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CoPilot Spring ’20 Release Notes

April 1, 2020
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Understanding the lightning Experience critical update (2)

Contents

Requirements

Upgrade to Lighting User Experience (LEX)

See Partner Experience Manager (PEM) partner help instructions

  1. Lighting Experience Transition Assistant
    1. Discover Phase
    2. Roll-out Phase
    3. Optimize Phase
  2. Interfacing in Classic
    1. This download is not possible until you transition to Salesforce Lightning
    2. If you’ve already transitioned to Lightning (and followed all requirements above), and your users are still in classic, they must navigate to Lightning first, before additional features become available.
    3. Previous functionality in Classic is preserved for the time being
    4. Note: classic view will soon be an unsupported cloud based software
    5. Partners are still encouraged to transition their end users to avoid any issues in the future.

Create My Domain

  1. Lighting Domains allow you to personalize the login experience. For example, instead of going to salesforce.com to login, users can login using a url they create. When setting up, allow users to also be allowed to login using salesforce.com so as not to cause confusion. We haven’t created any components that would be impacted by you rolling this out. It’s a much more seamless process than it seems.
  2. Setup Quick Find Box
    1. My Domain
      1. Create and check a unique URL
      2. Domain Registration Pending
        1. Email When Complete in order to begin testing
    2. Testing
      1. Login as each user using the new URL.
      2. Login to any connected or integrated accounts
      3. Check in with developers to review the impact of automatic processes.
      4. Develop a project plan to address findings
      5. Set an implementation date
    3. Deploy Domain to Users

New Salesforce Mobile App Quickstart

  1. You must enable before installation will work
    1. Set up
    2. Quick Find, “New Salesforce Mobile App Quickstart”
      1. The New Salesforce Mobile App QuickStart is your one-stop shop for a seamless upgrade to the new Salesforce mobile app experience. Learn about convenient and powerful new features available to you and your users. Turn on mobile configuration options in Lightning App Builder. Run the Salesforce Optimizer for Mobile Lightning Pages Report (Beta) to ready your Lightning pages for the transition. Update your existing apps and pages for mobile with a few clicks. And when you’re ready, give your users access to the new Salesforce mobile app.
        1. Run the Salesforce Optimizer for Mobile Lightning Pages Report
          1. Run the Report
            1. Will print and save to SalesforceFiles
            2. View in App Launcher << Files
              1. Followed recommended steps in report, which may include things like putting related quicklinks within tabs.
            3. Update Your Lightning Apps for Mobile
              1. Launch The Tool
              2. Select the apps you want to update for mobile
              3. Select Update
            4. Update your pages for Mobile
              1. Launch the Tool
              2. Select the pages
              3. Select Update
            5. New Salesforce Mobile App for Tablet
              1. Make sure all users have access
              2. Turn On for all users
          2. For full release notes view: https://releasenotes.docs.salesforce.com/en-us/winter20/release-notes/rn_mobile_app_new_get_started.htm

Salesforce Update Requirements


Notes and Attachments to Salesforce Files

  1. Salesforce has enhanced notes and attachments for LEX and created Salesforce Files. Additional capabilities include the ability to relate files to multiple records, track multiple versions, and view file previews, as well as the ability to relate a note to multiple records, and track multiple versions. To convert Notes and Attachments follow these steps in order.
  2. Ensure all Files are uploaded as Salesforce Files( not Attachments). Salesforce Files are the way of the future. To begin using Salesforce files today follow these steps:
    1. Go to Setup
    2. Go to Salesforce Files (quick find: type “Salesforce Files”)
    3. Click General setting
    4. Click Edit
    5. Check “Files uploaded to the Attachments related list on records are uploaded as Salesforce Files, not as attachments”
    6. Click Save
  3. If you’re wondering about existing files in the Notes and Attachments list, don’t worry; they will remain intact. You can’t move them, but if they’re Salesforce Files (not attachments) you can add them to the Files related list on the same record. You don’t need to convert all of your old files right away. If you want more time, follow these steps to ensure you can access old Notes and Attachments and Salesforce files at the same time.
    1. Go to Setup
    2. Go to Object Manager
    3. Go to Document
    4. Go to Page Layout
    5. Go to related list
    6. Add Files to the Related list Tab
    7. Click Save
  4. Magic Mover is an Appexchange tool that helps you Convert old Notes and Attachments to Salesforce Files
    1. Pre Requirements:
      1. Set Audit Fields upon Record Creation and Update Records with Inactive Owners
        1. Navigate to Setup
        2. Type “User Interface” into the Quick Find box
        3. Click User Interface
        4. Check the box next to Enable Set Audit Fields upon Record Creation and update Records with Inactive Owners organization wide User Permissions.
        5. Save
      2. Enable the Enhanced Notes feature
        1. Only if you are migrating classic notes
        2. From Setup, enter Notes Settings in the Quick Find box, then select Notes Settings.
        3. Make sure Enable Notes is selected.
        4. Click Save
    2. Click the Get it Now button on the Magic Mover Appexchange page
      1. Enter login credentials for production
      2. Indicate you are installing into a sandbox
      3. Enter login credentials for sandbox [and later production]
      4. Click done once installed
    3. We recommend turning off feed tracking for notes, so Chatter isn’t flooded with data during notes migration.
      1. From Setup, enter Feed Tracking in the Quick Find box,
      2. Then select Feed Tracking.
      3. Select the object you want to turn off feed tracking for and deselect All Related Objects.
      4. Or use the checkbox to deselect all feeds for now.
      5. Remember to turn back on relevant fields at the end of this process.
    4. Conversion of attachments and notes is supported for custom objects and the following standard objects: Account, Asset, Campaign, Case, Contact, Contract, Lead, Opportunity, Product, Quote, and Solution.
    5. General Considerations:
      1. Assign the Attachments and Notes Migrator Permission Set to Admins
        1. From Setup, enter Permission Sets in the Quick Find box, then select Permission Sets.
        2. Create a new permission set.
        3. Select System Permissions.
        4. Click Edit and enable the following permissions:
          1. In the Systems section:
            1. Modify All Data
            2. Set Audit Fields upon Record Creation
          2. In the Users section:
            1.  View All Users
        5. Click Save.
        6. Select App Permissions.
        7. Click Edit and enable the following permission:
          1. In the Content section:
            1. Query All Files
            2. SAVE
          2. Click Manage Assignments.
            1. Assign the permission set to anyone who will be using this tool to migrate attachments or notes.
              1. This typically includes admins.
      2. Prioritize Conversion
        1. Prioritize attachment conversion for the objects your business uses most
        2. Target Which Items to Convert
        3. There are several ways to narrow down the number of items to convert.
          1. Filter the number of items using the date filter and object type filter.
          2. Select an object for which you want to convert its attachments.
          3. Combine these methods for an even more targeted set of items.
        4. Orgs have a limit of documents and versions that can be modified in a 24-hour period. For most orgs, this is 200,000.
        5. We recommend running a small pilot test of a few attachments before doing your first large bulk conversion job.
      3. Delete Converted Attachments
        1. Once attachments—public or private—have been converted to files, the old attachment can be deleted.
        2. Doing so frees up file storage space in your org.
      4. Attachments Tab
        1. The Attachments tab can be used to quickly view attachments that have been migrated, and those that have not been migrated. This information can be useful when verifying the results of a conversion job
      5. From a change management perspective, send an email to affected users informing them that you will be converting notes and attachments, and educate them that going forward they will be using the Files related list and Notes related list.
      6. Once everything is to your satisfaction, you have the option to  delete the legacy attachments and notes or keep in perpetuity.
      7. Upon completion of the conversion, let affected users know that the conversion is complete.
    6. Admins use the Attachments to Files tool to do bulk conversion of all the non-private attachments in an org.
      1. To Access the tool in the app launcher type ’’Attachments to Files’ Link?
        1. Follow the steps provided and general considerations.’
        2. Test a small group of attachments
        3. Then do a large bulk of attachments  based on identified priorities
        4. Schedule until complete
    7. Admins use the Notes Conversion tool to do bulk conversion of all the public notes in an org
      1. To Access the tool in the app launcher type  ‘Notes Conversion tool’ and ollow the steps provided as well as the general considerations.
        1. Test a small group of attachments
        2. Then do a large bulk of attachments based on identified priorities
        3. Schedule until complete
    8. Users who have Private Files
      1. To access the tool in the app launcher type ‘My Private Attachments’
        1. They should be informed to test a small batch
        2. And then convert the remainder of their private notes and attachments
          1. Unless these are converted to “Public” they will no longer be related to any objects within the instance.
    9. Admins use the ‘Update Page Layouts’ tool to update layouts to use the new ‘files’ related lists exclusively, only once all documents have been converted.
      1. Pre-requirements:
        1. Create a remote site
          1. If you plan to use the Update Page Layout Tool
          2. For Enterprise Edition and above, create the remote site automatically from the Update Page Layout Tool in the app launcher
      2. From The App Launcher
        1. Type “Update Page Layout”
        2. Create your remote site
        3. Or select your objects you would like to change
          1. Add Files to all objects
          2. Remove Notes and Attachments from all objects
          3. Decide which objects you would like to have enhanced Notes on the related list and add accordingly.
          4. Delete all old notes and attachments
            1. Test small
            2. Then do large batches quickly
  5. New Partner Implementation
    1. Ensure Notes and Attachments are hidden from the related list tab on all page layouts

