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Configuring Omnibar Quick Create Buttons

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Configuring Omnibar Quick Create Buttons

 

Within the Groove Omnibar, you can configure Quick Create buttons for any and every Salesforce object that your team cares about so that users can create records on the spot from wherever they are working, including their inbox, calendar, Groove web, Salesforce, or any other website.

 

Most commonly, the New Lead and New Contact buttons are used when emailing or meeting with a person who still needs to be in Salesforce. When using these buttons, Groove tries to pre-populate as many fields as possible as conveniently as possible, such as name, email, phone number, website, and Account. Additionally, for any type of record, Groove pulls in the default values set up in your Salesforce for the fields you've configured to speed up the process for users:

 

 

Screenshot 2023-12-20 at 9.21.57 AM.png

 

Background Context for Configuration

 

Default Quick Create Buttons

 

  • The Groove managed package adds four default quick create buttons to your Salesforce via Field Sets on those respective Objects (contact, lead, Opportunity, and case)

  • These default field sets can be modified to include or remove fields. They can also be used to make specific fields required when a user is creating records via Omnibar.

  • If you want to create record type specific buttons for a default object, such as one button for a "Pre-Opp" and one separate button for a "Qualified Opp," you can create one more new Field set for that object, and specify the record type (explained below). Note: creating a new field set for one of the default objects will replace Groove's default quick create button.

 

Additional Quick Create Buttons

 

  • You can also include quick create buttons for (almost) any object, standard or custom, in your Salesforce.

  • The most common additional buttons configured: New Account, New Task, New Event

  • Note: you must have at least one active Groove View for an object, in addition to the field explained in this doc, for it to show up as a quick create button

 

 

Modifying the preset Quick Create Buttons

 

By default, the Groove Managed Package has 4 Inline Create buttons for creating a New Contact, New Lead, New Opportunity, or New Case. These forms come with a standard set of fields you can adjust in Salesforce.

 

Salesforce admins can turn on/off these default buttons in Manage My Org > Profile Settings or directly in Salesforce > Setup > Custom Settings > Manage Groove Settings.

 

If you'd like to change the default field set (the fields that are shown for users who are creating those records), you can do so within Salesforce:

 

  1. In Salesforce Setup

    1. Salesforce Classic: use the search bar at the top to find the object for which you'd like to update the fields (Opportunities, for example), and select Field Sets

    2. Salesforce Lightning: Go to Object Manager, choose the object for which you'd like to update the fields (Opportunities, for example), and select Field Sets

  2. You'll see a "New Opportunity" field set created by the Groove Managed Package. Click Edit

  3. Drag and drop the fields you want to remove and/or include in your Field set. Optionally, you can make any of the fields required as well.

  4. Save the Fieldset, open Omnibar, and use the three-dot menu at the top right to "Refresh View." Then, you can use the "+" icon to click on "New Opportunity" and see your field updates!

     

 
Screenshot 2023-12-20 at 9.22.29 AM.png
 

Creating Additional Quick Create buttons

Creating a 'New Account' Inline Create Button

 

Screenshot 2023-12-20 at 9.23.05 AM.png

 

  1. Go to Setup in Salesforce

    1. Salesforce Classic: click Customize and click on Account

    2. Salesforce Lightning: go to Object Manager and choose Account

  2. Click on the subitem Field Sets and click on the button New

  3. In the Field Set Label, add the label that you want to be displayed for this button (e.g., "New Account")

  4. The Field Set Name must start with "Groove_."

  5. In the Where is this used section, you can add the Record Type ID of the Account type you want to create. If you want to use the default record type, add a short description in this Field, such as the "New Account button for Omnibar."

  6. Click Save to get to the Fieldset editor.

  7. In the Field Set editor, you can add fields according to your desired configuration and put them in the correct order.

  8. Click on the wrench icon of a field to control whether the Field is mandatory.

  9. Click Save

  10. Refresh your Omnibar by clicking the three-dot menu at the top right of Omnibar and selecting Refresh View; your New Account button should now appear in the '+' menu.

