Ingredients

Custom Object
Process Builder
Data Loader
Reports

Department

Cross-Department

Adam Olshansky

In The Know

by Adam Olshansky

Directions

  1. Look at your project tracking spreadsheet and sketch out the project framework. For example, most projects have a project owner, stakeholders, step name, step description, deadlines, and status fields.

  2. Create a custom object and create a tab called Projects. Then add in the fields we identified from step 1. If you are new to customer objects, tabs, and fields, then check out this trail.

    Trailblazer Note

    When creating your fields, ‘Step name’ and ‘description’ should be short and long text fields respectively. ‘Deadlines’ are date fields, and I recommend creating a picklist for ‘status’ with the values “Not started”, “In Progress”, and “Completed”.

  3. If you already have a project spreadsheet, you can upload it with Data Loader. Haven’t used Data Loader before? Check out this trail. You can also manually enter the data into the fields by creating new records within the object.

  4. Now we are going to create alerts in case a step’s deadline has passed. Create a new process that triggers when the record’s due date is greater than today’s date (hint: use a formula with the now() function). For the action, choose to email the stakeholder with the message the deadline has passed.

    Trailblazer Note

    New to process builder? Try this trail. New to formulas? Try this trail.

  5. Change happens, but the project owner should be in the know. Add to your existing process to notify when something materially changes like a deadline change. Include a trigger when the record is updated and email the project owner with what changed.

  6. You can now easily create reports on the status of projects, deadlines by stakeholder, and status. For a quick status at a glance, I created a report that is grouped by ‘status’ and added a chart.

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