AscendixRE Admin Guide

User Management – Adding New Users/Licenses

Tagged with: User Management

Adding New Licenses

If you need to add net-new users from your company, to gain access to Ascendix:

  • Email Martha Cruce mcruce@ascendix.com
  • Request add-on licenses for X number of users
  • Provide your Org ID: (How do I find my ORG ID?)
  • Martha will email you a link, where you can click to pay for the new users (prorated to your contract end-date)
  • Once payment is received by Ascendix, we procure the licenses from Salesforce
  • Please wait 24 hours, thereafter, you can log into Ascendix and add your users

Adding New Users

You can quickly add up to 10 users at a time to your organization. 

The maximum number of users you can add is determined by the number of user licenses you purchase.

To add users:

  1. From Setup, enter Users in the Quick Find box, then select Users.
  2. Click New User to add a single user or click Add Multiple Users to add up to 10 users at a time.
  3. Enter each user’s name, email address, and a unique username in the form of an email address. By default, the username is the same as the email address, but you can overwrite this.
  4. Select the user license you want to associate with the users you create (the license determines which profiles are available for each user).
  5. Select a profile.
  6. Select Generate passwords and notify user via email to email a login name and temporary password to each new user.
  7. Click Save.

User Management – Reassignment of Licenses

Tagged with: User Management

If a user leaves your organization, or no longer needs access to Ascendix:

Since you cannot delete user records, you must edit the person’s record and uncheck the “Active” box. This prohibits them from accessing the database, and frees up the license they were occupying.
(Tip: You may have a demo user named Steven Bower, that you need to make not active, as he is occupying a license)

You can add a new user, without purchasing a new license, if they assume the free license left by the former user.

Follow these same instructions to add user

User Management – Reassignment of Records

Tagged with: User Management

If a user leaves your organization, all records that person owned, remain within Salesforce, still owned by them. You could re-assign the record they owned to another user, object by object.

Setup → type “Mass Transfer” in Quick Find. Go object by object, to reassign from former user to the new user who would own those records.

User Management – Reassignment of Records

User Management – User Impersonation

Tagged with: User Management

If users report errors, or issues you cannot personally view from your account, you can “impersonate” a user.

Go to Setup -> Users ->Users, and click on the “Login” button that will change your browser and allow you to see the world according to that user.

You cannot toggle back and forth from your account to theirs. Once you are logged in as that person, you have to log out, and log in again as yourself.

User Adoption

Tagged with: User Management

You can use metrics to track the following about your users:

  • Last time a user has logged in (date and time)
  • # and type of records they created
  • # of records they modified

This could be created as a report or dashboard for management view.

How to import my data to AscendixRE?

Tagged with: Data

Your data may come from another CRM database, Outlook or just spreadsheets. The easiest and most efficient way to get your data into Ascendix, is to format it in a Multitab Spreadsheet that we provide you with.

In this video we explain how to use our Multi Tab Spreadsheet to simplify data import:

If you want to give it as hot on your own – watch this video to learn how to import Contacts and Accounts into AscendixRE:

After you have imported Accounts & Contacts, you can determine if you feel confident to continue importing more complex data sets, such as Properties or leases.

In this video, we show how to import Properties and Leases to your CRM:

Also, check out our tips and tricks on successful CRM data migration.

Need help? Contact Support.

Did you know that all AscendixRE Enterprise users are eligible for free data import? Our Concierge team will be happy to add your contacts, written notes, process pictures of business cards, create listings based on the property brochures to help you keep your data clean. Learn more about the Concierge team.

Please reach out to your Salesforce representative to get Ascendix Data Import Template.

Field Tracking/Audit

Tagged with: Configuration

You can turn on field tracking for the few key fields you wish to audit.

  1. Go to Setup.
  2. Open Object Manager.
  3. Select the Object upon which that field exists (example, Deal).
  4. Click on Fields and Relationships.
  5. Click “Set History Tracking” button on the far right.
  6. Select the field(s) you would like to track (be conservative as it will occupy more data storage if you track too many field(s).
  7. Save.

Thereafter, you can decide if you want that audit to be visible to every user of the system, or just you as an admin for reporting.

If you want the audit to be visible to every user, it will be displayed as a Related List, on that object. Where you could see:

  • Who made the change (which user)
  • What the old field was
  • What the new field is
  • Date/Time change was made

How to manage fields

Tagged with: Configuration

Any change to the form, or fields on the form are managed in Setup -> Object Manager.

What kind of things can be done?

From the Fields and Relationships section, you can:

  • Locate the field, and change the picklist value order of a drop-down
  • You can also add new drop-down values or remove any values
  • Add net-new fields (watch this: “How to add or Modify fields on a record”)

From the Page Layouts  section, you can:

  • Re-order fields
  • Hide fields
  • Re-surface previously hidden fields

How an Admin can Create Global Views

Tagged with: Configuration

To create global views:

  • Select the Tab (i.e. Deals)
  • Select the existing view that most matches what you need (example, Open Deals)
  • Click on the Gear icon
  • Clone
  • Re-name the view (example: Deals Est. Close this Quarter)
  • Select the radio button “Share that view with all users”
  • Add filter(s) (example: Est. Close Date = This Quarter)
  • Save

Tip: You can add 1 or more filters to get a finite view of your data.

Defining Columns in Views

Tagged with: Configuration

If users want to define the columns that appear in that particular view:

  • Gear Icon
  • “Select Fields to Display”
  • Fields from the left can be added to the right using arrows
  • Fields from the right can be removed to the left using arrows
  • Fields can be re-ordered up or down using arrows