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3 - Data Modeling and Management

17. Creating a Currency Field

So now we're going to get into creating a currency field. So I'm on an opportunity record here in Lightning Experience for this particular lecture to begin with, at the very least to show you an example of a currency field from the front end and how it looks. You can see the dollar amount here. My default currency is US dollars. And in the next lecture, I'm going to walk you through how to enable multi-currency in your own organization.

But I want to start this off by showing you the currency field, what it looks like, and how it's formatted. And then we're going to create a currency field of our own, but we're not going to do it on an opportunity record. We're going to go into our custom production object. And, as you recall, we've got our productions here and we've got The Wizard of Oz. And so we've got a few details, but we don't have any sort of currency listed here. And so one thing that's available when you're looking into the history of movies is the projected or estimated budget for what it took in order to create this film, for instance.

So I'm going to add a currency field called "estimated budget" to the production custom object. To do that, we need to get to the object manager from Set Up by clicking on the objects and fields, then selecting Object Manager, and then selecting the Production custom object. And so we've got our fields and relationships for the various fields that we've created, and then the standard ones as well. So we want to create a new custom field.

And once again, I'm doing some of these from the Lightning Experience. Another one is in salesforce. Classic. There isn't much rhyme or reason to this in terms of how you can do these different types of fields from either interface. But I wanted to get you comfortable with moving back and forth between the two interfaces and seeing how they behave. And then as well, I'm jumping across different standard objects such as accounts and cases and showing you opportunities. That's a common way to find a currency field because opportunities deal with revenue and currency numbers.

And so now I don't want to introduce additional currency fields to an opportunity because that could be potentially confusing. So we'll start flushing out our IMDb clone app a little bit more because we'll be doing this Estimated Budget field. So I'm scrolling down and I find the currency field type, and then I'm going to click next and I'm going to give this a label of "Estimated Budget." Currently, the top-of-the-line films are getting over $100 million. Some of them have budgets of $200 million or more. That is a total of nine characters. So let's allow for growth and inflation into the future, and let's allow for a length of ten in case there ends up being a film that has a budget of a billion dollars. I imagine we will get to that point sooner rather than later, the way things are going. And then you can enter a description or help text. You can make this a required field. I don't think we'll do that. And we'll leave the default value blank and click next. As a result, we'll just leave these as the default for which profiles this particular field is visible in. To and we're going to make it editable bynot checking the readonly checkbox and clicking next. And then we're going to add this to the production layout, page layout, and click Save.

So let's revisit the Wizard of Oz. I don't think we're in Kansas anymore. Toto As a result, you will encounter inconsistencies between the Lighting Experience and Salesforce Classic. As you can see, the estimated budget is not present in the lighting experience, at least in the display. And so if I click edit, you do see the estimated budget. And so we're going to enter in an amount and see if it will show up once we save the details. So I have no idea how much it cost to create the vault. So I'm going to say $100,000.

That may be low or high based on that time frame, but I've saved it. And so now the screen refreshes to show the estimated budget. So the fields' enlightening experiences are dynamic in nature. If they are blank, Salesforce will frequently hide them. I'm not sure how to feel about that because I understand the concept that they're only willing to show relevant data to the end user. But then, if the user can't see the "estimated budget" field, how do they know that they need to enter it?

For instance, I guess that would be the use case for making that field required. But there may be instances where you don't want to make a field required, but you want to at least make it visible so that they know that there's no data populated. So I'd love to hear from someone at Salesforce as to why they've made that design choice. And it probably has to do with user friendliness and real estate. So it is what it is. And so in the next lecture, we're going to enable multi-currency in our Salesforce organisation and address the nuances of that and how that then looks in Salesforce as you deal with conversion rates as well. So stay tuned.

18. Enabling Multi-Currency in Your Org

So now that we've created a currency field, it's time to learn how to enable multicurrency in your own Salesforce organization. And so I am enlightened by my experience on the setup home page. So, if I search for company information, the most important thing to remember here is the location where you go to multi-currency in you. org is under the Company Information page, and this is where it shows such things as your default language and time zone.

