Page History

Aura - Title

color	#002d72
textAlign	left
fontSize	28
lineHeight	28
cloudText	Demo Title
tag	h1
fontWeight	bold

Hubs Salesforce User Guide

Aura - Divider

serializedStyles	{"alignment":{"horizontal":"start"},"icon":{"name":"faPaperPlane","color":"#333","size":24},"text":{"color":"#333","fontSize":14,"textAlign":"left","fontWeight":"bold","text":"Aura Divider"},"border":{"top":false,"right":false,"bottom":true,"left":false,"color":"#002d72","style":"solid","width":2},"size":{}}
type	regular

The Salesforce CRM Portal was developed to allow Hubs to manage relationships and interactions with existing and potential customers, provide an easily accessible and centralized platform for anyone in your Hub to view records of customer interactions, and collect and organize data through automated reporting and dashboard features. Below is important information regarding the Salesforce CRM Portal. For details and step-by-step instructions on specific functions and activities, please access the tabs.

Aura - Tab Group

settings

{"generalSettings":{"tabSpacing":0,"tabWidth":50,"tabHeight":40,"direction":"vertical"},"activeSettings":{"backgroundColor":{"color":"#002d72"},"text":{"fontSize":18,"color":"#fff","textAlign":"left","fontWeight":"normal"}},"inactiveSettings":{"backgroundColor":{"color":"#f4f5f7"},"text":{"fontSize":18,"color":"#002d72","textAlign":"left","fontWeight":"normal"}},"contentSettings":{"backgroundColor":{"color":"#fff"},"boxShadow":{"shadows":[{"color":"rgba(0, 0, 0, 0.08)","is":"drop-shadow","x":0,"y":0,"blur":1,"spread":0},{"color":"rgba(0, 0, 0, 0.16)","x":0,"y":3,"blur":2,"spread":-2}]},"border":{"style":"solid","width":2,"top":false,"bottom":false,"left":true,"right":false,"color":"#002d72"},"padding":{"top":10,"right":10,"bottom":10,"left":10}},"hoverSettings":{"backgroundColor":{"color":"#0073a4"},"text":{"fontSize":18,"color":"#ffffff","textAlign":"left","fontWeight":"normal"}}}

tab

1

Aura - Tab

title	Introduction

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Introduction

Info

icon	false

The information below reviews how to access and navigate the Salesforce CRM Portal, including helpful definitions, and consolidates specific activities that can be performed in multiple areas.

Navigation and Core Concepts:

UI Expand

title	Access to and Basic Navigation of the CRM Portal

Info
Ensure that you have provided a Signed NDA to your Project Manager to gain access to the Salesforce CRM Portal.

UI Steps

size	small

UI Step

Log into the Salesforce CRM using the following link:

UI Button

color	blue
size	small
title	Salesforce CRM Portal Login
url	https://portal.nyserda.ny.gov/crm

UI Step

Use the Global Search tool to locate records of any type. When entering in search terms and parameters, search results will begin appearing below the search field. Each result will identify the record type to reduce confusion.

Expand

title	screenshot

UI Step

Use the Top Navigation Menu to easily access and interact with specific records types.

Expand

title	screenshot

UI Expand

title	Important Terms, Acronyms & Definitions

Term/Acronym	Definition
Account	All Salesforce contact records have an account. Persons interested in a program or opportunity should be identified as Individual Account Persons representing a business should be identified as Business Account
API - Application Programming Interface	This refers to the automation of data transfers from one system to another
Campaign	A group of accounts, contacts, or leads that: Are associated with an event(s) or effort (Attendees at a workshop is considered a Campaign) Are defined by a similar set of targeted activities (Marketing mailer or Door-to-Door Outreach)
Contact	An individual person who has an established relationship with NYSERDA.
Converting a Lead	When a Lead becomes qualified or meets a certain level of readiness for the program application process, the Lead gets converted into a Contact, and has an associated Account, and Opportunity
CRM - Customer Relationship Management	This term is often associated with systems or software that helps manage the complete customer relationship
Customer	An individual or business who reaches out to a Hub for NYSERDA programs and offerings
Event	A scheduled occurrence that has both a start and end date such as, but not limited to: workshops, conferences, or meetings
Lead	A potential Contact who may be interested in NYSERDA programs and offerings Also a process to nurture a relationship with a potential Contact. Leads can become Contacts
Opportunity	An effort aligned with an Account or Contact that sets and nurtures the interest of NYSERDA Programs through a lifecycle with the end result of application submittal and project initiation
PPSI - Personal and Protected Sensitive information	A term that refers to customer information that must be protected given its sensitive nature and includes any personal information that is not publicly available or can be used to locate or identify a specific individual
Task	A single activity, or planned activity, that is scheduled such as, but not limited to: phone calls, emails, or reminders
UAT - User Acceptance Testing	Used to describe a comprehensive process that helps evaluate whether a system or tool works as intended Most software applications have a UAT environment that mirrors the production environment where functions and activities can be tested without effecting data production

Universal Functions:

UI Expand

title	Following Records

Many record types in the Salesforce CRM Portal can be Followed. When you follow a record, you see updates to the record in your feed. The Feed is displayed on the CRM portal home page next to the Support tab.

Leads, Contacts, Opportunities, Campaigns, Accounts, Projects, and Events are all record types that can be Followed (up to 500 records).

To Unfollow, select the same button you used to Follow.

UI Expand

title	Logging Activities through Log a Call Tab

Info

icon	false

Although the tab reads Log a Call other customer related activities (emailed, sent a letter, met in person) can be logged.

Most record types in the Salesforce CRM Portal provide the ability to Log Activities. When a Activity is Logged within a specific record type, it is automatically related to that record type. For example, when Logging an Activity from a specific Lead Record, that logged activity will automatically be related to the Lead Record.

Logging an Activity provides a record of outreach or follow-up efforts and is an important part of the relationship management process.
Logging an Activity can be done from the following record types: Leads, Contacts, Opportunities, Accounts, and Projects.

Section

Column

width	50%

UI Steps

size	small

UI Step

When Logging an Activity, select the Log a Call tab. The subject field will be prepopulated with the word Call, delete the text and type in the activity to be recorded.

Warning
This field is required and must be complete before the Logged Activity can be saved.

UI Step
Input any comments as needed. This is not a required field.

UI Step
The Logged Activity can be related to many record types though it will initially default to searching existing Account Records. Use the field to search for existing Account Records or choose another record type to relate the Logged Activity to using the drop-down menu on the right side of this field.

UI Step
Click Save when complete.

Column

width	50%

UI Expand

title	Creating Tasks

Info

icon	false

Most record types in the Salesforce CRM Portal provide the ability to Create Tasks. When a Task is Created within a specific record type, it is automatically related to that record type. For example, when Creating a Task from a specific Lead Record, that task will automatically be related to the Lead Record.

