Document your Salesforce org with Octopus

In short, Octopus is a free app available in AppExchange built by Astrea It Services Pvt Ltd. Octopus allows you to document all the items in your Salesforce org. Get information about apex classes, pages, workflows, triggers, objects, fields and much more in a single place. You can also download it as a PDF/Word file for future reference.

To get information about Approval Processes, Validation Rules, Workflow Rules, Workflow Field Updates, please ensure that your Salesforce instance URL has been added in the remote site settings - navigate to Setup | Administer | Security Controls | Remote Site Settings, for example, if your Salesforce instance is ap1.salesforce.com, the Remote Site URL would be https://ap1.salesforce.com

Once installed from AppExchange, navigate to Octopus tab, select items you would like to document, or you can select all items. Click View button or PDF or Word icon, and done. With just an easy a few clicks, you will get result from Salesforce org with information of:

• Name
• Namespace Prefix
• Table Enum or Id
• Active
• Last Modified Date

Sample result:

Even you downloaded the information as PDF or Word document, you still can click the Name link to open the real metadata in Salesforce.

Type: AppExchange (Managed Package)

Paid/Free: Free

Publisher: Astrea It Services Pvt Ltd

Installation: https://appexchange.salesforce.com/listingDetail?listingId=a0N3000000B5cEKEAZ

Version: 1.25


Blog last update: 12 July 2016

Schema Surfer

Schema Surfer offers the fastest way to browse and explore your Salesforce "object" metadata. Whether you need to quickly see all the child relationships of an object, determine if an object is queryable, or determine what is the object prefix, Schema Surfer is the app for you.

Here are a few of the great features included in Schema Surfer:
- Filter object list by API Name
- Filter object list by Label
- Filter object list by three character object prefix
- View all fields about an object in a grid or sortable table/list layout (Label, API Name, Data Type)
- View all the child and parent relationships for an object on one page
- Drill down on a field to view complete field level metadata information

Why I bold sortable? because Salesforce default object/field view is not sortable - vote for this idea.


Once Schema Surfer you installed, navigate to Schema Surfer tab, or click + tab if you do not see it on default.


Type: AppExchange (Managed Package)

Paid/Free: Free

Publisher: envyapps

Installation: https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009wZM3EAM

Version: 1.1.0


Blog last update: 7 July 2016

Declarative Rollups for Lookups

Declarative Lookup Rollup Summaries Tool is one of the most popular free tool for Salesforce admin built by fellow Salesforce MVP - Andrew Fawcett.

Out of the box, Salesforce support Roll-Up Summary field when the parent-child relation is Master-Detail relationship. But in many cases, we have to use Lookup relationship, example: sharing setting, when the child record owner may differ with parent record owner, and etc.

Without this tool, you need to engage developer to write trigger (and test class) in child object to roll-up the value to the designated parent field. With Declarative Lookup Rollup Summaries Tool, as admin, we just need to install the package and do a simple configuration to enable it, you can choose either real-time or scheduled (hourly, daily, weekly, etc).

To get full documentation, discussion and issues, go to GitHub and join Declarative Lookup Rollup Summaries Tool success community for discussion and questions https://success.salesforce.com/_ui/core/chatter/groups/GroupProfilePage?g=0F9300000009O5p.
This blog will just explain basic steps to install and configure the tool:

1. Install Package 
Current version 2.4.2 when this blog written - https://login.salesforce.com/packaging/installPackage.apexp?p0=04tb0000000ka9e for Production; or https://test.salesforce.com/packaging/installPackage.apexp?p0=04tb0000000ka9e for Sandbox.

2. Create Remote Site Setting
Once the packaged install, navigate to "Welcome" tab and click "Create Remote Site Setting" button.
This step will create a new Remote Site URL in your Salesforce org.

3. Create Lookup Rollup Summary
Navigate to tab "Manage Lookup Rollup Summaries" and enter required information.

In this sample, I would like to count number of Lane records and roll-up to Opportunity object. You cannot select Active at this moment until deploy the child trigger. So, just save this without select Active checkbox.

4. Deploy Child Trigger

Click "Manage Child Trigger" button and click "Deploy" button. This step will create a trigger in the child object.

5. Activate the Lookup Roll-up

Navigate back to "Manage Lookup Rollup Summaries" tab and select Lookup Rollup Summary created, now you should be able to enable Active checkbox to activate the roll-up configured.

6. Real-time or Scheduled

In the "Calculation Mode" you can choose Real-time or Scheduled (we will not discuss Developer and Process Builder in this blog).

Select Real-time will auto calculate when child record added, modified or deleted. Select Scheduled, you need to schedule when the calculation trigger, click "Schedule Calculate" button to schedule when it will be triggered, by a specific hour, hourly, specific day, etc. Example: you can configure multiple hour, such as: daily 2 AM and 6 AM by hold Ctrl key when click.

You can monitor next scheduled run from Setup | Jobs | Scheduled Jobs.

If you configure the calculation mode as Real-time on existing child object with records, parent record will not be auto populate with the roll-up value until there is activity in a related child record, either create, update or delete. So, you may need to create another roll-up with Scheduled to calculate existing values.

