Overview
Salesforce is a CRM system that is used across the Heritage College to track data for applicants, students, community healthy programs, and employees. This is a quick start guide with a brief overview of how to access and navigate through Salesforce. Due to access level you may not have access to all of the items shown below. If you have questions, please reach out to hcomtech@ohio.edu. For more detailed information and instructions, please visit the Salesforce folder in Knowledge Base.
Accessing Salesforce and Logging In
If you don't already have access to Salesforce, please submit a ticket to hcomtech@ohio.edu requesting access. If possible please let us know of a similar user that your access should mirror.
The link to access Salesforce for HCOM employees is https://ouhcom.my.salesforce.com/. You will need your OHIO ID and Password to log in.
Navigating the Homepage
Salesforce uses different "apps" to store information for different departments across the college. You will likely not have access to all of the apps, just the ones you need.
Our apps include:
- HCOM Admissions
- HCOM Community Health Programs
- HCOM Faculty
- HCOM Human Resources
- HCOM Preceptors
- HCOM Students
In the examples listed below, we are in the "HCOM Students" app. To navigate between apps - select the waffle directly to the left of "HCOM Students".
From this homepage you can:
- Search for students in the search bar
- View additional objects such as Leave of Absence Requests, Enrollment Records, and CSPs.
- View existing reports
- View existing dashboards
Additional options are available on the additional tabs highlighted below.
List Views
When selecting an object, for example Contacts, you will be redirected to a list of "Recent Contacts" - these are contacts that you specifically have recently viewed.
You also have the option to select the arrow to the right of "Recently Viewed" and select a different list views of Contacts that have already been created.
If one doesn't exist, you can create a new list view by selecting the small "gear" icon and selecting "new" or "clone" .
From there you'll be able to select filters for the contacts you want it to pull based on fields and select the data you want to see by selecting the columns.
Reports
Reports differ from List Views because they can pull data from different objects, for example, Contacts with Leave of Absence Requests. Reports can also be exported as Excel and CSV files, whereas list views can not.
When you click the Reports tab, you'll be brought to a List View of your "Recent" reports. Along the left-hand side you'll see additional types of reports such as;
- Created by Me
- Private Reports
- Public Reports
- All Reports
Reports can also be organized in Folders and you can "Favorite" folders and specific reports for quick access. To "Favorite" a report select the dropdown arrow all the way to the right of the report row and select "Favorite".
To search for a report, start typing part of the report name in the search bar. Just make sure you've selected "All Reports" along the left side panel first.
To learn more about making new reports, please see our "How to Make Reports in Salesforce" article in the Salesforce folder of Knowledge Base.
Dashboards
You can use reports to build Dashboards in Salesforce to display your data as graphs and charts. Dashboards are organized similarly to reports. You can view and search for existing ones, or create your own. To learn how to make new Dashboards, please see our "How to Make a Dashboard in Salesforce" article in the Salesforce folder of Knowledge Base.
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