lists * Registrations * Customer Service Issues * Social Media Contacts * Important Relationships * Vendors * Partners * Content * Board Memebers * Web Inquiries * Marketing Initiatives * Documentation * Email and Marketing Analytics * Event Attendees * Roles and Responsibilities in your organization * Accounting and Financials * Spreadsheets and multiple databases * The list could go on...

At least a handful of these are certainly familiar to your business, and perhaps you can think of more. 

Have you brought ALL of your business under one salesforce.com roof?  Probably not! Historically, it was very common for businesses to manage their data in a segmented way. Even though it is now possible to get your Big Data into one place, many have not taken the leap.  

Why aren't more businesses managing more of their business in salesforce.com?

1) Many do not realize it is possible.  

With the salesforce.com sales cloud, service cloud, and custom cloud, along with 2,000+ Apps on the worldwide AppExchange marketplace, it is possible to manage every aspect of your business in salesforce.com. Despite the name, salesforce.com is NOT just for sales!

2) Many more do not understand the benefits.  Here are just a few:

• Efficiency: Make better use of your resources. Grow your business without growing your workforce.
• Effective project management: Catch problems and identify potential growth areas earlier rather than later.
• Visibility: Understand what is working and what is not. Identify your best customers. Put your focus in the right place. Gain insight into what is really most important.

Tune in next time for Big Data - Small Business : Part II and Part III, where we will discuss some challenges and some helpful pointers to guide you on your journey to harnessing your Big Data.

If you would like to talk to a consultant about your big data dreams, Contact Us!