Administrator’s Manual
Thai CDC
Establishing a New Client/Donor/Partner Communications & Project Tracking Tool
Team #: 01
11/21/11
Contents
Adding Users 1
Deactivating Users 3
Changing Help Text 3
Importing Contacts 5
Exporting Data 10
Adding Users
Navigate to the “Setup” page by clicking on your name in the upper right corner and scrolling down to “Setup”.
Scroll down and click on “Manage Users” under the “Administration Setup” heading.
Next, click on “Users”
Then click on the “New User” button.
Fill in the appropriate information and then click the “Save” button. Note the selections for “Role” and “Profile” will determine the user access permissions as described in the Setting User Permissions section above.
Deactivating Users
With the Nonprofit donation of Salesforce, there can only be ten active users at one time in the system. Because there is no easy way to delete users, users may need to be deactivated as different people enter the organization. In order to deactivate a user, navigate to the list of all users as described above in the Adding Users section. Next, click the “Edit” text next to that user’s name. Next uncheck the “Active” checkbox and click the “Save” button. This will save the user as an inactive user.
Changing Help Text
Help texts allow you to assist people who are inputting data into the system. To edit or add help text to a certain field, click on your account name at the top right portion of the window and then click “Setup”.
At the left side of the screen, a navigation toolbar should pop up. Under “App Setup”, click Customize if you’re go to edit the help text of a standard Salesforce record like Contacts, Donations (Opportunities), and Organizations (Accounts). If you’re going to edit the help text of a custom object (all Outcomes Tracking fields), click Create.
Click the record type which the field you want to add/edit the help text of belongs to. Click Fields under the dropdown menu.
Look for the field you want to edit the help text of and click the Edit button beside it.
Change the text value in “Help Text” to the help text you want for the field and click Save.
Importing Contacts
Click on your account name at the top right portion of the window and then click “Setup”.
Under Administration Setup, click Import Accounts/Contacts.
The Import Wizard start page should appear. You can review the steps under the import wizard to familiarize yourself more with importing contacts or just click “Start the Import Wizard!”.
Click Next until you reach Step 2. Here you will select the file to import into your Salesforce database. Select a different encoding only if the file you have is encoded a non-standard way.
The next steps all involve matching columns from your file to the Salesforce fields. The best way is to label the columns in your import file similar to how Salesforce imports labels their fields. Salesforce then tries to match the columns to their fields. If you want to specify a specific column for a field, click the dropdown list next to the field name and select a column from your import file.
After mapping all the fields, you will be given a brief summary (along with unmapped fields from import file if there are any) and a confirmation page. Click “Import Now!” to start the import process.
Exporting Data
In order to create a non-cloud based backup of the data in Salesforce, you will want to export this data and store it on a hard drive. Salesforce will allow for this type of back up only every 48 hours.
Navigate to the “Setup” page by clicking on your name in the upper right corner and scrolling down to “Setup”.
Next, scroll down and click on “Data Management”.
Then click on “Data Export”.
From this page you can either export the data immediately by clicking on “Export Now” or schedule the export for a later time by clicking “Schedule Export”.
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