SALESFORCE

PROJECT
By Avinash Varikuti
 Salesforce Project
Project Overview:
Project title Name: Techi Tales Salesforce Implementation

Client: Techi Tales

Sector: Health Care

Techi Tales, a prominent healthcare client, has embarked on a transformative journey to

modernize its customer relationship management (CRM) system. This project marks the
transition from Lotus Notes, their current CRM tool, to Salesforce, a world-renowned
CRM platform. The Techi Tales Salesforce Implementation project aims to enhance data
management, streamline customer service, and ensure data security and integrity in
alignment with the healthcare industry's stringent standards.

Project Objectives:

The primary objectives of this project are as follows:

● Migrate existing data from Lotus Notes to Salesforce while preserving data
integrity and accuracy.
● Create custom objects and fields in Salesforce to represent General Requests,
Private Requests, and Restricted Requests to cater to Techi Tales' specific
requirements.
● Implement workflow automation for email notifications, facilitating real-time
communication among Techi Tales staff.
● Establish a robust data security model using Salesforce's Organization-Wide
Defaults (OWD) to ensure data privacy and access control.
● Provide comprehensive user training to enable Techi Tales staff to efficiently
leverage Salesforce.
 ● Create custom reports and dashboards to provide real-time insights into case
status, resolution times, and customer satisfaction.
● Configure Salesforce to use 10 built-in email templates for consistent and
professional communication with clients.

Team Size:

1. Salesforce Admin (2 people)

2. Developer (1 Person)

3. Tester

4. Business Analyst

Planning:

Project Phases and Timeline:

Phase 1: Project Initiation (1 week):

● Meet with the stakeholders to define project objectives and gather requirements.
● Document the current processes in Lotus Notes.
● Identify the 10 built-in email templates suitable for healthcare communications.
● Create a project charter and scope document.

Phase 2: Data Migration and Object Design (2 weeks):

● Migrate existing data from Lotus Notes to Salesforce.

● Define and create necessary objects (e.g., General Request, Private Request,
Restricted Request).
● Define and create fields required for these objects.
● Set up Record Types to differentiate request types.
 ● Establish a basic data security model using Salesforce's OWD
(Organization-Wide Defaults).

Phase 3: Workflow Automation (3 weeks):

● Configure workflow rules to automate email notifications for data creation and
updates.
● Create email alerts using the 10 built-in email templates.
● Define and implement approval processes if needed.
● Ensure that automated emails are sent to the right recipients based on the
request type.

Phase 4: Training and Testing (2 weeks):

● Provide Salesforce training for Techi Tales staff.

● Conduct user acceptance testing (UAT) to identify and resolve any issues.
● Ensure that the system meets the needs of different user roles, including
Salesforce Admin, Techie Platform Users, and Private Persons.

Phase 5: Deployment and Go-Live (1 week):

● Plan and execute the deployment of the Salesforce solution.

● Monitor and support the system during the initial phase of use.
● Address any issues or concerns that arise during the go-live period.
● Celebrate a successful transition from Lotus Notes to Salesforce!

Phase 6: Post-Implementation Review and Enhancements (Ongoing):

● Continuously monitor system performance and user feedback.

● Identify opportunities for enhancements based on user experiences.
● Consider additional automation or customizations if required, within the
out-of-the-box capabilities.
Key Points to Consider:

● Collaborate closely with the Techi Tales team throughout the project.
● Maintain clear communication channels with all stakeholders.
● Ensure that all security and data privacy regulations for healthcare are adhered
to.
● Keep documentation updated for future reference and training.

Overview For Team:

This project plan emphasizes utilizing Salesforce Admin capabilities and out-of-the-box
features to meet Techi Tales' requirements. Team of four will work collaboratively to
transition the client to Salesforce successfully. Regular communication, training, and
post-implementation reviews will be crucial for a smooth transition and long-term
success. Good luck with the project!
 Execution
Let's outline how the Salesforce Architect can effectively assign work to the team in
consultation with the business analyst, Scrum master, client, and team leader to ensure
a smooth project execution. This is a critical phase in the project to ensure everyone is
on the same page and aligned with the objectives.

Meeting Agenda: Assigning Work for Techi Tales Salesforce

Implementation

Participants:

1. Salesforce Architect

2. Business Analyst

3. Scrum Master

4. Client

5. Team Leader

Meeting Goals:

1. Discuss the project requirements and scope.

2. Define roles and responsibilities for the project team.

3. Allocate tasks based on each team member's expertise.

4. Create a shared understanding of the project's objectives.

Meeting Outcomes:

1. Project Overview and Scope:

● Review and confirm the project charter and scope document.

● Ensure all stakeholders have a clear understanding of the project's goals and
deliverables.

2. Team Roles and Responsibilities:

Define the roles and responsibilities of each team member:

○ Salesforce Admin : Responsible for overall Salesforce configuration and

setup.
○ Business Analyst: Assist in gathering and documenting detailed
requirements.
○ Scrum Master: Ensure agile project management, including sprint
planning and coordination.
○ Developer: Support Salesforce customization if required.
○ Team Leader: Oversee the work of the Salesforce Admin and Developer.

3. Task Allocation:

Assign specific tasks to team members based on their roles and expertise:

Salesforce Admin:

○ Data migration from Lotus Notes to Salesforce.

○ Object creation, including General Request, Private Request, and
Restricted Request.
○ Field creation and Record Type setup.
○ Workflow automation and email notifications.
○ OWD configuration.
Business Analyst:

○ Assist in gathering and documenting detailed requirements from Techi

Tales.
○ Collaborate with the Salesforce Admin to ensure requirements are met.

