Learning Objectives

 After completing this unit, you’ll be able to:

  • Get a unique view of your Org
  • Understand how the Org Analytics Report can focus your clean-up efforts
  • Navigate around the Elements Org Model

Prerequisites: Watch the 10 min overview & demo video 

This short video will give you an understanding of how Catalyst works and how the various elements work together to help you clean up, document and build your Org. It's on top of your 25 mins, but watch it if you haven't already done so.

Installation and Setup  

You are ready to set up Catalyst from Elements.cloud and connect to a Salesforce Org. 

The video below steps you through installing the managed package and running Quick Start to support this Trail.  Install the managed package in a Sandbox or if you don't have one create a Dev Org.

What is Quickstart?

We want you to get a unique view of your Org as easily as possible. So, QuickStart does the following

  • creates an Elements user account which is the email associated Salesforce username for the Org you are connecting
  • creates an Elements Space (Pro 14 day trial)
  • connects that Space to the Org and sets up the authentication
  • kicks off the Org sync 
  • sends you an email when the sync is completed (10 mins to 2 hours)
  • click on the link in the email to open the Salesforce Org Model ad Org Analytics Report.

DO NOT USE Quick start if:

  • already have an Elements user account (username = email address)
  • you already have run QuickStart and have a Space "Salesforce Documentation: (myco.com.....)"  and want to connect another Org (Prod or Sandbox) to the same Space
  • the Sandbox you are using was NOT set up by you. When the Sandbox is created all Salesforce username emails have .invlad added to the end (e.g. pete@zenfiner.com.invalid ) for everyone but the person who created the Sandbox.

Instead you should run Manual Setup (below) which takes only a minute more.

Running Quick Start (NEW ELEMENTS USERS)

Running Manual Setup (EXISTING ELEMENTS USERS)

Installing Chrome Extension

To see Elements insights and in-app help inside Salesforce Setup and record pages you need to install the Chrome Extension.  DOWNLOAD . The video shows the features.

What is a Space and how does it relate to my Orgs

The Elements and Salesforce username structure are slightly different. We wanted to make it easier to manage multiple Spaces and Orgs - from a single user login - so we didn't copy the Salesforce approach. 

User names

First we need to understand the naming conventions. 

Salesforce user name  

  • A username is linked to an individual Org - a Dev, Production or a Sandbox Org.  You cannot have the same username to log into multiple Orgs.
  • It is a random name but it needs to be in an email format   e.g.  name@name.name
  • Pick a naming convention that is easy to remember quick to type. The shortest you are allowed is  a@a.aa  
  • Every username has an email address associated with it.  Multiple usernames can have the same email address.
  • Username needs to be unique across ALL Salesforce users everywhere

username                                      email                             Org
another.devorg@1.prod                pete@zenalpha.com     Production
sandbox1@za.za                            pete@zenalpha.com    Sandbox-CPQ
pete@123.com.sandbox                pete@zenalpha.com    Sandbox-int
pete@123.com.sandbox.cons       pete@zenalpha.com    Sandbox-cons
dev123.pete@test.aa                     pete@zenalpha.com    Dev123

Elements user names

  • Your email address.  A real email address.  pete@zenalpha.com
  • You log into Elements - there is only one instance
  • An Elements user can access multiple Elements Spaces

Elements Spaces

A quick recap on the principles of Spaces 

  • A Space is secure, ring-fenced work area. Think of it as an "implementation of Elements"
  • DO NOT think of Spaces as folders. A corporate will probably only have ONE Space. A consulting firm will have one Space for internal operations and a separate one for every client.
  • You can invite users to Spaces. They can then only see what is in that Space - provided they have been given view or edit rights. Every user in a Space can see the other users.
  • An Elements user can be a member of multiple Spaces. One login - multiple Spaces.
  • Whoever sets up the Space is the Admin. But you can assign admin rights to multiple people and Admin rights can be transferred by assigning admin rights to another, who then removes yours. A Space could be set up by a consultant and then transferred to the client at the end of the project.
  • Finally, a user needs a separate license for each Space they are an Editor in. 
  • A Space can be FREE, PRO, PRO-TRIAL, ENTERPRISE or UNLIMITED.

Here is the important part.....

Each Salesforce Org is sync'd to its Elements Org Model

A Space can be connected to multiple Salesforce Orgs (Production & Sandbox). So a Space will have multiple Org Models.

A picture...  This shows how multiple Salesforce Orgs can be sync'd to Elements Spaces.

So all of the examples below will relate to the "Salesforce Documentation" space you was created in the Quickstart. If you click on "Spaces" in the left blue panel, you can always get back to "Salesforce Documentation" space to see all the information related to this trail.

Open up your Salesforce Org in the Elements Org Model 

You have sync’d your Org metadata to the Org Model in Elements.cloud. It uses the Tools and Metadata APIs. You can automate the sync to run nightly. 

The trial only syncs the Salesforce core metadata, but you can also add managed packages to the sync. 

Now all the metadata is in the Elements.cloud Org Model, the magic can happen.  

The Org Model may be the first time you’ve seen a perspective of your Org like this. The reaction may be “WOW”, “OMG” or “Ahhh, that’s why…”.  

How big is your Org? We’ll give you a summary on the right panel.

Log into Elements. It runs on the AWS platform, not inside Salesforce.  Go to http://Elements.cloud or http://app.Q9elements.com/signin  You can login using your Salesforce credentials by clicking on the LOGIN WITH SALESFORCE button.

Now you have logged into Elements you need to open the Org Model. 

Select Salesforce Orgs in left menu. You will see just one listed but there could be multiple Org Models each one sync’d to a different Production or Sandbox Org.  

