For Production Orgs and Full Sandbox Orgs, we recommend you to install the elements managed package, as it is used to run object, record type, field, and picklist population analysis, support user provisioning, and set up auto-login flows between Elements and Salesforce.
Prerequisites
In order to set up the Elements Managed Package, you'll need:
The Salesforce Org is connected to the Elements web application
Space Admin permission in the space
Install the managed package
Get the latest version of the Elements for Salesforce managed package from the following links:
Connect managed package to Elements
Once you install the managed package into your Salesforce Org (which should take only a few minutes), you need to make sure the package can talk to Elements and send relevant insights.
Here is what you do:
Assign Elements Admins permission set
Assign Elements Admins permission set
The Package contains the Elements Admins permission set.
Once the package has been installed, you should assign this to the user who will administrate and use Elements Settings in your Salesforce Org, along with the prerequisites.
Authenticate package connection
Authenticate package connection
In App Launcher, search for the Elements Lightning app. Select the Elements Lightning Settings tab.
The Salesforce Org must already be connected to an Elements Space. You must be an Elements Space Admin to authenticate with Elements.
If the Salesforce Org is connected to the Elements instance using app.us.elements.cloud or app.ja1.elements.cloud URL, then change the instance setting in the dropdown.
Click on the “Login with Elements” button. If you’re not already logged into Elements, you’ll be redirected to the Elements login page to authenticate using your Elements credentials.
Wait until you are redirected back to the Salesforce Org Elements Settings tab.
You will see a spinner while the authentication process completes. If the authentication process takes longer than expected, you will get a toast notification to refresh your screen after a few more seconds.
After authentication is completed, you can now see the Connection details and other tabs.
The authentication is set to expire after 180 days. You can always see how many days remain, and the authentication canx be renewed at any time to reset the 180-day clock.
If the authentication has expired, then all package functionality will be unavailable.
All Elements Admins will receive notifications when the expiration countdown reaches 5 days.
Schedule jobs to calculate advanced insights
Navigate to the Elements Lightning app inside the Salesforce Org. Once you've logged in, open the 'Scheduled Jobs' tab, where you can schedule and set the three jobs for advanced metadata insights.
Recommended: Schedule all jobs one hour ahead of the daily sync time.
The bottom pulldown allows you to remove scheduled jobs.
Here is more detail on the main jobs and their purpose.
Record information
Record information
A daily Apex job collects record statistics across your org. It tracks field and picklist usage across all records across all of your objects.
This job is architected to work with objects even with large, multi-million record counts.
The apex job requires enabling the "Data Population via managed package" toggle on the Elements org setting:
Go to the Salesforce metadata page in the Elements application
Select your org
Select Settings on the right sidebar
Enable the "Data Population via managed package" toggle
Limitation: The apex job does not involve automatic fetch for certain unsupported field types like BOOLEAN, TEXTAREA, LOCATION, MULTIPICKLIST, ADDRESS, BASE64, ENCRYPTEDSTRING, TIME.
Profile metadata information
Profile metadata information
One of Elements' strengths is our ability to expose which users have access to which metadata components in your Org and why (through which profiles, permission sets, or permission set groups). We can also run advanced comparisons across your profiles and permission sets to highlight overlap.
However, due to Salesforce Metadata API limitations, we cannot get this information directly from Salesforce. You need to schedule the apex job for our package to calculate and share that information directly with your metadata dictionary.
Record audit job
Record audit job
The Apex Job is a scheduled process that gives you visibility into how many records were created, updated, or deleted over the past 24 hours, broken down by object.
Deleted records count is based on entries found in the Salesforce Recycle Bin. If your org uses automation to permanently delete records shortly after they’re removed, the deleted record analytics may be incomplete or inaccurate.
Connect users (SSO)
You can provision selected or all users from your Salesforce Org to the Elements workspace and also set up auto-login flows for provisioned users between the two systems: Salesforce and Elements.
This ensures seamless workflow between the two applications, ensuring that when users log in to one of the systems, they can easily access the other.
For more details, read the following article: Salesforce user provisioning and set up auto-login flows
Troubleshooting / FAQ
We only see the field population being calculated for the last 10,000 records
We only see the field population being calculated for the last 10,000 records
You need to schedule the Record Information apex job in our managed package and enable 'Data population via managed package enabled' toggle in the connected Org settings
We can't uninstall the Managed Package due to an active dependency
We can't uninstall the Managed Package due to an active dependency
If Salesforce does not give a hint where the active dependency is and throws the UNKNOWN_EXCEPTION error, use elements.cloud to find the possible active dependencies for the Q9 managed package.
Open the refmodel editor of the Salesforce Org
Create a custom view for fields and filter them by parent managed package: q9.
In the created view, select all fields by the bulk section option.
Right-click to open the context menu and select 'open dependency grid'.
Add a filter to the view, where the Dependent Managed Package does not contain Q9, to find any external dependencies.
Repeat these steps for another bunch of fields.
Repeat these steps for other Q9 managed package metadata types.
If you have not found any active external dependencies, raise a case to Salesforce.