Scrum Master:

○ Lead agile project management, including sprint planning, daily stand-ups,

and backlog management.
○ Ensure smooth coordination and communication within the team.

Developer (if needed):

○ Be on standby to provide technical support, customization, or integration if

required.
○ Collaborate closely with the Salesforce Admin.

4. Project Timeline:

○ Review the project phases and associated timelines.

○ Ensure that all team members are aware of their respective deadlines.
○ Discuss any dependencies and potential bottlenecks.

5. Client Expectations:

○ Confirm the client's expectations and any specific requirements they may
have.
○ Ensure that client feedback is addressed throughout the project.

6. Communication and Reporting:

● Establish a clear communication plan for regular updates and status reports.
● Identify the channels and frequency of communication.
Task Allocation

Let's outline the specific requirements that the Team Leader and Business Analyst will
assign to their team members based on the Techi Tales Salesforce Implementation
project.

Requirements:

1. Salesforce Admin:

● Data Migration: Migrate existing data from Lotus Notes to Salesforce while
ensuring data integrity and accuracy.
● Object and Field Creation: Define and create the necessary objects: General
Request, Private Request, Restricted Request.Create the required fields for
these objects.
● Record Types:Set up Record Types to differentiate request types.
● Workflow Automation: Configure workflow rules to automate email notifications
for data creation and updates.Set up email alerts using the 10 built-in email
templates.
● Data Security: Establish a basic data security model using Salesforce's OWD
(Organization-Wide Defaults).
● Communication:Regularly communicate progress and issues to the Team Leader
and the Business Analyst.

2. Developer (if needed):

● Technical Support: Be prepared to provide technical support and customization if

required.
● Collaborate: Work closely with the Salesforce Admin to ensure seamless
integration of any custom components.
● Communication: Keep open channels of communication with the Team Leader.
Requirements for Business Analyst:

1. Gathering and Documenting Requirements:

● Work with Techi Tales staff to gather and document detailed requirements.
● Ensure that the requirements align with Techi Tales' business processes.
● Collaborate with the Salesforce Admin to validate that the gathered requirements
can be met within Salesforce's out-of-the-box capabilities.
● Maintain clear and organized documentation of requirements.

2. Communication and Collaboration:

● Work closely with the Salesforce Admin to ensure that the system meets Techi
Tales' needs.
● Keep lines of communication open with the Team Leader and the rest of the
team.
● Relay client feedback and requirements effectively to the team.
● Ensure that client expectations are addressed throughout the project.

3. Quality Assurance:

● Verify that the implemented Salesforce solution meets the documented

requirements.
● Identify and report any deviations or issues.
● User Acceptance Testing (UAT) - Coordinate UAT activities to identify and
resolve any issues.

4. Documentation:

● Maintain Detailed Records: Keep comprehensive documentation of the

project, including requirements, feedback, and testing results. Ensure that
documentation is accessible to the team.
Task Allocation:

Here's a breakdown of tasks for the Salesforce Admin over the next Couple of days for
the Techi Tales Salesforce Implementation project:

Data Migration:

● Review the data to be migrated from Lotus Notes to Salesforce.

● Prepare the data for migration, ensuring it's clean and accurate.
● Start the data migration process, considering the best data import tools available
within Salesforce.

Object and Field Creation:

● Define the General Request, Private Request, and Restricted Request objects.
● Create the necessary fields for these objects, ensuring they align with Techi
Tales' requirements.
● Set up Record Types for these objects to differentiate request types.

Workflow Automation and Email Notifications:

● Configure workflow rules to automate email notifications for data creation and
updates.
● Ensure that email alerts are set up using the 10 built-in email templates provided
by Salesforce.
● Test the email notifications to verify they work as intended.

Data Security and OWD:

● Establish a basic data security model using Salesforce's Organization-Wide

Defaults (OWD).
● Define sharing rules and permissions to ensure that data is accessible to the
right users based on Techi Tales' requirements.
● Verify the security settings to maintain data privacy, which is crucial in the
healthcare industry.
Final Testing and Documentation:

● Conduct a final review of the work done so far, ensuring that all objectives are
met.
● Collaborate with the Team Leader and Business Analyst to ensure alignment with
project requirements.
● Document the configuration settings and changes made during the week.Prepare
for a status update meeting with the team to share progress and address any
issues.

Remember to maintain open communication with the team and stakeholders throughout
these tasks and seek their input if needed. Regular updates and testing are essential to
ensure the successful implementation of Salesforce for Techi Tales.

Certainly, here's a task breakdown for the Developer (if needed) over the next 5 days for
the Techi Tales Salesforce Implementation project:

Tickets For tasks

Here are five tickets with a 3-point story line for the Salesforce Admin for the Techi Tales
Salesforce Implementation project:

Ticket 1: Data Migration (3 Points):

Summary: Migrate existing data from Lotus Notes to Salesforce.

Description:This ticket involves preparing the data for migration, ensuring data integrity,
and initiating the migration process. Collaborate with the team to make sure data is
accurately transferred.

Solution Design : To migrate data from Lotus Notes to Salesforce, follow these steps:

● Export data from Lotus Notes in a compatible format.

● Clean and validate the data to ensure integrity.
 ● Map data fields from Lotus Notes to Salesforce.
● Use Salesforce Data Import tools to initiate the migration process.
● Collaborate with the team to validate data accuracy.

Ticket 2: Object and Field Creation (3 Points)

Summary:Define objects and fields for General Request, Private Request, and
Restricted Request.

Description:In this task, create the necessary objects and fields for the three request
types. Ensure that the field configurations align with Techi Tales' specific requirements.