Spring 2020 Mandatory Security Update Guide

  1. Salesforce is rolling out mandatory security enhancements in every org. To prepare for the enhancements, they created step by step instructions for each change. CoPilot Administrators should see a pop-up banner while in setup. They can select the Review Security Alert button to find a complete list of all security updates that Salesforce mandates. This will also list a due date, by which the tasks associated with this project are to be completed. View details to better understand what each recommendation is about. Select “Get Started” to follow the step by step instructions included to accommodate best practices and recommendations in each security alert. CoPilot Offers these helpful hints for each security feature release:
  2. Block Certain Fields in the User Record for Orgs with Communities and Portals
    1. This update allows you to hide certain user fields from external users.
    2. CoPilot is not impacted by this activation. If you use Communities and Portals follow Salesforce internal steps.
  3. Remove View All Users Permission from Guest User Profiles
    1. This update removes the View All Users permission from all guest user profiles
    2. If you allow guests to access your organization through Communities follow this helpful guide from Salesforce help: https://help.salesforce.com/articleView?id=rss_config_guest_user_profile.htm
    3. If your use case requires a guest user on a Force.com or legacy portal site to view community members who are internal Salesforce org users, then create a sharing rule of type, Guest User on the User object.
  4. Block Certain Fields in the User Record for Orgs with Communities and Portals
    1. CoPilot Managed Package has enabled ‘Secure guest user record access’ in order to set guest user org-wide defaults to Private on all objects available to the guest user profile. CoPilot users should follow the steps provided in Salesforce to do the same.
    2. If Guest Users need Read Only access to object data, create a guest user sharing rule for the object.
    3. Download and install the Guest User Access Report managed package from the AppExchange to see, at a glance, if guest users are part of groups or queues. https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000FR6GaUAL
    4. After this security update is enforced, you cannot use manual sharing to grant guest users access to data. Check on manual sharing in your org. and be sure your logic is covered in another way if applicable. Identify records shared with guest users through manual sharing. Replace the manual sharing logic with a sharing rule on the object that needs to be shared.
  5. Restrict Access to @AuraEnabled Apex Methods for Guest and Portal Users Based on User Profile
    1. The only APEX classes potentially impacted by this updated are:
      1. ProgramAttendanceFilterWrapper
      2. ProgramAttendanceController
      3. UtilityMethods
    2. Activation will not impact usage unless your organization provides access to external guest users. CoPilot suggests system admins who provide access to Guest and Portal Users, to activate critical updates in a sandbox or during downtimes to test implications. If this does interfere, you may need to create new permission sets to allow user access. Contact your Partner Experience Manager for help along the way at copilotsupport@collegeforward.org.
  6. Restrict Access to @AuraEnabled Apex Methods for Authenticated Users Based on User Profile
    1. The only APEX classes potentially impacted by this updated are:
      1. ProgramAttendanceFilterWrapper
      2. ProgramAttendanceController
      3. UtilityMethods
    2. Integrations, such as with FormAssembly, may require additional permission sets. CoPilot advises system admins who integrate with the Attendance object (formerly Program Class Attendance) to activate critical updates in a sandbox or during downtimes to test implications
  7. Secure Object Permissions for Guest Users
    1. CoPilot Does not currently use this feature, except on the rare occasion
      1. Update Guest Profiles to Follow Salesforce Security Policy on Object Permissions
      2. Test Public Communities
      3. Apply the New Object Permission Access Policy for Guest Users
        1. Going forward, apply the new guest user permissions to all guest user profiles in your org.
  8. Community Nicknames Enabled by Default and New Nickname Generation Algorithm
    1. Read general info about updates from Salesforce
  9. Review Permission and Access Changes in the Spring ’20 Release
    1. Confirm you have been thoughtful about the previous steps
    2. You don’t need to activate anything, it will automatically update for you.

