Customizing Your Jobscience

Gareth Rogan Tips & Tricks

Salesforce allows for very easy customizations. This is one huge advantage Jobscience has over other recruitment software systems. Custom fields, validation rules, workflows, as well as “Processes” and “Flows” are all available in a non-code, point and click interface.

As an implementation consultant with Jobscience, I get all sorts of requests during the initial setup and over the years I have learned what is good practice and what is not. It is very easy to “over engineer” your Jobscience system making it cumbersome and difficult to use for both users and administrators. Pay attention to the following details to avoid these problems.

When thinking about creating new fields, make sure that there is not already an existing standard (or even custom) field that could be used instead. Although you do not need to show all fields on the screens to the user, any fields that the user has access to will be seen when creating list views or reports. It can be very frustrating to find two fields with similar (or the same) field names because then you must try to figure out which one to use!

Another thing to do is not to go overboard on mandatory fields. Data Quality is important but so is understanding the user experience. It is possible to use validation rules in place of mandatory fields in some cases. For example, making one form of contact (phone, mobile or email) required on a client contact.

Likewise, don’t go overboard on the validation rules. Whenever possible make sure your error messages are clear. If you have a lot of validation rules, you might consider providing an error code in the message. It will make troubleshooting the specific issue so much easier.

Workflows are a really powerful feature (especially if you are using them to send outbound emails) but it also needs to be treated with care. I like to phase rollouts of workflow rules during implementation as I think it is better suited for the users to understand the process manually first. Once the users are happy with the process then you can automate without confusion. This is also really good for user adoption as there is a continuous improvement to the system and processes.

Process Builder is very powerful as it allows more function than the standard Salesforce workflows. You can automate the creation of records, mass updates on related objects and post custom updates to Salesforce Chatter. When you bundle the Process Builder jobs with “Flows”, you can add custom roll up summaries on non-parent child relationships without the need for custom code. However, be careful of the error messaging from Process Builder jobs as it is not very user-friendly so you need to test your Process Builder jobs thoroughly prior to launch.

If managed well, customization of Jobscience on the Salesforce platform will make your users happy, keep the system running, and improve your company productivity.

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