But I want to highlight that my currency locale is set to English and US dollars. To either change your currency locale or enable multi-currency in your organization, click Edit from Company Information. And then, if you scroll down under Currency Settings, you could just change your currency locale to some other currency. And there are a lot of them supported here, as you can tell. As a result, I'm going to leave mine for US dollars. I'd also like to enable Allow Support for multiple currencies. Now, if I hover over this informational box, I want to read this to you because there are some implications here around this.

So selecting this option is the first step in enabling multiple currencies for your organization. To complete the process, contact your Salesforce representative to determine the best time for multiple currencies to be enabled. Once scheduled, the process will be completed by Salesforce Customer Support. The currency selected as your currency locale will become your corporate currency. Now, I'm going to go ahead and attempt this. I have a feeling that Salesforce is not going to enable multiple currencies on my free Salesforce Developer account, but I'm going to test it out. At this point, I have no idea if they will follow through or if I'll be able to contact a representative to finish this. But I want to find out if they will actually do this so that you can potentially do the same. If not in this lecture, set up demo.org and show you an example of what multiple currencies look like so that you're familiar with them.

One of the main things to keep in mind, though, is that once you enable multiple currencies in an organization, there's no going back as well. So it's a decision not to be taken lightly. So I'm going to let you decide if you want to enable or try to enable and activate multiple currencies in your own organization or not. If you're in a workplace environment and try to follow along, do not activate multiple currencies. I cannot be held liable, and don't you dare blame me. You heard it here first, last, and forever. So let's move on. Let's click save. And so now I can see that "Allow support to activate multiple currencies" is checked. So, once multiple currencies are enabled, keep in mind that there will be a change on the Opportunity record.

Now, it's not been enabled yet, and I wanted to go back to the details tab and show you these currency fields. They still reflect US dollars, and once multiple currencies are enabled, you can get conversion rates as well. Here's a currency field as well. And so I'm going to stop here at this point, and I'll pick back up once I've been able to resolve whether these three developer counts can have multiple currencies enabled. And if not, I'll demonstrate the functionality, and you can just watch rather than working alongside me. So time will tell. And so I'll see you in a second.

So, in order to enable multiple currency support in my pre-developer account, I first tweeted at Ask Salesforce on Twitter, which is the online Twitter handle for Salesforce support, and asked if I could enable multiple currency support in a free developer account. I also asked if I could log a case in a free developer account because I couldn't find a way to do so. So they tweeted back in response, saying, "Yes, it can be activated," so multiple currencies can be activated in a free developer account. And they asked me to check out the article below that might help. And so I'll provide the link to this particular article in the Resources section of this lecture.

But I did respond back that yes, I saw that article, but I couldn't seem to log a case from my free developer account. So they previously responded that the multiple currencies could be activated. So now my issue was, "Okay, now how do I log a case?" And so they responded back, saying, "Hi, Mike. I would request that you call Tech Support, and they'll assist you with this." And so this link here points to a Knowledge article. And that knowledge article is knowledge article number 1000. And at least there are the phone numbers for the different areas that Salesforce provides support for. As a result, this is a very useful list for phone support that you can obtain.

You also don't have Premier Support as a free developer account. Premier Support is for enterprise-level customers that purchase Premier Support, which is an additional cost. We have to go through regular Salesforce support, which in the Americas is 1800 No Software, for free developer accounts in the US.

And so one thing I wanted to highlight is a kind of hack, if you will, as far as how to find this in the future. If you have a hard time finding the phone numbers for Salesforce support, in addition to keeping in mind the Twitter handle of Ask Salesforce on Twitter, you can actually go from your Salesforce instance and click on "Help" and navigate to the Help and Training links by clicking "Search Help and Training." So you can actually search for knowledge articles, and so on. So I'm going to search for the number 1000 and hit enter.

And as of right now, when you search for the number 1000 in Salesforce Support, the first matching result for the search of 1000 brings up this knowledge article that I was just showing you, which is the self-service support, global contact numbers, and languages. And so I will next be calling this number, and I will be logging a case. In that case, I will be basically asking them to enable multi-currency support in my Free Developer account.

Now what they're going to ask me is what's known as my.org ID and what that is. And so I'll need to give them the Salesforce organization ID. As you can see, I'm in "Company Information," and the way to get there is through "Setup," where it's under "Company Settings" and "Company Information." Or you can just do a search on the word "company." And so when I get on the phone with the service rep with Salesforce Support and ask them to enable multi-currency support and they lock the case, they will need this organisation ID.