Installation Directions

CoPilot recommends that each partner test new functionality within a sandbox environment before launching in production. Prioritize testing in a Sandbox if you integrate third-party technology into your current Salesforce instance.

What is a Sandbox?

Sandboxes are isolated testing organizations separate from your production org. Operations you perform in your sandboxes do not affect your production org.

There are many types of Sandbox environments, some of which may require additional license purchases. Here is an overview of Sandboxes. Contact your Salesforce Account Executive to purchase additional partial or full copy Sandboxes, if needed. CoPilot recommends at least 1 newly refreshed partial copy Sandbox for each organization. Contact your PEMs if you require additional information at copilotsupport@collegeforward.org.

Installing in Sandbox

CoPilot | Version 1.97

Use this URL to install the package into any organization’s Sandbox: http://test.salesforce.com/packaging/installPackage.apexp?p0=04t1J000000r0TK 

 Here is a complete list of installation options. CoPilot recommends each organization take the following steps. 

  1. In a browser, go to the installation URL provided above or click on the ‘Get it Now’ button on the Salesforce Appexchange.
  2. Enter your username and password for the Salesforce organization in which you want to install the package, and then click Log In.
  3. Select Install in Sandbox.
  4. Accept the terms and conditions, then click Confirm and Install.
  5. Enter org’s login credentials. After you are directed to the appropriate org, continue with the package installation steps.
  6. Installation Options depending on security model:
    1. If everyone who accesses your org can have access to feature improvements then select “Install for All Users”
    2. If you need to enforce a security model select “Install for Specific Profiles”
  7. Click Install. You’ll see a message that describes the progress and a confirmation message after the installation is complete.
    1. During installation, Salesforce checks and verifies dependencies. An installer’s organization must meet all dependency requirements listed on the Show Dependencies page or else the installation will fail.
    2. When you install a component that contains Apex, all unit tests for your organization are run, including the unit tests contained in the new package. If a unit test relies on a component that is initially installed as inactive, such as a workflow rule, this unit test might fail. You can select to install regardless of unit test failures.
    3. If your installation fails, see Why did my installation or upgrade fail? or reach out to your PEM for support at copilotsupport@collegeforward.org
      1. Partners must have transitioned to Lightning for this package upgrade to work
      2. If partners get an error message, CoPilot can submit cases through the partners.salesforce.com Partner Portal. See the detailed instructions below.

Production Org Installation

CoPilot | Version 1.97

Use this URL to install the package into any organization’s Production:

https://login.salesforce.com/packaging/installPackage.apexp?p0=04t1J000000r0TK 

  1. In a browser, go to the installation URL provided above or click on the ‘Get it Now’ button on the Salesforce Appexchange.
  2. Enter your username and password for the Salesforce organization in which you want to install the package, and then click Log In.
  3. Select Install in Production.
  4. Accept the terms and conditions, then click Confirm and Install.
  5. Enter org’s login credentials. After you are directed to the appropriate org., continue with the package installation steps.
  6. Installation Options depending on security model:
    1. If everyone who accesses your org can have access to feature improvements then select “Install for All Users”
    2. If you need to enforce a security model select “Install for Specific Profiles”
  7. Click Install. You’ll see a message that describes the progress and a confirmation message after the installation is complete.
    1. During installation, Salesforce checks and verifies dependencies. An installer’s organization must meet all dependency requirements listed on the Show Dependencies page or else the installation will fail.
    2. When you install a component that contains Apex, all unit tests for your organization are run, including the unit tests contained in the new package. If a unit test relies on a component that is initially installed as inactive, such as a workflow rule, this unit test might fail. You can select to install regardless of unit test failures.
    3. If your installation fails, see Why did my installation or upgrade fail? Or reach out to your PEM for support at copilotsupport@collegeforward.org
      1. Partners must have transitioned to Lightning for this package upgrade to work
      2. If partners get an error message, CoPilot can submit cases through the partners.salesforce.com Partner Portal.
        1. Use the managed Package Login Credentials
        2. Click on the Support Tab
        3. Click the green “New Case” button
        4. Select Package Development & Installation
        5. Click “Create a Case”
          1. Create a title
          2. To expedite your request, please provide the following details:
            1. A description of the issue, including steps to reproduce.
            2. IDs of any affected orgs
              1. included in error message
              2. Includes both the information on the package and the customer impacted by installation failure
            3. IDs of any errors you’ve received.
            4. Provide details about how this issue affects you or your customers.
              1. What business operations or functions can’t be performed because of this issue?
              2. Are development, deployment, or project deadlines in jeopardy? If yes, please share specific dates and deadlines.
              3. How many customers or users are impacted by this issue? If yes, please provide the percent and number of customers impacted, or a list of customers by name and org ID.
              4. Immediately impacted:
              5. Impacted in February:
              6. What is the revenue impact for you or your customers?
                1. Revue customer contract size.
              7. Do you have a workaround (even if cumbersome)? If yes, please explain.

Attendance Upgrade

Create a New Class or Event:

  1. New
    1. Create a new attendance record
      1. Class
        1. Used for recurring or daily labs, classes and courses
      2. Event
        1. Used for off-site, multi-site, nights and weekend events
  2. Import
    1. New Attendance
      1. Data Import Wizard for Attendance
      2. Data Loader
  3. Change Owner
    1. Select Program Classes for which you wish to change the record owner
  4. Clone Roster
    1. See below

Details Tab

  1. Review  current fields

    Field Name

    API

    Data Type

    Notes

    Created By

    CreatedById

    Lookup(User)

    Auto

    Date

    CoFo_SIS__Class_Date__c

    Date

    Manual

    Day

    CoFo_SIS__Day__c

    Formula (Text)

    Auto

    Last Modified By

    LastModifiedById

    Lookup(User)

    Auto

    Name

    Name

    Text(80)

    PEMs create their own naming convention (see notes below)

    Notes

    CoFo_SIS__Notes__c

    Text Area(255)

    Manual

    Owner

    OwnerId

    Lookup(User,Group)

    Auto

    Record Type

    RecordTypeId

    Record Type

    Auto

    Type

    CoFo_SIS__Type__c

    Picklist

    Auto

  2. Create new fields when necessary
    1. Picklists
      1. Classes/Courses
      2. Teachers/Professors
  3. Create your own naming conventions for Class or Event Name
    1. There is currently a Workflow Rule with a formula for our naming convention
      1. Day of Class Event Date (of class or event. For example Thursday March 26
    2. Work with PEM’s? to determine the best method, and note that oftentimes it will be different than the current formula.
    3. To create a new field update workflow, follow these steps:
      1. In Setup, enter ‘Workflow Rule’ into the quick find box
      2. View All Workflow Rules (see view tab) on top left of page
      3. Click on the Object column header to organize in alphabetical order
      4. Find the Attendance Object Workflow Rule and Select “Deactivate”
      5. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules or navigate back to the previous screen?
      6. Click New Rule.
      7. Choose the Attendance object and click next.
      8. Give the rule a name and description.
      9. Set the evaluation criteria “created, and every time it’s edited”
      10. Set the Rule Criteria as Attendance Created date not equal to and leave the value blank
        1. If attendance class or event is created this rule will be triggered.
      11. Select Save and Next
      12. Select Add Workflow action
      13. From the dropdown menu select “New Field Update”
      14. Create a name that is easily understood (you can use a formula to reference fields from your Attendance Object)
      15. Describe the functionality in the description box
      16. Select Name as the Field to update
      17. Specify new Field Value by checking the ‘Use a formula to set the new value’ box
      18. View Formula Editor and create a formula for appropriate naming convention.
      19. Press save.

