+44 203 280 3665
5 Factors to Consider When Switching to Salesforce Lightning

5 Factors to Consider When Switching to Salesforce Lightning

Not Lightening… Or Lighting. But Lightning.

If you didn’t know already, ‘Lightning’ is the modernization of the salesforce user interface.

Salesforce Lightning on multiple devices

It’s delivered loads of new features and productivity benefits but it’s not for everyone… just yet.

Could your team be more effective by migrating from ‘Classic’ to the new, supercharged Lightning?

Well, the answer is, it depends.

Imagine Ma and Pa with a couple of kids.

They’re considering whether or not to buy an Aston Martin. It’s stylish, beautifully engineered and will have them lapping the Isle of Wight in less time than the All Other Passports queue post-Brexit.

It’s not, however, great for the school run or junior football at the weekend. So despite the allure and benefits to be had, they can’t ditch the Skoda… just yet.

The point being that your company may still rely on one or more features of salesforce ‘Classic’ that aren’t available in ‘Lightning Experience’ (or at least aren’t fully supported in Lightning).

Salesforce ‘Classic’ and ‘Lightning’ can be used in unison, and users can switch between the two. Whether your company would become more productive depends on how it uses salesforce.

On the face of it this sounds like a reasonable and simple solution. In practice, it can be painstakingly slow. Continually waiting for the Lightning user interface to load can be a real source of frustration for users.

Constantly switching back and forward between the two in some ways negates the productivity benefits derived from migrating to ‘Lightning’.

To highlight this, watch how to switch between the two in the video below.

 

Another often overlooked factor is that this demands your users to be equally competent navigating and using two different user interfaces.

As with most things, the keep-it-simple-stupid approach is generally the most effective. For this reason your company should ensure that all (or at the very least most!) day-to-day features required by your users are available in Lightning before migrating.

This will provide the best chance of users embracing Lightning’s new features. Otherwise, what you may find is that some users hold onto Classic.

In this post we review a few key features to consider when determining whether or not migrating to ‘Lightning Experience’ would improve your company’s effectiveness.

1. Lightning Reports & Dashboards

These are the mainstay of salesforce and one key reason why companies take the salesforce plunge.

Without a doubt, the ability to customise the size and shape of Dashboard Components has been one of the best features offered by Lightning.

The downside is that whilst switching to Lightning offers greater flexibility in both Dashboard design and appearance, unfortunately not all of the Classic features can be configured in Lightning.

If your sales team requires full control over creating reports and dashboards, then you may want to consider the following limitations before making the switch.

  • Dashboards created in Lightning are unable to be scheduled to refresh automatically
  • Users can’t create additional Reports & Dashboard folders

salesforce dashboard displayed after the switch to Lightning.

These may seem minor points, but can your team be effective if they’re looking at old data?

What if they’re unable to store multiple reports in a single location and quickly share these with other members of their team?

Information is king and if it’s not current or easily located then it’s hard to be effective.

2. List View Restrictions… or the lack of in Lightning

List Views are a quick way to view records that share something in common.

Depending on whether you’re looking at Accounts, Contacts, or Opportunities you may wish to filter the view by a particular country, job title or business unit.

The benefit of List Views is that they can be made available to other users.

If your team relies on List Views to work sets of records, be it Opportunities or otherwise, then you’ll need to consider the implication of Lightning’s new List View visibility before switching.

Unfortunately, salesforce Lightning takes an all or nothing approach to List View visibility.

This removes the ability to grant visibility to users based on their Role or membership of a group. An added complication is that ‘All’ users includes internal and partner users.

The limited options to control List View visibility can result in your team:

  • Not providing certain users with visibility of List Views that they create, or;
  • Needing to sift through a never-ending set of List Views that are visible to everyone

The latter is the more common and inconvenient outcome. This results in many list views, most of which are completely irrelevant to most users. This is hardly a great way to quickly find records of interest.

Opportunity List Views change appearance after the switch to Lightning.

Admittedly, List Views can be configured and have the visibility controlled by switching back to Classic. This may not be an issue if List Views are fairly static in your environment.

If, however, your users utilise List Views to work sets of records and maintain the List Views fairly regularly then, I’m afraid, you’ll be constantly switching back and forth between Classic and Lightning.

3. Product Schedules in Lightning

At GSP, we advocate the use of Products to almost all of our customers.

Products allow you to see how the value of an Opportunity was determined, check to see that no items (Products) have been forgotten, but one of the best things about Products is ‘Product Schedules’.

Product Schedules provide a way to track the timing of recurring revenue. You can read more about this in our post 5 Killer Examples of recurring revenue forecasts in salesforce.

If your company already benefits from Product Schedules then there’s a slight issue… Product Schedules aren’t available in Lightning.

Classic Opportunity Product with Schedules rather than Lightning.

Opportunity Product in Classic with Product Schedules

Lightning Opportunity Product after the switch to Lightning.

Opportunity Product in Lightning

What this means is if a Product with Schedules is added to an Opportunity, the default Product Schedules will not be created. The impact of this is that these Products and their revenue will not be included in any revenue reports that are driven off Product Schedules.