And this is my personal.org ID for the developer account in which I'm recording these lectures. And so you notice, just as a reminder, that we previously checked to allow support for activating multiple currencies. And so I will next be calling that number, and then I'll be back on the other side to show you what multiple currencies look like in your Free Developer account. Okay, so I placed a call to Salesforce Support, as I mentioned previously, and ended up logging the case with Salesforce in order to enable multiple currencies in My.org.

And so I received this particular email back, and they're wanting me to confirm several things, the first of which is the ORG ID. And so if you go through the same process and call Support, be looking for an email much like this, and they'll ask you to confirm. So I just hit reply, and I ended up replying "yes," "confirmed," or something like that. And then I just confirmed as well that I am a system administrator authorized on behalf of my organisation to request this feature. I also confirmed that I understood that once multiple currencies are activated, they can't be deactivated.

And then there's a note here that they encourage you to test this first in a trial, demo, or sandbox. And since we're just going through a training course here, there's no problem with going ahead and activating this. Now, if you're following along in your own workplace environment, do not enable multiple currencies in that sort of environment. But if it's your own free Salesforce account, feel free to do so.

And then please confirm the date and time, including the time zone, at which you would prefer this activation to take place. And that's key because they also lock you out of the ORG while they do it. It says, "Please confirm that you consent to the lockout of this.org for a certain period of time." as described below. Also, keep in mind that these are estimates and are only indicative. So they're basically telling you that you could be locked out of your Salesforce organization for a while. And so then there's a note about activating.

Multiple currencies will stamp all existing records with one currency code. That will be the default currency stamp you have selected. This organization default can be altered after the process is complete, but it will only impact existing records if done so through record updates. And so they're asking you here, and what they're asking about is how to set your default currency, and they give you instructions on how to do that's done. So you want to make sure that before they enable multiple currencies, you set your default correctly. Also, note number seven reminds you to make sure you've enabled their salesforce support to activate multiple currencies. There was a checkbox that we showed earlier.

Basically, you're granting them the ability to do that. You're confirming that you want them to activate multiple currencies by checking the Allow support to activate multiple currencies checkbox. And then, finally, they ask you to review this article. And I think what I'll do is make a copy of this and add it as a resource in this lecture so that you can refer back to it because it might be hard to read on the screen, now that I think about it. So here's the note about the lockout period, and then you've just got to respond, and then they do it.

So I emailed back confirming all of the above, and then it was about an hour later that multiple currencies were enabled in my organization. So next, we're going to go back to Salesforce, and I'll show you what that looks like and what steps to take next. So, let's get started and look for currency, or currencies. In setup, you'll notice the term "managed currencies," which is under company settings. So if I click on Manage Currencies, I now have the ability to add additional currencies. So if I go back to the company information, we will revisit Manage Currencies momentarily. As a reminder, we checked this box to allow for the activation of multiple currencies. So let's go into currency setup from the company information screen. And so we're back on the Manage Currency screen.

And so, by default, whenever Salesforce first enables multiple currencies in your organization, what is enabled is the parenthetical currency conversion. So there are two different options. You may have noticed this button says "disabled." That's because that one is enabled. And then, if you wanted to, you could do advanced currency management, which is not enabled right now. And so for the parenthetical currency conversion, how that works is that Salesforce displays converted currency amounts to users whose personal currency is different from the currency of the record they're viewing. And the specifics of what this means are provided below. If you want further information, the converted amount appears in parentheses. If you disable this feature, currency fields display only the currency of the record.

Now, Advanced Currency Management allows you to manage dated exchange rates that map a currency conversion rate to a specific date range. So we'll be getting more into keeping your currency conversion rates up to date in the next lecture. But, for the time being, we've gotten around this by showing you how to add additional currencies to your organization. So right now we've got the default active currency of US dollars and a conversion rate of 1, etc. And whatever your default currency is, it will always have a conversion rate of 1.0. That's because that is the base default currency that you've selected, and all other conversion rates will derive from your default currency. So let's add additional currencies to our salesforce organization.

That brings up the new currency screen, and you can select a currency type from the dropdown. And here are all of the different currencies that Salesforce currently supports, which, as you can see, is a very, very extensive list. So we're going to select the British pound. And so you've got to enter a conversion rate for the corporate currency to this new currency. So, as I'm going to command-tap on my Mac here to open up Google, you can get the current US dollar to British pound conversion rate. So you see here that $1 equals 0/8 British pounds. And I'm going to put a zero.