Current Roster Tab

  1. Every student added to roster will appear here
  2. You are able to update Status
    1. Present
    2. Absent
    3. No Response
  3. Students on roster are automatically added to Program Class Roster with appropriate attendance status
  4. Need to identify if other column headers are needed in advance of publishing to the app exchange (this is not customizable)
    1. Old system allowed us to custom add fields (that is not the case with this upgrade).

Cloning a Program Class Record

  1. While on the Program Class record you want to clone, click on the “Current Roster” tab
  2. Click on the “Clone Roster” button on the upper right
  3. Choose whether or not to preserve the attendance statuses of the cloned Program Class Member records
  4. Complete the form with the details of the Program Class record to create, and hit save.

 

Add To Roster Tab

  1. Show Filter
    1. Deselect to hide filter options
    2. Use once you have search results  to select appropriate members
  2. Apply
    1. Apply filter options by selecting the appropriate fields
    2. Sort by option reorganizes based on:
      1. First name alphabetical order
      2. Last name alphabetical order
      3. School name alphabetical order
    3. Page Size
      1. 200
      2. 100
      3. 50
  3. Reset button
    1. Clears all filters to prepare for a new search

 Standard Filters

  1. Name/ ID Search
    1. Uses text wildcard search, i.e. “ave” matches “beaver”, “avert”, “crave”
  2. School
    1. Account record type = High School
    2. Account record type =?
  3. Grade
    1. Contact Record type = Student
      1. Field is ‘Grade Level’
      2. CoFo_SIS__Grade_Level__c
    2. This field is a redundant field
      1. Not used by College Forward
      2. Incomplete Picklist
      3. Will remove from page layout (but still exists)
  1. Type
    1. Contact Record type= Student
      1. Field is ‘Type’
      2. CoFo_SIS__Type__c
    2. Used by some organizations instead of the grade field.
  2. To clear search results, refresh page after selecting the appropriate

     

Custom Filters

  1. Go to Setup
  2. Search for Custom Metadata Types
  3. Against the Attendance Filters CMT, click on the “Manage Records” link.
  4. To view or update an existing filter, click into its record
  5. To create a new filter, click on the “New” button and populate the details for the filter
    1. Label -> The label as it appears in the attendance tool
    2. Field API Name -> The exact API name of the field on the Contact object
    3. Type -> Use Picklist/Radio only with picklist fields, otherwise Text. Text filters uses wildcard search, i.e. “ave” matches “beaver”, “avert”, “crave”
    4. Picklists include all record types.
  6. Multi-Select picklists do not work with custom filters (the former-contains operator)
    1. Instead, apply filters andadd students one picklist value at a time.
    2. Reset the filter and begin the search all over again with new filters selected
  7. Role Hierarchies, sharing rules and permission sets are maintained
    1. You will not be able to access student’s you don’t otherwise have access to.
  8. Create a custom filter based on Contact record type
    1. Record Type isn’t a picklist field so cannot be used natively. As a workaround:
      1. Create a custom picklist field containing options that mirror the Record Type options, i.e. “Student”, “Parent” etc.
      2. Create the Custom Metadata Type filter based on this picklist field
      3. For existing contact records, back-fill this picklist value, i.e. populate “Student” on student records, “Parent” on parent records etc. using a data import update
      4. For new contact records, create a Process Builder or Workflow rule on the Contact object that looks at the Record Type of the contact record, and updates this picklist value accordingly.

Branding / White Label

  1. We can work with a web developer or someone with CSS knowledge to update the CSS with necessary branding and overwrite/extend it.
  2. Styling from the component was moved to a static resource for the reasons stated above.
    1. https://getcopilot-dev-ed.lightning.force.com/lightning/setup/StaticResources/home
  3. To update colors follow these steps:
    1. Setup
    2. Static Resources
    3. View file (download)
    4. Update file with new hex codes
    5. Edit
    6. Choose/select file
    7. Save to overwrite
       

Related Tab (Program Class Roster)

  1. Lists all students registered to the particular class or events
  2. Lists the student’s attendance
  3. Lists the High School (class of)
  4. Partners can customize fields as necessary For each partner?
  5. New Button
    1. Create

      Field Name

      API

      Data Type

      Notes

      Class Type

      CoFo_SIS__Class_Type__c

      Formula (Text)

       

      Created By

      CreatedById

      Lookup(User)

       

      Enforce Unique Class Member

      CoFo_SIS__Enforce_Unique_Years_for_Schools__c

      Text(255) (External ID) (Unique Case Sensitive)

      Ensure that a student can’t join a class more than once

      Last Modified By

      LastModifiedById

      Lookup(User)

       

      Name

      Name

      Text(80)

      Student’s name from lookup field

      Program Class

      CoFo_SIS__Program_Class__c

      Master-Detail(Attendance)

       

      Program Class Date

      CoFo_SIS__Program_Class_Date__c

      Formula (Date)

       

      Program Class Day

      CoFo_SIS__Program_Class_Day__c

      Formula (Text)

       

      Record Type

      RecordTypeId

      Record Type

       

      Status

      CoFo_SIS__Status__c

      Picklist

      None, Present, Absent

      Student

      CoFo_SIS__Student__c

      Master-Detail(Contact)

      Look up field

Recruitment Tool

Account Object:

  1. Record type: Human Resources
    1. Reserved for internal Human Resources (attract, (re)train, and retain)
    2. Each Member Applicant assigned to Account HR record type with the following naming
      1. Member Applicants: 20XX-20XX

Contact Objects:

  1. Record type equals Member Applicant
    1. Record type for AmeriCorps and Coach applicants
    2. Page Layout- Member Applicant
      1. Available for College Forward Admin
      2. Available fore CoPilot System Admin
    3. Fields and Relationships
      1. Click hyperlink to see Data Dictionary Insert
      2. May need to remove some fields from view
      3. May need to add fields
      4. May need to customize fields displayed
  2. Form submissions can either be bulk uploaded or automatically connected to this object.

