Join Christopher Matthew Spencer for an in-depth discussion in this video Working with groups and Chatter, part of Learning Salesforce Admin.
- [Instructor] A Salesforce Group is a set of users and can include team members and external Chatter users, plus other groups or the users in a specific territory or role. So let's talk a little bit about it. There are public groups and anyone in the organization in your Salesforce account can use a public group. A popular way to use this type of group would be for instance a company carpool program. Then there's private groups to limit communication between specific users including external Chatter users.
Now a Chatter user who's not an actual Salesforce licensed user can be somebody on the outside of your organization who has limited visibility to just the very smallest amount of your Salesforce account and that would include something like a group where they can collaborate. Just think about social media, how you collaborate on social media, that's how you can use Chatter profiles. But they don't have access to data and objects. And there are unlisted groups which is a group that isn't visible unless you're a member of that group.
And then you have broadcast only groups which are just exactly what they sound like. They're used for announcements where group members aren't allowed to post or reply. They can just receive information, like a classroom lecture. So let's go ahead and check it out and we'll set up a group just to see how it works, and I'll give you a brief overview. So let's set up a group. We'll click on the Groups tab, that's where you'll start. And then over here on the right hand side you'll click New. And then you need to give your group a name, so we'll give it a name.
Let's go ahead and call this group the Sales Team Knowledge Group. That sounds very official. And then optionally you can give it a description. And down here is an optional section for information about your group. It has a little WYSIWYG editor so you can put some fancy footwork in there and make it look nice if you'd like. And then let's scroll down a little bit further.
Now every group has an owner and I'm set as the owner by default because I set up the group. However, if you click the x you can go ahead and assign the group to a different owner if you'd like to put them in charge. But I think I'm going to go ahead and stay in charge of this group. The access type is the type of group. I'm going to make this a private group so that it's by invitation only and only my invited guests can post and collaborate. When this group is inactive for a long period of time you're going to want Salesforce to archive it automatically.
So go ahead and leave this check box unchecked where it says Disable automatic archiving. So we're done at the moment. Let's go ahead and click Save & Next and we'll pull up the next screen where we could put a group photo. I have a logo, we'll just use the logo as a demo. You can put a picture here if you like, have some fun with it. So let's go ahead and navigate over to our desktop, and from here let's pull up the logo for this particular group and then we'll click Open. It goes in there and you can adjust the zoom on it if you'd like.
We'll go ahead and click Next when we're done. Now in the next step we can add some members. So you'll see a list of the available members that are in your Salesforce organization. And I'll go ahead and add a couple of people. Let's just add two for now and then let's click Done. So here's the group landing page and if at any time you want to add new members you can do so right here under the Manage Members section. You can go ahead and click the plus here to add a new person to the membership of this group.
And let's scroll back up for a second and we can take a look at the different tabs. Now the first tab is for Chatter, that's the Chatter tab for posting content and if you wanted to post some information here you could do that. You can start a post by clicking in there and then start typing something. So let's go ahead and do that. We'll type in a quick note. When you use the @ symbol, or you press this button right here, you can go ahead and mention people.
That's called an at mention. And you can also give them a little brief note of what you want to say to them. And if you want to use this paper clip you can add up to 10 files at a time. You can add files directly from your library or you can use the upload files option, navigate to where the file is on your computer, select it, and it'll go right into the post, and then you click Share. Anybody who is at mentioned in the post will receive an email notifying them about the post for when you mention them.
So, we've got over here an Announcements tab. You can make announcements here and send out an announcement to this group if you'd like to and you can also post a poll if you'd like to ask questions to people as well. These are some great features that are part of Groups. And these really make it a feature rich opportunity. Keep in mind Chatter, which is really a social media tool, it drives productivity through collaboration and it helps people innovate and share ideas quickly and it permits them to take immediate action without getting bogged down in endless email chains.
All paid Salesforce licenses come with Chatter but you also get free Chatter licenses for outside vendors, contractors, and team members who don't need a full Salesforce license. Those are free and Salesforce licenses cost money. So it's great to have those free licenses. Now that you've seen all the ways that you can use Groups, it's really endless. Your mind could just go wild with great ideas. Customers can be set up as Chatter users and vendors and partners can be invited to use Chatter and collaborate in these groups for free.
Groups and Chatter feeds are very powerful collaboration tools for Salesforce and they foster productivity and facilitate communication.
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