Tasks are an effective way of staying up-to-date with required activities that must or should be completed within a specific timeframe.
Tasks appear in both the Open Tasks panel on the Salesforce CRM Portal Home Page and in the Events & Tasks page. Only Tasks that have not been completed will appear in the Open Tasks panel.
Tasks can be created from the following record types: Leads, Contacts, Opportunities, Accounts, and Projects.
When using a hub queue, the entire team has visibility into the Task.

Section

Column

width	50%

UI Steps

size	small

UI Step
When Creating a Task add a subject. This field is required and must be completed before the Task can be saved.

UI Step
Input a due date when the Task is expected to be completed.

UI Step

The Task can be Assigned to either a Hub user or a Hub queue. By default the Task will automatically be Assigned to the current user. To assign to an alternate user, click the X on the left of the current user name to remove the existing assignee, then use the field to search for an alternate Hub user. To assign to a Hub queue, use the drop-down on the right side of the field to switch the assign type from Users to Queues, then use the field to search for a Hub queue.

UI Step
The Task can be related to many record types though it will initially default to searching existing Account Records. Use the field to search for existing Account Records or choose another record type to relate the Task by using the drop-down menu on the right side of this field.

UI Step
Click Save when complete.

Column

width	50%

UI Expand

title	Creating Events

Info

icon	false

Most record types in the Salesforce CRM Portal provide the ability to Create New Events. When an Event is Created within a specific record type, it is automatically related to that record type. For example, when Creating New Events from a specific Lead Record, that event will automatically be related to the Lead Record.

New Events appear in both the calendar on the Salesforce CRM Portal and in the Events & Tasks page.
Events can be created from the following record types: Leads, Contacts, Opportunities, Accounts, and Projects.
Events will only be seen by the user who created the Event.

Section

Column

width	50%

UI Steps

size	small

UI Step
When Creating an Events add a subject. This field is required and must be completed before the Event can be saved.

UI Step
Include a description if needed. This is not a required field.

UI Step
Set the Event start and end details.

UI Step
Include a location if needed. This is not a required field.

UI Step
The Event can be related to many record types though it will initially default to searching existing Account Records. Use the field to search for existing Account Records or choose another record type to relate the Event by using the drop-down menu on the right side of this field.

UI Step
Click Save when complete.

Column

width	50%

UI Expand

title	Sending Emails

Info

icon	false

Most record types in the Salesforce CRM Portal provide the ability to Send Emails. When an Email is Sent within a specific record type, it is automatically related to that record type. For example, when Sending an Email from a specific Lead Record, that email will automatically be related to the Lead Record.

Emails can be sent from the following record types: Leads, Contacts, Opportunities, Accounts, and Projects.
Salesforce emails do not allow graphics to be inserted.

Section

Column

width	50%

UI Steps

size	small

UI Step
The From field will automatically pre-populate with the current user's email but this can be changed using the drop-down for this field and selecting an alternate option.

UI Step
The To field will automatically pre-populate with either the current Lead or Contact, or the primary Contact on the Account, Opportunity, or Project record.

UI Step
The BCC field will automatically pre-populate with the current user. Use the X to remove if needed and add any other BCCs as needed.

UI Step
Use the Subject field as needed. Note that when using Email Templates, the Subject field will populate based on the specific template used.

UI Step
Input the body of the email in the large word formatting field. Note that when using Email Templates, the email body will populate based on the specific template used.

UI Step
Use the Paperclip icon to include an email attachment.

UI Step
Use the Template icon (the paper icon with the plus sign in the lower right-hand corner) to select from available email templates.

UI Step
The Email can be related to many record types though it will initially default to searching existing Account Records. Use the field to search for existing Account Records or choose another record type to relate the Email to using the drop-down menu on the right side of this field.

UI Step
Click Send when complete.

Column

width	50%

Aura - Tab

title	Home

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	CRM Portal Home Page

Info

icon	false

The CRM Portal Home Page provides a high-level overview of current tasks, events, and leads that can also be easily and quickly created using the Quick Create menu. This is the default page that CRM Portal users will be brought to when signing into the Salesforce CRM Portal.

UI Expand

title	1 - Quick Create Menu

UI Steps

size	small

UI Step

The Quick Create menu provides a quick way to create New Events, New Tasks, and Follow-Up records.

Expand

title	screenshot

UI Step

When clicking any of these three options, a modal window will appear to document the details of the New Event, New Task, or Follow-Up record.

Expand

title	New Event screenshot

Expand

title	New Task screenshot

Expand

title	Follow-Up screenshot

UI Step
Required information on each modal window is identified by a red asterisk to the left of the field name.

UI Step

When creating New Task and Follow-Up records, The Assigned To field default to the Hub user creating the record. This can be changed. To assign the record to an alternate Hub member, click the X to the far right of the current assignee. then, begin typing in the name of the alternate Hub user into the same field. Available options will begin to appear below this field. Select the correct user.

Expand

title	watch video

Multimedia

name	Hubs Reassign Task or Followup.mp4
width	100%
height	100%

UI Expand

title	2 - My Leads Panel

Section

Column

width	50%

UI Steps

size	small

UI Step
Click a Lead name to quickly access the specific Lead record.

UI Step
Click View All to be taken to the Leads page. Please review the Leads tab on the left for more information regarding Leads.

Column

width	50%

UI Expand

title	3 - Event & Task Calendar

Section

Column

width	50%

UI Steps

size	small

UI Step
The Calendar will show only active Events that have been created and will only show those Events that have been assigned to the current user.

UI Step
Use the backward and forward arrows to navigate between Calendar months.

UI Step
Use the Calendar icon drop-down to change the Calendar view options (day, week, month).

UI Step
Use the New Event button to create a new Event. This is a similar process to using the Quick Create menu to create a new Event.

UI Step
Clicking a specific Event within the Calendar will direct you to the specific Event record.

Column

width	50%

UI Expand

title	4 - Open Tasks Panel

Section

Column

width	50%

UI Steps

size	small

UI Step
Only active, incomplete Tasks will appear in this panel.

UI Step
Click the Checkbox to the left of the Task name to mark as complete. Note that when checking the box, a modal window will appear to select an appropriate Task status. Currently the options are: Approved, Reject, and Completed.

UI Step
Once a Task is marked as complete, the task will be crossed out. A simple page refresh will remove the completed Task from the panel.

UI Step

Click View All to be taken to the Events & Tasks page. Please review the Events & Tasks tab on the left for more information regarding Tasks.

Tip

icon	false

When redirected to Events & Tasks page, it will show all tasks that have been assigned to you or that you created.