Paths:

  1. To Edit Member Applicant Path from Setup enter and select Path Settings
  2. Locate Member Applicant Path and edit to customize:
    1. This path is linked to application status. The idea is that at each stage there are recommendations for what the recruiter can do next.
    2. Update these recommendations to reflect the users use case.
    3. You may Rename Your Path but don’t change the API or the Object information
    4. Click Next.
    5. Make your edits to any of the text.
    6. You may also have update other fields dependent on status here (if applicable)
    7. Click Next
    8. You may enable Confetti to go off at a certain point in the application process. For example, when an applicant makes a positive post offer decision.
    9. You may also activate the pathway at this time
    10. Press finish.

Related Object: Interview Scorecard:

  1. Create new record types when needed.
    1. For example: In-person, vs. Phone
    2. Rename object if additional surveys need to be added (can be added here)
  2. Page Layouts
    1. Interview Scorecard layout
    2. Create new layouts if needed
    3. Fields and Relationships
      1. Click hyperlink to see data Dictionary Insert
      2. May need to customize

 

 

IPEDS Reporting

For Current Partners and New Partners

Approximately every January, Integrated Postsecondary Education Data System (IPEDS) releases institutional data for each postsecondary school in the country.. This information can be useful to refer to in helping students select colleges that match their preferences. Each New Year, CoPilot will make available the latest IPEDS Data.  Below are the step by step instructions.

  1. Install the most recent version of CoPilot.
    1. This is not a requirement, but there may be fields you need to add in ‘Accounts’and ‘Academic Years’ in order to import all relevant IPEDS data.
      1. Most new fields are picklist values others are formatted to be currencies, refer to data dictionary, as well as value labels provided (see below)
    2. Contact CoPilot Success Services for additional support installing the latest version.
  2. Create a Data Prep Copy of: 2019-2020 IPEDS update Accounts (Schools/College)
    1. Data for Import
      1. This is the sheet you will eventually export as a csv and use with the data loader
      2. New Partners will have no further data preparation needs and can exclude the Salesforce Account ID field and use this file as is.
      3. Existing Partners will need to add current Account IDs for colleges already in their system
      4. Existing Partners need to add a primary key, if one doesn’t exist
        1. In some cases an Account ID cannot be used to match because there are multiple organizations inside of instance with the same name (different ID).
        2. Create a new unique identifier instead of Account name
        3. Or, concatenate the orgs name and location to create your own unique key
    2. Mapping Directions
      1. New Partners can use the mapping instructions provided.
      2. Existing partners should savetheir personalized mapping instructions once new fields have been created and new Labels assigned.
    3. Account ID Lookup
      1. This page can be used by partners to match College Accounts that may already exist in the system. Existing partners should follow these steps:
        1. Once new fields have been added (see above)
        2. Create New Report
          1. Account Name
          2. Account ID
          3. Filter
            1. All Contact
            2. All Time
            3. Account Record Type= ‘College’
          4. Save & Run
          5. Export (csv)
          6. Data Preparation for existing partners
            1. Copy contents of export into this Account ID Lookup spreadsheet (overwriting existing template but leaving column headers the same)
            2. Go to the Data For Import Tab
            3. Locate the Salesforce Account ID Column
            4. Use vlookup to match your Account IDs with this list.
              1. Sample: =VLOOKUP(B2,’Account ID Lookup’!$A$2:$B$7656,2,false)
              2. Ensure you have the appropriate range listed for your instance and that columns and rows are locked ($) with the equation.
            5. Drag or double click to extend logic for all rows.
            6. Copy column
            7. Paste special- Values only
            8. Save Document
      2. ValueLabels
        1. For Existing Partners Only
          1. If you aren’t ready to use the latest version of CoPilot use these value labels when creating your new picklist fields
          2. NOTE: ensure page layouts display the fields you will be using (hint: get rid of the ones you won’t use and organize the ones that you will use under meaningful section headers.)
            1. If you have already transitioned to LEX create a lightning page to display this record and related fields
  3. Use Data Loader (only if all steps above were followed)
    1. For Dataloader questions contact copilotsupport@collegeforward.org
      1. Login to your production org using your personalized credentials
      2. Indicate how you will load your data
        1. New Partners choose ‘Insert’
        2. Existing Partners choose ‘Upsert’
      3. Next choose the Accounts Object
        1. New Partners upload
        2. Existing Partners build a new mapping from the personalized instructions they created.
      4. Finish
      5. If you are receiving excessive errors contact CoPilot Success Team
  4. Create a Data Prep Copy of: 2019-2020 IPEDS Academic Year
    1. This can only be completed once all Accounts have been created.
    2. Data for Import
      1. This is the sheet you will eventually export as a csv and use with the data loader
      2. New Partners will have no further data preparation needs and can exclude the Salesforce Account ID field and use this file as is.
      3. Existing Partners will need to add their unique college IDS
    3. Mapping Directions
      1. New Partners can use the mapping instructions provided or upload this file when using the data loader.
      2. Existing partners should update their personalized mapping instructions here once new fields have been created and new Labels assigned.
    4. Account ID Lookup
      1. This page can be used by partners to match College Accounts that may already exist in the system. Existing partners should follow these steps:
        1. Once new fields have been added (see above)
        2. Create New Report
          1. Account Name
          2. Account ID
          3. Filter
            1. All Contact
            2. All Time
            3. Account Record Type= ‘College’
          4. Save & Run
          5. Export (csv)
          6. Data Preparation for existing partners
            1. Copy contents of export into this Account ID Lookup spreadsheet (overwriting existing template but leaving column headers the same)
            2. Go to the Data For Import Tab
            3. Locate the Salesforce Account ID Column
            4. Use vlookup to match your Account IDs with this list.
              1. Sample: =VLOOKUP(B2,’Account ID Lookup’!$A$2:$B$7656,2,false)
              2. Ensure you have the appropriate range listed for your instance and that columns and rows are locked ($) with the equation.
            5. Drag or double click to extend logic for all rows.
            6. Copy column
            7. Paste special- Values only
            8. Save Document
    5. ValueLabels
      1. For Existing Partners Only
        1. If you aren’t ready to use the latest version of CoPilot use these value labels when creating your new picklist fields
        2. NOTE: ensure page layouts display the fields you will be using (hint: get rid of the ones you won’t use and organize the ones that you will use under meaningful section headers.)
          1. If you have already transitioned to LEX create a lightning page to display this record and related fields
  5. Use Data Loader (only if all steps above were followed)
    1. For Datalader questions contact CoPilot Success Team
      1. Login to your production org using your personalized credentials
      2. Indicate how you will load your data
        1. All Partners choose ‘Insert’
      3. Next choose the Accounts Object
        1. All Partners can upload
        2. Existing Partners can edit this new mapping from the personalized instructions they created on the spreadsheet above.
      4. Finish
      5. If you are receiving excessive errors contact CoPilot Success Team

