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!

Cloudy's Chalkboard: Tracking the stars in your salesforce universe - Part 1

Who are your 

STAR clients?

Are any of those 

relationships at risk?

If you are using salesforce.com CRM, you understand the idea of Customer Relationship Management: you want to track the relationships and transactions of your customers or constituents and gain a 360 degree view of your business. You know that you can look at a single contact record and see all of their information, including lifetime transactions, campaign involvement, and activity history. 

But how do you leverage that information at a higher level?

Let's learn how to create a complex dashboard table that displays critical relationship updates at a fictitious nonprofit organization called Cartoon.org:

This example relies on some fields that are standard
in the salesforce.com Non Profit Starter Pack.
A for-profit company can create a metric to fit their business
using the same basic process described here.

Cartoon.org puts a high value on two types of donors:

1) Those who have donated more than $2,000 in their lifetime.

2) Those who have donated more than 5 times in their lifetime, regardless of amount.

These donors have shown, either by the amount OR frequency of their donations, that they are invested in the mission of Cartoon.org: it would be unwise to let those relationships founder!

The head of development at Cartoon.org wants to see a table of these high-value donors who HAVE NOT DONATED in the last six months. She will use this information to target these donors with some special attention to make sure they don't forget about their favorite charitable organization!


This two-part demo will show you how to create this report and dashboard for your organization.

Step 1: Create a new report

Go to Reports>New Report>Accounts & Contacts>Contacts & Accounts>Create
("Accounts" may be renamed "Organizations" in your org!)

Step 2: Set Filters and Filter Logic

Standard Filters: Show = All Accounts (/All Organizations) Date Field = Created Date Range = All Time

Custom Filters: Total Number of Gifts >= 5 Total Gifts >= $2,000 Last Gift Date < "6 MONTHS AGO"

(**NOTE: You will probably need to adjust the custom filter values to reflect donation totals, donation frequency, and time frames that are meaningful to your organization!)

Filter Logic:
Adjust the filter logic by clicking the little down arrow next to "Filters" and select "Filter Logic".
The default logic that is displayed will be "1 AND 2 AND 3".
Edit it to be "(1 OR 2) AND 3" as shown above.

Step 3: Set Columns and Summarize

You can quickly clear the default columns by clicking "Remove All Columns" Link

Add the four columns we need for this report: 
Name, Last Gift Date, Total Number of Gifts, and Total Gifts

Summarize the two "Total" columns:
Hover over the column header, click the down arrow, select "Summarize this Field" and click "Sum" on the dialogue box.

Step 4: Add report groupings

Group by "Last Gift Date" and "Name":
Hover over the column header, click the down arrow and select "Group by this Field" for both columns.

Run the report; it should look like this: 

Step 5: Save your report

Click "Save" and save your report with a meaningful name and description.  

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
This report is ready to be shared 
with your development team: 

These are your most important at-risk donors.

Make a plan to follow up with them!

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Tune in next week to create a handy dashboard component with this information.

If you would like help creating more meaningful reports and dashboards for your organization, Contact Us!

More dashboard tutorials from Cloudy:

Cloudy's Chalkboard: Creating Dashboards

Cloudy's Chalkboard: Grouped Bar Charts

Cloudy's Top Ten: About Salesforce.com User Groups

"None of us is as smart as all of us" - Ken Blanchard

10 - Salesforce.com helps organize User Groups all over the world.  Search for a meeting near you.

9 - If there is no User Group near you, Salesforce.com will help you start one by providing resources and training to help you get started.  Check out this ButtonClick Admin post and podcast for great additional information about leading a Salesforce.com User Group.

8 - User Groups are an excellent free way to develop your Salesforce.com knowledge and skills in an engaging, structured, and social environment.

7 - They are a great place to meet smart and enthusiastic Salesforce.com users.  The next time you want to brainstorm, you might have a new friend to call.

6 - User Groups are an excellent resource to find out about job openings and career opportunities in other organizations that are using Salesforce.com.  

5 - Speaking of other organizations, there is tremendous value to be found in building your professional network among other businesses that are using similar technology tools.  You will learn how other businesses are leveraging the cloud to enhance all their business processes, from Marketing, to Sales, to Customer Support.

4 - If you have trouble keeping up with the seasonal releases and new features of Salesforce, User Groups can be a place to get these updates in an easy format.

3 - While most User Groups attendees are regular users and admins, Salesforce.com Partner Consultants are often in attendance as well.  There are rules that make sure they don't use the opportunity to try to sell you anything, so it can be a great opportunity to get novel ideas and best practices advice from the experts.