  11. Click on the button to ensure the selected fields appear appropriately.

 

Creating a new Inline Create Button for Custom Objects

 

Screenshot 2023-12-20 at 9.23.52 AM.png

 

The process of creating an inline form for custom objects is very similar to the one outlined above.

 

  1. From Salesforce Setup:

    1. Salesforce Classic: Customize > Create > find & select your custom object

    2. Salesforce Lightning: Object Manager >Findd & select your custom object

  2. Click on the subitem Field Sets and click on the button New

  3. In the Field Set Label, add the label that you want displayed for this button (e.g., "New Product ID")

  4. The Field Set Name must start with "Groove_."

  5. Record type configuration: If you want to specify a record, insert the record type ID in the Where is this used section, followed by a blank. Note: if you add the ID of a record type, the button will only be displayed to users with access to the respective record type.

  6. Click Save to get to the Fieldset editor.

  7. In the Field Set editor, you can add fields according to your desired configuration and put them in the correct order.

  8. Click on the wrench icon of a field to control whether the Field is mandatory.

  9. Click Save

  10. Refresh your Omnibar by clicking the three-dot menu at the top right of Omnibar and selecting Refresh View; your button should now appear in the '+' menu.

  11. Click on the button to ensure the selected fields appear appropriately.

  • Note: you must have at least one active Groove View for an object, in addition to the field explained in this doc, for it to show up as a quick create button

 

 

Record Type Specific Quick Create Buttons

 

If you want to create record type-specific buttons for a standard or custom, such as one button for a "Pre-Opp" and one separate button for a "Qualified Opp," you can create one more new Field set for that object and specify the record type. Note: When creating a new field set for one of the objects for which Groove has created a default button, your new button(s) will replace Groove's default quick-create button.

 

Example:

 

  1. From Salesforce Setup:

    1. Salesforce Classic: Customize > Create > find & select Opportunity

    2. Salesforce Lightning: Object Manager > find & select Opportunity

  2. Click on the subitem Field Sets and click on the button New

  3. In the Field Set Label, add the label that you want to be displayed for this button (e.g., "New Pre-Opp")

  4. The Field Set Name must start with "Groove_."

  5. In the Where is this used section, you must input the record type ID of the Pre-Opp. This button will only be displayed to users with access to that record type.

  6. Click Save to get to the Fieldset editor.

  7. In the Field Set editor, you can add fields according to your desired configuration and put them in the correct order.

  8. Click on the wrench icon of a field to control whether the Field is mandatory.

  9. Click Save

  10. Create one more Field Set by clicking New

  11. In the Field Set Label, add the label that you want to be displayed for this button (e.g., "New Qualified-Opp")

  12. The Field Set Name must start with "Groove_."

  13. In the Where is this used section, you must input the record type ID of the Qualified Opp. This button will only be displayed to users with access to that record type.

  14. Click Save to get to the Fieldset editor.

  15. In the Field Set editor, you can add fields according to your desired configuration and put them in the correct order.

  16. Click on the wrench icon of a field to control whether the Field is mandatory.

  17. Click Save

  18. Refresh your Omnibar by clicking the three-dot menu at the top right of Omnibar and selecting Refresh View; your button should now appear in the '+' menu.

  19. Click on the button to ensure the selected fields appear appropriately.

 
Screenshot 2023-12-20 at 9.25.20 AM.png
 
 

Additional Notes

 

  • You'll need to specify the Record Type of the overall button, vs. including it in the Field set itself (this is a Salesforce limitation of Field Sets).

  • Dependent picklists are highlighted for the user and filtered down to only the relevant values that apply to the parent picklist.

  • Groove won't allow the user to edit if a user doesn't have edit permission to a displayed field/object/record (according to your field level security, CRUD permissions, or sharing rules).

  • Groove displays the error message directly from Salesforce if the user hits a duplicate error, validation error, or any other error on creation.

  • A field required in the Salesforce page layout does not mean it is required in the Omnibarfieldsett. You'll need to specify within the field sets which fields you'd like to make mandatory when creating records via Omnibar.

 

 

TitleConfiguring Omnibar Quick Create Buttons
URL NameConfiguring-Omnibar-Quick-Create-Buttons
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