This is a deal breaker for companies that rely on Product Schedules for revenue forecasting.

The only other alternative, again, is for users to switch back to Classic, add Products that contain Schedules to the Opportunity and then revert back to Lightning.

These additional actions aren’t exactly conducive to a productive sales team.

4. Navigation Menu after Switching to Lightning

Say hello to the new icon-based Navigation Menu.

Get friendly with it, as it’s the only menu you will see.

If you’re a SME business, or have staff that use salesforce for more than one business area (sales /marketing /service), then this will impact you.

The navigation menu, presumably, is designed to speed up navigation.

Gone are the days where you select the Marketing App and the all objects related to Marketing appear on screen and only one click away (think Campaigns, email applications etc).

Apps (or Tabsets) are now accessed from the App Launcher or using the Search bar. When you land on an App all the objects included in that App are listed (see below).

Marketing application after the switch to Lightning.

The issue is that when you navigate away from this page the links to the other objects are no longer visible. Users must either search or navigate back to the App Launcher again.

The implication of this is that the number of steps has increased for users to access what they need.  This only slows you down and quickly becomes a source of frustration.

The alternative is to include all objects in the Navigation Menu. The downside of this is that the menu quickly becomes cluttered and not very user-friendly.

5. ‘Lightning Ready’ AppExchange Packages

If your business has installed packages from the salesforce AppExchange then you’ll want your System Administrator to ensure that all of these are compatible with Lightning.

When you think of packages, think Dupecatcher, Conga, EventBrite and MailChimp etc.

Most of the widely used packages are already certified as ‘Lightning Ready’.

If you happen to use some more niche applications specific to your business, then make sure they’re endorsed with the ‘Lightning Ready’ certification on the AppExchange (see below).

Lots of apps on the Appexchange that integrate with salesforce are Lightning-Ready.

Helpful Resources when Switching to Lightning

There are a number of online resources available to help you determine if the ‘Lightning Experience’ is right for your salesforce environment. Of course, our team of consultants are here to assist you and talk you through any challenges that you face as you move to salesforce Lightning.

If you’d like to discuss your migration or have some further questions, please get in-touch using our Contact Us page.

In the meantime, head on over to salesforce Trailhead and access the projects listed below to find out more about the features, compatibility and roll out considerations.

1. Lightning Experience Features

This project describes the new toys and wets the appetite for what’s instore after migrating to Lightning. One consideration is that a certain amount of additional time and effort will be required if you wish to utilise several new features such as the Sales Tools.

2. Lightning Experience Basics

This project helps to understand the fundamental differences between salesforce Classic and Lightning and whether your environment and licences are compatible. The second module compares the objects and high-level features that are and aren’t available in each interface.

3. Lightning Experience Roll-out

This project provides a methodical approach to planning the migration to Lightning. It covers key project success factors such as project sponsors, process reviews, gap analysis and what next. It also provides some recommendations on how to stage the release to certain groups of users. The benefit of this is that any issues only impact a smaller set of users.

4. Quick Look: Lightning Experience

This project walks through the changes to the user interface. These changes will have the most dramatic impact for users immediately after migrating to Lightning. It could and should be incorporated into your user training programme.

Related Blog Posts

Why You Need To Compare Average Closed Won Opportunity Size

How to use opportunity conversion reports for superior results

How To Stop ‘Closed Lost’ Screwing Up Salesforce Dashboards

5 Easy Tips That Will Make Opportunity Probability Your Trusted Friend

How to Prevent Duplicate Accounts in Salesforce with This Free App

How to Prevent Duplicate Accounts in Salesforce with This Free App

Ever felt you’re seeing double when you look at Leads and Accounts in salesforce?

Or treble? Or even quadruple?

Like unwelcome guests at a party, duplicate records have probably sneaked into your salesforce system.

Or they arrived in droves and marched through the front door.

Like unwelcome guests, duplicates are there because nothing was done to stop them getting through in the first place.

But here’s a secret. You can prevent duplicate records from being created. Nip them in the bud.

And best of all you can do it for free. That’s right, you can prevent duplicates at no cost.

How? By deploying a must-have application from the AppExchange. It’s called DupeCatcher.

The Duplicate Problem Explained

Duplicate Accounts, Contacts and Leads in salesforce can be a big problem.

Imagine calling a Lead only for them to tell you that they were called earlier by your colleague. Or worse still, that they’re already a customer. It’s not the best way to make them feel valued.

Thinking about targeting your second-tier Accounts this month? Good idea. It’s been a while since Acme, Acme Ltd and Acme Limited all had a call.

So let’s break the problem into two separate challenges.

First, you need to prevent duplicate accounts and leads from being created in the first place. We recommend the free DupeCatcher app to do this. This blog explains why and the steps you should take to get the best out of DupeCatcher.

The second challenge is to merge existing duplicate records. Depending on the scale of the problem there are different ways to do this. We’ll explain all in separate blog post. (Tip: you can install DupeCatcher today which at least will stop the problem from getting any worse).