Solution Design: Define objects and fields for General Request, Private Request, and
Restricted Request in Salesforce:

● Create custom objects for each request type.

● Define custom fields, including data types and picklists as needed.
● Ensure field configurations meet Techi Tales' specific requirements.
● Set up relationships between objects if necessary.

Ticket 3: Workflow Automation and Email Notifications (3 Points)

Summary: Configure workflow rules for email notifications.

Description: Set up workflow rules to automate email notifications for data creation and
updates. Verify that email alerts are functioning correctly and notify the team of any
issues.

● Define workflow rules for data creation and updates.

● Specify the criteria that trigger email notifications.
● Set up email alerts with appropriate email templates.
● Test the workflow rules to ensure they function correctly.
● Notify the team if any issues are identified.
Ticket 4: Data Security and OWD (3 Points)

Summary: Establish basic data security using Salesforce OWD.

Description: Define the Organization-Wide Defaults (OWD) for data security. Configure
sharing rules and permissions to ensure data access aligns with Techi Tales' privacy
requirements.

Solution Design : Establish data security using Salesforce OWD:

● Define Organization-Wide Defaults (OWD) to restrict data access.
● Create sharing rules to grant access based on specific criteria.
● Configure field-level security to control access to sensitive data.
● Ensure data access aligns with Techi Tales' privacy requirements.

Ticket 5: Final Testing and Documentation (3 Points)

Summary: Conduct final testing and document the project work.

Description: Review the entire project for accuracy and alignment with requirements.
Collaborate with the team to ensure all objectives are met. Document all configurations
and changes made during the project.

Solution Design: Conduct final testing and document the project work:
● Review the entire project to verify alignment with requirements.
● Collaborate with the team to ensure all project objectives are met.
● Document all configurations and changes made during the project, including
object and field definitions, workflow rules, and security settings.
Detail steps to Solution Design: Object and Field Creation

The objective of this solution design is to create the necessary objects and fields within
Salesforce to support the differentiation of request types, specifically General Request,
Private Request, and Restricted Request.

Object and Field Creation:

1. Object Definition:

Create three custom objects in Salesforce to represent the request types:

- General Request

- Private Request

- Restricted Request

Define each object with the necessary attributes and settings.

2. Field Creation:

● For each custom object, create the required fields that will capture relevant
information and attributes for the requests.
● Consider standard Salesforce field types such as text, picklists, date, and lookup
fields.
● Define validation rules if necessary to ensure data accuracy.

3. Field Mapping:

● Map the fields of the custom objects to the specific requirements of Techi Tales
for each request type.
● Ensure that the field mappings align with the business processes and data
collection needs.
4. Record Types:

● Set up Record Types to distinguish the different request types.

● Define the specific layouts and picklist values for each record type.
● Assign Record Types to the respective profiles or users who will interact with
them.

5. Page Layouts:

● Create custom page layouts for each object to ensure that users see the relevant
fields and information based on the request type.
● Customize the layout to enhance user experience and data entry efficiency.

6. Validation Rules:

● Implement validation rules to enforce data quality and prevent incorrect data
entry.
● Ensure that validation rules are designed to meet the specific criteria for each
request type.

7. Testing and Documentation::

Thoroughly test the newly created objects and fields for data accuracy and
functionality. Collaborate with the Techi Tales team to validate that the objects and fields
meet their requirements. Maintain detailed documentation of the created objects and
fields, including their purpose, configurations, and field mappings. Create user-friendly
documentation for future reference and training.

Conclusion:

The creation of custom objects and fields is a crucial step in the Techi Tales Salesforce
Implementation project. This solution design outlines the process of creating and
customizing objects and fields, ensuring that they meet the requirements of General
Request, Private Request, and Restricted Request. Regular collaboration with the team
is essential to address any issues and ensure alignment with the project's goals.
Here are 20 scenarios that can be addressed using Salesforce within
the Techi Tales Salesforce Implementation project:

1. Case Management: Techi Tales receives customer service requests via email. Create
a case management system in Salesforce to track, assign, and resolve these requests
efficiently.

2. Email Integration: Integrate Salesforce with Techi Tales' email system to automatically
log and track email communications related to customer requests.

3. Automated Notifications: Set up automated email notifications to inform Techi Tales

staff when a case has been assigned or updated.

4. Record Ownership: Define record ownership rules in Salesforce to ensure that the
right personnel have access to and responsibility for specific cases.

5. Request Categorization: Implement a field for categorizing customer requests based

on their nature, such as "Billing," "Technical Support," or "General Inquiry."

6. Approval Processes: Design an approval process within Salesforce for specific types
of customer requests that require managerial review before resolution.

7. Reporting and Dashboards: Create custom reports and dashboards to provide Techi
Tales with real-time insights into case status, resolution times, and customer
satisfaction.

8. Data Migration Logs: Develop logs and reports to track and verify the success of data
migration from Lotus Notes to Salesforce.

9. User Training: Utilize Salesforce to create a training module to onboard Techi Tales
staff on using Salesforce for case management.
10. Client Data Security: Implement robust data security measures in Salesforce to
ensure that sensitive client information is accessible only to authorized personnel.

11. Email Template Integration: Integrate the 10 built-in email templates into Salesforce
for streamlined communication with clients.

12. Approval Workflow: Create an approval workflow within Salesforce to facilitate the
approval of high-priority requests from Techi Tales' clients.

13. Custom Objects for Health Data: Develop custom objects to store and manage
health-related data in accordance with healthcare industry regulations.

14. Data Backups: Schedule regular data backups and storage in Salesforce to ensure
data recovery in case of any system issues.

15. Mobile Access: Configure Salesforce for mobile access, allowing Techi Tales staff to
manage cases and access data on the go.