Column

width	50%

UI Expand

title	Related Training Video

Multimedia

name	HUBS - CRM Portal Home Page.mp4
width	100%
height	100%

Aura - Tab

title	Leads

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Creating & Converting Leads

Info

icon	false

The information below provides guidance on all aspects of lead creation and management. Hubs cannot delete Lead Records. Should this be necessary, please work with your NYSERDA Project Manager.

UI Expand

title	Web-to-Lead Form

Section

Column

width	50%

UI Steps

size	small

UI Step

Hubs will receive the Web-to-Lead form HTML from the NYSERDA Program Team. The HTML will be unique to each Hub so that incoming leads are automatically assigned to the correct corresponding Hub Queue.

Warning

icon	false

Hubs will need to provide the web domain names before NYSERDA can provide the HTML.

UI Step
The HTML can be set to any URL which might be shared via a Hub for customer outreach and can be used however the Hub requires to capture new leads and customers.

UI Step
The HTML can be updated to point to a specific redirect link after form completion and submittal. By default, the HTML will direct submitters to the NYSERDA website. To change the webpage redirect, within the HTML change Line 111 values by inserting the Webpage.

UI Step

When possible, let customers know that completing the address fields will help NYSERDA determine which programs the customer is pre-qualified for.

Warning
Red asterisk fields are required on the Web-to-Lead form.

Column

width	50%

UI Expand

title	Leads CRM Portal Page

	Page Options	Description/Function
1	Lead Queues	Groups leads into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default view when accessing this page.
2	New Lead Button	Opens a modal window to create a new lead. New leads are automatically added to the current users My Leads queue. Please review the Create New Lead section below for more information.
3	Add to Campaign Button	Associates any number of leads on the current list to an active campaign. Individual leads on the lead list must be selected first using the checkbox to the left of any lead name. Review the Add to Campaign information in the Lead Record section below to learn how to assign leads to campaigns.
4	Change Status Button	When clicked, lead statuses can be changed in bulk for any leads selected using the checkbox to the left of any lead name. It is not recommended to change lead statuses in bulk. Review the Lead Status and Convert Leads information in the Lead Record section below to learn more.
5	Leads List	A list of all leads in the currently selected queue. Access a specific Lead Record by clicking the name link in the Name Column.
6	Search List Field	Filter the visible lead list below based on the search parameters.

UI Expand

title	Create New Lead

Section

Column

width	50%

UI Steps

size	small

UI Step

Complete as many fields as possible when creating a New Lead noting that fields marked with a red asterisk are required and must be completed before the lead can be created. The following are required fields:

First Name
Last Name
Company

Warning

The preferred method to enterleads is using your WTL form.

If entering a Lead directly from Salesforce, Company is required. If the Lead is an individual, enterLast Name, First Name Individual in the Company field. If the Lead is representing a Company or Organization enter the Company or Organization name.

Lead Status
Preferred Contact Method

UI Step
Some fields have a small grey circular Information Icon. Hovering the cursor over this icon will display a tooltip with helpful information for that field.

UI Step
Use the Search Address box to locate and populate the rest of the mailing address fields.

UI Step
Be sure to check the Mailing Address in DAC box or the Service Address in DAC box if the address(es) is/are within a Disadvantage Community. This helps NYSERDA determine if the lead is pre-approved for specific NYSERDA Programs.

UI Step
If the Mailing Geo Match Address or Service Geo Match Address fields contain information it indicates that the lead may be pre-approved for specific NYSERDA Programs.

UI Step
Click Save & New to save the Lead Record and generate a blank new lead form.

UI Step
New leads are automatically assigned and only visible to the lead creator.

Column

width	50%

UI Expand

title	Lead Record

Record Options

Description/Function

1

Lead Status Conversion Tool

A tool to move the lead through the conversion process. Either click the Mark Status as Complete to update the lead status to the next sequential status in the tool or click on a specific status and click on the same button to update the lead to the selected status.

Warning

icon	false

Leads should not be converted using the Converted status button on this tool as it will not convert the Lead Record to a Contact Record.

Lead Status Options and Definitions:

New: New lead created
Contacted: Initial contact was made through email, text, phone call, etc.
Open: Lead is interested in NYSERDA programs
Unqualified: Lead will not move forward with applying to NYSERDA programs
Converted: Lead converted to Contact, Opportunity, and Account.

2

Follow Button

Reviewed on the Introduction Tab.

3

Convert Button

The correct method to convert a Lead Record to a Contact Record. Review the Converting Leads section below for more information.

4

Edit Button

Places the entire Lead Record into edit mode. Be sure to Save when all changes have been made.

5

Change Owner Button

The correct method of changing a Lead Record owner to an alternate Hub queue or Hub member.

Expand

title	screen recording

Tip

icon	false

The below video contains no sound.

Multimedia

name	ChangeLeadOwner.mp4
width	100%
height	100%

6

Details Tab

Displays the Lead Record details that can be edits either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

7

Related Tab - Lead History

Displays the history of all changes to the Lead Record.

Related Tab - Activity History

Another mechanism to email the Lead by selecting the Send an Email button.

Related Tab - Campaign History

Displays any campaign(s) the Lead Record has been associated with. Provides the ability to add the lead to existing campaigns and, if the lead is assigned to an individual Hub member and not a Hub queue, can create a new campaign at the same time.

Expand

title	screen recording

Tip

icon	false

The below video contains no sound.

Multimedia

name	Hubs Add to Campaign.mp4
width	100%
height	100%

Related Tab - Notes & Attachments

Displays any attachments uploaded to the Lead Record. Provides the ability to upload additional files.

Warning

icon	false

Uploaded files must not contain any PPSI (Personal and Protected Sensitive Information)

8

Feed Tab

Provides the ability to add an update to the Lead's Feed. Displays updated information to Users who Follow the Lead.

9

Quick Tools

Provides access to Log Calls, Create New Tasks, Create New Events, and Send Emails and links any of these record types to the Lead Record. These functions are reviewing in the Introduction Tab. Upcoming or overdue Tasks will appear in this section as well.

UI Expand

title	Converting Leads

Info

icon	false

When a Lead Record is ready to be converted into a Contact Record it is important that Hubs use the Convert Button on any Lead Record. Any other mechanism used to convert a lead will not work. When converting a lead, the system will also either create a related Account Record and Opportunity Record or will ask to assign the converted lead (Contact Record) to an existing Account Record and Opportunity Record.

UI Steps

size	small

UI Step

At the top of the Convert Lead screen, input an Account Name for the lead (this is the Person or Company Name), being sure to switch the record type to Individual Account (if a person) and Business Account (if a business). If the lead should be associated with an existing Account Record, click the Choose Existing radio button to search for and locate the existing Account Record.

