**This article will soon be sunset, as we are currently rolling out an upgraded Omnibar experience - please view this doc for updated information**
With the Groove Omnibar, you can view, update, and even create Salesforce records directly from your inbox. In addition, you can view a record's activity history, write quick notes, and also add your contacts and leads directly to your Groove Flows.
Read more below to learn how to use the Omnibar's advanced features.
Omnibar in Salesforce
You can open Omnibar directly within Salesforce in order to view additional information very quickly, view information on related records without being on their page, and work down your lists with all of Omnibar's tools available to you. This way, you can navigate Salesforce and have the most pertinent information displayed to you without having to open additional tabs, scroll down to find your details, or worry about other noisy information.
Works in both Salesforce Classic and Lightning. If you open Omnibar and navigate to another page, it will stay open for you
Omnibar reacts to whatever page you're on, and shows appropriate Groove views -- Contacts, Accounts, Opportunities, custom objects, any object that your team wants details on.
Omnibar also reacts to Lookup links that you hover over and shows appropriate Groove Views. For example if you're on a Contact page and hover over an Account Name or Opp Name, Omnibar will update and show that record
The above note also means that Omnibar will update if you hover over lookup links while working down a Salesforce List View (as shown in the gif above) or a Salesforce Report
Omnibar will also update based on what Action you're working on
Omnibar in Google Calendar
When you're viewing your Google calendar, prepping for a meeting, or inviting prospects/clients to a meeting, you have all of the Salesforce/LinkedIn context available to you there as well:
Open Omnibar either in your full Calendar View, or inside an individual event
Hover over email addresses in the attendee list for Omnibar to update to that person's Salesforce record
Quickly create a contact or lead by clicking the '+' icon, if someone on the meeting is not in Salesforce yet
Omnibar History Navigation
When you're moving quickly and communicating with many people throughout the day, it's easy to lose track of the records or the important people that you care about. With Omnibar History, Groove saves the recent records that you've been viewing so that you can very easily jump back and forth to those records that you want to review. Your Omnibar History works just like the back/next buttons on your Chrome browser tab, where each place you see Omnibar (Gmail/Outlook, Groove web-application) will have its own history, similar to having a different history per browser tab:
Back button ( < ): takes you to the very last record you viewed in your Omnibar. This button is only enabled if you have a record to go back to
Next button ( > ): takes you to the very next record. This button is only enabled if you have a record to go next to
History button (clock icon): Shows you a full List view of your stored Omnibar History, so that you can jump to any recently viewed record. Your most recently viewed record is at the top of the list. Omnibar History shows up to 20 records max
Things to Note
The Omnibar History is based on the current session of your Omnibar. Therefore:
In Gmail/Outlook, you'll have an Omnibar History
In the Groove web-application, you'll have a separate history
If you move to a different page within Groove, your history will stay intact
If you open a new Gmail/Outlook tab or a new web-app tab, you'll have a new history
If you refresh Gmail/Outlook or your web-application tab, your session restarts and you will have a fresh history
If you pop-out Omnibar, you will have a new history (since it's opened on a different window)
Example Use Cases:
If you're viewing related Salesforce info for a Contact, Account, and Opp in Omnibar, you can go back and forth very quickly
If you jump to the Account from a Contact via the building icon, you can click "Back" to go right back to the Contact
If you want to review an account or person that you were communicating with an hour ago, you can jump to that very quickly using the History
Use the search bar at the top of your Omnibar to find any Salesforce contact, lead, account, opportunity, or custom object that you're looking for details on.
Create and Edit Salesforce Records in Omnibar
Never leave your email and create Salesforce records like Accounts, Contacts, Leads and Opportunities using Omnibar's easy to use interface! Click the Orange Plus Icon to add a record. The record data will be pulled from the email you are in automatically! Then go ahead and manually enter any additional record details.
Note: any of the fields that are available here can be configured by your Salesforce/Groove Admin in Groove Views.