16. Customer Portal: Set up a customer portal in Salesforce, allowing Techi Tales'
clients to log their requests and track their status online.

17. Data Archiving: Implement data archiving to maintain efficient data storage and
retrieval within Salesforce.

18. Knowledge Base: Create a knowledge base in Salesforce to provide Techi Tales'
clients with self-help resources and FAQs.

19. Customer Surveys: Use Salesforce to design and send automated customer
satisfaction surveys after case resolution.

20. Integration with Techi Tales Systems: Integrate Salesforce with other systems used
by Techi Tales, such as their healthcare records system, to ensure seamless data flow
and accessibility.
These scenarios demonstrate how Salesforce can address various aspects of the Techi
Tales Salesforce Implementation project, from case management to data security and
client communication. Tailoring Salesforce to specific project requirements can greatly
enhance efficiency and customer satisfaction.

Project Conclusion: Techi Tales Salesforce

Implementation
The Techi Tales Salesforce Implementation project has been successfully concluded,
marking a significant milestone in transitioning Techi Tales from Lotus Notes to
Salesforce. This project, spearheaded by the Salesforce Admin and supported by a
dedicated team, has brought about transformative changes in how Techi Tales manages
its customer requests and data.

Key Achievements:

Certainly, here are the project highlights in a bulleted list format without side headings:

● Meticulous data migration from Lotus Notes to Salesforce, maintaining integrity

and accuracy.
● Creation of custom objects and fields for General, Private, and Restricted
Requests, tailored to Techi Tales' needs.
● Implementation of workflow automation for timely email notifications on case
updates and assignments.
● Establishment of robust data security using Salesforce's Organization-Wide
Defaults and precise sharing rules to meet healthcare industry standards.
● Comprehensive user training to empower Techi Tales staff for effective
Salesforce usage in case management, data entry, and reporting.
● Seamless integration with Techi Tales' email system, ensuring automatic tracking
of customer request emails.
● Development of custom reports and dashboards for real-time insights, facilitating
data-driven decisions.
 ● Utilization of 10 built-in email templates in Salesforce for consistent and
professional client communication.
● Stringent data security measures guaranteeing the confidentiality of client
information, accessible only by authorized personnel.
● Configuration of Salesforce for mobile access, enabling efficient case
management on the go.

Conclusion:

As the project concludes, it is crucial to maintain regular monitoring and support to

address any issues or enhancements that may arise during the initial phase of
Salesforce usage. Continued collaboration between the project team and Techi Tales
staff will be pivotal in sustaining the project's success and realizing its long-term
benefits.

This project exemplifies the power of Salesforce in streamlining processes, enhancing

data management, and improving customer service in the healthcare industry. It serves
as a testament to the importance of leveraging technology to meet the evolving needs
of clients and to maintain data integrity and security in healthcare data management.

Thank you
Thank you for reviewing this project. If you would
like to provide feedback, engage in a discussion,
or request more projects, please feel free to
connect with me.
Salesforce Project Implementation

Record TypesCreation:

Record Type Description

Designed for routine requests with non-sensitive data. Provides a user-friendly
interface for standard inquiries and common requests. It offers easy access to
General relevant fields, creating a straightforward user experience, and is ideal for efficiently
Request managing general inquiries.
Tailored for requests involving sensitive or private information. This layout
implements enhanced security measures to safeguard data confidentiality. Access is
restricted to authorized users and includes fields specific to private requests,
Private ensuring that only approved personnel can access and edit this information. It's the
Request go-to choice for maintaining data privacy.
The most secure layout for handling highly confidential or restricted information.
Access is strictly controlled and limited to individuals with the highest clearance or
specific roles. It features the highest level of security settings and privacy measures
Restricted and includes fields with the utmost confidentiality, ensuring robust data protection for
Request the most sensitive requests.

Custom Objects and Fields Creation:

Custom Field Data

Object Description Fields Types Field description
● Name of the
patient.
● Detailed
medical
history and
● Text conditions.
● Text ● Phone
Area number and
● Patient Name ● Phone/ email for
● Medical History Email communicati
● Contact Details ● Relate on.
Patient Comprehensive patient ● Treatment Plans d List ● Links to
Records information and history. ● Admission Date ● Date associated
 treatment
plans.
● Date of
admission to
the
healthcare f
● Date and
time of the
appointment.
● Link to the
healthcare
provider
assigned.
● Link to the
patient with
the
appointment.
● Type of
appointment,
● Appointment e.g.,
Date check-up,
● Healthcare ● Date/Ti consultation.
Provider me ● Location or
● Patient Name ● Lookup clinic where
Scheduling and ● Appointment ● Lookup the
Medical management of patient Type ● Picklist appointment
Appointments appointments. ● Location ● Text is held.
● Name of the
prescribed
medication.
● Recommend
ed dosage
and
instructions.
● Date when
the
prescription
was issued.
● Link to the
● Medication prescribing
Name healthcare
● Dosage provider.
● Prescription ● Text ● Link to the
Date ● Text patient for
Tracking prescribed ● Healthcare ● Date whom the
medications and Provider ● Lookup medication is
Prescriptions dosages. ● Patient Name ● Lookup prescribed.