Expand

title	screenshot

UI Step

Next, update any of the Contact fields as needed. If the lead should be associated with an existing Contact Record, click the Choose Existing radio button to search for and locate the existing Contact Record. In most cases a new Contact Record will be created.

Expand

title	screenshot

UI Step

Then, input the Opportunity Name. It is best practice to input an opportunity name that easily identifies a specific NYSERDA Program the customer is interested in. Account Records and Contact Records can have multiple opportunities and the person's First and Last Name (ex. Bilbo Baggins - Empower +). If the lead should be associated with an existing Opportunity Record, click the Choose Existing radio button to search for and locate the existing Opportunity Record.

Tip
If you prefer to not create an opportunity upon conversion, a check box is available under the Create New field.

Expand

title	screenshot

UI Step

Finally, update the Record Owner to an alternate Hub member or Hub queue if required. Leave the Converted Status field to the default Qualified option and click Convert.

Expand

title	screenshot

UI Step

Once converted, the Salesforce CFM Portal will create any required records and/or link created records to existing ones based on the options chosen in the previous steps. Confirm the record creation/linkages on the next window.

Expand

title	screenshot

UI Step
The converted lead confirmation window can be closed. Additionally, use the buttons on the bottom right to Create New Tasks that will be automatically linked to the account, contact, and opportunity records, or click Go to Leads to return to the leads page.

UI Expand

title	Related Training Video

Multimedia

name	HUBS Creating and Converting Leads.mp4
width	100%
height	100%

Aura - Tab

title	Contacts

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Creating & Managing Contacts

UI Expand

title	Contacts CRM Portal Page

Column

width	50%

	Page Options	Description/Function
1	Contacts List Views	Groups Contacts into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	Search List Field	Filter the visible Contact list below based on the search parameters.
3	New Contacts Button	Opens a modal window to create a new contact. New contacts are automatically added to the current users My Contacts queue. Please review the Create New Contact section below for more information.
4	Add to Campaign	Associates any number of contacts on the current list to an active campaign. Individual contacts on the contact list must be selected first using the checkbox to the left of any contact name. Review the Add to Campaign information in the Contact Record section below to learn how to assign contacts to campaigns.
5	Contacts List	A list of all Contacts in the currently selected queue. Access a specific Contact Record by clicking the name link in the Name Column.

UI Expand

title	Create New Contact

Section

Column

width	50%

UI Steps

size	small

UI Step

Complete as many fields as possible when creating a New Contact noting that fields marked with a red asterisk are required and must be completed before the lead can be created. The following are required fields:

First Name
Last Name
Email Address
Phone Number

UI Step
Some fields have a small grey circular Information Icon. Hovering the cursor over this icon will display a tooltip with helpful information for that field.

UI Step
Use the Search Address box to locate and populate the rest of the mailing address fields.

UI Step
Click Save & New to save the Contact Record and generate a blank new contact form.

Column

width	50%

UI Expand

title	Contact Record

Record Options

Description/Function

1

Follow Button

Reviewed on the Introduction Tab.

2

Edit Button

Places the entire Contact Record into edit mode. Be sure to Save when all changes have been made.

3

Clone Button

Can be used to create an exact duplicate of this record. This may be a useful tool when creating an additional contact with similar information, such as a shared address.

4

New Note

Notes are a useful way to add any additional context to a Contact record that may be helpful for you or other Hub members. Notes, once created, can be found in the Related tab on each Contact record.

5

Details Tab

Displays the Contact Record details that can be edited either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

6

Related Tab - Opportunities

Allows new opportunities to be created and automatically assigned to the current Contact Record. The process to create a new opportunity is outlined in the Create New Opportunity section in the Opportunities Tab to the left. Follow the instructions there to learn how to create an opportunity for a specific Contact Record.

Related Tab - Campaign History

Displays any campaign(s) the Contact Record has been associated with. Provides the ability to add the lead to existing campaigns and, if the lead is assigned to an individual Hub member and not a Hub queue, can create a new campaign at the same time.

Expand

title	screen recording

Tip

icon	false

The below video contains no sound.

Warning
Though the the below video was taken from the Add to Campaign option in the Lead Record, the process is the same as would be conducted in the Contact Record.

Multimedia

name	Hubs Add to Campaign.mp4
width	100%
height	100%

Related Tab - Contact History

Displays the contact history for every logged call.

Related Tab - Notes & Attachments

Displays any attachments uploaded to the Lead Record. Provides the ability to upload additional files.

Warning

icon	false

Uploaded files must not contain any PPSI (Personal and Protected Sensitive Information)

Related Tab - Notes

Displays Notes created from the Notes button on the Details tab.

7

Feed Tab

Provides the ability to add an update to the Contact Feed. Displays updated information to Users who Follow the Contact.

8

Quick Tools

Provides access to Log Calls, Create New Tasks, Create New Events, and Send Emails and links any of these record types to the Contact Record. These functions are reviewing in the Introduction Tab. Upcoming or overdue Tasks will appear in this section as well.

UI Expand

title	Related Training Video

Multimedia

name	HUBS Creating and Managing Contacts.mp4
width	100%
height	100%

Aura - Tab

title	Opportunities

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Creating Opportunities

UI Expand

title	Opportunities CRM Portal Page

Column

width	50%

	Page Options	Description/Function
1	Opportunities List Views	Groups Opportunities into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	New Opportunities Button	Opens a modal window to create a new Opportunity. New Opportunities are automatically added to the current users My Opportunity queue. Please review the Create New Opportunity section below for more information.
3	Search List Field	Filter the visible Opportunities list below based on the search parameters.
4	Opportunities List	A list of all Opportunities in the currently selected queue. Access a specific Opportunities Record by clicking the name link in the Name Column.
5	Printable View Button	Generates a document of the current lead queue that can be printed.

UI Expand

title	Create New Opportunity

Info
When creating an Opportunity without using the conversion process, the Account should be the Contact's Account. This will keep it consistent with the Opportunities that get created from the conversion process and allow the Account to connect the Contact and Opportunity.

Section

Column

width	50%

UI Steps

size	small

UI Step

Complete as many fields as possible when creating a New Opportunity noting that fields marked with a red asterisk are required and must be completed before the opportunity can be created.

Expand

title	tips on required fields

Required Fields

Tip

Application Type

Select:

Audit: Ex. Energy Audit and Assessment
Grant: Ex. Empower +
Loan: Ex. Financing Program
Not Applicable
NYSERDA Solicitation

Opportunity Name

Opportunities should be named by identifying the Customer's First and Last Name and the Program or Opportunity they are interested in

(ex. Bilbo Baggins - Empower +).

Stage

Customer Type

Select one of the following:

Market rate
Multifamily
Not-for-profit
Residential
Small Commercial
Partner
Contractor/Installer
Builder
Trainer
Referral.

