Tracking is a very important feature for managing client accounts. Salesforce has a standard Activity object that allows you to track your tasks and events, and it also has a Notes object to track important information about a certain record. The Notes object/component is ideally used to track important information and not the day-to-day phone calls and tasks. I am a fan of using Notes. However, there is a different way that I like to use to track important updates to Salesforce Client Notes. As the saying goes, there is more than one way to skin a cat.
On any object, you would create two fields (Update and Prior Updates are the two names of my fields but feel free to name them anything). The Update field is a standard text field of 255 characters and the Prior Updates field is much larger as it will contain all the past updates that you have made in the Update field.
By leveraging Process Builder, you can automatically update the Prior Updates field when someone saves a record with the Update field populated. It not only saves the update, but it also does a time/date stamp along with the user that updated the record. This Process Builder will then clear out the Update field.
Here is how it would look prior to editing a record:
Once you EDIT the record and entered data into the Update field, the screen would look like this:
Once you SAVE the record, the screen would look like this.
Above, we are using the person’s initials instead of their full name however you can modify the formula below to include the entire name.
This can be done on any record and to set this up, you need to do the following:
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