Type: Managed Package; Private Listing

Paid/Free: Free

Publisher: Andy in the Cloud

Installation: https://login.salesforce.com/packaging/installPackage.apexp?p0=04tb0000000ka9e for Production; or https://test.salesforce.com/packaging/installPackage.apexp?p0=04tb0000000ka9e for Sandbox

GitHub: https://github.com/afawcett/declarative-lookup-rollup-summaries

Version: 2.4.2

Blog last update: 2 Jul 2016

Mass Update Contacts Address

With Process Builder, you can create a process to auto update all Contact Address when Account Address changed, but it do not give you option to manually run the process, unless you add custom field as parameter to mass update all Contact Address.

But with Mass Update Contacts 2.0 app from AppExchange, it allow your users to manually select an address from Account to update an address in Contact. You can use default button added when install the package called Mass Update Contacts, or create custom a button that call Visualforce page MUCPro.

Note: even this app is free, it limit you only to 100 users, and you need to assign your users with license, navigate to: Setup | Installed Packages, find the app and click Manage Licenses to add users able to use this app.

With custom button, user will always see the button, but will get no license error when user click it. While with standard button Mass Update Contacts, user without license will not see the button.

Select address from Account:

Select address in Contact:

Type: AppExchange (Managed Package)

Paid/Free: Free

Publisher: X-Squared On Demand

Installation: https://appexchange.salesforce.com/listingDetail?listingId=a0N30000003IopoEAC

Version: 2.0.2


Blog last update: 12 Jun 2016

Salesforce Schema Lister

Schema Lister is one of the toolkit available in Salesforce Toolkit by Ben Edwards.

This tool uses the Salesforce Metadata API to build a list of objects, fields and field attributes from within your Salesforce Org. It will produce list of all of your Salesforce objects (standard and custom) and all of your custom fields (standard and custom). You also able export it into Excel file for easy reference or other purpose, such as: documentation or audit or etc.

Information produce for each field:

• Field Label
• API Name
• Type  
• Unfortonately at this moment it doesn't show the field length
• It show picklist values (including multi-select picklist values)
• Help Text

Open https://schemalister.herokuapp.com to start, select if you would like to access Production or Sandbox environment, and click "Login to Salesforce with OAuth" button, if you already open Salesforce in the different tab in the same web browser, it will just authenticate, otherwise you need to enter your Salesforce username and password.

Once login, click "Get Schema" button, this will take few minutes for to query your objects and fields, so it is depends on how complex / many your objects and fields. Once done, it will show you the Org Id (make sure you are in the right org), jump to object link for easy navigation and "Export to Xlsx" button to export into Excel file.

Type: 3rd party with OAuth

Paid/Free: Free

Publisher: Ben Edwards

Installation: nothing to install, direct access to https://schemalister.herokuapp.com

Github: http://github.com/benedwards44

Version: n/a

Blog last update: 8 Jun 2016

Metadata Search

This app from AppExchange should be one of the favorite app for Salesforce admin and developers, it help us to search for anything related to metadata in your Salesforce.

The Salesforce Global Search feature is primarily meant to search for data in standard objects and custom objects.

Then, Salesforce Setup Search (beta) able to search for following items:

1. Approval Post Templates 
2. Approval Processes 
3. Assignment Rules 
4. Compact Layouts 
5. Custom Buttons or Links 
6. Custom Home Pages 
7. Duplicate Rules 
8. Email Alerts 
9. Email Templates 
10. Field Updates 
11. Fields 
12. Groups and Queues 
13. Home Page Components 
14. Objects 
15. Permission Sets 
16. Profiles 
17. Roles 
18. Static Resources 
19. Users 
20. Workflow Outbound Messages 
21. Workflow Rules 
22. Workflow Tasks 

Notes:

• Only search with label name, not with API name
• Not need to enter full name, example: search for "Monitor" will return "My Monitor" or "Monitor (%)"
• Not to enter special character, example: % ( ), search Monitor (%) will return no result, although Monitor (%) is the real label

With Metadata Search app (currently version 1.24), it search following items:

1. Apex Classes
2. Apex Triggers
3. Approval Processes
4. Apps
5. Assignment Rules
6. Business Processes
7. Buttons and Links
8. Components
9. Custom Settings
10. Dashboards **
11. Email Templates
12. Fields
13. Objects
14. Pages 
15. Permission Sets
16. Public Groups
17. Profiles
18. Queues
19. Recent Items
20. Record Types
21. Reports **
22. Roles
23. Setup Audit Trials
24. Sites
25. Static Resources
26. Validations Rules
27. Workflow Email Alerts
28. Workflow Field Updates
29. Workflow Outbound Messages
30. Workflow Rules
31. Workflow Tasks

** this app currently do not search filter or fields in Report and Dashboard, only the name.

Note:

• The searching process is slower compare to standard Setup Search.
• You can use label name or API name to search
• In order to be able to search Workflow/Validation Rules, the app need to connect to the Salesforce Tooling API. A Remote Site Setting must be created in your org before you can use this tool. Please create Remote Site Setting (Setup | Security Controls | Remote Site Settings) with Remote Site URL, example: https://metadatasearch.na3.visual.force.com or if you use custom domain https://myname-developer-edition--metadatasearch.na3.visual.force.com

Type: AppExchange (Managed Package)

Paid/Free: Free

Publisher: Satrang Technologies

Installation: https://appexchange.salesforce.com/listingDetail?listingId=a0N30000009wgF7EAI

Version: 1.24

Blog last update: 29 May 2016