Close Date

Estimate closing date for opportunity. Can be adjusted, if needed.

Warning
For NYC Hubs are required to use the NYC Hub Selection field to differentiate which NYC Hub entered the Opportunity.

UI Step
Some fields have a small grey circular Information Icon. Hovering the cursor over this icon will display a tooltip with helpful information for that field.

UI Step

Use the Account Name field to locate and relate the opportunity to a specific account.

Warning
Ensure the correct Contact Account account is identified to connect the Contact and Opportunity.

UI Step

Set the Stage drop-down to Nurturing if this is a brand new opportunity or to any other Stage as appropriate for the specific opportunity.

Expand

title	tips on stage options

Stage Option

Descriptions

Nurturing

Growing relationship with Contact.

Application in Development:

Assisting with application development.

Application Submitted

Contact has submitted application.

Application Approved

Contact application has been approved

Project Contracted

Contact has been connected with a Contractor.

Project Completed

Project is complete.

Application Withdrawn

Application was withdrawn.

Closed - Customer Ineligible

Contact was not eligible for program or resource the opportunity was closed.

Warning
Do not delete the Opportunity. A Contact might return at a later date to the Hub for assistance regarding this Opportunity, at which point the Stage would change.

Closed - Customer Not Responsive

Contact was not responsive the opportunity was closed.

Warning
Do not delete the Opportunity. A Contact might return at a later date to the Hub for assistance regarding this Opportunity, at which point the Stage would change.

Deferred

Contact deferred the Opportunity for another time.

UI Step

Document the opportunity type in either the NYSERDA Program or Non-NYSERDA Program orOther Program drop-down fields. If the opportunity does not appear on either of those drop-down fields, use the Other NYSERDA Program field to type in the opportunity.

Warning

Although selecting a NYSERDA Program or Non-NYSERDA Program is not required you must identify which program or resource you are connecting a Contact to.

Each Opportunity must contain ONLY one program or resource identified for a Customer. If braiding or stacking programs for a Customer you must separately enter those programs or resources as opportunities.

UI Step
Click Save & New to save the Opportunity Record and generate a blank new opportunity form.

UI Step
New Opportunities are automatically assigned and only visible to the opportunity creator.

Column

width	50%

UI Expand

title	Opportunity Record

Record Options

Description/Function

1

Opportunity Status Conversion Tool

A tool to move the Opportunity through the conversion process. Either click the Mark Status as Complete to update the opportunity status to the next sequential status in the tool or click on a specific status and click on the same button to update the lead to the selected status. Review the Converting Opportunities section below to learn more.

Tip
Stages can also be changed within the Details tab in the Stages field. These are the same Stages found in the Create New Opportunity tab. If updating Stages in the Details tab there are additional stage selections than provided with the Opportunity Status Conversion Tools. Those additional stage selections are identified and defined in the Create New Opportunity tab.

Opportunity Status Options and Definitions:

Nurturing - Growing relationship with Contact.
Application in Development - Assisting with application development.
Application Submitted - Contact has submitted application.
Application Approved - Contact application has been approved.
Project Contracted - Contact has been connected with a Contractor.
Application Withdrawn - Application was withdrawn.
Closed - Opportunity was closed.

Warning
Do not delete the Opportunity. A Contact might return at a later date to the Hub for assistance regarding this Opportunity, at which point the Stage would change.

2

Follow Button

Reviewed on the Introduction Tab.

3

Edit Button

Places the entire Opportunity Record into edit mode. Be sure to Save when all changes have been made.

4

Change Owner Button

The correct method of changing an Opportunity Record owner to an alternate Hub member. Use the Search Users field to search for and locate an alternate Hub member that should become the owner of the Opportunity Record. Check the Send Notification Email box to send the new owner an email notification of the change.

Expand

title	screenshot

5

Change Record Type

Record Type identifies which NYSERDA Program the Opportunity belongs to. When a new Opportunity is created the record type is selected by the User. There are two record type options Clean Energy Hubs Opportunity and CEEP Legacy.

All record typed created by the Hubs should be Clean Energy Hubs Opportunity.

CEEP Legacy record types refer to CEEP contacts that have been migrated over to the CRM system.

6

Details Tab

Displays the Opportunity Record details that can be edits either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

7

Related Tab - Contact Role

Use the Add Contact Roles button to assign existing Contact Records to the current Opportunity Record. Additionally, use the Edit Contact Roles button to update the role an assigned Contact plays with respect to the opportunity (i.e., if the contact is the decision-maker, select that role option from the list when Editing Contact Roles.

Expand

title	screenshot

8

Feed Tab

Provides the ability to add an update to the Opportunity Feed. Displays updated information to Users who Follow the Opportunity.

9

Quick Tools

Provides access to Log Calls, Create New Tasks, Create New Events, and Send Emails and links any of these record types to the Opportunity Record. These functions are reviewing in the Introduction Tab. Upcoming or overdue Tasks will appear in this section as well.

UI Expand

title	Related Training Video

Multimedia

name	HUBS Creating Opportunities.mp4
width	100%
height	100%

Aura - Tab

title	Campaigns

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Managing Campaigns

Info
Campaigns are a helpful tool to group Contact, Leads, Opportunities, and Accounts into categories determined by the Hubs. Sample categories include Multifamily, Single Family, Commercial, Small Business, Events, etc.

UI Expand

title	Campaigns CRM Portal Page

	Page Options	Description/Function
1	Campaigns List Views	Groups Campaigns into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	New Campaign Button	Opens a modal window to create a new Campaign. New Campaigns are automatically added to the current users My Campaigns queue. Please review the Create New Campaign section below for more information.
3	Search List Field	Filter the visible lead list below based on the search parameters.
4	Campaigns List	A list of all Campaigns in the currently selected queue. Access a specific Campaign Record by clicking the name link in the Name Column.

UI Expand

title	Create New Campaign

Section

Column

width	50%

UI Steps

size	small

UI Step

When creating a new Campaign, the Select a Record Type window will pop-up. Only select the Regional Clean Energy Hubs as the option and click Next.

Expand

title	Screenshot

UI Step

Complete as many fields as possible when creating a New Campaign noting that fields marked with a red asterisk are required and must be completed before the lead can be created. The following are required fields:

Campaign Name
Type

Warning
Although not required, check the Active box to signify that the Campaign is active.

UI Step
Some fields have a small grey circular Information Icon. Hovering the cursor over this icon will display a tooltip with helpful information for that field.

UI Step
Click Save & New to save the Campaign Record and generate a blank new Campaign form.

UI Step
New Campaigns are automatically assigned and only visible to the campaign creator.

Column

width	50%

UI Expand

title	Campaign Record

Record Options

Description/Function

1

Follow Button

Reviewed on the Introduction Tab.

