Table of content
Converted Leads
Leads, when converted turn read-only. There’s a option to always exclude converted leads from being processed in the set. But the rule applies only when using reports. When running custom SOQL query, regardless of the custom settings, the filter to exclude converted leads must be specified.
Record Routing
This feature is activated under specific criteria established by the customer, enabling the rerouting of certain records when the target field of a rule originates from an identifier, such as the Owner Id. In such cases, a "Record Picker" component is displayed, facilitating the selection of a new user for the record's rerouting. To initiate this process, simply begin typing the name of the desired user, and then select the appropriate individual from the options provided by the record picker.
Defining More Than One Rule Set Operating on the Same Field And Records
If more than one rule set is created to operate on the same object and field the Toolbox will react as follows:
If the rule set is
Fixed Value: the first rule set to be evaluated will set value to the record being processed. Subsequent rule sets won’t affect the record valueIf the rule set is
Points Based: all the rule sets will concur to calculated the final score
Depending on the reversal behavior setting of each rule, deactivating/deleting one of the rule set will lead to the record having an unpredicted value at the end of the execution.
Though this is currently permitted we are not encouraging to set up more than one rule set operating on the same object and field.
Delta Mode
Delta mode is the feature that allows SalesWings Toolbox to process only those records that have changed since the last execution. Its goal is to maximize performance and reduce overall execution time whenever possibile. Granted it’s been enabled in Custom Settings [SW Toolbox], this mode is automatically engaged for the whole rule set unless any the following conditions are met:
The rule set, or its rules were created, modified or changed
The report associated with a rule was updated
The report or query specified in a rule contains cross-filters (semi-joins)
The report or query in a rule contains relative dates and the rule set reversal behavior is not disabled
Supported Reports
The reports must honor ALL the following condition:
Use
All Recordsscope (reports withShow Meset toMy Recordswon’t work).The report must not contain a cross-filter based on
Activities.
Supported Report Column Names
Salesforce uses a field naming convention when working with columns and filters that is different from the syntax used to create SOQL queries (e.g. ACCOUNT_SOURCE instead of Account.AccountSource).
This might result in errors while running rules connected to certain reports. If this were to be the case there are 2 possible workaround:
Report The Unmapped Column
Report SalesWings the error message returned by the rule while trying to connect it to the offending report. We will have to include the definition for that column and release a new version to have it officially supported
Map The Unmapped Column Yourself
With version 1.27 we introduced a way to solve the specific org/report problem by means of a custom setting named SalesWings Toolbox Report Column Mapping.
By using this custom setting it’s possible to provide the correct mapping for the unrecognized column.
For example, imagine a rule returning the error shown in the screenshot below. The report base object is based on Contact and the ADDRESS2_STATE_CODE doesn’t seem to be correctly tracked (this is just an example because this field is currently supported).
To fix it, what is necessary to do is to create a custom mapping record with the following values:
Name: it can be any name that uniquely identify the mappingBase SObject Type: the base object on which the report is based (e.g.Contact)Column Name: the value as reported in the error message for the rule (e.g.ADDRESS2_STATE_CODE)Field API Syntax: the correct syntax that would be used when referencing the field in a regular SOQL query
Note: finding the correct mapping syntax could require the help of a Salesforce Administrator.
TextArea Fields
While Salesforce allows to create reports with filters that make use of text area fields - though limited in reach, Toolbox isn’t able to support such reports due to intrinsic technical limitations.
The same is true while typing a custom SOQL query using such fields in the WHERE condition.
The error returned will be <Field Name> can not be filtered in a query call.
Management of SWT Execution Records
Purpose and Functionality: The SWT Execution records are a crucial component of the SalesWings Toolbox. These records are generated by the Toolbox to meticulously store the original values of the records it modifies. This aspect is vital for ensuring data integrity and accuracy.
Significance in Reversal Behavior: The primary function of these execution records is to facilitate the restoration of original values when the reversal behavior is triggered. This feature is particularly important when modifications made by the Toolbox need to be undone or revised.
Implications on Salesforce Storage: It's essential to understand that for each rule set, and for every record that is matched by any of its rules, an individual execution record will be created. This is an important consideration because these execution records will contribute to the overall usage of your Salesforce database storage. Efficient management and awareness of these records are therefore necessary to maintain optimal database performance.
Toolbox's Calculation and Application Process
Two-Phase Operation: The operational methodology of the SalesWings Toolbox is characterized by a two-phase process: calculation and application. This bifurcation ensures a systematic and error-free implementation of changes.
Calculation Phase: In the initial phase, the Toolbox diligently computes the results based on the defined rules and criteria. This phase is integral to ensuring that the intended changes are correctly identified and processed.
Application Phase: Following the calculation, the Toolbox enters the application phase, where the computed changes are actively applied to the destination records. It's important to note that the changes made by the Toolbox will not be visible or reflected in the destination records until this application phase is fully completed. This distinction is crucial for users to understand so that they can accurately monitor and evaluate the impact of the Toolbox's operations on their Salesforce records.
Things to know when Migrating SalesWings Toolbox to a New Salesforce Org
If there’s a need to migrate to a new Salesforce org these steps should be performed in order to provide the best continuity:
Install SalesWings Toolbox in the new org but do not turn the engine on.
Recreate, or manually migrate, all the Toolbox rules as they appear in the old Salesforce org.
Migrate existing records in the new org. Make sure that the values for the fields modified by the Toolbox are migrated as well.
Once the migration is complete, turn the engine off in the old Salesforce org.
In the new Salesforce org, turn the engine on. If record values and rules have been copied exactly as they are in the old Salesforce org, the Toolbox won’t perform any particular change to the existing records, as there’s no need to recalculate their values. However, the first cycle will take longer to complete as the Toolbox will recreate internal records (backup records) for each record matched by the rules.
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