Here’s how duplicate records get created in salesforce

Duplicate records find their way into salesforce from a variety of sources.

  • Imported external databases.
  • Migrated data.
  • Web-to-Lead entries.
  • Manually entered by Users.

We often find it’s the last one that causes the most duplicates.

When a new Account, Contact or Lead is created there’s no standard feature that forces the User to search for existing records. So often, people don’t search.

And ownership can be a contentious thing. Sometimes duplicates get created because someone else already owns the Account, Contact or Lead.

These include obvious sources such as purchased databases but one of the common and discreet sources is data manually entered by users of salesforce.

Prevent duplicate Accounts, Contacts and Leads being created

DupeCatcher might only do one thing. But it does it very well.

It prevents duplicate records from being created.

DupeCatcher is a free app available on the AppExchange that prevents users from creating duplicate Leads, Accounts and Contacts at the point of entry.

It’s provided by Symphonic Source. They also sell a cracking paid-for application called Cloudingo which is great for merging existing duplicate records.

DupeCatcher is easy to configure and can prevent duplicate Leads, Accounts and Contacts each time a user attempts to create or edit these records. It also identifies possible duplicates from Leads to Accounts and from Leads to Contacts.

Prevent web-to-lead duplicates

DupeCatcher can also be set up to prevent duplicates from being created via your website web-to-lead forms.

This can be crucial to prevent the same person or company being duplicated in your database at different stages of your sales cycle.

But hang on. Can’t sales and marketing people just use the Find Duplicates button on Leads?

The short answer is yes, they can. The realistic answer is that they often don’t. The smart answer is why clean your dishes when there’s a perfectly good dishwasher to do it for you? Especially if that dishwasher is free to use!

Here’s how DupeCatcher prevents duplicate accounts

DupeCatcher allows you to create a set of Filters to detect potential duplicates when manually creating or editing records.

To get you started, DupeCatcher even has several pre-built filters to cover several simple ways to detect duplicates. These include checking if any new Accounts match the Account Name of existing Accounts and if any new Leads match the email address of existing Leads.

Account filters in Dupecatcher define duplication types and actions.

Fundamentally this is how DupeCatcher works.

Each Filter checks for duplicate Accounts, Contacts or Leads (Filter Type) and performs an Action depending on whether the record is being created (Insert Action) or edited (Update Action).

Filters operate on an ‘OR’ basis, which allows us to have more than one way to detect duplicate Accounts, Contacts, or Leads.

Prevent Account duplication with filter names in Dupecatcher

Each Filter then contains a set of Rules. Rules are the next level of granularity and state what fields are being matched and how they are matched (Matching Approach).

Rules operate on an ‘AND’ basis which means that all Rules must be true before the Filter will say it’s a duplicate.

Prevent Account duplicates with Name Rules in Dupecatcher

The best part is that Filters and Rules can be customized so you control how possible duplicates are detected and say what should happen depending on whether you are creating or editing a record.

Let’s take the example of Dave Apthorp who’s eager to set up an Account for GenePoint so he can start working on his latest deal. The trouble is that Dave never checks if the Account is already in salesforce and always tries to create a new one. Not only is GenePoint already an Account, but it’s owned by his colleague Shaun Yates.

Genepoint Account duplicated.

Here’s where DupeCatcher comes to the fore.

When Dave attempts to create the Account he is receives the following message.

Error message when preventing duplicate accounts using Dupecatcher.

In this scenario DupeCatcher stops the Account from being created and provides a list (and links) of the potential duplicates identified. From here Dave can go directly to our existing GenePoint Account and confirm if he is creating a duplicate or not.

If Dave thinks he’s creating a duplicate then should stop creating the Account and go have a friendly chat with Shaun about sharing his Account.

If after checking the GenePoint Account Dave decides that he’s not creating a duplicate, then we have given him the ability to ‘Override DupeCatcher’ and create the Account by clicking New Account.

As with the Filter Actions, the Override DupeCatcher feature is optional and can be turned on or off in the ‘Dupcatcher Application Settings’.

This is power of the DupeCatcher. Choose the type of Filter. Define how duplicates are detected. Adapt the available set of subsequent actions to the scenario.

There’s also a nice set of options including whether you wish to bypass record visibility (see the example below). This provides a great level of flexibility and control throughout the entire process.

Here’s how to get started with DupeCatcher

Don’t hold off and let the issue of duplicates snowball. Every day that duplicates are allowed to enter your salesforce will only add to the data clean up job later on.

Head over to the salesforce AppExchange and install DupeCatcher today. If you’re not 100% sure if it’s right for your business, then install it into a Sandbox first and test it more rigorously.

DupeCatcher can be downloaded from here:

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003IYLlEAO

On the details page you’ll also find handy links to DupeCatcher’s Info Sheet and FAQ’s.

Related Blog Posts

Why You Need To Compare Average Closed Won Opportunity Size

How to use opportunity conversion reports for superior results

How To Stop ‘Closed Lost’ Screwing Up Salesforce Dashboards

5 Easy Tips That Will Make Opportunity Probability Your Trusted Friend