AscendixRE Admin Guide

How to turn off the automatically generated tasks (Workflows)

Tagged with: Customization

How to turn off the automatically generated tasks (Workflows):

  • Click on the gear icon on the top right 
  • Click on Setup 
  • When the screen changes, on the left in the Quick Find, type in “workflow rules” 
  • On the right, locate “new Listing checklist” 
  • Deactivate or delete 
Type “workflow rules” in Quick Find box

How to rename custom fields

Tagged with: Customization

Step 1. Click on Gear icon at the upper right-hand corner of the screen.

Step 2. Click Setup.

Step 3. In the Quick find box start entering Override.

Step 4. Click Override.

Step 5. Select “Custom Fields” from Setup Component.

Step 6. Select Object which you need from the drop-down menu.

Step 7. Double Click next to the field you are renaming under Field Lebel Overwrite column.

Step 8. Enter the new Field Name.

Step 8. Click Save.

How to configure users profile to view only records that are assigned to him/her

Tagged with: Security, Configuration

Example: Please set up a standard user Samuel to view only records that are assigned to him. Sam should only view records that are under his name, he should not have access to view any other records.

  1. Go to Setup-Sharing Settings- Organization-Wide Defaults- Property:
  2. Default Internal Access- set to Private
  3. Default External Access- set to Private
  4. Grant access using hierarchies – uncheck
  5. Setup- Users – Select User which should see only records assigned to him
  6. Select User’s Profile – Object Settings – Property (another needed object) – set to Read (only)
  7. Back to the user’s page – permission sets – check all permission sets for the view (modify) all options one by one.

Permission sets (all of them) should not have checked View all, Modify all options on Property object.

If any permission set has View all or Modify all checked, please do the following:

  1. Setup – permission sets – clone permission set (with checked View (Modify) all)
  2. Uncheck View all and Modify all options on Property object for this permission set – save
  3. Assign cloned permission set to the user and delete old one. 

How to Change Your Username

Tagged with: FAQ

When Ascendix provides you with a trial license, the username assigned to you is arbitrary and cannot be chosen for you. Chances are you have noticed it looks like [email protected]#ascendixre.com If you would like to change your username to reflect a more intuitive and personal log in, follow the instructions below.

1.      Click on Setup > Setup Home from the top right of your screen. If you do not see an option for Set Up, please see your Salesforce System Admin.

2.      From the left Quick Find, type in User and

3.      Select Users

4.      Click on the username you would like to Edit 5.      Locate your account and click Edit.

5.      Locate your account and click Edit.

1, The Username, which is what you use to log in, is what you want to change

2, Note that, although you can use your email address, if you have ever had another instance of Salesforce in the past (even if it was a trial with another company), Salesforce will not allow you to use your email again as a Username. You will have to add a slight variation such as the #1 or any different configuration that makes sense to you

3, Save the changes and wait approximately 10 minutes. You should be able to log in again with your new username and the same password you had prior

How to set your Organization-Wide Sharing

Tagged with: Security

Following are the steps you need to take to set your users to view each other data:

  1. Click Gear icon and select “Setup”
  2. Type Sharing Settings in A Quick Find box on your left.
  3. Select Sharing Settings
  4. Click Edit button next to Organization-Wide Defaults

5. Select sharing access type for the Object

6. Click Save.

Note: By using “Sharing Setting” everyone in the organization will be able to see each other data.  

How to make Dashboard reports public

Tagged with: Dashboard

1. From the Dashboard click on the View Report (dashboard/report you want to share)

2. Click Edit on the Report Page

3. Click on the down arrow next to the Save button and select Properties 

4. Push a button Select Folder and choose Public Report

5. Click on Select Folder and click Save.

Time zone difference modification

Tagged with: Configuration

In order to change your timezone, please try the following steps:

1. Click on the gear icon | Setup | Users | Users.

2. Click on the affected User’s name.

3. Click Edit and change the time zone to the required value.

How to add Relationship Types

Tagged with: FAQ, Customization

You have the ability to identify the type of relationship you have with a contact (Example: Partner, Vendor, Client,
Prospect, Etc.)
1) Go to the Settings icon and select Set Up
2) Select Object Manager
3) Select Contact
4) Select Fields & Relationships
5) Scroll down to find Relationship Type and select it

You can add your own new types, re-order how they appear, or replace existing ones

When you add new ones, put each new value in a separate line and save

AscendixRE for Admin Training Deck

Tagged with: Security, Customization, Configuration

AscendixRE: User Management – Adding New Users/Licenses:

  • Email Martha Cruce [email protected]
  • Request add-on licenses for X number of users
  • Provide your Org ID: 00D1U0000010HLv
  • Martha will email you a link, where you can click to pay for the new users (prorated)
  • 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

Follow these instructions to add a user(s)

AscendixRE: User Management – Re-assignment of Licenses

If a user leaves Trademark, 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.

