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Sales Productivity
Productivity tools, activities, email, and collaboration
⏱️ Estimated reading time: 18 minutes
Chapter 12.1: Email and Activities
Email and activity tools are fundamental for sales team productivity in Salesforce.
Automatically syncs emails and calendar events from Gmail/Outlook without manual user intervention. Emails are automatically related to Salesforce records.
Reusable templates with merge fields that can be used to standardize communications. Can be organized by folders and shared with the team.
| Tool | Function |
|---|---|
| Einstein Activity Capture | Auto-syncs emails and events |
| Email Templates | Reusable email templates |
| List Email | Bulk send to record list |
| Email Tracking | Know if opened/clicked |
| Salesforce Inbox | Smart email with suggestions |
Einstein Activity Capture (EAC)
Automatically syncs emails and calendar events from Gmail/Outlook without manual user intervention. Emails are automatically related to Salesforce records.
Email Templates
Reusable templates with merge fields that can be used to standardize communications. Can be organized by folders and shared with the team.
🎯 Key Points
- ✓ EAC syncs emails automatically without user action
- ✓ Email Templates support merge fields for personalization
- ✓ List Email has daily limit (configurable by admin)
- ✓ Email Tracking requires administrator activation
Chapter 12.2: Quotes
Quotes allow generating formal proposals based on Opportunities.
Quote flow:
1. Create Quote from Opportunity
2. Add Quote Line Items (inherited from Opportunity Products)
3. Configure discounts, terms, conditions
4. Generate PDF with Quote Template
5. Send to customer
6. Sync Quote: Syncs products/total with Opportunity
Allows syncing products and total amount from a Quote with the related Opportunity. Only ONE Quote can be synced at a time with an Opportunity.
Customizable PDF documents generated from Quotes. Allow including company logo, legal terms, and dynamic Quote data.
Quote flow:
1. Create Quote from Opportunity
2. Add Quote Line Items (inherited from Opportunity Products)
3. Configure discounts, terms, conditions
4. Generate PDF with Quote Template
5. Send to customer
6. Sync Quote: Syncs products/total with Opportunity
Quote Sync
Allows syncing products and total amount from a Quote with the related Opportunity. Only ONE Quote can be synced at a time with an Opportunity.
Quote Templates
Customizable PDF documents generated from Quotes. Allow including company logo, legal terms, and dynamic Quote data.
🎯 Key Points
- ✓ Quotes inherit products from the Opportunity
- ✓ Quote Sync synchronizes total and products with Opportunity
- ✓ Only ONE Quote can be synced at a time
- ✓ Quote Templates generate customizable PDFs
Chapter 12.3: Approval Processes
Approval Processes automate formal approvals needed before completing certain actions (discounts, large deals, price changes).
Entry Criteria: Defines when a record needs approval.
- Example: Discounts > 20% or Deals > $100,000
Approver Steps: Defines who must approve and in what order.
- Can be manager, specific role, or queue
- Supports multiple approval levels
Approval/Rejection Actions: Defines what happens after approving or rejecting.
- Update fields
- Send emails
- Create tasks
Record Lock: Record is automatically locked while pending approval to prevent changes.
Approval Process Components
Entry Criteria: Defines when a record needs approval.
- Example: Discounts > 20% or Deals > $100,000
Approver Steps: Defines who must approve and in what order.
- Can be manager, specific role, or queue
- Supports multiple approval levels
Approval/Rejection Actions: Defines what happens after approving or rejecting.
- Update fields
- Send emails
- Create tasks
Record Lock: Record is automatically locked while pending approval to prevent changes.
🎯 Key Points
- ✓ Approval Processes lock the record while pending
- ✓ Support multiple approval levels
- ✓ Entry Criteria determines when approval is needed
- ✓ Record Lock prevents edits during approval
Chapter 12.4: Salesforce Mobile
The Salesforce mobile app provides full CRM access from anywhere.
Compact Layouts: Control which fields display in mobile record quick view. Designed for small screens.
Mobile Actions: Customizable quick action buttons in the mobile app.
- Create records
- Update fields
- Send emails
- Log calls
Mobile Offline: Allows working without internet connection.
- Data syncs automatically when reconnecting
- Admin configures which objects and records are available offline
Mobile Publisher: Mobile experience configuration.
- Tab order
- Branding
- Mobile dashboards
Key Features
Compact Layouts: Control which fields display in mobile record quick view. Designed for small screens.
Mobile Actions: Customizable quick action buttons in the mobile app.
- Create records
- Update fields
- Send emails
- Log calls
Mobile Offline: Allows working without internet connection.
- Data syncs automatically when reconnecting
- Admin configures which objects and records are available offline
Mobile Publisher: Mobile experience configuration.
- Tab order
- Branding
- Mobile dashboards
🎯 Key Points
- ✓ Full CRM access from mobile
- ✓ Compact Layouts optimize view for small screens
- ✓ Mobile Actions customizable per object
- ✓ Mobile Offline allows working without internet