● Claim Number ● Text ● Unique

● Claim Status ● Picklist identification
Insurance Data related to insurance ● Claim Date ● Date for the
Claims claims and billing. ● Amount Claimed ● Curren insurance
 ● Documents cy claim.
● File ● Current
status of the
insurance
claim.
● Date when
the claim was
filed.
● The total
amount
claimed for
reimburseme
nt.
● Attachments
of relevant
documents
for the claim.
● Name of the
healthcare
provider.
● Specializatio
n or medical
field of the
provider.
● Contact
information
for the
provider.
● Text ● Details about
● Picklist the provider's
● Provider Name ● Phone/ qualifications.
● Specialty Email ● License
● Contact Details ● Text number or
Healthcare Information about ● Qualifications Area credentials of
Providers healthcare professionals. ● Medical License ● Text the provider.
● Name of the
healthcare
facility.
● Physical
address or
location of
the facility.
● List of
● Text medical
● Text services
● Text offered at the
● Facility Name Area facility.
● Location ● Text ● Inventory of
● Services Offered Area medical
Medical Details about healthcare ● Equipment ● Phone/ equipment
Facilities facilities. ● Contact Details Email and
 resources.
● Contact
information
for the facility.
● Name or title
of the
treatment
plan.
● Detailed
diagnosis
and medical
conditions.
● List of
medical
procedures in
the treatment
plan.
● Anticipated
● Text results and
● Plan Name ● Text recovery
● Diagnosis Area expectations.
● Procedures ● Text ● Link to the
● Expected Area healthcare
Managing patient Outcomes ● Text provider
Treatment treatment plans and ● Assigned Area managing the
Plans procedures. Provider ● Lookup plan.
● Unique
identification
for the
invoice.
● Date when
the invoice is
issued.
● Total amount
to be billed
for services.
● Status of
payment,
e.g., paid,
● Text pending,
● Invoice Number ● Date overdue.
● Invoice Date ● Curren ● Method used
● Billing Amount cy for payment,
Billing and Management of patient ● Payment Status ● Picklist e.g., cash,
Invoicing billing and invoices. ● Payment Method ● Picklist credit card.
● Feedback Date ● Date ● Date when
● Patient Name ● Lookup the feedback
● Feedback Type ● Picklist is submitted.
Gathering patient ● Comments ● Text ● Link to the
Patient feedback and ● Satisfaction Area patient
Feedback satisfaction data. Rating ● Numbe providing the
 r feedback.
● Type of
feedback,
e.g.,
suggestion,
complaint.
● Detailed
comments
and feedback
from the
patient.
● Rating
indicating the
level of
satisfaction.
● Name or title
of the
healthcare
regulation.
● Status of
compliance,
e.g.,
compliant,
non-complian
t.
● Date when
compliance is
verified.
● Regulation ● Attachments
Name of documents
● Compliance proving
Status compliance.
● Compliance ● Text ● Entity or
Date ● Picklist individual
Tracking compliance ● Documents ● Date responsible
Regulatory with healthcare ● Responsible ● File for
Compliance regulations. Party ● Text compliance.
Salesforce Project Implementation Part 3

Ticket Task Description Details/Instructions Solution Design

Define fields and data

types. Ensure
relationships. Consider
Custom Object Fields: Allergen Name,
validation rules.
Creation - Patient Reaction, Severity, Date
1 Allergies Diagnosed

Integrate the new field

seamlessly. Ensure a
clean and intuitive
Record Type
layout. Communicate
Enhancement - Add a new field: Years of
changes.
Healthcare Experience. Adjust layout
2 Provider for improved visibility.

Define workflow rules

and criteria. Set up
Workflow Trigger reminder email to
email templates. Test
Automation - patients based on
thoroughly.
Prescription Refill Prescription Date and
3 Reminders predefined intervals.

Choose relevant report

Dashboard
types. Visualize data
Creation - Patient Metrics: Appointment
in charts. Share with
Engagement attendance, Feedback
stakeholders.
4 Metrics submissions
 Document current
security settings.
Implement
Security Review - Verify access controls and
adjustments. Perform
Restricted permissions. Ensure
thorough testing.
Request Record compliance with data
5 Type protection standards.

Define integration
points. Implement
error handling.
Update Billing Amount
Communicate
Integration - based on patient records.
changes.
Patient Records Ensure real-time
6 and Billing synchronization.

Define valid
appointment types.
Create validation
Ensure only valid
rules. Test with
appointment types are
different scenarios.
Validation Rules - selected. Display relevant
7 Appointment Type error messages.

Plan data extraction.

Migrate data from the
Cleanse and transform
legacy system to
data. Perform a test
Data Migration - Salesforce (Patient Names,
migration.
Legacy Patient Medical History, Contact
8 Records Details).

Conduct user training for Prepare training

the new Feedback module. materials. Schedule
User Training - Provide an overview. interactive sessions.
9 Feedback Module Address questions.
 Gather feedback for
improvement.

Evaluate existing
components. Adjust
page layouts and
Performance
filters. Test
Optimization -
performance before
Healthcare Optimize Healthcare
and after.
Providers List Providers list view for
10 View better performance.

Explanations And Solutions:

Ticket 1 : Custom Object Creation - Patient Allergies

Overview:

This custom object will be used to track patient allergies, including the allergen
name, reaction, severity, and date diagnosed. It will be related to the Patient object
to associate allergies with specific patients.

Fields:

● Allergen Name (text field, required, unique)

● Reaction (picklist field, required, options: Mild, Moderate, Severe)
● Severity (picklist field, required, options: Low, Medium, High)
● Date Diagnosed (date field, required)

Relationships:
 ● Patient (lookup or master-detail relationship)

Validation Rules:

● Allergen Name must be unique.

● Date Diagnosed must be in the past or present.
● Severity must be less than or equal to Reaction.

Additional Considerations:

● Consider using record types to differentiate between different types of

allergies, such as food allergies, medication allergies, and environmental
allergies.
● Customize the page layouts to display the most relevant information for each
user type.
● Adjust field-level security settings to control who can view or edit sensitive
information.
● Create a workflow to notify relevant stakeholders when a new allergy is
recorded.

