Salesforce Global Actions

Updated:

December 26, 2023

⏱️ 6 minutes

In Salesforce, Global Actions can transform the Salesforce experience, offering a shortcut-laden path to create, update, and log information seamlessly.

In this blog, you will discover about

What is salesforce global action?
How to use global action
How to set up different global action
Integration with other Salesforce features

Definition of Global Actions

Global Actions are essentially quick and customizable shortcuts that provide users with a convenient way to perform critical tasks without needing to navigate multiple pages or tabs. These actions are accessible from various locations in Salesforce, including the home page, record pages, and the Salesforce app, making them a versatile tool for users to manage their work efficiently.

Role in Streamlining User Interactions

Accessibility: Global Actions are prominently displayed on the Salesforce interface, ensuring users can access them quickly and perform essential tasks with minimal clicks. This accessibility is particularly valuable for users who need to input or retrieve information swiftly.
Efficiency: By allowing users to create, update, or log information without leaving their current page, Global Actions saves time and reduces the effort required to complete routine tasks. This efficiency is crucial for maintaining user productivity and focus.
Consistency: Global Actions provides a consistent user interface across different Salesforce pages, promoting a standardized approach to everyday actions. This consistency contributes to a more seamless and predictable user experience.

Contribution to a More Intuitive User Experience

User-Friendly Interface: Global Actions contribute to an intuitive user experience by offering a user-friendly interface that is easy to navigate. This helps users, especially those new to the Salesforce platform, quickly adapt to and leverage its functionalities.
Reduced Cognitive Load: With Global Actions, users don’t need to memorize complex navigation paths or search extensively for the necessary tools. This reduces cognitive load, making it easier for users to focus on their tasks without being overwhelmed by the complexity of the platform.
Customization: The ability to customize Global Actions allows organizations to tailor these shortcuts to specific business processes. This customization ensures that users can quickly access the actions most relevant to their roles, further enhancing the platform’s intuitiveness.

How to Use Global Actions to Create New Records:

Access the Global Actions Menu

Locate the “+” or “New” button on your Salesforce interface.
Select the desired object for which you want to create a new record.

Complete the Form

A pop-up form appears, allowing you to input information for the new record.
Fill in the required fields and any additional relevant details.

Submit the Form

Once the form is completed, click “Save” or “Submit” to create a new record.
The record is now created without navigating away from your current page.

Examples of Scenarios where this Type of Action is Beneficial

Opportunity Creation: Sales representatives can quickly create new opportunities while reviewing account details.
Case Logging: Support agents can create new cases on the fly during customer interactions.
Lead Generation: Marketing teams can rapidly add new leads to Salesforce based on campaign responses.

How to Set Up Global Actions in Salesforce

Update a Record

Navigate to the Record: Open the record you want to update in Salesforce.
Access the Global Actions Menu: Look for the “Edit” or “Update” button. The record details become editable on the current page.
Make Changes: Update the necessary fields directly in the record details section. Save the changes without leaving the record view.

Log a Call

Quick Access to Log a Call: Locate the “Log a Call” button in the Global Actions menu. This action captures important call details without disrupting the user’s workflow.
Enter Call Details: Input information such as call subject, outcome, and comments. Save the call log without leaving the current page.

Custom Actions

Navigate to Setup: In Salesforce Setup, go to “Object Manager” and select the object you want to create a custom action.
Create a New Action: Under “Buttons, Links, and Actions,” create a new action of type “Create a Record,” “Update a Record,” or “Log a Call.”
Define Action Details: Specify the action’s label, name, and other details. Customize the layout and fields associated with the action.
Add to Page Layouts: Include the custom action in relevant page layouts for user access.

Step-by-Step Instructions on Creating Custom Global Actions:

From Setup, enter “Object Manager” in the Quick Find box.
Select the object for which you want to create a custom action.
Under “Buttons, Links, and Actions,” click “New Action.”
Choose the type of action (Create a Record, Update a Record, or Log a Call) and follow the wizard to configure the action details.
Add the custom action to relevant page layouts by editing the page layout for the object.

Integration with Other Salesforce Features

1. Lightning App Builder Integration

Custom Page Components:

Global Actions can be seamlessly integrated into custom Lightning pages using Lightning App Builder.
Admins can arrange Global Actions alongside other Lightning components, providing users with a unified and personalized interface.

Enhanced User Experience:

Combine Global Actions with relevant components to create a cohesive user experience.
For example, place a “Create a Record” action alongside a related list component for quick and easy access to associated records.

2. Process Builder Integration

Automating Business Processes:

Global Actions can trigger Process Builder processes, automating complex business processes based on user-initiated actions.
For instance, a “Close Deal” Global Action could initiate a process that updates related records and sends notifications.

Advanced Workflow Automation:

Utilize Process Builder’s capabilities to perform field updates, create records, or invoke flows based on the conditions specified in the Global Action.
This synergy enhances the power of Global Actions by extending their impact beyond simple record creation or updates.

3. Flow Integration

Guided User Interactions:

Integrate Global Actions with flows to guide users through more intricate processes.

For example, a custom “Onboard New Employee” Global Action could launch a flow that collects additional information and updates multiple records.

Dynamic User Prompts:

Leverage flows to present dynamic user prompts within Global Actions.
This integration provides a more interactive and guided experience, ensuring users provide accurate information during record creation or updates.

4. Customization with Apex

Extended Functionality:

Developers can use Apex to extend Global Actions’ functionality, allowing for even more sophisticated customizations.
This integration enables the creation of custom logic, validations, or integrations with external systems triggered by Global Actions.

Enhanced Security Measures:

Apex can be used to enforce additional security measures, such as complex validation rules or custom permission checks, ensuring data integrity and security.

Conclusion

Global Actions in Salesforce are potent tools for streamlining user interactions. From creating and updating records to logging calls, their versatility simplifies processes. Custom actions add flexibility, meeting specific business needs.

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Frequently Asked Questions (FAQs)

1. What is the use of Global Actions in Salesforce?

Salesforce Global Actions are designed to enhance efficiency and user experience within the Salesforce platform. These customizable shortcuts allow users to perform a variety of tasks, such as creating new records, logging calls, or updating existing records, directly from their current interface. The primary use of Salesforce Global Actions is to streamline user interactions by reducing the need to navigate through multiple pages or tabs. This feature is especially beneficial in scenarios where quick data entry or updates are needed, allowing for a smoother and more intuitive workflow within Salesforce.

2. What is the difference between object-specific action and global action in Salesforce?

The key difference between an object-specific action and a Salesforce Global Action lies in their scope and application. Object-specific actions are tied to a particular Salesforce object and are used to create or modify records related to that specific object. For example, an object-specific action on the ‘Contact’ object might involve creating a new contact record. On the other hand, Salesforce Global Actions are not tied to any specific object. They provide a more versatile functionality, allowing users to perform tasks that are applicable across multiple objects or even independent of any specific object. This flexibility makes Global Actions a versatile tool for users to quickly access common tasks from almost anywhere in Salesforce.

3. How do you turn off Global Actions in Salesforce?

To disable or turn off Global Actions in Salesforce, you need to modify the Salesforce page layouts or the global action menu where these actions are displayed. This is typically done by an administrator. Here’s how it can be done:

Go to the Salesforce Setup.
Navigate to the page layout or the global action menu configuration.
From here, you can remove or modify the Salesforce Global Actions as required. This could involve removing specific actions from the global layout or customizing the menu to better fit the needs of the users.

Remember, turning off or modifying Salesforce Global Actions should be done with consideration of how it impacts user workflow and efficiency.