And you're probably seeing the problem with this whole process, which is that you have to specify the conversion rate manually, and this will be out of date really quickly. For decimal places, you can enter decimal places or a number of digits to the right of the decimal point allowed when displaying data in this new currency. It must be an integer with a value between zero and six. I worked previously in a multiple currency organization, and they didn't want a decimal place and two digits afterwards. So we just entered a zero here.

But I'm going to leave this in our case for now. So you may be in an organisation that just wants rounded-off dollars, pounds, or whatever. And so you can change that to zero decimal places. And then here you can change the corporate currency, so you could select a different currency as your default currency. So if we wanted to convert from US dollars to British pounds, we could do that by clicking "Save here." And the way that I did that, once again, is I just clicked "Change Corporate" and I'm going to revert that back to US dollars, and the options are those that I've added as far as the different currencies available in my own organization. And so now I'm going to add another exchange rate or conversion rate.

So I'm going to convert US dollars to euros, and you can see it's nine. And these exchange rates are alphabetized by the three-character code. Euros, EUR, and the conversion rate was 0.9. and I'm going to click save. Let's do one more. Let's do the Indian rupee. And so for the rupee, I wanted to do one where there would be a larger amount that would be greater than one. And so the Indian rupee: it takes 66.8 Indian rupees to equal $1 at the current conversion rates as of right now. So that currency type is R for the Indian rupee. And that, once again, was 66.8. And then I'm going to click save. So now we have four different currencies in our multiple currency organization. And I've worked in an organisation that has had upwards of a dozen different exchange rates. When I first came on board on that project, they had a dozen exchange rates, but they hadn't been updated in a year and a half. So in the next lecture, I'll show you how to avoid that by keeping your currency exchange rates up to date.

19. Keep Your Currency Exchange Rates Up to Date

So I've set my default currency to British pounds. I did that by going to the setup menu and searching for users, then editing my user account. And I specified British pounds. And you notice here under the amount field that it shows US dollars and then the converted rate for British pounds. Now it shows primarily in US dollars because the default for my organization is US dollars.

So I'm giving you the experience of someone who works in a currency that isn't the default currency—what they experience. So they will still see the US dollars, but then the British pounds are parenthetically inserted. If I go to the details, you can see this spelled out a little more fully than up here because this is truncated.

Because, as you know, currency rates change daily and even throughout the day, this is the best way to keep this up to date. So if you go to set up home and search for currency again, or currencies, I should say, and select Manage Currencies, we need to enable advanced currency management, which allows you to manage data exchange rates that map the currency conversion rate to a specific date range. And so let's enable that.

And I wanted to note as well that there is a good help page that goes into the details of the advanced currency management, which is what we're getting into now, and that gives you a lot of the ins and outs of how this works. So I encourage you to look into that assistance because you may have a lot of questions about this particular lecture: what about this, what about that? And I can't really offer unlimited support for all the different scenarios that you may be facing in your own organization. So I encourage you to at least visit the online help.

But I am glad to answer questions in the Q&A section of the course as well as always. But you need to confirm the advanced currency management settings, and it's just specifying once again that you can manage date ranges for conversion rates, as well as stating what this applies to. And that would be applied to currency fields on opportunities, opportunity products, opportunity schedules, and opportunity reports. And then as well, it also applies to currency fields on quotes, quote line items, and quote reports.

And then as well, it's not applied to fields on other objects or when forecasting; converted amounts do not appear on quote PDFs or roll up summary fields. There are all sorts of other additional caveats here that I'm not going to go into, but I do want to mention that there's limited support around advanced currency management when it comes to lighting experiences. So you probably don't want to do advanced currency management if you're dealing primarily with lighting experience.

If you're still on Salesforce Classic, this is a more robust solution for you in Salesforce Classic, and eventually this will be supported by Enlightening Experience, I assume, but for now this would be more of a Salesforce Classic endeavor. And then you say, "Yes, I want to enable advanced currency management." I clicked Enable, and the screen closed. I'm pin wheeling; let me go back here, and you see now that this page isn't available in Salesforce, Lighting Experience, or Salesforce One. So advanced currency management, as I've seen previously, isn't supported in the lighting experience.

