Quick Actions

In Administration, Salesforce by Usha RaniLeave a Comment

Using Actions in Salesforce Mobile App:

As Salesforce Administrators we can enable end users to work more effectively in the mobile context by creating actions what they need frequently for the Salesforce mobile app.

Quick Actions:

We can create quick actions and add them to Salesforce Classic home page, to the Chatter tab, to Chatter groups, and to record detail pages.

We can choose from standard quick actions i.e. create and update or we can create our own custom actions.

Actions can have their own specific page layouts and we can control the order and visibility of fields.

Actions and their Visibility:

In Salesforce actions appear in the action bar and its action menu.

Actions also appear in an action bar on list items such as task lists and related record lists. This gives our mobile users the ability to work with records directly from lists and update records without having to open them.

Types of Actions:

1: Object-Specific Quick Actions

2: Global Quick Actions

Object-Specific Quick Actions

Object-specific actions let users quickly create or update records, log calls, send emails, and more, in the context of a particular object. For example, you add an object-specific action on the Account object that creates contacts. If a user creates a contact with that action on the detail page for the Acme account, that new contact is associated with Acme. You can only add an object-specific action to page layouts for that object.

Global Quick Actions

You can add global quick actions to almost any page that supports actions. Use global actions to let users log call details, create or update records, or send email, all without leaving the page they’re on. Global create actions enable users to create object records, but the new record has no direct relationship with other records.

Note: Actions to create records for an object that is the detail object in a master-detail relationship must be object-specific, not global.

There are several types of object-specific and global quick actions.

1: Create actions 2: Update actions 3: Log a Call actions 4: Custom actions 

  • Global Send Email actions are supported only in Lightning Experience. You can’t add them to the Cases layout or use them with cases.
  • Question actions enable users to ask and search for questions about the records that they’re working with.
  • Object-specific Send Email actions, available only on cases, give users access to a simplified version of the Case Feed Email action in the Salesforce mobile app. You can use the case-specific Send Email action in Salesforce Classic, Lightning Experience, and the Salesforce mobile app.
Steps to create an Object Specific Action

Let’s say mobile users want to log a case from the Account they are dealing with then follow the below steps:

1: In the object management settings for accounts, go to Buttons, Links, and Actions. 

2.Click New Action.

3.For Action Type, select Create a Record.

4.For Target Object, select Case

5.For Label, enter Create a Case.

6.Click Save.

Assign the Action to the Account Page Layout

Before the object-specific quick action can appear in the Salesforce mobile app, you need to add it to a page layout.

7.We’re already in the Buttons, Links, and Actions area for accounts. Now navigate to Page Layouts.

8.Click Edit next to Account Mobile Technician Layout.

9.The Salesforce Mobile and Lightning Experience Actions section is empty, and a message says that Salesforce has predefined the actions on this layout.

10.In the Salesforce Mobile and Lightning Experience Actions section, click override the predefined actions.

11: From Mobile and Lightning actions select ‘Create a Case’ and drag and drop into Salesforce Mobile and Lightning Experience Actions.

12: Click Save

13: Our new Create a Case action appears in the action bar on account records in the Salesforce mobile app

About Global Quick Actions

Global create actions enable users to create object records, but the new record has no direct relationship with other records. Actions tied to specific objects are only accessible from those objects’ record pages; however, global actions can be added to any supported objects’ page layouts as well as to global layouts, so they’re very useful for quickly creating records.

Creating Global Quick Actions

You create global actions in a different place in Setup than you create object-specific actions. To create a global action, from Setup, enter Actions in the Quick Find box, then select Global Actions. They’re called global actions because they can be put anywhere actions are supported. 

1:Click on New Action and in this case, I am creating a candidate (custom object) as the global action 

2: Customize the action layout editor by dragging the required fields. 

3:Click on Save 

The Global Publisher Layout

Global publisher layouts determine the global actions that appear in the various Salesforce interfaces. In Salesforce Classic and Lightning Experience, these layouts customize the actions on global pages (like the Home page) and on the Chatter page. Lightning Experience also uses these layouts to populate the Global Actions menu. And in the Salesforce app, these layouts drive the actions that appear in the action bar on the Feed and People pages. Global publisher layouts can include global actions only. You can assign different global publisher layouts to different user profiles to customize which actions users see by default on global pages.

In the Salesforce app, global actions appear in the action bar and action menu on pages to which the global publisher layout applies. Before our global action will show up either in the full Salesforce site or in the app, we need to add it to the global publisher layout.

Predefined Values in Actions:

It’s better to use fewer fields when you configure an action layout. Mobile users do not want to fill in more fields.

A good way to use fewer fields in action layouts is to set predefined values for as many fields as possible. The more fields you can set predefined values for, the more you can remove from the layout and make the action easier and quicker to use.

if you set predefined values for fields on object records created through an action, you don’t need to add those fields to the action layout.

Don’t remove required fields from an action layout without setting a predefined value for those fields.

If a field is included in an action, it can have both a predefined value set for the action and a default value set. If a field on an action has both a predefined value and a default value set, the action uses the predefined value, not the default value.

Steps to set a predefined value on Object specific Action:

1: In the object management settings for accounts, go to Buttons, Links, and Actions

2: Click Create a Case.

3: In the Predefined Values related list, click New.

4: From the Field Name drop-down list, select Status. 

5: Set its value to New.

6: Click Save.

7: Now we need to remove the Status field from the action layout.

8: On the action detail page, click Edit Layout.

9: Click the Status field on the layout and drag it up to the palette.

10: The following is how Status field gets prepopulated with ‘New’ as predefined value

So finally, to sum it up quick actions add lot of value to Salesforce Mobile Users and with little effort Salesforce Admins can configure this.

 

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