Ticket 2: Record Type Enhancement - Healthcare Provider:

Objective: To enhance the Healthcare Provider record type by adding a new field for
"Years of Experience" and adjusting the page layout for improved visibility and
usability.

Tasks:

1. Create a new custom field named "Years of Experience"

○ Define the field type as a number
○ Consider setting default values or constraints
2. Update the Healthcare Provider page layout
○ Place the new "Years of Experience" field prominently on the layout
○ Consider grouping related fields together
 3. Integrate the new field seamlessly
○ Update any existing automation or workflows to incorporate the new
field
4. Ensure a clean and intuitive layout
○ Remove any unnecessary fields or clutter
○ Test the layout to ensure it's user-friendly
5. Communicate the changes to relevant stakeholders
○ Emphasize the benefits of the new field, such as providing more insight
into the expertise of healthcare providers
○ Offer training or documentation to assist users in adapting to the
changes

Ticket 3: Enhance Patient Care with Automated

Prescription Refill Reminders

Automate prescription refill reminders in Salesforce and streamline patient

communication, ensuring they receive timely reminders to replenish their
medications.

Seamless Workflow for Timely Refill Reminders

1. Workflow Name: Refill Reminder Workflow
2. Object: Prescription (or relevant object)
3. Evaluation Criteria: Evaluate the rule when a record is created or edited.

Trigger-Based Criteria:**
● Criteria: Prescription Date + Predefined Interval (e.g., 30 days before)

Immediate Workflow Actions:**

1. Email Alert:
○ Email Template: Choose or create a refill reminder template
○ Recipient Type: Patient's email from the Patient record
○ Additional Emails: Include healthcare providers for notification (if
needed)
Advantages of This Setup:**
● Immediate Workflow: Promptly triggers emails based on predefined criteria
● Email Template: Ensures consistent and professional messaging
● Recipient Type: Dynamically pulls patient's email from their record

Example:**

Arjun's prescription is due for a refill in 30 days. The workflow system automatically
sends him an email reminder, ensuring he renews his prescription before it runs out.

Ticket 4: Unveiling Patient Engagement Insights with a

Salesforce Dashboard

Objective: Craft a Salesforce dashboard to effectively track and visualize patient

engagement metrics, enabling data-driven decision-making to enhance patient care
and improve satisfaction.

Metrics:

1. Appointment Attendance: Monitor the frequency and consistency of patient

appointments.
2. Feedback Submissions: Gauge patient sentiment and identify areas for
improvement by analyzing feedback submissions.

Report Types:

1. Appointment Attendance:
○ Tabular Report: Display a detailed list of appointments, including date,
time, patient name, and attendance status.
○ Summary Report: Provide a high-level overview of appointment
attendance trends using a count of appointments by date.
2. Feedback Submissions:
○ Tabular Report: Showcase individual feedback submissions, including
date, patient name, and feedback content.
 ○ Pie Chart: Visually represent feedback sentiment (Positive, Neutral,
Negative) to gain a quick understanding of patient satisfaction levels.

Dashboard Components:

1. Interactive Bar Chart: Visualize appointment attendance trends over time,

enabling easy identification of patterns and fluctuations.
2. Top Feedback Submissions Table: Highlight the five most recent or significant
feedback submissions, providing detailed insights into patient concerns and
suggestions.
3. Overall Engagement Gauge: Incorporate a gauge or metric component to
summarize overall patient engagement, offering a quick assessment of patient
satisfaction.

Significance of This Configuration:

● Interactive Bar Chart: Offers a dynamic and engaging way to visualize

appointment trends, allowing for deeper exploration of patterns.
● Pie Chart: Provides a clear and concise representation of feedback sentiment,
enabling quick identification of areas requiring attention.
● Top Feedback Submissions Table: Focuses on the most impactful feedback,
providing valuable insights into patient concerns and suggestions.
● Overall Engagement Gauge: Offers a summarized view of patient
engagement, allowing for quick identification of trends or anomalies.

Example:

Techie Tales healthcare provider, regularly checks the patient engagement

dashboard to monitor appointment attendance trends, identify any potential issues,
and address patient concerns raised through feedback submissions. This
data-driven approach enables Dr. Reddy to provide proactive care and enhance
patient satisfaction.
Ticket 5: Fortifying Security for Restricted Request Record
Type in Salesforce

Objective: Enhance security measures for the Restricted Request Record Type in
Salesforce, ensuring that only authorized personnel have access to sensitive
information.

Current Security Settings:

1. Object Permissions:
○ Verify that only the required profiles or permission sets possess read
and edit access for records with the Restricted Request Record Type.
2. Field-Level Security:
○ Ascertain whether sensitive fields (if applicable) are concealed or
read-only for users who lack access privileges.
3. Record Type Assignments:
○ Confirm that the Restricted Request Record Type is exclusively
assigned to the appropriate profiles or permission sets.
4. Sharing Rules or Manual Sharing:
○ Scrutinize and modify sharing rules or manual sharing settings to
restrict access to the records.
5. Validation Rules:
○ Implement validation rules, if necessary, to enforce data integrity based
on the record type.

Rationale for This Configuration:

● Object Permissions: Safeguards the entire object from unauthorized access.

● Field-Level Security: Provides an additional layer of protection for sensitive
data.
● Record Type Assignments: Guarantees that only authorized users interact
with the Restricted Request Record Type.
Real-World Scenario:

Consider a sensitive project marked with the Restricted Request Record Type.
Access should be restricted to the project manager and a select group of
stakeholders. Robust security measures ensure confidentiality.