2

Edit Button

Places the entire Campaign Record into edit mode. Be sure to Save when all changes have been made.

3

Clone Button

Can be used to create an exact duplicate of this record. This may be a useful tool when creating an additional contact with similar information, such as a shared address.

4

Change Owner Button

The correct method of changing a Campaign Record owner to an alternate Hub queue or Hub member.

Expand

title	screenshot

5

Details Tab

Displays the Campaign Record details that can be edits either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

6

Related Tab - Campaign Members

Add existing Leads or Contacts to the Campaign Record.

Related Tab - Activity History

Displays any email records sent as part of the select campaign. Use the Send an Email button to send an email to all associated Campaign Members.

Related Tab - Attachments

Upload any related campaign Attachments using the Upload Files button. Otherwise, view and related campaign attachments previously uploaded.

Warning
Attachments must not contain PPSI (Personal or Protected Sensitive Information)

UI Expand

title	Add Campaign Members

UI Steps

size	small

UI Step

From a Campaign Record, access the Related tab to add Leads, Contacts, or Accounts to that Campaign. Note that the Accounts option can be found by clicking the small blue arrow to the right of the Add Leads and Add Contacts buttons.

Expand

title	screenshot

UI Step

Once an Add Leads, Add Contacts, or Add Accounts button is clicked, you will be taken to a search window. Use the Search field to locate the correct Lead, Contact, or Account record or select from one of the Recent options visible by clicking the Plus Icon. Click Next when the correct record is selected.

Expand

title	screenshot

UI Step

On the next screen, click Submit. Note that if you choose the Overwrite member status option, all existing campaign members will be overwritten with the new member and will no longer be associated with the campaign.

Expand

title	screenshot

UI Expand

title	Related Training Video

Multimedia

name	HUBS Creating and Leveraging Campaigns.mp4
width	100%
height	100%

Aura - Tab

title	Account

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Creating & Managing Account

UI Expand

title	Accounts CRM Portal Page

Column

width	50%

	Page Options	Description/Function
1	Accounts List Views	Groups Accounts into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	New Accounts Button	Opens a modal window to create a new Account. New Accounts are automatically added to the current users My Accounts queue. Please review the Create New Account section below for more information.
3	Search Accounts Field	Filter the visible Account list below based on the search parameters.
4	Accounts List	A list of all Accounts in the currently selected queue. Access a specific Account Record by clicking the Account name hyperlink in the Account Name Column.

UI Expand

title	Create New Account

Info
Best Practice is to not create new accounts unless you are entering a Business or Organization with Multiple Contacts.

Section

Column

width	50%

UI Steps

size	small

UI Step

When creating a new Account, the Select a Record Type window will pop-up. Choose your account type and click Next.

Expand

title	Screenshot

UI Step

Complete as many fields as possible when creating a New Account noting that fields marked with a red asterisk are required and must be completed before the lead can be created. The following are required fields:

Account Name

Tip
Account Name shall be the individual’s name ex: Mary Dawn

UI Step
Some fields have a small grey circular Information Icon. Hovering the cursor over this icon will display a tooltip with helpful information for that field.

UI Step
Use the Search Address box to locate and populate the rest of the mailing address fields.

UI Step
Click Save & New to save the Account Record and generate a blank new Account form.

UI Step
New Accounts are automatically assigned and only visible to the Account creator.

Column

width	50%

UI Expand

title	Account Record

Record Options

Description/Function

1

Follow Button

Reviewed on the Introduction Tab.

2

Edit Button

Places the entire Account Record into edit mode. Be sure to Save when all changes have been made.

3

New Note

Notes are a useful way to add any additional context to an account record that may be helpful for you or other Hub members. Notes, once created, can be found in the Related tab on each account record.

4

Details Tab

Displays the Account Record details that can be edited either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

5

Related Tab - Contacts

Displays Contact Records associated with the account. Use the New button to create a new Contact Record. Refer to the Create New Contact section in the Contacts tab to the left to learn more. Used for Business Accounts. However, you may add the household names as contacts.

Related Tab - Program Partnerships Used for Business Accounts

Displays any Program Partnerships related to the account.

Related Tab - Opportunities

Displays any associated opportunities created and aligned to the account. Use the new button to create a new opportunity. Please refer to the Create New Opportunity section of the Opportunities tab to the left to learn more.

Related Tab - Open Activities

Displays existing Task and Event Records associated with the Account Record. Use the New Task or New Event button to create new tasks or events associated with the account.

Related Tab - Activity History

Displays any email notifications sent through the Account Record to the associated Contacts.

Related Tab - Notes & Attachments

Displays both notes and uploaded attachments. Use the Upload Files button to upload new documents.

Warning
Do not upload files with PPSI (Personal or Protected Sensitive Information)

Related Tab - Account History

Displays a list of all changes or updates made with respect to the Account Record.

6

Feed Tab

Provides the ability to add an update to the Account Feed. Displays updated information to Users who Follow the Account.

7

Quick Tools

Provides access to Log Calls, Create New Tasks, Create New Events, and Send Emails and links any of these record types to the Account Record. These functions are reviewing in the Introduction Tab. Upcoming or overdue Tasks will appear in this section as well.

Aura - Tab

title	Projects

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Accessing Project Records

UI Expand

title	Projects CRM Portal Page

Column

width	50%

	Page Options	Description/Function
1	Projects List Views	Groups Projects into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	Search Projects Field	Filter the visible Project list below based on the search parameters.
3	Projects List	A list of all Projects in the currently selected queue. Access a specific Project Record by clicking the name link in the Name Column.

UI Expand

title	Project Record

Record Options

Description/Function

1

Follow Button

Reviewed on the Introduction Tab.

2

New Note

Notes are a useful way to add any additional context to a project record that may be helpful for you or other Hub members. Notes, once created, can be found in the Related tab on each project record.

3

Edit Button

Places the entire Project Record into edit mode. Be sure to Save when all changes have been made.

4

Details Tab

Displays the Project Record details that can be edits either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

5

Related Tab - Engagements

Lists all Engagement Objects created to document the work done for the project. Please refer to the Project Engagement Objects section below to learn more.

Tip
For the Hub Regional Project record, Monthly Engagements may be entered. For Applications submitted, Hubs will not be entering an Engagement to a Project Record.

6

Related Tab - Project Invoices

Displays all Invoices that have been submitted for the project. Clicking the Invoice Number link will bring you to the Invoice Record in Salesforce.

Tip
For the Hub Regional Project record, Monthly Invoices Submitted will appear. It is recommended that the entry of a New Invoice be submitted through the Partner Portal.

