Salesforce is a powerhouse and has a huge amount of standard features that an average administrator probably won’t get to use in their career.
However, knowing about Salesforce hidden features means you can provide the best service for your company or client. For example, you won’t want to go creating a custom piece of development, only to find that this feature does already exist inside of Salesforce.
It is also essential to know about these more obscure, less-used features if you are studying for any of the Salesforce certifications. That’s because Salesforce will want you to know the best way to solve a problem with standard features, even if it can be accomplished with Apex code or a workflow.
These features may be second nature to admins or consultants who have used them in the past, but in my experience, the 10 Salesforce hidden features listed below are the ones you’ll use the most.
Big Deal Alerts
I’ll never forget Big Deal Alerts, since this feature tricked me into thinking it was a fake answer in the Adm201 exam! Big Deal Alerts allow you to quickly set an opportunity amount that triggers an email to be sent to select members of your company, with a snapshot of the opportunity layout page included.
You can set the email to be sent to multiple email addresses, as well as multiple carbon copies (Cc) and blind carbon copies (Bcc) and also notify the Opportunity owner.
Auto response rules can be used to automatically send emails to leads or cases based on certain criteria. These can be used to let customers know you have received their requests and are dealing with it. Multiple rules can be set up with different templates and emails to personalize emails that are sent to customers.
Divisions can be used to segment your organization’s data into logical sections. These divisions can be used when searching, making reports and using list views. This can be helpful for organizations with a large amount of data and complicated reporting techniques. Divisions must be enabled by Salesforce.
Territory management is an account sharing system that grants access to accounts based on the characteristics of the accounts. It enables you to structure a sharing system that suits your sales territories. Territories are structures like Role Hierarchies, but do not have to follow the same layout. Territories can be geographical or product based to suit your sales team best. Territories must be enabled by Salesforce.
Classically, Salesforce is designed as a B2B model, meaning that you have accounts with many contacts related to this one account, and opportunities and cases are related to accounts. Person accounts allow you to open up the possibility to use a B2C model. This means that you have person accounts as well as business accounts. Person accounts are added inside Salesforce as a new record type on accounts, and they must be enabled by Salesforce.
Sales and account teams
If you have a private sharing model, but often need multiple people from different departments to collaborate on accounts and/or opportunities, then sales and account teams could be for you. Teams allow you to specify members of your organization that you wish to collaborate on records with, and you can also specify what level of access each member has to that record (read or read/write).
Salesforce to Salesforce
Salesforce to Salesforce enables you to share your CRM data between other companies using Salesforce. This is native to the Salesforce platform and does not require custom development. This can be set up in such a way that you only share the data you want to share. An example would be two companies who are partners and both use Salesforce.
Content delivery allows you to deliver documents to Salesforce contacts by providing a custom link. Content deliveries can either be viewed in this webpage link or downloaded and provide many options, including locking down the option to download this document, password protecting and also notifying when this delivery is viewed.
Multiple currencies and advanced currency management
Multiple currencies and advanced currency management are two different features but are often used together for effective currency management. Multiple currencies speaks for itself; it allows you to assign users different default currencies and also change records to be a certain currency. Advanced currency management allows you to manage dated conversion rates for currencies. This means if an opportunity is closed “Won” in January, the currency conversion will be fixed for the date period. and won’t change in the future.
You may have seen the term “outbound messages” when defining a Salesforce workflow. Outbound messages are an option for when a workflow is triggered, and they allow you to contact an external server outside of Salesforce to perform a certain function.
Ben McCarthy is a certified Salesforce admin and developer. He writes the popular Salesforce Blog, Salesforce Ben. Ben has a wealth of experience in the Salesforce ecosystem as a Business Analyst, Head of CRM and Certified Sales Cloud consultant.