1. Download our Chrome Extension

Get in-context help anywhere in your browser.

2. Pick your Role

Get tailored step-by-step instructions.

Spekit Best Practices for Admins

Tips for staying organized

Hide what you don't need!

Remove the clutter of unused or system fields by hiding them in one of two ways:
 
1) Actions on the card
2) Bulk Actions “Hide Terms”
 
–> Quick tip:
You can always view hidden terms by clicking on the     button and selecting:

Filters and Bulk Actions are your new best friend!

Apply filters, check the boxes to the left of the Speks you’d like to perform an action on and use bulk actions to accelerate your productivity and do everything in batches!

Use cases:

  • Apply Tags: Filter by object and assign them all to a Tag for easy access and filtering
  • Assign to an Expert: Filter
  • Identify Picklists to Document: Filter by Object and Field Type = Picklist to quickly identify picklists that you can import and document
  • Hide unnecessary fields: Don’t crowd your knowledge with fields that don’t require documentation, use bulk actions to hide them.

 

Tips for easy documentation

Document through the eyes of your end-user!

Use the Chrome extension to document the fields directly from the record in Salesforce, as you’re looking at them for the best context into how the field is used.

If no definition exists:

Highlight the field name + right click or type the letter “s” on your keyboard:

 

To edit an existing Spek:

Click on the “EDIT” button on the Chrome Pop-up

 

Keep it short and sweet!

Just-in-time learning is designed to help you get EASY access to the exact answer you’re looking for.

Keep your knowledge short, sweet and easy to read by following these guidelines:

  • Don’t write novels, break up your text with spacing, paragraphs and bullet points
  • Use GIFs/Images/Videos where possible

Don't answer it, Spekit!

Get in the habit of documenting as-you-go by using the Chrome Extension to create a Spek for any question that a fellow employee sends you:

 

  1. Open the Spekit Search Bar by clicking on Spekit extension top bar
  2. Click on + to add new knowledge

 

 

Don't sweat it, save it for later!

Did you get a question that you don’t have time to document immediately?

Add it to you or someone else’s “To-Do” list to come back to it later in just two easy steps:

  1. Create a Spek and add a placeholder title
  2. Assign it to yourself or whoever needs to document it.

Ta-Da! That user will receive an email and it will show up on their Dashboard’s To-Do List

Or, don’t assign an owner and it will show up on the Admin’s panel as “Speks that need Assigned”.

This makes it easy for any Expert or Admin to take ownership and document the Spek!

 

Deploying the Outlook Add-In

Search and share Spekit content right from Outlook.

You must be an Office 365 global admin to deploy to users.

  1. Go to the Office 365 Admin Center add-ins page
  2. Click “Deploy Add-In”
  3. Search the store for “Spekit”
  4. Add add-in and select the option to deploy for select users 
  5. Click “+” next to user email to add the user, then save your work
  6. Test your work with a coworker who has Spekit access

Read the full help article from Microsoft on how to deploy add-ins.

Questions? Email us.

1. Do this 5 minute set-up exercise

  1. Import 2 or 3 high-traffic objects, like Opportunity or Lead.
  2. Add a definition to the Opportunity object card in the Data Wiki
  3. Test your work: Click on the chrome extension icon in your browser & search for Opportunity.

Note: Make sure you’ve connected to Salesforce. You can Import new objects anytime from Settings.

2. Invite subject-matter experts

  1. Identify champions who will contribute knowledge, like Power Salesforce users, Head of Sales or Ops, Analysts, Admins or Developers.
  2. Send an intro email using the template to the right.
  3. Invite them as Data Experts from the User Management page.

Note: Spekit is not limited to Salesforce users. You can invite anyone.

Tip: What are the 3 roles in Spekit?

  1. Admin: Has full edit and configuration access, including user management, ability to hide terms, add columns, etc.
  2. Data Expert: Designed for business owners to share their expertise. Permissions include editing definitions and business processes, adding knowledge cards and assigning them.
  3. Viewer: Has limited read-only access in Spekit and the Chrome extension. Unable to make edits or contribute.

3. Assign experts to fill out cards

  1. Assign imported object and fields to one of the Data Experts. 
    • To do this, expand a card and click edit.
    • Need ideas? Stage on Opportunity and Status on Lead tend to already have well-defined owners.
  2. Remember, you can bulk assign multiple cards to a 1 person by selecting multiple rows and using the Bulk Assign menu.

`Intro to Spekit` Email Template

Hi Team,

We’re rolling out Spekit, a collaborative knowledge app and chrome extension that automatically updates when we make changes in Salesforce. We can also use it to document business processes and acronyms that cause confusion. The best part is that anyone can access this info right in their workflow by using the Chrome Extension.

