Login to Salesforce and search for and click on Sally Smith.  

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  Scroll down to the “related list” in Sally’s Record called “Notes and Attachments ”, and Click “Upload Files ”. You can also drag and drop the file.  

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Select the file from your computer and Click “Save ”. Now this application will be available for anyone at NYSERDA to access.  

Leads can be imported from an Excel sheet or manually entered. To import Leads, submit a Jira ticket and include the Leads Import template file with all of your Leads.   

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Leads should be converted to once the Lead relationship develops and/or that relationship involves a project. They can be converted into Accounts, Contacts, and Opportunities. You may want to convert a lead to an Account in the following situations: 

• When the Lead shows interest in applying for a program (Opportunity)
• When needing to create Sites/Locations 
• When needing to create Contact Roles 

To convert a lead, select the Convert button at the top of that Lead record to bring up the “Convert Lead” screen. In the Convert Lead screen, you will need to make the following selections:

Account - A new Account can be created, or the Lead can be converted to an existing Account. If the Account name matches an existing Account, Salesforce will display it as an option rather than creating a new one. You can also search for an Account. 

Contact - A new Contact can be created, or the Lead can be converted to an existing Contact. If the Contact name matches an existing Contact, Salesforce will display it as an option rather than creating a new one. You can also search for a Contact.

Opportunity - A new Opportunity can be created, or the Lead can be associated to an existing Opportunity. You can also search for an Opportunity or opt to not create an Opportunity when the Lead is converted by selecting the checkbox under the Record Type.

Your name will default as the Record Owner, and the Converted Status will default to Qualified. These fields can remain unchanged.

When adding a new account, you will be asked to choose a “Record Type” for which there are 2 choices.  

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Business Account just means this is a company under which you will be adding contacts. This should be used the majority of the time. 

Individual Account is for residential customers or individuals that are not representing a company in the CRM. This would rarely be used. The name would be something like ‘John Smith Individual Account’ and it would have one contact under it, “John Smith”. 

Contacts can be created from multiple places in Salesforce. Here are the most common 3 places:

Click the Contacts tab and then click New in the upper right of the screen.

Click the Accounts tab or use the Global Search to pull up the Account the new Contact will be assigned to. Then click the Related tab, find the Contacts related list and click New.

Duplicate Management 

Duplicate management features are set up and turned on by default for business accounts, contacts and leads. Here’s how duplicate management works:

• When a user tries to save a new record , the record is first compared with existing  Salesforce  records to identify possible duplicates. The criteria used to compare records and identify the possible duplicates are defined by a  matching rule . 
• Next, a list of possible duplicates is returned. What happens when the record being saved is identified as a possible duplicate depends on what ’ s defined in the  duplicate rule. For example, the duplicate rule could block users from saving the possible duplicate record or allow them to save it anyway. Both the Block and Allow options include an alert, which tells users why they can’t save the record and what to do about it. The Allow option includes the ability to report on the duplicate records.

How to Select Which Account & Contact Record to Use

When duplicate results display for Accounts and Contacts, first look for the one that most closely matches your search criteria. Look for records that are more completely filled out with information, have activity history, project history, has a supplier ID, etc. More often than not, the erroneous duplicate record will have little-to-no activity on the record.

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To create a new Opportunity record, click the drop down arrow on the Opportunities tab and click New Opportunity. Select either a NYSERDA Opportunity or Outreach Opportunity. All fields marked with a red asterisks (*) must be entered:

Opportunity Name - Create a name to keep track of your Opportunity. Most naming conventions include the contact's name and company or program for which they're interested in applying.

Account Name - Enter the Account associated with the Opportunity. If the Account doesn't exist, a new one can be created within the same window.

Close Date - Enter a date you think the Opportunity will occur. It can be any date in the future.

Stage - Select a stage that is the best description of where the Opportunity progress is or the project application status.

UI Expand
title Creating Create a New Task
Info icon Image Removed false Tasks can be created on Lead, Contact, and Opportunity records. UI Steps size small UI Step Click the New Task button to create a task. Expand title screenshot Image Added UI Step Subjects prepopulate if you click in the Subject field, or you can type a custom Subject. Subject field, or you can type a custom Subject. The due date, priority and additional comments can be added to the task. Additionally, tasks can be assigned to different users or queues. Expand title Screenshot Image Added UI Step Tasks can be assigned to different users or queues. The due date, priority and additional comments can also be added to the task , also . Expand title Screenshot Image Removed

UI Expand
title Creating a New Event
Info icon false Image Removed Events can be created for Accounts, Contacts, Leads, and Opportunity records. Events display on your calendar in Salesforce. The details are not shared with other users. UI Steps size small UI Step Click the New Event button to create an event. create an event. Expand title screenshot Image Added UI Step Fill in all required fields and any additional details about the event. Subjects prepopulate if you click in the Subject field , or you can type a custom Subject. , or you can type a custom Subject. UI Step Quick Texts can be used on Tasks in the Comments field. A Quick Text lets you insert predefined messages like greetings, answers, and common responses. Click inside the Comments field and then click the Message Icon that pops up to select a pre-written message to populate the Comments field. Expand title screenshot Image Added

UI Expand
title Creating a New Email
Emails can be sent from Contact, Lead, and Opportunity records. Rather than sending an email from Outlook, you can search and open the Contact or Lead record and compose an email in Salesforce: Info icon false Events display on your calendar in Salesforce. The details are not shared with other users. Quick Texts can be used on Tasks in the Comments field. A Quick Text lets you insert predefined messages, like greetings, answers, and common responses. Click inside the Comments field and then click the message icon that pops up. You'll then be able to select a prewritten message to populate in the Comments field. Image Removed
UI Expand
title Creating a New Email
Emails can be sent from Contact, Lead, and Opportunity records. Rather than sending an email from Outlook, you can search and open the Contact or Lead record and compose an email in Salesforce. Salesforce provides the option to create and Activity as either a Task or an Event. Most Activities may be recorded as Tasks. An Activity should be created as an Event only if the Activity was an event in which outreach was conducted broadly to multiple existing or potential Customers and/or Strategic Partners. Events have additional fields (e.g., Event location, Agenda, etc.) that may be filled out if useful. UI Steps size small UI Step Click the Email button. Expand title screenshot Image Modified UI Step The email will automatically populate with the Contact's email address. Expand title screenshot Image Modified You can preview the email and then click Send. UI Step Enter the Subject and compose the email. See the below tips for some of the buttons on the email composition screen: Image Removed - Quick Text button: Expand title Guidance on email buttons Quick Text Button Image Added Quick Texts allow you to enter short, prewritten messages. You can create new Quick Texts or use any that are saved in a shared folder. Image Removed - Add Add an Attachment/File Image Added Click to add an attachment / or file to the email. Image Removed - Insert a Merge Field : Image Added Merge Fields pull in details about the record using a special shorthand code. For example { {{Recipient.FirstName}}} will populate the Contact or Lead's first name in the email.  Image Removed - Insert an Email Template Image Removed - Preview what the email will look like UI Step Tip icon false In the email preview, you'll be able to see what information populates in the Merge Fields if you used any.