Objects and Page Layouts Most Impacted Objects

Contacts

  1. Member Applicant
    1. Brand New
  2. Parent 
    1. General Clean up
    2. Hidden Citizenship question
  3. Staff Member
    1. General Clean up
    2. DEI Gender information addition
      1. Please note, for existing customers, these fields aren’t immediately available but can be added to any page layout.
      2. Existing partners should plan for additional training time to implement best practices.
    3. Staff/Coach
      1. General clean up
      2. DEI Gender information addition
    4. Student
      1. General clean up
      2. DEI Gender information addition

 Accounts

  1. College
    1. New IPEDS fields            
  2. Elementary School
    1. New
  3. Human Resources
    1. New
  4. Middle School
    1. New

Academic Year

  1. New IPEDS fields
  2. Updated layout

Academic Semester

  1. Updated layout
  2. Coming Fall 2020
    1. New record types to come next release
      1. Rename to Academic Terms
        1. Semester: Two terms, each lasting 14 to 20 weeks
        2. Trimester: Three terms, each lasting 10 to 12 weeks, not including summer
        3. Quarter: Four terms, each lasting 9 to 11 weeks, including summer
        4. 4-1-4 or 4-4-1: Two terms, each lasting about 14 weeks, with a one-month mini-term in January or May
        5. Continuous, There are no breaks. Students start the next course right after the term ends.
        6. Other, If other, please specify, text.

Attendance

  1. New

Attendance Roster

  1. New

Documents

  1. Made Notes and Attachments not visible
  2. Made Salesforce Files visible

Interview Scorecard

  1. Interview Scorecard       CoFo_SIS__Interview_Scorecard__c
    1. Score new students, volunteer, AmeriCorps,and or staff applicants.

Test Scores

  1. New Field
    1. Test Score Name              CoFo_SIS__Test_Score_Name__c           Text(80)
    2. Set up workflow or process build to create a naming convention that is appropriate for each of your partners.  
  2. Updated field
      1. Test Scores Number      Name    Auto Number
      2. Note the same API different field label but the same auto number system

Related Lists

  1. Removed Mobile Event Logins
  2. Removed Mobile Event Resources
  3. Removed Mobile Verification Codes
  4. Removed Notes and Attachments
  5. Utilize Tasks
    1. Custom Objects must enable activities.
      1. CoPilot has created page layouts that we recommend using Activities, no future steps are needed for the majority of cases. For additionally customization
      2. Setup to Object Manager
        1. Select Custom Object without access to activities
        2. In the details section click edit
        3. Check the checkbox indicating you want to use activities on this object.
        4. Save
        5. Update page layouts
      3. Tasks included in Navigation bar for all user profiles
        1. Enhanced lists have been created with filters
          1. TODAY
          2. THIS WEEK
          3. THIS MONTH
          4. PEMs and Partners might be encouraged to clone these and create new filters
            1. This Academic Term (with specific calendar date range)
            2. School Year (with specific calendar date range)
  6. Added Files
    1. Current Customers:
      1. Salesforce has enhanced notes and attachments for LEX and created Salesforce Files. Additional capabilities include the ability to relate files to multiple records, track multiple versions, and view file previews as well as the ability to relate a note to multiple records, and track multiple versions. To convert Notes and Attachments follow these steps in order.
      2. Ensure all Files are uploaded as Salesforce Files not Attachments Salesforce Files are the way of the future. To begin using Salesforce files today follow the steps provided in this document above.

Lightning Page Updates

Lightning Record Pages

  1. Lightning component—The specified component takes precedence over the package default override for the given user experience.
    1. If you wish to standardize messy lightning pages, you must do so manually for existing customers.
    2. Or, you can delete lightning pages that you no longer use and the managed package defaults can be activated instead.
  2. For every custom page layout in the entire managed package Each layout follows the same design template:
    1. Header with Right Side Bar
      1. The highlights section goes in the Header
    2. In the main body, the tabs function is included
      1. Details is made the first tab
      2. Details is made the default visibility
      3. Related tab contains the related lists
    3. The right Side Bar
        1. First lists Related Quick Links (in most cases)
        2. Next contains the activity bar
          1. Be sure to include the types of activities you want access to in the appropriate page layouts
          2. Default settings are limited to
            1. Task
            2. Log a Call
            3. Email (sometimes)
            4. Phone Call (sometimes)

Lightning Home Pages

  1. For every custom home page layout in the entire package use the standard template
    1. Main section
      1. Include a dashboard
    2. Right Side
      1. Include the tab
        1. Set tabs to
          1. Activity (Default)
            1. Add Tasks
            2. Add Events
          2. Chatter
            1. Add Chatter Publisher
            2. Add Chatter Feed
    3. Lower Right corner
      1. Add Recent Records
    4. Lower RIght Middle
      1. Add Recent Items

Activitation

  1. Assignment by Profiles:
    1. Each page has been appropriately assigned to either
      1. CoPilot System Admin
      2. CoPilot Manager
      3. CoPilot Advisers
        1. Formerly CoPilot Coaches)
        2. With the same API
    2. Assign to new profiles once created
    3. Assign to existing profiles
  2. Assignments by Record Type and Profile
    1. Assign according to unique requirements
  3. If a Lighting page has been created already for the profiles currently used you will not be able to activate the new page until deleting the previous lightning page
    1. You may also update the current lightning page that exists to match the style described above.