It also isn't supported in the Salesforce One mobile app. And so if you've got users using Lighting Experience or Salesforce One, you don't want to enable advanced currency management. But I wanted to go ahead and enable it to show you what it looks like because it may appear on your exam.

And so if I switch over to Salesforce Classic, So now we've got Advanced Currency Management enabled. So, if I go to the opportunity and select the one I previously visited, this is what it looks like in Salesforce Classic. And it's the same as far as the US dollar and the British pound, but if I go into setup, what I can do under currencies with Advanced Currency Management enabled is now manage dated exchange rates.

And so this gives an explanation of what these are. And basically, it's just recording a point in time based on a certain date. Here's what the conversion rate was: And so they're encouraged once again to click on this understanding of dated exchange rates.

So, check this box to avoid seeing this page again, and then click Continue. And so now we've got these date ranges. So there's a previous and next range, and right now we just have this one day. But if I want to do a new exchange rate, I could do a start rate. Let's say that I'm looking historically at the past and want to do an exchange rate for November 5 November.

And this is just hypothetical; I don't know what the exchange rates were; I'm not looking back historically, and of course, you're not going to know what the exchange rates are in the future. As a result, this would be a more backwards endeavor. and click save. And then you notice now that there's a link for the previous range.

You can click Previous Range, and that brings up the previous day and the rates. So you notice we've got the exchange rates here. and if I click Next Range, it changes. And so you can manually enter these new exchange rates. Let me go back quite a bit in time here.

I'm just going to say several months ago, and I'm going to make the numbers a lot different to make it a little more readily apparent, and I'm going to click Save. Now I can go back in time by clicking Previous Range. And so now you could enter the previous day's exchange rate or go back in time if you wanted to. Another option is to go to the App Exchange and find an app to do this on a daily basis, which is actually a better solution.

So I've worked in multiple currency organizations, including the one I mentioned earlier, where we were behind by a year and a half and they had been updated, and it only took one time manually entering them to realise I didn't want to do this every day.

And so there are several different apps here on the App Exchange that do these currency updates. Some of them are free as well, which is always good. And so one of these is the automated currency updater. And so I'm going to try this one, and I'm going to go ahead and install it.

So I'm going to log into the app exchange. So the App Exchange is a separate website, and you've got to log in using your Salesforce credentials. And once you click "get it now," then I'm going to install it in the production environment.

Normally you'd do it in the sandbox if you were, like, at your day job or whatever. But since this is a developer organization, we're just going to install in production and pretend that we read the terms and conditions. And I do encourage you to be more careful with these. I'm just flying through these for the sake of time.

And then you do have to log in again because you may want to install this in a different organisation and you may have multiple logins. So then I'm just going to click "Login." That's not my email address again. And so then I'm going to install this for all users. Installing packages for all users and then removing rights is preferable to installing for administrators only and then attempting to figure out how to open that up to all users.

Click Install. And then this package for this one in particular, which you can install or not—it doesn't matter to me—but it is pretty handy. This package may send or receive data from third-party websites. Make sure you trust these websites.

And so Heroku is actually a Salesforce company, and they use that platform for a lot of third-party integration or integration with other apps. There's also Yahoo! Finance and Salesforce. I'm not sure what app Spot is, but I'm going to go ahead and check the okay anyway, so these aren't clickable.

This is just saying that three of the five are encrypted through SSL and the other two aren't. But these are just pulling in conversion rates from these other places. And I've personally used the Yahoo Finance side of things before to do these nightly updates.

I want to grant access, so I will click Continue. And then the little circle shows that we're making progress as we're installing and granting access to all users to this app. And so you can see how Salesforce provides certain functionality out of the box. But if you want to make your life more enjoyable, You'll want to use apps from the App Exchange so you don't have to enter Exchange rates every day, which I imagine would be mind-numbingly boring. As boring as watching that thing spin around But installation is now complete. Yea. As a result, when you click "done," And so now we've got this 4G automated currency updater.

And so I'm not going to go into how to support this particular app because this course is not about one app in particular. It's getting you prepared for this certification exam. And so the main thing here is just realising that Salesforce supports multiple currencies. You can specify exchange rates manually or update them through the App Exchange.