7

Quick Tools

Provides access to Log Calls, Create New Tasks, Create New Events, and Send Emails and links any of these record types to the Project Record. These functions are reviewed in the Introduction Tab. Upcoming or overdue Tasks will appear in this section as well.

UI Expand

title	Project Engagement Objects

Info
Information entered for each engagement object is automatically added to the monthly report. Monthly reports are a requirement for Hubs to ensure that NYSERDA has a firm accounting of all the work done for the project and is used when reviewing and approving invoices.

UI Steps

size	small

UI Step

Click the New button in the Engagements section of the Related Tab.

Expand

title	screenshot

UI Step

In the New Engagement window, select the category that best matches the related work done for the project, then click the Next button.

Tip
Each engagement type provides a different set of fields when documenting the work.

Warning

Please note that Hub Directors shall ONLY enter Capacity Gaps and Program Market Feedback Engagements.

There should be at a minimum one (1) entry for each Hub member requesting reimbursement on the monthly invoice.

Each Engagement shall be tied to the Statement of Work (SOW) Task. (Required field for each Engagement).

Expand

title	record type guide

Record Type	Description
Accomplishments	Identify significant events, Administrative (meetings) and Project Management tasks; and a roll up of the number of opportunities e.g., 14 new opportunities, in conversation with 12 existing opportunities, and 3 withdrew their application.
Campaigns	New community campaigns launched, or activities related to existing community campaigns that the Hub has taken over.
Capacity Gaps	Identify the Hub capacity issues/gaps (e.g., administrative, management and staff knowledge, skills, geographic each, partnerships/network management, etc.) or issues impacting the effective delivery of Hub services in the Region, identify necessary resources to address the capacity issues/gaps, and what measures the Hub leadership team has taken.
Local Pilot Projects	Activities pertaining to approved Local Project Support funding.
Marketing	Articles, Social Media, Email, News (PSA, Cable, TV), Press Release, Print, and Radio. All marketing materials shall be approved by NYSERDA prior to placement, unless key messaging is used.
Outreach	Presentations, Exhibitor opportunities, Stakeholder Forums, Energy Literacy Workshops, and Trainings provided. Attendance sheets are required for Stakeholder Forums and Energy Literacy Workshops; however, sign in sheets for other outreach engagements are encouraged. To upload attachments, the Engagement record must be created. Then use the drop down and select the Hub Name, Open the Engagement, click Related tab and upload the attendance/sign in sheets.
Partnerships	New partnerships established. A Partnership Support Letter is required to be uploaded. Support letters shall be on the Partner’s letterhead and outline how the Partner will work with the Hub to meet the Hub goals. To upload the Support Letter, enter the Engagement, located the record, lick the Related Tab, and upload the document.
Program - Market Feedback	Identify any significant events, deviations from the budget opportunities and challenges, feedback or problems encountered during the month that could be shared with NYSERDA program teams. Do NOT include contractual issues.

Expand

title	screenshot

UI Step

In the next window, fill in the required fields then click the Save & New button.

Expand

title	screenshot

Tip
The screenshot below references the Accomplishments engagement object fields and does not convey the fields required for other engagement object types.

UI Step
To Edit, Delete, or Clone an Engagement Object click the name of the engagement object from the Engagements list in the Related Tab. Make any edits as needed, being sure to save before exiting.

UI Expand

title	Related Training Video

Multimedia

name	HUBS Accessing Project Records.mp4
width	100%
height	100%

Aura - Tab

title	Reports

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Working With Reports

UI Expand

title	Create New Report

Info

Each Hub has a folder that contains their reports which is located under All Folders in the Reports tab.

Expand

title	Hub Pre-defined Reports

Hub – Opportunities

Hub – Converted Leads

Hub – Prime Hub Contacts w/Activities

Hub – Prime Hub Leads w/Activities

Hub – Monthly Report Roll Up (Required for Monthly Invoice)

Hub Monthly Report – Part 1 and Part 2 (separate report rolled into Monthly Report Roll Up)

Expand

title	screenshot

UI Steps

size	small

UI Step

On the Reports tab, click the New Report button to start the process.

Expand

title	screenshot

UI Step

In the Create Report window, choose a Report Type which defines the tables and fields you can have in the report. Use the Category on the left to filter the report types by the main objects you want to report on.

Expand

title	screenshot

UI Step

Once the Report Type is selected, click the Start Report button.

Expand

title	screenshot

UI Step

On the New Report page, you can drag and drop the categories under the Column section to the table on right. If any changes to the table were made, click the Run button to see how the Report would look like.

Expand

title	screenshot

UI Step

Once you are ready to save the report, click the Save button.

Warning
For Hub member visibility, save New Reports to the Hub Folder.

Expand

title	screenshot

UI Step

On the Save Report pop-up window, update the report name and add a discription.

Expand

title	screenshot

UI Step

When saving a report, if you want to share the report with other users in the Hub, the report should be saved in your Hubs folder (Private Reports Folder is set as the default). Click the Select Folder button and choose your Hubs Folder.

Expand

title	screenshot

UI Step

In the Select window pop-up, click the folder name starting with HUBS, then click the Select Folder button to continue.

Expand

title	screenshot

UI Step

Once you are ready to save the report, click the Save button.

Expand

title	screenshot

UI Expand

title	Reports CRM Portal Page

	Page Options	Description/Function
1	Search Reports	Filter the visible Reports list below based on the search parameters.
2	New Report	Allows users to run pre-configured reports. There is some flexibility in what each report will show. Please review the recording in the Reports Training Video section below to learn more.
3	Report Folders	Groups reports together based on the report folder commonality.
4	Available Reports	Displays all reports for the select folder.

UI Expand

title	Reports Training Video

Multimedia

name	HUBS Working With Reports.mp4
width	100%
height	100%

Aura - Tab

title	Tasks

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Managing Tasks

UI Expand

title	Tasks CRM Portal Page

Column

width	50%

	Page Options	Description/Function
1	Tasks List Views	Groups Tasks into helpful queues for easy review and access. Click the current queue to open the drop-down to select other available queues. Use the Pin icon to set a different queue as the default when accessing this page.
2	Search Tasks Field	Filter the visible Task list below based on the search parameters.
3	New Tasks Button	Opens a modal window to create a new lead. New Tasks are automatically added to the current users queue. Please review the Create New Task section below for more information.
4	Tasks List	list of all Tasks in the currently selected queue. Access a specific Task Record by clicking the name link in the Name Column.

UI Expand

title	Create New Task

Section

Column

width	50%

UI Steps

size	small

UI Step

Complete as many fields as possible when creating a New Task noting that fields marked with a red asterisk are required and must be completed before the lead can be created. The following are required fields:

Assigned to
Subject
Priority - should always be set to Normal. High priority assignments should be done via email or telephone
Status
- Open - Assigned to Hub Member
- Approved - Assignee approves email, accepts the meeting
- Rejected - Assignee rejects the task, comments should be included in the comments as to why the Task was rejected
- Completed - Task finished

Tip
The Type drop-down is action to be taken by the Assigned Hub Member.