 

Click on the name of the Org Model to open it in a new browser tab. It is a tree structure and you get a summary of your Org in the right panel.

Resist the urge to start opening up the tree structure. Instead, click on the “Launch Salesforce Org Analytics” in the top bar to run the report. It gives you some powerful insights into your Org. The report opens up in a new tab in the browser and can be run at any time as it builds the report from the latest Org Model data. Let’s look at that first.

The Org Analytics Report

Take a quick look at the contents on the left of the report to see what is currently provided. Click on any item in the contents panel to go to that section. The report is interactive. You can filter and sort the graphs. This is more detailed than Salesforce Optimizer and is focused on the configuration of your Org and how well documented it is. 

The analysis in the Org Model and the Org Analytics report has been designed to help you focus your efforts on clean-up and documentation. It reduces the detective and analysis work for you.

Navigating the Org Model tree structure

Let’s go back to the Org Model in the other tab and start to drill into the Org Model.  You can see that it is a tree structure and if you click on the arrow alongside any item (we call them nodes) you can expand it to see the next level of detail (child nodes) and so on down multiple levels.

The node has the name of the customization (e.g. the Object name) and in italics the description field is pulled from Salesforce, if a description field exists for that type of customization. Not everything in Salesforce has a description field, such as Apex Classes or Lightning pages. 

The columns - Tags, Status, GDPR, # of links - can be dragged to change position and size.

You can automate the sync to run nightly. If an item in Salesforce is deleted, then the next time the sync runs the Org Model shows the Status as deleted but keeps it in the tree structure along with any documentation you may have linked to it.

Whenever you select a node, the right panel gives specific information for that node. In the image below the custom object Project has been selected.

The Org Model right panel

Click on the top level of the Org Model (the top row of the tree “Salesforce Production”) and the right panel gives you an overview of all customizations in both the core and managed packages, if you have added managed packages to the sync. The right panel scrolls so you can see more information.  If you click on the SYNC HISTORY tab you can see the history of the previous syncs but you can also kick off a new sync from here.

For every node in the right panel there are DETAILS, DOCUMENTATION and COMMENTS tab.

DETAILS tab has the information that is available through the Salesforce APIs. It varies for each type of node in the Org Model. There is also a link to open up that customization in Salesforce Setup if a setup page exists for it.

DOCUMENTATION tab is where you can add documentation. This can be notes, URL links, Data Tables (metadata on metadata), process diagrams and requirements. More on this later.

COMMENTS is like a Chatter stream for every node where you can @mention colleagues.  BTW the free Viewer licenses allow posting of comments.

Open up the Objects section. There will be a Standard Objects section and if you have custom objects then there will be a Custom Objects section. 

Click on an Object and the right panel gives a summary of the object including the number of records by record type. Just keep scrolling down the right panel.

Objects have an additional tab USAGE. This shows which fields (system, standard, custom) have data in them.  Remember all those custom fields that were asked for? Now you can see if they were even used.

Click on USAGE and then filter the fields by Custom.

Fields have several additional tabs; 

  • USAGE shows how populated fields are by record type and also where fields are used. The analysis covers email templates, page layouts, reports, automation and rules. 
  • ACCESS tab shows the field access by user for permission sets and profiles. This needs to be requested on demand as it is a huge analysis task.  That’s why it is not done for every field in every object every time the sync is run. There is a link in the tab to kick off the analysis and collect the data which is done asynchronously. 
  • GDPR collects the data required for GDPR compliance (outside scope of this trail - see other knowledge articles or engage with us at success@elements.cloud)

The USAGE and ACCESS analysis would be impossible to do manually and keep up-to-date. 

Every item that can be edited in Salesforce Setup will have a link which will open it in the specific page in Setup. It is either “Salesforce Setup” or it is a blue cloud icon.  This saves so many clicks, time and frustration.

Drill down the tree structure in an Object to a Field.  

Look at the DETAILS tab and then the USAGE tab. Keep scrolling down the USAGE tab.

Open up one of the areas where the Field is used  i.e page layout.  Click on the icon to launch Salesforce Setup to edit that item.  How many clicks and how much time did that save!!!

Managed packages 

You can include managed packaged into your sync. You add the managed packages from the Elements Space Management Integrations page.  Once you have selected the managed packages, you will need to kick off another sync to get the metadata from Salesforce.

The metadata for each managed package is in its own tree structure. This is found below the tree structure for the core metadata. The right panel at the top level of each managed package gives the summary data. In the image you can see there are 6 managed packages.

RESOURCES

QuickStart Setup video: https://vimeo.com/286013776

Manual Set up video: https://vimeo.com/249601674

Installation and Configuration Guide: https://app.box.com/s/47vuxaomiambyvtszni9hkk26c22g18i

Adding managed packages to your sync: https://support.elements.cloud/understand-your-salesforce-org-clean-it-up-and-document-it/adding-managed-packages-to-sync 

QUIZ

 

1. Where can you find the total number of objects in your Org?

A.  Top level of the Org Model in right panel

B.  Org Analytics Report

C.  Elements Org Model page

2.     Where can you launch a sync from?

A.    Top level of the Org Model in right panel

B.    Org Analytics Report

C.    Elements Space Management Integrations page

D.    Inside each object there is a partial sync

3. Elements.cloud Catalyst replaces Salesforce Optimizer

A.    Yes. It goes into more detail

B.    No. If covers different areas

C.    No. It goes into more detail in the area of documenting your Org

D.    No. It allows documentation to be added so is an ongoing resource

 

Answers

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NEXT - Unit 2 : Documenting Your Org principles (35 mins)

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