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

AscendixRE: User Management – Permission Sets

Each user will have a “Salesforce Platform” License and an “AscendixRE Standard User” Profile.

However, each user also needs to have permission sets assigned.

Navigate to each user record, click on their name (do not edit)

Hover over the “Permissions Set” hyper link to view which Permission sets they have.

Click on “Edit Assignments” to add Permission sets

Each user needs to following permission sets:

AscendixRE: User Management – User Impersonation

If users report errors, or issues you cannot personally view from your account, you have the ability to “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.

AscendixRE: User Adoption

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

  1. Last log in (date and time)
  2. # of records created
  3. # of records modified

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

AscendixRE: Field Tracking/Audit

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

  1. Go to Setup
  2. 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

Select the field(s) you would like to track (be conservative as it will occupy more data storage if you track too many fields). 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

AscendixRE: Field Tracking/Audit

If you can want all users to view the audit trail:

  • Go to Setup
  • Object Manager
  • Select the object upon which that field exists (example, Deal)
  • Click on Page Layouts
  • Select the pertinent layout (example, Trademark LL Deal Layout)
  • In the top portion, look for Related Lists and locate “Deal History” field
  • Drag it down and Save

AscendixRE: Field Management/Schema

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” video for reference)

From the Page Layouts  section, you can:

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

AscendixRE: Views

To Pin a favorite view, per user:

AscendixRE: How an Admin can Create Global Views

To create global views:

  • Select the Tab (i.e. Deals)
  • Select the existing view that most matches what you need (for example, Deals for MSW or Deals for GP)
  • Click on the Gear icon
  • Clone
  • Re-name your view (example MSW – Excluding Idle & Dead)
  • Share that view with all users
  • Add filter(s) (example: Deal Stage – not equal to – Idle & Dead)
  • Save

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

AscendixRE: How Users can Create their own Custom Views

To create personal views: Follow this video

  • Select the Tab (i.e. Deals)
  • Select the existing view that most matches what you need (for example, Deals for MSW or Deals for GP)
  • Click on the Gear icon
  • Clone
  • Re-name your view (example MSW – Excluding Idle & Dead)
  • Add filters (example: Deal Stage – not equal to – Idle & Dead)
  • You can add 1 or more filters to get a finite view of your data

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

AscendixRE: AscendixRE Standard User Profile

Click here to watch a video on AscendixRE Standard User profile.

AscendixRE: Mobile app

See more: Mobile App Video

How to Set Permission Sets globally and grant permission for the individual user

Tagged with: Security

Step 1

  • Select Gear Icon (top right)
  • Select Setup
  • Type “Sharing Settings” in a Quick Find box
  • Select Sharing Settings
  • Click “Edit” Button 
  • Choose “Private” from the list in Default Internal Access column (this will make all user to see their own data globally)
  • Click Save

Step 2 (Optional)

Set specific user with Permission to see the data of other user when all Objects are set to private:

  1. Scroll down to Sharing Rules section
  2. You would need to assign permission to a user for each Object
  3. Find the Object you need
  4. Click on New button
  5. Enter the Lebel Name in a Rule Name (Step 1) section
  6. In “Step 3: Select which records to be shared” section choose the Roles for “(Object Name) owned by members of” and select the User
  7. In “Step 4: Select the users to share with” section choose Roles for “Share with” and select the User
  8. Choose Access Level in “Step 5: Select the level of access for the users”.
  9. Click Save.

Step 3

  • Type “Profiles” in Quick Find box
  • Select “AscendixRE Standard User” profile
  • Click the “Edit” button
  • Scroll Down to Standard Object Permissions and Custom Object Permissions sections and make sure the “View All” option is unchecked for all Objects.
  • Click Save