2 - Salesforce.com AppExchange vendors are enthusiastic to demonstrate their products at User Groups, whether via a virtual presentation or by sending a representative to your group.  This is a great way to learn about powerful and interesting apps, and to learn how other businesses are using them.

1 - User Groups are run by other users on a volunteer basis, so they are likely to be very responsive if you would like to help or add your own ideas to the mix.  If you are interested in leadership opportunity to enhance your resume and grow your own Salesforce.com knowledge and skills, consider offering to do a presentation at your user group, or joining the leadership team.


Cloudy and the team at Redpath Consulting Group are involved in several Salesforce User Groups in the Twin Cities, MN area, including the general area user group, as well as smaller groups for nonprofit users and for Salesforce.com developers.  Contact us if you would like to find out when the next meetings of these groups will be held, or if you would like to get in touch with Twin Cities area group leaders.

Salesforce.com for Nonprofits - The sky is the limit!

Last week Cloudy explained a little bit about the Salesforce.com Foundation and how it supports Nonprofit and Higher Education organizations by providing ten free Salesforce.com user licenses.  

What could your organization do with those ten free licenses?

-Build deeper relationships with your partners, donors, clients, and volunteers.  Salesforce allows you to see all your related information and interactions in one place, including donation history, emails sent, phone calls logged, events attended, relationships and affiliations recorded, and any custom information you collect.  This 360 degree view of your relationships is invaluable as your team works to partner with donors and volunteers, and to better serve your clients!

-Manage your donation and grant cycle, tracking your “asks,” pledged money, and received donations, with a full view of your data relating to each donor.  Standardize the donation process, see which campaigns and events are most effective, and analyze your donation pipeline with custom reports and graphs.  Automate some of your most common tasks, such as Thank You emails and receipts.

-Integrate your email, Quickbooks, event management, or other systems, and eliminate double-data-entry once and for all!

-Use Chatter to tap into the knowledge of your entire organization.  See what your teammates are working on as they add comments to records you are following.  Get a real-time feed of updates on the items you care about send right to your phone, using the Chatter Mobile app.

-Create reports and charts that give everyone at your organization the information they need to make educated decisions.  Your charts and reports will update automatically as data flows into place; you don’t have to keep creating them!  Executives, board members, program staff, and even volunteers can each see just the information they need.

-Check out the Salesforce AppExchange and click “Nonprofits” under “Industry Solutions” to see some of the Apps that have been designed specially for you.  A Salesforce App is simply a way of adding features and functions to your Salesforce.com; many great Apps are free, and many more offer significant discounts to Non Profits.


Read Cloudy's previous post for a little more about Salesforce.com and how it relates to nonprofits.

Here are Cloudy's reviews of a some salesforce apps that are being used by a few nonprofits he knows:
Conga Composer
FormAssemby

For an hour of free consulting for your nonprofit, contact us!

The Power of the Cloud: Within Reach for Nonprofits!

If you work at a nonprofit organization, you know all about doing more with less. When the economy is down, you don’t have the luxury of scaling back for a while, because that is when your mission in your community becomes most critical!  

Salesforce.com is the industry leader in cloud based enterprise information and relationship management systems, known as CRMs. It is used by more than 100,000 businesses worldwide to drive many types of business processes.

You might be wondering what a nonprofit organization needs with a tool that sounds like it is all about “sales”.  The truth is that the name is a little misleading, and even in the for-profit sector, salesforce.com is an extremely flexible, multi-purpose CRM: it is used to manage not only sales, but marketing, customers service, and the list goes on.  For nonprofits, salesforce.com has developed the “Nonprofit Starter Pack,” which is a free package that gets you started with functionality that suits the nonprofit world.  With a few additional Apps and customizations, you could soon be managing many of the facets of your organization in one place!

The power of a tool like Salesforce.com is undeniable, but without the Salesforce.com Foundation, it would be out of reach for most nonprofits. Founded in the year 2000, the Foundation is committed to supporting organizations that “make the world a better place.” To that end, the Salesforce.com Foundation donates ten free user licenses to nonprofit and Higher Education organizations.  

At this time, more than 16,000 such organizations are using these free licenses to achieve their mission.  Some that you have heard of are the American Red Cross, Goodwill, and Teach for America.

It is safe to assume that Non Profits in your area are using Salesforce.com to drive their processes.  There might even be a local User Group that you could attend to learn more about how your peers in the Non Profit sector are leveraging the power of the Cloud.  If you are in the Twin Cities area, contact Cloudy at Redpath and he can tell you when the next local User Group is meeting!  If you are in other areas of the country, Cloudy might be able to guide you to your local resources.

Next, Cloudy explains more about what your organization could do with ten free Salesforce.com licenses.

(Or, check out Paul’s blog on this topic HERE.)