Finding Your Clients
Exploring the System!
Let's take a look at the tab line you see when you first log in.
To get to the Program Management Section, click on "the waffle" at the right of the tabline.
You should see Program Management in the list of Apps. If you don't, click View All.
View All takes you to all your "apps," and also -- under All Items -- to all the tabs that are visible to you in the system. So if you ever can't find something you need on your tabline...try looking here. Chances are, it's here, in alphabetical order!
Program Management App
Prospective Clients are added to the system as Contacts.
The Record Type for Clients = Client
Don't forget to fill in the Lead Source picklist. We can see from where our clients come to us.
Save the contact and begin working on getting all the fields on the Contact page filled.
As facilitator, when you create a contact, you become the "owner" of the contact. This makes it easy to set up a List of all the Clients you are working with. You can also change the owner to a supervisor. If you change the Record Owner, then check the box, so the new owner knows they have a new client.
Client Contact Page
Top of the page - Household Name and Communication information
Scroll down the page to familiarize yourself with the information on this page. All facilitators, as well as the Intake Specialist and Outreach Coordinator, will need to add, update, and possibly change this information as you get to know the client.
Find your Contacts
When you first click on the Contacts tab, you might see the Recently Viewed option already "Pinned" to the view. Notice that blue pushpin? That's how we know that you'll see this every time, unless you change it. let's change this. Click on the little down arrow next to Recently Viewed.
These are the "views" that come with Salesforce out of the box. We can create more views that show us different data about a single tab's records. But for now, let's just get the view that makes the most sense for each facilitator, etc. Select My Contacts. You'll see all the contacts that you are the "owner" of.
Now click the pushpin to "pin" this view to your Salesforce.
Trish's "My Contacts" list.
- With "Send List Email" you can email everybody on your contacts list that has an email.
- "Printable View" will give you a page that you can print, in case you want a call list or some other report.
The gear icon will allow you to change the fields you see (Select Fields to Display), to clone or rename the list, or to edit the filters you might want to set up.
Normally, we display as a table, but sometimes the Kanban view is helpful. Try these options out, and decide which works for you.
Create a filter to specify the Record Type = Client. This will unlock the inline editing option (looks like a little pencil), in case you want to add emails to several contacts at once, or change something else in this view. Don't forget to Save the filter!
- Filter - which I'm using to filter by Record Type
- Pencil - which allows me to edit the records inline...if I have filtered by Record Type.
- Chart - Play with the chart button. See what happens!
Click on the name of an individual contact and you'll be taken to that contact's record.