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Salesforce + Dooly Set up Best Practices
Salesforce + Dooly Set up Best Practices

Salesforce setup best practices, limitations and common questions when onboarding with Dooly.

Laura Liggett avatar
Written by Laura Liggett
Updated over a year ago

Here are Salesforce + Dooly setup best practices, limitations and answers to common questions. Key topics covered in this article include:

  • Page Layouts and Hidden Fields

  • Automations

  • Required Fields, Dependant Fields, and Validation Rules

  • Missing updates and Cache Refresh Requests

  • Role Groups

  • Tasks, Events and Activities

  • Other Important Information

Page Layouts and Hidden Fields

For Notes and Templates in Dooly, we filter out fields that are not included in the page layout in Salesforce. However, we don’t do this for Pipeline views or Field Sets.

Why is this setup the way it is today?

  • Different Opportunities can have different page layouts. The fields we show in notes are the fields you see in Salesforce for that record. We cannot do that in the pipeline view because we might be showing records with different page layouts and fields simultaneously.

Current Workaround:

  • Without adding these fields to the page layout, you can either leverage Field Sets or a Pipeline view to update the fields in Dooly.

    • Field Sets: Create a Field Set and include all of the related fields. Share this field set with the team. Reps can access field sets from both notes and pipeline.

    • Pipeline: Add the related fields to a Pipeline view for easy updating.

How to add fields to the page layout in SFDC:

Here is how to add the fields to your page layout so they can be added to notes and templates in Dooly:

  1. Login in SFDC

  2. Click on ‘Setup’

  3. Go to Object Manager

  4. Click on the object eg. Accounts

  5. Click on Page Layout

  6. Add the related fields into the page layout

  7. Save

Hidden fields

  • What are they?

    • In Salesforce, you are able to “hide” fields that you don’t want to use.

  • How does it impact Dooly?

    • Hidden fields will not be visible in Dooly (in layout or not, doesn’t matter)

  • Why are fields hidden in Salesforce?

    • Usually because of older unnecessary fields or duplicates that need to be deprecated to avoid confusion

Automations

There are four categories of process automations in Salesforce that work in Dooly: APEX, Workflows, Process Builders and Flows.

  • The tl,dr of how they work in Dooly is that they all work, but Flow automations have limitations.

  • Flow automations allow the creation of screen widgets like buttons, picklist, check boxes and text fields in Salesforce. These additional user interactions are not supported in Dooly.

  • Validation rules and automations can occasionally be triggered by one another - the sequence in which the trigger occurs is important.

    • A common example of when this might occur is during a stage change

    • A stage change may have an automated tasks triggered eg. doc sent to client when negotiation stage complete - changes triggering actions are supported

  • If automation is BEFORE the stage change, Dooly does not support - actions triggering stage or field changes is not supported

Required Fields, Dependent Fields & Validation Rules Explained

  • Required SFDC Fields - These are fields marked as required on SFDC to create that record. These are pulled into Dooly from whatever is marked as mandatory in SFDC and similar to SFDC, these required fields are marked with an orange dot next to the field name.

  • Dependent Fields - These are also set in Salesforce and are automatically pulled on the quick create form similar to the Required fields. These are fields marked as “dependent” on any of the other record stages.

  • Validation Rules - allow you to set a true/false condition that will generate a custom error message when a user enters data that goes against your policies. If the rule evaluates to true, the action will be performed. If the rule evaluates to false the error will display

    • Dooly doesn’t fetch validation rules if the user does not have access to the validation rules in Salesforce (may depend on user role permissions).

    • As mentioned above, automations and validation rules can be used in combination but can become restricting within Dooly the more complex they become

Missing Updates (Cache Refresh)

If there is ever the need to add new fields and/or lists to your Salesforce instances, you may find that this new addition is not immediately present in Dooly. Not to worry, it’s on its way! Updates reflect within a normal 24 hour period or we can manually do a cache refresh for you if the change needs to be implemented immediately.

Role Groups

  • In Dooly, Role Groups are users grouped together based on their Salesforce role , which are set up in Salesforce.

  • Role groups in Dooly can be used to segment sharing preferences - for example - sharing a template with only your AEs instead of the whole company or having to select individual users

  • Salesforce Roles can also be used to set permission levels on certain fields. These permission levels and restrictions feed into Dooly (eg setting a field as editable for AEs but read only for RevOps).

  • For bigger companies, it might be handy to create more custom roles like EMEA AEs, APAC AEs etc.

  • How to assign user roles in Salesforce:

    1. Setup

    2. Select “Users” under the Administration tab

    3. Click on “Users”

    4. Select a user to assign a Role

    5. Select “Edit”

    6. Select the Role you would like to assign to this user

    7. Save

  • It is important to understand your organization’s hierarchy before you assign User Roles in SFDC - You can find this information here:

    1. Setup

    2. Select “Users” under the Administration ta

    3. Roles

Tasks, Events & Activities

Understanding the differences between these three terms and what they mean in Salesforce is important when setting up your “log as” process in Dooly

  • In Salesforce, both Events and Tasks are collectively referred to as activities.

    • Tasks are used for tracking to-do and action items and marking “have-done” items.

    • Events are similar to calendar meetings that include details about the who, what, where, and when of that meeting

  • Salesforce customizations vary depending on how an organization sets up their Salesforce instance. Tasks can be subdivided into custom subtasks such as Call, Email, Meeting, Demo etc.

Dooly can create a task, log a call, create an event BUT CANNOT log an email.

TASKS

  • Dooly surfaces only the tasks that have been created after signing up for Dooly.

  • Dooly tasks are bi-directional. Tasks created/updated in SF will reflect in Dooly and vice versa, if created after joining Dooly.

  • Why are my tasks logged as a call?
    ​ This is a current Salesforce limitation: SFDC has bundled all the activities in one place and marked them all as Logged a call. The Type can be changed and will show up once the activity is expanded.

Not seeing the “Log as” options you have in Salesforce in Dooly?

Confirm they have been set up in Salesforce Object Manager via the following:

Check #1:

  • Salesforce > Setup > Object Manager > Task > Fields & Relationships > Type (picklist values)

Check #2:

  • Salesforce > Setup > Object Manager > Task > Fields & Relationships > Type > Set Field-Level Security > ensure the roles are checked off as Visible > Save

  • Then go to Page Layouts > Task Layout > and include "Type" field in the page layout > Save

EVENTS

  • An Event is similar to a calendar meeting that includes details about the who, what, where, and when of that meeting.

  • Dooly supports creating a new Event, viewing and editing Events on a pipeline view, searching for Events and notes against Events (with a limitation)

  • When users create Dooly notes, they can choose to sync that note as an Event (rather than a “log a call” task). Syncing a Dooly note as an Event will create a new Event.

Currently users cannot log Dooly notes to existing Salesforce Events. That meeting may already exist in Salesforce as an Event, occasionally caused by an automation set up on the Salesforce side that reads sales rep’s calendars and logs Events for all external meetings in the CRM.

Other Important Information

A few other limitations between Salesforce and Dooly:

  • CPQ (Configure, Price, Quote) is not supported in Dooly.

  • Text area fields in Pipeline Views

    • When creating a list view in Salesforce, a user is able to apply filters to the text types (ie. common use case here is to use the "contains" filter on these text areas). In Dooly however, you're unable to do so.

    • This is a known limitation from Salesforce API (that Dooly uses) regarding Text-Area filtering.

  • Reports

    • Dooly pulls views from Salesforce - this is different from reports. Reports generated in SFDC will not appear in your pipeline views.

  • Exporting

    • Not a Dooly capability, all data exports must be done directly in Salesforce

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