Topic
This article will walk an administrative level user through salesforce and the different products/add-ons that we have with our subscription.
Environment (Products involved such as e.g. hardware, software, network)
Computer, Salesforce
Resolution or Steps
Logging In
Brief Overview of HTC’s Salesforce Instance/Apps
At HTC we have two instances of Salesforce. One is used by CTS (Customized Training Solutions) and one is used by the rest of the college (linked above). We, as admins, do not have oversight or responsibility over the CTS instance as it is administered through the system office and a group of CTS colleges. Through our departments’ instance of salesforce we have access to a variety of apps that we have purchased as add-ons to our subscription. These include Pardot, Mogli, Formstack, and Advisor Link.
Profile, Help, and Other Items
Apps
You can access the HTC App as well as other important apps including Pardot, Mogli, Formstack, etc. by clicking on the Apps Icon.
You can use the search box to search for specific apps.
Profile
In the upper right hand of the screen, you will find your profile and other settings/items. The circular icon is to access your profile. From here, you can click on settings and edit your personal information (change your password, email, etc) or log out. You can also change the display if you prefer a more compact layout.
Notifications
The bell icon shows you if you have any new notifications. This can be new chats from members of your team, or notifications from Salesforce.
Setup
The gear icon is where you can access the setup screen, developer console, and quickly navigate to the current object you are viewing to make edits to its fields, layout, and other features. This is critical for administrators as this is how you will access and make changes to most of the features and basic components of Salesforce.
Once in setup, if you know what you need to edit or access, you can type it into the quick find box.
You can also navigate to the item you need by clicking on Object Manager. When navigating to specific items remember that fields are tied to objects like contact or prospect and accounts. Related lists are separate but can be added to a layout. If you want to find a specific field, you will want to find the object that it lives on. For example, if you want to find the phone number field for leads/prospects, you will go to the prospect object, fields and relationships, and search phone in the quick find box. You can then click on the field and make edits. See screen shots below.
Help and Training
The question mark icon is for Help and Training. Here you can find general helpful information, information on your current page, and a link to Trailhead so you can research other topics and access training resources.
Learning Paths
The badge icon is where you can find a quick access to additional learning and where you can manage learning that is assigned to your users as an administrator.
Global Actions
The plus sign is where you will find global actions. These are quick access to creating events, tasks, emails and calls.
Favorites
The star icon will allow you to favorite tabs that you access most frequently. You can then click the drop down and go directly to that page.
HTC App Walk-through:
Accessing the HTC App. The HTC App is the main app for accessing the bulk of student information and most commonly used features. When you log in, it should default to this page, however you can also navigate there by clicking on the App button
and click on HTC.
On the Home screen, you will see the following tabs: Home, Prospects, Contacts, Accounts, Reports, Dashboards, and Edit Codes.
The Home tab is the default view. You will see the dashboards and available reports visible to your user profile. These are customizable to different roles or profiles. You will also see tasks that are assigned to you in the upper right hand window, and any events that you are involved in below that task pane.
You can view any of the reports associated with each dashboard graph by clicking on the View Report link at the bottom of each panel.
Prospects Tab
The Prospects tab will show you all of our open prospects (prospective students who have not yet filled out an application, but have filled out an RFI or interest application).
You can filter this list using the filter button on the right (Figure 1), or you can click on the arrow next to ‘All Open Prospects’ and select any of the pre-filtered views that narrow the prospects in the list using certain criteria (Figure 2). You can Pin any list to show as the default when you open the prospects tab (Figure 3). You can also adjust choose what columns to show based on the fields available tied to the object you are viewing (Figure 4) You can create your own private lists, or make public lists for others to see as well.
Figure 1
Figure 2
Figure 3
Figure 4
Contacts Tab
The Contacts tab will show you all of our open Contacts (students who have submitted an application and app fee is paid or waived). This tab has the same filtering capabilities as the Prospects tab. Please see the above screen shots for reference.
Accounts Tab
The Accounts tab contains accounts for academic programs, business organizations, educational institutions, etc. These are associated with contacts and contain information related to each account type. For example, Academic Programs will have information such as major ID, CIP code, and testing requirements required for each program.
Reports Tab
The Reports tab is where you can view pre-made reports that were created by our vendor partners, staff people, and standard reports created by Salesforce. You can also create your own report. If there is not a standard report option that fits your reporting needs, you can also create a custom record type.
Dashboards Tab
The Dashboards tab contains personalized dashboards that show specific reports that are most useful to those that view them. Hennepin Technical College has set up dashboards that are tailored to navigators, recruiters, and other users that use Salesforce. These can be useful if you have information that your staff or you need to access on a regular basis to track items like caseload, open tasks, registration over time, etc.
Edit Codes Tab
OneStop Navigators and other staff refer to this tab when students have questions on their financial aid status. The contact card will have a pop up in the upper left-hand corner stating 'See Edit Codes'. The student’s financial aid status will be a status, other than 970, 900, 770, 700, 570 which indicate ready for processing, that indicate financial aid staff need more information. This document contains all the financial aid edit codes, what they mean, and what is needed from the student.