New Dashboards and Reports

High School Student Snapshot

  1. Active Junior Students
    1. Filters by Active Student Record types “High School Juniors”
    2. Groups students by highschool
    3. Denotes total number of students enrolled in each category
  2. High School Student Milestones
    1. Filters My Contacts by Active Student Record types “High School Freshman”, High School Sophomore”, “High School Juniors” and High School Senior”.
    2. Groups milestone name and status by student name
    3. Denotes total number of students working on each Milestone.
  3. My Student Tests
    1. Filters by My Contacts and Filters by Active Student Record types “High School Freshman”, High School Sophomore”, “High School Juniors” and High School Senior”
    2. Groups test score record type and High School by Student name
    3. Denotes test record types by high school in a stacked bar chart.
  4. Active Senior Students
    1. Filters by Active Student Record types “High School Seniors”
    2. Groups students by highschool
    3. Denotes total number of students enrolled in each category
    4. College Application by Status
      1. Filters by My Contacts
      2. Groups Status and Contact Owner
      3. Denotes students by application status
  5. High School Student Attendance by Status
    1. Filters by My Contacts, Active Student Record types “High School Freshman”, High School Sophomore”, “High School Juniors” and High School Senior”
    2. Groups rows by High School (text)
    3. Groups Columns by status
    4. Denotes the number of students at each high school by attendance status
      1. Present
      2. Absent

System Administrator

  1. Active College Students
    1. Filters active college students
    2. Groups College Attending by student Name
    3. Denotes the number of students who attend each higher education institution
  2. Active High School Students
    1. Filters active high school students
    2. Groups College Attending by student Name
    3. Denotes the number of students who attend each higher education institution
  3. Adviser Assignment
    1. FIlters All Accounts all Students
    2. Groups contact owner and type by name
    3. Denotes each contact owner’s student assignments by type
      1. Contact field ‘type’
  4. System Admin Cases
    1. Filter by Case Record Type “System Admin Request”
    2. Groups Status and Priority by Name
    3. Denotes the number of cases by status and priority

Manager Dashboard

  1. Adviser Assignments for Management
    1. Filter by all accounts by all students
    2. Group by Contact owner and type by student name
    3. Denotes each contact owner’s student assignments by type
  2. Adviser Assignments by High School
    1. All Accounts and Active Student Record types “High School Freshman”, High School Sophomore”, “High School Juniors” and High School Senior”
    2. Group by Contact owner and High School (text) by student name
    3. Denotes each contact owner’s student assignments by High School
  3. Adviser Assignments by College
    1. All Accounts and Active Student Record types “College Freshman”, College Sophomore”, “College Juniors”, “College Senior” and “College”
    2. Group by Contact owner andCollege Attending (text) by student name
    3. Denotes each contact owner’s student assignments by College Attending
  4. High School Student Milestones Manager
    1. Filters All Accounts  by Active Student Record types “High School Freshman”, High School Sophomore”, “High School Juniors” and High School Senior”.
    2. Groups milestone name and status by student name
    3. Denotes total number of high school students working on each Milestone.
  5. College Milestones Manager
    1. Filters All Accounts by Active Student Record types “College Freshman”, College Sophomore”, “College Juniors”, “College Senior” and “College”.
    2. Groups milestone name and status by student name
    3. Denotes total number of college students working on each Milestone.
  6. Attendance by Status
    1. FIlter all attendance record types
    2. Groups Attendance Status by Attendance Name
    3. Denotes the number of each attendance status
  7. College Application by Status
    1. Filters All Account and AlL Contacts
    2. Groups Status and Contact Owner
    3. Denotes students by application status
  8. My Tasks
    1. Filters all activities
    2. Groups by Date
    3. Denotes Number of Tasks overtime

Attendance Dashboard Starter Kit

  1. Classes(left column)
    1. Groups status by class name and program class members
    2. Denotes total number of students enrolled in each category
      1. Present
      2. Absent
      3. Or – (not given)
  2. Neither Events or Classes (center column)
    1. Groups status by neither event or class name and program class members
    2. Denotes the total number of students enrolled in each category
      1. Present
      2. Absent
      3. Or – (not given)
  3. Events (right column)
    1. Groups status by event name and program class members
    2. Denotes the total number of students enrolled in each category
      1. Present
      2. Absent
      3. Or – (not given)
  4. Attendance Report by Attendance Name (middle, right column)
    1. Groups Attendance name by program class members and status
    2. Denotes total number enrolled in each Roster.
      1. Categories will vary depending on program
  5. Attendance Report by Status (middle, left column)
    1. Groups status by event name and program class members
    2. Denotes the total number of students in each status category
      1. Present
      2. Absent
      3. Or – (not given)
  6. High School Student Attendance(lower, left column)
    1. What is the class attendance breakdown by high school
    2. Lists all students grouped by last name and the Attendance Roster Type
      1. Class
      2. Event
      3.   – 
    3. Stacked bar chart to show attendance in each highschool
  7.  Total Attendance (all) (lower, right column)
    1. Include student’s name used on the attendance record
    2. Status
      1. Present
      2. Absent
        1.    –
    3. Attendance Name
      1. Stacked barchart to show attendance status by each individual.

Member Applicant Dashboard

  1. Applicant by Contact owner and Stage
    1. Filter by all contact record types “Member Applicants”
    2. Group contact owner and stage by Applicant Name
    3. Denotes Contact Owners and the number of their applicants by stage.
  2. Applicant Interview Recommendation
    1. Filter by all contact record types “Member Applicants”
    2. Group Applicant Interview Recommendation by Applicant Name
    3. Denotes the total number of applicants by recommendation
      1. Accept
      2. Reject
      3. Other
  3. Applicant by Staff Scores
    1. Filter by all contact record types “Member Applicants”
    2. Group by Applicant Score (Staff)
    3. Denotes applicant grouped by their staff interview scores
  4. Applicant by Other Scores
    1. Filter by all contact record types “Member Applicants”
    2. Group by Applicant Score (Other)
    3. Denotes applicant grouped by their other interview scores
  5. Applicant by Coach Scores
    1. Filter by all contact record types “Member Applicants”
    2. Group by Applicant Score (Coach)
    3. Denotes applicant grouped by their Coach interview scores
  6. Applicant by Volunteer Scores
    1. Filter by all contact record types “Member Applicants”
    2. Group by Applicant Score (Volunteer)
    3. Denotes applicant grouped by their Volunteer interview scores
  7. Applicant Position Recommendation
    1. Filter by all contact record types “Member Applicants”
    2. Groups Recommended Position by Applicant’s Name
    3. Denotes total number of applicants for each recommended position type.
      1. Access
      2. Success
      3. Access and Success
      4. Summer Bridge
      5. Peer Mentor
      6. Other
  8. References Submitted
    1. Filter by all contact record types “Member Applicants”
    2. Groups References Submitted by Applicant’s Name
    3. Denotes applicants by references submitted
      1. True
      2. False
  9. Ready to Offer
    1. Filter by all contact record types “Member Applicants”
    2. Groups Ready to offer by Applicant’s Name
    3. Denotes applicants by Ready to Offer
      1. True
      2. False
  10. Applicant Decision Post Offer
    1. Filter out ne selection responses to this dashboard
    2. Groups Applicant Decision Post Offer
    3. Denotes Applicant Decision Post Offer
      1. Accept
      2. Decline
      3. Unresponsive

Testing Suggestions

Follow the testing protocols below and reach out for PEM support with any questions at copilotsupport@collegeforward.org.