You’ll soon receive an email with an invitation. Once you’re in, filter by your name as "Data Expert" and you’ll see a list of fields or picklist values that assigned to you.

If you spend 10 minutes per day adding your expertise, we should knock out this first list in a week so that we can test with a few end-users.

Thanks all!

1. Do this 5 minute warm-up exercise

  1. Filter the data wiki by cards assigned to you (Data Expert = “Your Name”)
  2. Pick a field card, expand and fill out the definition and business process.
  3. Test your work:
    • Open the chrome extension and search for this card
    • In Salesforce, open the object details view where this field lives and click on the Spekit help text icon that appears.

2. Create a Spek

What’s a question that you get asked all the time by new employees?

  1. Open the Chrome Extension and click “+” to create a Spek to answer this question
    • Need inspiration? Try company acronyms or jargon
    • Assign yourself as Data Expert.
  2. Next time someone asks you this question: 
    • Refer them to the chrome extension
    • Copy and share the link to the wiki card

Tip: The Habit Loop

 

If you’re asking: Do I have to document everything at once?

The answer is “No.”

Set a documentation goal for yourself: 

10 minutes per day is a good start – you’ll be surprised by how much you get done!

 

 

3. Add an image

Add images by either pasting the “share” link from Google Drive or Box, or by pasting the image address (right click on any image to copy).

4. Import a picklist

What’s a Salesforce picklist that always confuses your team?

  1. Search for it in Fields and click  “Import Picklist Values”
  2. Add details about what each value means and import. 
  3. Test your work:
    • In Salesforce, go to a record that contains this picklist field
    • Click on the Spekit icon next to each picklist value

1. Download the chrome extension

Install the Spekit chrome extension to access Spekit info in your browser & reduce workflow interruptions.

2. Try Spekit's in-context help in Salesforce

  1. Go to Salesforce, and open an Opportunity or Contact record
  2. Click on the Spekit icon to open the Spekit help text.
    • The icon only shows if the field/picklist is defined in Spekit.
    • Spekit help text contains business-specific processes entered by your internal subject matter experts

3. Search Spekit anywhere in your browser

  1. Click on the Spekit Chrome Extension Icon in the chrome extension bar
    • You can search for anything within the Spekit wiki using this sidebar
    • “Star” terms to pin them to this sidebar for later
  2. In any browser window, you can see the business context behind any term by:
    • Highlighting the term + typing the letter s on your keyboard
    • Highlighting the term + right-clicking and choosing Spekit from the menu

Learn Spekit through real-life use cases

Productivity Boosts

Industry-specific jargon

Import your acronyms and jargon to Spekit and let users access these definitions in-context via our chrome extension.

  1. Go to the Metadata Import/Export section and download the Export file
  2. Add your acronyms and jargons as rows in the Knowledge Cards tab
  3. Remove all rows you don’t want updated (all rows in non-Knowledge Card tabs)
  4. Import back into Spekit
  5. Test your work: Search the Data Wiki and chrome extension to check that the terms got updated correctly.

Processes and policies

Use Spekit picklist values to document critical Salesforce processes and policies. Your updates are immediately available across the Spekit app and chrome extension.

  1. Import picklist values on fields that define process: ex: Stage, or Status.
    1. Search for the filed
    2. Click “Import Picklist Values”
  2. Add a checklist to the “Business Process”. For example: 
    • Bullet points with the steps required to move to the next stage
    • Checklist of documents to verify prior to entering a date
    • Policy around the acceptable range of values for that metric. Minimum and maximum values included.
  3. For non-Salesforce processes and policies, create a knowledge card that’s easily accessible by everyone on the team.

Metadata Management & Compliance

Track GDPR compliance or internal DB mappings.

  • Add a Spekit Metadata Column to the Data Wiki for GDPR
  • Once added, a field to capture the GDPR data point will show-up in the Spekit expanded row view.
  • A few things to note: 
    • Only Spekit Admins can add Metadata Columns to the Data Wiki
    • Metadata Columns can be added to all cards or specific card types. For example, you might only want to track GDPR for fields.
    • Once added, they can be edited and viewed by all users

Import a Salesforce data dictionary

Save yourself the hours and headaches needed to keep your offline spreadsheets in sync with Salesforce metadata with our Bulk Upload feature.

  • Go to the Metadata Import/Export section.
  • Get the Spekit template: Export all of your metadata in Spekit to a spreadsheet, including any custom knowledge card or custom columns you’ve created to store things like Data Source or GDPR Qualification.
  • Update the template and upload to Spekit: Use VLOOKUP on API names to transfer over any data from existing spreadsheets and upload back to Spekit.
  • Your updates will show up in the Data Wiki immediately. 

Read the full blog post.