For More Project Related Details please Contact me

Linkedin: https://www.linkedin.com/in/avinash-varikuti/

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83202
Salesforce Project Implementation Part
4 (Final Part Deployment)

Ticket Task Description Details/Instructions

Conduct thorough testing in the sandbox environment.

Unit testing, integration testing, and system testing.
Sandbox Testing - Full Ensure all features work cohesively. Identify and resolve
11 System Check issues promptly.

Engage stakeholders in UAT to validate system

User Acceptance Testing functionality. Provide stakeholders with test scenarios.
(UAT) - Stakeholder Gather feedback on user experience. Ensure alignment
12 Involvement with initial project goals.

Plan the deployment process to minimize downtime.

Schedule deployment during low-usage periods.
Deployment Plan - Minimize Communicate downtime expectations to users. Backup
13 Downtime critical data before deployment. Prepare a rollback plan.

Provide support post-deployment to ensure a smooth

transition. Address user queries and concerns promptly.
Monitor system performance. Conduct follow-up training
Post-Deployment Support - if necessary. Establish a feedback loop for continuous
14 Smooth Transition improvement.

Create comprehensive documentation for knowledge

transfer. User manuals for new features, technical
Documentation - Knowledge documentation for administrators, troubleshooting guides.
15 Transfer Ensure documentation is easily accessible to all users.
Ticket 11:

Solution Design: Sandbox Testing in Workbench

#Objective:

Conduct thorough testing in the sandbox environment, covering unit testing, integration
testing, and system testing. Ensure all features work cohesively and identify/resolve
issues promptly. Here I am using Example as a Work bench for deployment tool.

#Steps:

1. Log in to Workbench:

- Open Workbench in your web browser.

- Choose the appropriate environment (sandbox) and log in with your Salesforce
credentials.

2. Unit Testing (Queries and Data Manipulation):

- Leverage Workbench's query tool to perform unit testing.

- Write and execute SOQL queries to verify individual components.

- Use data manipulation tools to insert, update, or delete records as needed.

3. Integration Testing (API Testing):

- Use the REST Explorer or REST API tools in Workbench.

- Simulate integration scenarios by sending requests to your Salesforce APIs.

- Check data consistency and correctness after integration actions.

4. System Testing (Queries and Logs):

- Conduct broader system testing using complex queries.

 - Analyze logs and debug logs using Workbench to identify issues.

- Ensure that data flows correctly across various components.

5. Automation Considerations (Partial):

- While Workbench isn't designed for full automation, you might consider simple
automation using the REST API.

- For example, automate repetitive tasks or queries to speed up the testing process.

- Logs and Debugging:

- Use Workbench's logs and debugging tools to identify issues.

- Pay attention to error messages and unexpected behavior.

6. - Data Manipulation:

- Perform data manipulation tasks to simulate real-world scenarios.

- Ensure that data changes as expected when interacting with different components.

#Note:

While Workbench can assist in parts of the testing process, it's essential to complement
this with dedicated testing tools and methodologies for a comprehensive testing
strategy.

#Outcome:

Thoroughly tested and verified features in the sandbox environment, identifying and
resolving issues promptly to ensure a cohesive and reliable system.
Keep in mind that for more extensive testing, you might want to explore tools like
Salesforce DX, Apex testing frameworks, or external testing suites that are specifically
designed for comprehensive testing scenarios.

Ticket 12:

Solution Design: User Acceptance Testing (UAT) in Workbench

Objective:

Engage stakeholders in UAT to validate system functionality. Provide stakeholders with

test scenarios. Gather feedback on user experience. Ensure alignment with initial
project goals.

Steps:

1. Log in to Workbench:

- Open Workbench in your web browser.

- Choose the appropriate environment (sandbox or production) and log in with your
Salesforce credentials.

2. Query and Validate Data:

- Stakeholders can use Workbench's query tool to retrieve and review data.

- Test scenarios related to specific records or data points to ensure accuracy.

3. API Testing for Functionality:

- Leverage Workbench's REST Explorer or REST API tools for functional testing.

- Stakeholders can simulate specific actions by sending requests to Salesforce APIs.

- Validate that API responses match the expected behavior.

4. Scenario-Based Testing:
 - Define specific scenarios that stakeholders should test.

- For example, simulate the process of creating a new record, updating existing data,
or testing specific features.

5. Data Validation and Integrity:

- Ensure that stakeholders validate data integrity after performing specific actions.

- Check for consistency in data across related objects or modules.

6. Feedback Gathering:

- Stakeholders can use Workbench's data manipulation tools to insert or update

records.

- Encourage stakeholders to provide feedback on any unexpected behavior or issues

encountered during their testing.

#### Tips:

- Test Scenarios:

- Define clear test scenarios covering various aspects of system functionality.

- Include scenarios that align with initial project goals and user expectations.

- API Requests:

- Provide stakeholders with specific API requests to test certain functionalities.

- Validate that the responses meet the expected criteria.

- Data Consistency:

- Emphasize the importance of checking data consistency across different

components.
 - Ensure that updates in one part of the system reflect appropriately in related areas.

#### Outcome:

Stakeholders actively engage in UAT, testing predefined scenarios, providing feedback

on user experience, and validating system functionality. Identified issues or
discrepancies are documented for resolution.

#### Note:

While Workbench can simulate certain aspects of UAT, for a more comprehensive UAT
experience, consider leveraging dedicated testing tools or environments that provide a
user interface for stakeholders to interact with the system more intuitively. Additionally,
communication and collaboration with stakeholders throughout the UAT process are
crucial for gathering valuable feedback.

