The 4 Best Salesforce Features You Probably Aren’t Using

Salesforce is an awesome CRM. Once implemented and adopted, it can have great results for your business. But are you confident that you’re using all that Salesforce has to offer? A surprising number of organizations aren’t.

Just because Salesforce is up and running in your business doesn’t mean your CRM project is complete. In fact, our team would argue that you should view your CRM implementation as a journey. It will (and should) change and evolve over time. You’ll find new features and different ways to use the system. That’s the key to getting the most out of your technology investment!

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To help, we’ve made a list of a few of the most underused Salesforce features based on our years of implementation and consulting experience. All of these features are included in your Salesforce license but are often not initially implemented.

You’re already paying for it, so why not use it? These Salesforce features can be time saving and helpful.

Best Unused Salesforce Features

Content Libraries

Salesforce Content Libraries is a great feature to help you manage both your internal and client-facing documents. You can even segment workspaces and users can subscribe to updates. This is a great document management method to managing vendors or partners who will want updated spec sheets, price lists, and other material. But, you can also use this internally to share the most up-to-date sales material and presentations with your team.

 

A really nice aspect of the Salesforce Content Library is the ability to make “content packs.” These are essentially packages of documents that you can easily send to prospects and vendors. So, for example, let’s say you make a Content Library for your sales material. Your sales team would have access to your latest case studies and marketing collateral, but what they send to prospects will vary. With content packs, they can easily drag-and-drop entire content pieces or individual pages into a customized package that the prospect can then view online. They can set expiration dates, receive alerts when the content is accessed, and even specify if certain material can be downloaded or not.

It’s document management and sales enablement made easy, and it’s one of our favorite Salesforce features.

Video: Salesforce Content Library and document management tutorial

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Salesforce Forecasting

Creating forecasts in Salesforce is a great sales tool. We all know by now that people perform best when they know what’s expected of them and can see their progress toward a goal. Salesforce forecasting gives a quick summary of the current opportunities in your pipeline. You can sort by close date, amount, or stage which gives you better flexibility to predict and plan accurately for the month, quarter, or fiscal year. This is great at the organization level and by sales rep. You can track your progress by dollar value or as a percent of quota.

There are definitely some nuances with Salesforce forecasting, but one the best things about this feature is how it uses what’s already in your CRM. Your data is already in there, you’re just viewing it in a different way. Often, this is much more effective for your sales goals! When your sales team updates their current opportunities, your forecasting automatically reflects the changes. You simply need to set your forecast categories at each stage in Salesforce and then define your quotas (if using). Salesforce does the rest.

 

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Forecasts are available in Salesforce Professional, Enterprise, Unlimited, and Developer editions.

Mass Data Edit Tool

Salesforce’s mass edit tool is an essential tool in any Salesforce Administrator’s arsenal. This is particularly true during a new implementation or when data is being updated.

A basic use case for this great Salesforce feature is when you add a new field in Salesforce. This causes a ripple effect. Now you need to go through all of your existing Salesforce records to update that field. The great news is that there’s an easy way to do this.

To make mass changes to existing Salesforce records, you’ll need the accounts’ Salesforce IDs. You can get this by running a report that includes the “Record ID” field and then exporting. New records can be uploaded without an ID.

We recommend the following free mass data editing tools for Salesforce:

  • DataLoader.io is our first recommendation for all Salesforce users. It’s compatible with both Mac and PC and can be used on Salesforce Professional+ editions. It’s also entirely cloud-based and requires no downloads or plug-ins.
  • Excel Connector is another great third-party tool for Salesforce Professional+ editions. It’s a plug-in for Microsoft Excel and is only compatible with PCs. This connector gives you the ability to make changes in your spreadsheet without having to save as a CSV file and upload to Salesforce. Fewer steps mean more efficiency! We can get behind that.
  • Data Loader is Salesforce’s native mass edit tool. You can access it from the Setup menu on Enterprise and above. It runs as a desktop application and requires a CSV file upload.
  • There are also several other free and paid tools available on the Salesforce AppExchange.

API access for mass editing is an included standard for Enterprise+ editions. Select tools also provide this functionality to Professional Edition users.

Field History Tracking

Last but not least is a simple Salesforce feature that adds a lot of value. It’s Salesforce’s field history, and it’s one of those features that’s so basic but packs a punch.

You can enable the “Field History” option in Salesforce to timestamp when changes are made, who made it, and even view previous values. It’s available on most* standard and custom objects, and you can track up to 20 fields per object. And it’s great. It gives more visibility to how your Salesforce is being used, stores your historical information, and allows you to make mass updates based on past field changes.

Field History Tracking is available in all Salesforce editions – Contact Manager, Group, Professional, Enterprise, Unlimited, and Developer.

*Prior and new values are not available on long text fields; only edit date and user history tracking are available on these fields.

 

 

All of these Salesforce features take minimal time to set up and require very little configuration effort. But they can add immediate value to your Salesforce org.

In order to get the most out of your CRM, you should regularly re-evaluate for new functionality. If you’d like help or guidance, our team can identify, enable, and configure new Salesforce features. Get in touch!

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