Finding Your Clients

Exploring the System!

Let's take a look at the tab line you see when you first log in.

Get Started | Salesforce - Google Chrome

To get to the Program Management Section, click on "the waffle" at the right of the tabline.

Get Started | Salesforce - Google Chrome

You should see Program Management in the list of Apps. If you don't, click View All.

Home | Salesforce - Google Chrome

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

Leads

Mickey Mouse | Salesforce - Google Chrome

Prospective Clients start as Leads in the system.

Recently Viewed | Leads | Salesforce - Google Chrome
New Lead | Salesforce - Google Chrome

Note the required fields: Last Name and Company. For Individuals, we put "self" into the company field. The system knows what to do with those when we convert them to contacts.

Notice also that we don't have enough information about Mickey yet. We need a phone number and/or email address. We can also put a snail-mail address here.

We will fill in the Lead Source, so we know how the prospective client found us.

New Lead | Salesforce - Google Chrome

We also fill in the Lead Status. The default value is "Open-Not Contacted," and as soon as we start working on getting data on the page -- phone, email, etc. -- we change this status to Working-Contacted. We'll look at how to convert a lead next.

New Lead | Salesforce - Google Chrome

Save the lead and begin working to get all the fields filled as much as possible. WHEN WE HAVE AN INTAKE APPOINTMENT SCHEDULED, we will convert the lead to a contact.

On the Lead Page...

Click the Convert button

Mickey Mouse | Salesforce - Google Chrome

As facilitator, when you convert a lead, 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 Raquel Parada or to a supervisor. If you change the Record Owner, then check the box, so the new owner knows they have a new client.

  • Contact: Create New -- If there is already a contact in the system with the same name, this field will show you both create new and match existing.
  • Opportunity Name: Opportunities are money transactions in the Salesforce system. We will always leave the checkbox checked so we aren't creating a new payment record.
  • Opportunity Account: Leave this field as "Contact Account."
  • Converted Status: Leave this as Closed - Converted

Click the Convert button

Convert Lead: Mickey Mouse | Salesforce - Google Chrome

Client Contact Page

Top of the page - Household Name and Communication information

Mickey Mouse | Salesforce - Google Chrome

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.

Mickey Mouse | Salesforce - Google Chrome

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.

Recently Viewed | Contacts | Salesforce - Google Chrome

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.

Recently Viewed | Contacts | Salesforce - Google Chrome

Now click the pushpin to "pin" this view to your Salesforce.

My Contacts | Contacts | Salesforce - Google Chrome

Trish's "My Contacts" list.

 

My Contacts | Contacts | Salesforce - Google Chrome
  1. With "Send List Email" you can email everybody on your contacts list that has an email.
  2. "Printable View" will give you a page that you can print, in case you want a call list or some other report.
My Contacts | Contacts | Salesforce - Google Chrome

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.

My Contacts | Contacts | Salesforce - Google Chrome

Normally, we display as a table, but sometimes the Kanban view is helpful. Try these options out, and decide which works for you.

My Contacts | Contacts | Salesforce - Google Chrome

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!

  1. Filter - which I'm using to filter by Record Type
  2. Pencil - which allows me to edit the records inline...if I have filtered by Record Type.
  3. Chart - Play with the chart button. See what happens!
My Contacts | Contacts | Salesforce - Google Chrome

Click on the name of an individual contact and you'll be taken to that contact's record.

My Contacts | Contacts | Salesforce - Google Chrome

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