Ticket 13:

Solution Design: Deployment Plan in Workbench

# Objective:

Plan the deployment process to minimize downtime. Schedule deployment during

low-usage periods. Communicate downtime expectations to users. Backup critical data
before deployment. Prepare a rollback plan.

# Steps:

1. Identify Low-Usage Periods:

- Use Workbench to query historical usage data.

- Identify periods of low user activity (typically outside business hours) for deployment
scheduling.

2. Communicate Downtime:
 - Leverage Workbench's communication tools for simple notifications.

- Inform users in advance about the planned downtime through email or

announcements.

3. Data Backup:

- Use Workbench's data manipulation tools to export critical data.

- Ensure that essential records, configurations, and settings are backed up before
deployment.

4. Rollback Plan:

- Create a rollback plan detailing steps to revert changes if issues arise.

- Document specific tasks in Workbench that can aid in a rollback, such as restoring
backed-up data.

# Tips:

- Downtime Communication:

- Clearly communicate the downtime schedule, duration, and purpose to users.

- Provide contact information for support during the downtime.

- Data Backup Best Practices:

- Export data in a structured format (CSV, Excel) using Workbench.

- Verify the integrity of backup files before proceeding with deployment.

- Rollback Testing:

- In Workbench, simulate a rollback by using previously backed-up data.

- Confirm that the rollback process is feasible and does not introduce additional issues.
# Outcome:

A well-planned deployment schedule during low-usage periods, effective

communication to users about downtime, critical data backed up using Workbench, and
a documented rollback plan to ensure minimal disruptions during the deployment
process.

# Note:

While Workbench assists in data-related tasks, the actual deployment process of

metadata changes (Apex classes, Visualforce pages, etc.) is typically done using tools
like Salesforce CLI, Change Sets, or the Metadata API. Ensure that these tools are part
of your comprehensive deployment strategy.

Post-deployment support is critical for ensuring a smooth transition and addressing any
issues that may arise after implementing changes. While Workbench is more focused
on data-related tasks, you can still use it for monitoring and basic support tasks. Here's
a guide on how you might approach post-deployment support using Workbench:

Ticket 14:

Solution Design: Post-Deployment Support in Workbench

# Objective:

Provide support post-deployment to ensure a smooth transition. Address user queries

and concerns promptly. Monitor system performance. Conduct follow-up training if
necessary. Establish a feedback loop for continuous improvement.

# Steps:

1. User Queries and Concerns:

- Use Workbench to query and review user-related data.

 - Address user queries and concerns promptly through communication tools in
Workbench.

2. Monitoring System Performance:

- Leverage Workbench's logs and queries for monitoring.

- Regularly check system logs for any errors or anomalies.

- Monitor query performance and identify potential bottlenecks.

3. Follow-Up Training:

- Use Workbench to create and share training materials.

- Conduct follow-up training sessions on specific features or changes.

- Address any user issues identified during training.

4. Feedback Loop:

- Utilize Workbench's communication tools for feedback gathering.

- Encourage users to provide feedback on their experiences.

- Document and analyze feedback for continuous improvement.

# Tips:

- User Communication:

- Leverage Workbench's communication tools for sending announcements or updates.

- Provide clear channels for users to report issues or ask questions.

- Performance Monitoring:

- Set up scheduled queries in Workbench to monitor key performance indicators.

 - Identify and address any performance issues promptly.

- Training Materials:

- Use Workbench to create and share documents or training materials.

- Include step-by-step guides or FAQs for common user issues.

# Outcome:

Effective post-deployment support using Workbench, including prompt resolution of user

queries, continuous monitoring of system performance, targeted follow-up training, and
a feedback loop for ongoing improvement.

# Note:

While Workbench provides some support capabilities, consider complementing it with

additional tools or systems designed for comprehensive support and monitoring, such
as Salesforce's native monitoring tools or third-party solutions.

Communication and responsiveness are key during the post-deployment phase.

Conclusion:

Embarking on a Salesforce deployment journey requires meticulous planning, strategic

execution, and robust post-deployment support. In this comprehensive solution design,
we've outlined a roadmap tailored for your unique profile and project goals.

Sandbox Testing: Workbench serves as a versatile tool for unit, integration, and
system testing. Leveraging its querying and data manipulation capabilities ensures a
thorough evaluation of your system's features, promptly addressing any identified
issues.
User Acceptance Testing (UAT): While Workbench isn't a dedicated UAT tool, it can
simulate certain scenarios and validate data. Stakeholders can actively engage in UAT,
testing predefined scenarios and providing valuable feedback to align the system with
initial project goals.

Deployment Plan - Minimize Downtime: Workbench plays a role in the deployment

plan by aiding in data backups and querying historical usage data. The plan focuses on
scheduling deployments during low-usage periods, communicating downtime effectively,
and preparing a comprehensive rollback plan.

Post-Deployment Support - Smooth Transition: In the post-deployment phase,

Workbench facilitates user query resolution, system performance monitoring, and
follow-up training sessions. Establishing a feedback loop using Workbench's
communication tools ensures continuous improvement.

In conclusion, this solution design encapsulates a holistic approach to your Salesforce

project, acknowledging the nuanced interplay between planning, testing, deployment,
and ongoing support. While Workbench serves as a valuable companion, remember to
complement its capabilities with other specialized tools when needed.

As you navigate the deployment landscape, stay agile, responsive, and attuned to the
evolving needs of your Salesforce ecosystem. The success of your project lies not just
in the technology but in the seamless fusion of technology with human-centric practices.

May your Salesforce journey be marked by innovation, collaboration, and a relentless

pursuit of excellence.

🚀 Happy Deploying! 🌐

Feel Free To Contact Me