You can also search and edit any records in the Omnibar itself! All edited info will be updated in Salesforce as well in real time!
Your Omnibar Activities Tab is rich with functionalities that have yet to be fulfilled by Salesforce. Contacts and Accounts have hundreds, if not thousands of activities, and it's a tedious task to sift through the relevant ones in Salesforce. Whether you're looking for call logs, details in an email thread, or meeting notes, it's crucial to have a quick and efficient method for exploring the entire conversation with your prospects and customers.
Here are the key functionalities of Omnibar's Activity History, which allow much more flexibility than trying to view these conversations within Salesforce:
One Click to open an activity to view the content directly from the Omnibar interface. Normally in Salesforce, clicking into an activity opens another tab or window. You can avoid the hassle of a crowded computer screen, by using this functionality.
Sort by Type of activities to quickly view all past emails, calls, meetings, etc. with that record. Let's evade the need to be searching around in Salesforce to track down those activity types.
Search the activity history by using key words to quickly reveal important conversations on the topic you are dealing with at hand. Search for key words like pricing or budget, to see if you or any of your colleagues brought the subject up before.
While browsing through Activity History for a contact, lead, or account, you’ll see the rate at which they’ve opened, clicked, and replied to your emails.
The summary stats at the top show you their overall engagement with your emails, or scroll down to see how many times each email has been opened or clicked.
What can I do with this information?
Understand which messages pique your contacts’ interests so you can optimize future emails
Pinpoint where you’re getting less engagement so you can try a different approach
Learn which specific emails are gaining the most traction, so you know which templates to build on, reuse or share with your team
Omnibar in Flow/Actions
In the new Groove interface, now you have access to the power of Omnibar directly from your Flow worksteps, Actions, Spaces, the Accounts Page, and the People Page!
Opening Omnibar in a New Window
Open Omnibar in its own window and place it wherever you’d like. Use Omnibar within Gmail and Flow as before, and it will now also automatically update based on the page you’re browsing in Salesforce!
No need to limit yourself to Gmail, Flow, and Salesforce while using your Omnibar; take it to a company website to quickly create contacts, leads, or accounts!
Meeting Notes from Calendar
Groove helps you to manage another task on your to-do list by allowing you to take notes on your calendar events with ease. Now, instead of scouring through the immense amount of data stored in your Salesforce, quickly search for your meeting notes in Groove's Omnibar. Check out your Activity History for any lead, contact or account, and search key words to find the exact meeting and any notes taken on that meeting!
*Groovy hint: While you are on a call with contacts, get quick context on past meetings they've had with other colleagues and yourself by checking the meeting notes directly from your email in Omnibar!
Omnibar Auto-Save Notes
Are your notes on prospects and companies in a few different places (and some probably never make it into Salesforce)? Do you ever need to jot something down during a cold call? Use the Omnibar notes feature in Omnibar to quickly write information wherever you’re working, and they’ll sync back to Salesforce so the whole team can view and update them!
With your Omnibar popped out, take your Omnibar to Twitter or another source to capture relevant information to use while reaching out:
Tips for putting your notes to good use:
Follow up with a relevant and powerful email
Share key points with your teammates so that everyone is on the same page
Read the notes as a reminder for follow up action
Note: In order to view and edit these notes directly in Salesforce, you'll need to put the field called "Groove Notes" on the Page Layouts for Contacts, Leads, and Accounts. Please contact firstname.lastname@example.org if you have any questions on this!
The Power of Your Omnibar
The advanced features above allow you to get much more flexible with using all the Salesforce data that is most relevant to you. Below is a quick example of how you can put these to use!
Take your Omnibar to a company’s website
Use the search bar to find that account in Salesforce, or create the account on the spot
Jump into the account to view and update any notes on it
View the Activity History and engagement metrics to check how warm the account is
Additionally, the Omnibar displays your prospect's LinkedIn Sales Navigator profile along with the Salesforce and Groove data, so that you have comprehensive intel readily available to you while you're reaching out to clients.