Attendance Upgrade:

Class & Events

  1. Create new class with 20 students, an event with 500 and another event with 1000 students (if possible)
  2. Search and add students to each roster
  3. Reset filter and refresh the page to add additional students once a bulk of students has been added.
  4. Create your own filter using Custom Metadata types
  5. Attempt to add more than 200 users at the same time
  6. Attempt to add more than 1000 users at the same time (in CoFo instance)
  7. Attempt to import historical records into a current roster
    1. Use Data Import Wizard
    2. Use Data Loader
  8. Attempt to export attendance records
  9. Attempt to clone attendance maintaining status of each student
  10. Attempt to clone attendance without preserving attendance status
  11. Create your own Naming Convention following the instructions above
  12. View Dashboard to be sure reports are being updated dynamically and there isn’t any other standard information that can be visualized (and isn’t)
  13. Attempt to break

Recruitment Tool:

  1. Access Member Applicants through your system admin portal
  2. Activate Lightning page for other appropriate users
  3. Create a new contact, record type Member Applicant
  4. Update stages, review path suggestions
  5. In Setup, review path settings for customization options
    1. Status changes can update certain fields.
    2. Document changes to paths specific to your org
  6. Load Test Data:
    1. Import Wizard
    2. Data Loader
    3. Connected Form (if applicable or possible)
      1. FormAssembly
      2. SurveyMonkey
      3. Force.com
    4. Load unconnected form
      1. Review current forms
        1. Identify customizations needed
        2. Identify Data cleaning concerns
        3. Identify Data Loading Concerns
          1. Save Data Loader map for future loads.
  7. Input test data for 5-100 test applicants following the paths to stage 5- Completed Interview
  8. Score each test applicant as a staff member using the Interview Scorecard
  9. Score each test applicant as a coach using the Interview Scorecard
  10. Score each test applicant as a volunteer using the Interview Scorecard
  11. Score each test applicant as a other using the Interview Scorecard
  12. Input test data for at least 1 applicant who will get a job offer
  13. Input test data for at least 1 applicant who will not get a job offer
  14. Input test data for at least 1 applicant who has an offer but has been unresponsive.
  15. Review the Member Applicant Dashboard
    1. Check to see that all information is appearing as you would expect
    2. What reports are missing?
      1. Can any of these reports be built from cloning reports in this dashboard?
      2. Are these reports specific to your org
        1. Build internally
        2. Submit to CoPilot if you would like partners to benefit by including in our managed package.
      3. What reports will you not use? (optional)
        1. Edit Dashboard
        2. Save as “New Title” and create a mock custom dashboard
        3. Document custom dashboard for production install
  16. Input data for Test Applicants at will. Have fun creating strange situations recruiters may encounter and document
    1. Desired customization
    2. Best Practices
    3. Frequently Asked Questions

IPEDS: (Action Required)

  1. Review and complete import instructions first:
  2. Select your sample size
    1.  
  3. Visit Account Record Type College to compare against spreadsheet for accuracies
    1. Use a quasi-segmentation approach
      1. Select 1 school from every 1000 schools listed in alphabetical order so that you have approximately 6 schools to compare against from each 1000 groupings of schools.
      2. If no errors,  repeat steps above ~3 more times
      3. If errors, delete load
        1. Identify issue
        2. Address issue
        3. Begin again with the import instructions.

Page Layouts

  1. Review Objects most impacted
  2. Create a list of new fields you will use
  3. Create a list of new fields you will NOT use
  4. Identify fields in current instance missing from current page layout
  5. Identify new related objects, buttons, etc that you will use
  6. Identify new related objects, buttons, etc that you will NOT use
  7. Identify missing related objects, buttons.

Lightning Page Updates

  1. Review all new Record Pages
    1. Customize for your org or take notes on customizations
    2. Activate for new profiles
    3. Utilize Task object in Kanaban View
      1. Create enhanced lists with filters
      2. Motivate End User Adoption
  2. Review all new Home Pages
    1. Customize for your org or take notes on customizations
    2. Activate for new home pages
    3. Clone and create a new home page
    4. Activate to appropriate security model

New Dashboards and Reports

  1. Refresh Each dashboard
    1. View all visible reports one at a time
      1. Confirm data matches test data
      2. Confirm you understand visual results
    2. VIew all reports with no data to show
      1. Identify fields missing
        1. Input data for 5-100 contacts to fulfill these reporting requirements
        2. Confirm with the rest of all visible reports
    3. Note discrepancies and submit problems to CoPilot Product Manager
      1. Feature Review
      2. Feature Suggestion

Files

  1. Install Magic Mover
    1. Follow instructions to convert notes and attachments to files
    2. Note any errors or problem areas
  2. Confirm files have been enabled
  3. Confirm all related lists contain files and NOT notes and attachments
  4. Confirm Documents only contains files NOT notes and attachments

 

Spring 2020 Mandatory Security Update

  1. Check-in with third-party vendors about compliance concerns and testing protocols.

General

  1. Review all field names
  1. Review all workflow rules
  2. Fill out this survey: CoPilot Feature Review to record your review.
  3. Delete or partition unnecessary test data once no longer needed.

Training Recommendations

Once system admins are comfortable with the new features released, schedule a launch date and begin preparing your end users for use in your production org. There are many ways organizations meet their unique training needs, these general suggestions can easily be integrated into current techniques.

 

  1. Sandbox EndUser Testing
    1. If appropriate, provide access to end users to your sandbox environment
    2. Follow similar testing procedures and take notes from end user experience
    3. Use these interactions to identify customizations before going live in production
    4. Increase user engagement in the process and the end product
  2. Update any Organization Specific Documentation with new features
  3. Install in Production for Super Users
    1. Make new features available to your super users during a time when they will use these features
    2. Collect feedback that influence customizations for the rest of your users
      1. Identify FAQ
      2. Best Business Practices
  4. Set a launch date
    1. Create an internal marketing campaign to communicate the change
    2. Offer live or in person demonstrations
    3. Provide a date for live or in person training
      1. When/where training resources will be available
      2. Who they can ask for help
        1. Define the appropriate internal support channels
          1. Super Users
          2. Managers
          3. System Amin
          4. Other
        2. How is feedback escalated internally
  5. Celebrate the Launch
    1. Provide the funds for super users to throw a pizza party.
    2. Host a raffle for all early adopters with a great prize, like a message.
    3. Shout out the change in a org-wide meeting
    4. Continue to be responsive to change requests both in CoPilot functionality and business practices.