This article is for users who are utilising the Elements field usage data to analyse field and object usage in their Salesforce Org. We are planning to transition all users from our current method of synchronising this data to a new method as detailed below. We are giving users the opportunity to turn this new method on now if they wish.

To learn more about the type of data population analytics we can bring to you, click here.

Article outline:

What's changed?

At the moment, all Orgs are still using a weekly sync version of data population until you choose to upgrade. We will eventually move all users over to the new version automatically, but this will be announced with plenty of time for you to be prepared for this change.

Our current method involves a separate, weekly sync on Saturdays. This means your % filled data is not updated daily like the sync, and some data can be out of date. Furthermore, this method can be inefficient when pulling in data for objects with unusually large record counts. This data is limited to the last 10k records unless you choose to increase the sample size.

Our new method moves this process to a daily scheduled fetch via our managed package. This is a much less heavyweight operation and does not have a limit of record counts. There is no longer any need to manually fetch the % filled data for Managed Packages, nor to extend the record sample. This also supports displaying % filled data on individual picklist values, which is not available with the current method.

If you use these analytics, and frequently find yourself manually updating the record counts and % filled data, we suggest you make the switch now. We also suggest that users with high record counts on their objects opt in to the new method, particularly if you noticed in the past that we have failed to get this data for you. The new method will resolve that issue.

How does it work?

This data is populated using a daily batch job set up from the Elements managed package in Salesforce. Once set up, the jobs run on a daily basis. Then, during your daily Org sync in Elements, we collect that data from Salesforce and display it for you in the impact analysis tab for fields, Org Analytics, and reporting.

Prerequisites

  • A synced Salesforce Org in Elements

  • The latest version of our Managed Package downloaded into your Org (4.14 onward)

  • Admin privileges in Salesforce

  • Elements Admin permission set is assigned to you (or the user making the change)

Installing the Managed Package

You can check if you have the package installed by looking at the information tab of your Org in the Org list.

If you have not installed this you can follow the instructions here on how to do that.

If it is installed you will see a Package version number - if not there will be a message showing that you have not installed it.

Check that you are running version 4.14 or later. If you are on an earlier version, try starting a new sync to update the information. This can be done from the 2nd tab down (cog icon) and pressing "Start sync".

This should update the version number to the latest. If you are still not on 4.14 or later, contact us at support@elements.cloud and we will ensure you get the correct upgrade.

Turning on the new data population method

Once you have the correct version of the managed package installed you can turn the new method on.

The first step to do this is to navigate to the right panel for your Org in the Org list. From the right panel, go to the 2nd tab down (Org settings) and you will see a toggle named "Data population via managed package enabled". Simply turn this on to activate the new way of getting data population.

Please note: Once you have turned this on it cannot be turned off by you. If you are experiencing issues with the new method you can contact us at support@elements.cloud and we will be able to help, or if needed we can revert your Org back to the old method.

Scheduling the fetch in Salesforce

Turning the new method on in Elements is the first step to getting your new data population fetch up and running. In order to complete the setup, you need to schedule the fetch times in the package from Salesforce.

To do this, you will need to search for and open the Elements Settings in Salesforce.

If not already, you will need to log into the settings page with your Elements user email and password.

Once logged in you will be able to schedule the times of each daily job you want to configure.

We have 3 tabs for each type of data you can schedule a fetch for. These are:

  1. Record information

  2. Data population

  3. Picklist values population

You do not need to schedule the "Profile Layout information" - this is not related to the data population fetches.

Fetch Timings

You can enter the hour and minute you want the jobs to run at and then press "Set up new Schedule job". These will run according to the timezone your Salesforce instance is configured to.

You must schedule the fetches in this order:

  1. Record information

  2. Data population

  3. Picklist values population

This will ensure that the data for each job is up to date.

You will not see a confirmation message, but if you try to schedule the same job again you will see this message:

This tells you that there is already a job in place for the data fetch. You can schedule more than one job for the same data if you like, but it's not necessary. You can also check your confirmed jobs by navigating to "Scheduled Jobs" in Salesforce Setup. Here you will be able to delete any unwanted jobs.

Limitations

There are currently some limitations to the data we pull in.

  1. We are unable to generate % filled information for multi-picklist selection fields.

  2. We cannot show the record type information if you have got 50 or more record types on a particular object. It will instead show as "Master record" type.

  3. Although we sync hidden fields in Salesforce we can't get any % filled data for them.

  4. The following fields are limited to the last 5000 records due to Salesforce data storage limitations:

    Is Deleted

    Billing Address

    Shipping Address

    Description

    Is Excluded From Realign

    Is Partner

    Is Customer Portal

    Activity Date

    Vote Score

    Best Time to Contract End Time

    Out of Office Message

    Start Time

    Vote Total

    Creator Full Photo URL

    Creator Small Photo URL

    Creator Name

  5. And the following field types are limited to 5000 records:

    Boolean

    Text Area

    Location

    Address

    Base 64

    Encrypted String

    Time

If you want to discuss any of these limitations with us, or you have a particular use case we do not support, please reach out to us at success@elements.cloud where we can help!

Troubleshooting issues

Most issues you will encounter are likely because you have missed a step in the above set up instructions, or because there is a permission restriction on your account. This usually prevents the Elements package from accessing your data to generate these insights.

If you do not appear to have a version of the managed package that is 4.14 or later please contact us at support@elements.cloud, stating your Space name and Org, so that we can ensure you have an updated version.

This article explains the permissions required to run an Elements sync successfully.

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