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Customizing and Configuring the Omnibar
Configuring Omnibar Quick Create Buttons
Configuring Omnibar Quick Create Buttons

Customize the Salesforce records your teams can create from the Omnibar

Sanket Karamchandani avatar
Written by Sanket Karamchandani
Updated over a week ago

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 is not yet in Salesforce. When using these buttons, Groove tries to conveniently pre-populate as many fields 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:

Background Context for Configuration

Default Quick Create Buttons

  • The Groove managed package adds 4 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 certain 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 sets 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

  • 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 set explained in this doc, in order for it to show up as a quick create button

Modifying the preset Quick Create Buttons

By default, the Groove Managed Package comes with 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 which you can adjust in Salesforce.

Salesforce admins can enable/disable 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, and 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'd like to remove and/or include in your field set. Optionally, you can make any of the fields required as well.

  4. Save the field set, then open Omnibar, and use the 3 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!

Creating Additional Quick Create buttons

Creating a 'New Account' Inline Create Button

  1. Go to Setup in Salesforce

    1. Salesforce Classic: click Customize and click into 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 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, you can simply add a short description in this field, such as "New Account button for Omnibar"

  6. Click Save to get to the field set editor

  7. In the field set editor add fields according to your desired configuration and put them in the right order.

  8. Click on the wrench icon of a field in order to control whether the field is it mandatory

  9. Click Save

  10. Refresh your Omnibar by clicking the 3 dot menu at the top right of Omnibar, and selecting Refresh View; your New Account button should now show up in the '+' menu

  11. Click into the button to make sure the fields you selected show up appropriately

Creating a new Inline Create Button for Custom Objects

In order to create an inline create form for custom objects, the process 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 > find & 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 that have access to the respective record type.

  6. Click Save to get to the field set editor

  7. In the field set editor add fields according to your desired configuration and put them in the right order.

  8. Click on the wrench icon of a field in order to control whether the field is it mandatory

  9. Click Save

  10. Refresh your Omnibar by clicking the 3 dot menu at the top right of Omnibar, and selecting Refresh View; your button should now show up in the '+' menu

  11. Click into the button to make sure the fields you selected show up appropriately

  • Note: you must have at least one active Groove View for an object, in addition to the field set explained in this doc, in order 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 sets for that object, and specify the record type. Note: creating a new field set for one of the 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 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 who have access to that record type.

  6. Click Save to get to the field set editor

  7. In the field set editor add fields according to your desired configuration and put them in the right order.

  8. Click on the wrench icon of a field in order to control whether the field is it 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 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 who have access to that record type.

  14. Click Save to get to the field set editor

  15. In the field set editor add fields according to your desired configuration and put them in the right order.

  16. Click on the wrench icon of a field in order to control whether the field is it mandatory

  17. Click Save

  18. Refresh your Omnibar by clicking the 3 dot menu at the top right of Omnibar, and selecting Refresh View; your button should now show up in the '+' menu

  19. Click into the button to make sure the fields you selected show up appropriately

Additional Notes

  • You must 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, as well as filtered down to only the relevant values that apply to the parent picklist.

  • 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 won't allow the user to edit.

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

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