So this would also be another possible question or scenario on the exam: given a certain scenario, what would be a good use case for using an app? And I would say that one would be what we just walked through with managing multiple currencies. So, at the very least, it keeps your currency exchange rates up to date on a daily basis. So that does help with tracking point-to-time conversion rates. And now that we're talking about dates, I think it's appropriate that we learn how to create date fields.

So I've changed my mind. I'm going to go ahead and show you how to convert this app because this is the one that I used previously. It was just named something different. And so I want to show you how to go ahead and enable and configure this particular app because I feel like it's a good one. And so click on the app menu and select S 4G Currency Updater.

And this brings you to the Currency Updater screen. It gives you an error. And so it's saying that we've not configured currency updaters. So if you scroll down and click Authenticate User, then it's just confirming that you want to allow access from this app to your Salesforce organization, which, if you're okay with that, click Allow.

I'm fine with it, but I'm going to leave that up to you. If you want to go this far into allowing access to third-party apps, One thing: anything listed in the App Exchange salesforce. From a security standpoint, I need to go in and add an end point in the remote site settings actually.So I'm going to copy this address. I'm going to go into my remote site settings.

I'm going to pop back over here, search for "remote," go into "remote site settings," and then here are a few remote site settings that have already been added through this installation of this app. So this would be a post-app process as far as getting this connected; I'm just going to give it some name and put in that URL, adding a description so that I know and remember what it's there for. And the API name needs to have no spaces, which I'm going to save. And so now I'm going to go back. So now I've got the unauthorised endpoint taken care of. It shows that the currency update is authenticated.

And here's what I really wanted to show you. Get to the point. I was showing you the frequency because you're probably wondering if you can update this hourly or even minute even. This is not intended for high-frequency exchange rate conversions.

The best you can do, even with this app, is daily. You could do it weekly or monthly. Some organisations just want to update their currency once a month. For instance, I'm going to do it daily. And then the start time And this is like military time on the hour. I'm going to say 3:00 a.m., and I'm going to click Run now and schedule it then as well. I mean, there are other things you can do as far as creating logs. and this will show you. And there's an example here of what the exchange rates were on a specific day. Also, log the errors if there are any API problems connecting with the different websites that it uses. That's through the logs, currency updater. And you can create logs here. And so now we're ready to get into the next lecture, which is creating date fields.

20. Creating Date Fields

Now we're going to create an email field, and I'm back on the campaign that I was working on previously, and I want to add an email field so that I can capture an email address related to this campaign. And so in our scenario, I'm going to add the primary email address that any campaign correspondence needs to come from.

This would be any emails that are being sent for this campaign, and we would be able to specify at the campaign level what email address we needed to use. So I'm going to click the gear icon and go to Setup, go to Objects and Fields, and Object Manager, and select Campaign. Then I choose Fields and Relationships. You're going to begin to get the gist of how to access the object manager and fields and relationships the more that we repeat this. Then I'll create a new field and choose Email as the data type from the options here. So I click that and scroll down to the bottom and click Next. I've entered a label, and I'm going to click Next, and I'm going to finish out this four-step wizard and click Save.

So now if I return to my campaign and go to the Details tab, we don't see the field until I actually enter a value. So I'm going to click Edit to edit the campaign and scroll to the bottom, and we see the primary email. So I'll just type in a bogus email address and hit Save so we can see it on the details page. And so Salesforce does validate to make sure that the email is in the form of an email like the one you are looking for. com I don't know if this is just a buggy user experience and lighting experience or not, but I've added data to the primary email address field, and it should be available for my profile, and I'm not seeing it here. I'm going to try and refresh my browser to see if that takes care of the issue. Click on Details, and you'll gather that as a developer on the Salesforce platform, sometimes you've got to figure things out.

That was one instance where that kind of threw me off, so now, with refreshing my browser, it did refresh and is now revealing the field that is then editable. I'm going to go ahead and edit this and show you what I mean by this, having some validation to make sure that it's in the form of an email address. If I click Save after removing.com, it gives me this error message saying to review the following fields, and it gives you further guidance as to the field that's giving the problem. So you'll click on it, and it'll take you to the problem area, which is convenient. It's an invalid email address, so I'm going to correct my error and click Save. So now that we know how to create an email field, we're going to get into creating a geo.

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