UI Step
Click Save & New to save the Task and generate a blank new form.

UI Step
New Tasks are automatically assigned and only visible to the creator.

Column

width	50%

UI Expand

title	Task Record

Record Options

Description/Function

1

Mark Complete

Allows user to update Task status to Approved, Reject, or Completed.

2

Edit Button

Places the entire Task Record into edit mode. Be sure to Save when all changes have been made.

3

Delete Button

Delete the Task Record.

4

Change Date

Allows user to change the Due Date of the Task.

5

Details Tab

Displays the Task Record details that can be edited either through the pencil icon at the far right of any field in this tab or when using the Edit button in the controls at the top-right of this page.

6

Related Tab - Notes & Attachments

Displays both notes and uploaded attachments. Use the Upload Files button to upload new documents.

Warning
Do not upload files with PPSI (Personal or Protected Sensitive Information)

Aura - Tab

title	Invoicing

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Invoicing

UI Expand

title	Creating an Invoice

UI Steps

size	small

UI Step

In the CRM Salesforce Portal, click on the Go to Partner Portal tab to access the NYSERDA Portal.

Expand

title	screenshot

UI Step

Within the Portal, click on the Projects tab.

Expand

title	screenshot

UI Step

Under the drop down menu, select the queue Regional Clean Energy Hubs. Once the queue is selected, the filter will show all related projects for that Hub member.

Expand

title	screenshot

UI Step

Click on the Project Name hyperlink to access the Project Details page.

Expand

title	screenshot

UI Step

In the Project Record, scroll down to the Project Invoices section and click on the New Project Invoice button.

Expand

title	screenshot

UI Step

In the Budget Line Items page, the Hubs member will document how much money should be invoiced against each of the Budget Line Items by typing in the amount in the boxes under the Current Invoice Amount column.

Expand

title	screenshot

UI Step

To enter the Cost-Share amount, click the Pencil icon to open the cost-share column, enter the cost-share associated with the Budget lines and click the Green Arrow icon to save.

Expand

title	screenshot

UI Step

Click the Save button, the Monthly Invoice will appear. Then, enter the Invoice Amount into the NYSERDA column of the Current Invoice amount.

Tip
Hubs may click Continue or Edit, if revisions are needed.

Expand

title	screenshot

UI Step

Enter the Cost Share Total from the first page in the Cost Share column. The total is shown at the top of the invoice. Then, click the Cost Share Details hyperlink to include the Cost Share amount.

Expand

title	screenshot

UI Step

Enter the amount and click the Add New Entry hyperlink if additional Entities are needed. Then, click the Save button.

Expand

title	screenshot

UI Step

Use the Customer Invoice # box if the Hubs member or team has a different invoicing numbering mechanism, to create a parity for reference between the invoicing process.

Use Invoice Notes to enter the Hubs Name, Month, and Year Invoice. Also include any special instructions for finance ex: split between funding sources, how cost share was derived.

Then click the Save button to continue.

Expand

title	screenshot

UI Step

In the Review page, validate the invoice summary. Then, click on the Manage Documents link.

Expand

title	screenshot

UI Step

In the Supporting Documents page, click the Choose File button to upload the required Monthly Report (Opportunities Report and Monthly Roll Up Report) and Invoicing Documentation for yourself and your subcontractors. Use the box under Document Name to give the supporting documents a title. The Invoicing Documentation shall be one PDF file. The Opportunities and Monthly Roll Up Reports shall be Excel files.

Tip

icon	false

There are times when receipts will need to be submitted for justification and proof of purchased materials.

Expand

title	screenshot

UI Step

Once all supporting documents are uploaded, click the Save button to save the documents. Then click the Back to Invoice link to go back.

Expand

title	screenshot

UI Step

Please leave the Invoice in Draft status. DO NOT click Submit. Email your NYSERDA Project Manager that your Month/Year invoice is in Salesforce for review. This will allow revisions to be resolved prior to submitting to NYSERDA Finance.

Tip
The NYSERDA Project Manager will email their approval or request revisions/clarifications within 3-4 days of receipt of the email.

UI Step

After validation by the NYSERDA Project Manager, click Submit.

Expand

title	screenshot

UI Expand

title	Rejected Invoices

Info
If your invoice is rejected, your NYSERDA Project Manager will change the invoice status to Draft so that you are able to make the required changes to ensure the invoice can be approved by NYSERDA's Finance team. The instructions below will guide you on how to re-access the Invoice from the Project Record in the NYSERDA Partner Portal.

UI Steps

size	small

UI Step
Follow steps 1 - 4 in Creating an Invoice section above.

UI Step

In the Project Record, scroll down to the Project Invoices section to locate the invoice set back to Draft status.

Expand

title	screenshot

UI Step
Open the Draft Invoice, click Edit and revise the invoice according to your PM's instructions.

UI Expand

title	Related Training

Multimedia

name	Hubs Salesforce Invoicing Training.mp4
width	100%
height	100%

Aura - Tab

title	Case Management

Panel

borderColor	#002D72
bgColor	#F3F4F9
titleColor	#ffffff
borderWidth	1
titleBGColor	#002D72
borderStyle	none
title	Case Management

Case Creation

Expand

title	video

Multimedia

name	EmPower and HUBS Case Creation.mp4
width	100%
page	External Guide Video Library
height	100%

Case Escalation Process

Expand

title	video

Multimedia

name	EmPower and HUBS Case Escalation Process Video.mp4
width	100%
page	External Guide Video Library
height	100%

Monitoring & Checking on Case Status

Expand

title	video

Multimedia

name	EmPower and HUBS Monitoring and Checking on Cases Video.mp4
width	100%
page	External Guide Video Library
height	100%

HTML

<style type="text/css"> 
.aura-header {
padding-top: 10px!important;
padding-left: 10px!important;
padding-right: 10px!important;
}  
.aura-headline {
padding-bottom: 10px!important;
}  
.aura-body {
padding-left: 5px!important;
padding-right: 5px!important;
padding-top: 5px!important;
padding-bottom: 5px!important;
} 
.aura-panel {
margin-top: 0px!important;
margin-left: 0px!important;
margin-right: 0px!important;
}
.aura-tab-content {
margin-top: 0px!important;
padding-top: 0px!important;
}
.panelContent {
display: none;
}
.panel, .alertPanel, .infoPanel {
margin-top: 0px!important;
}
.panelHeader {
font-size: 20px;
padding-top: 5px!important;
padding-bottom: 5px!important;
}
</style>

HTML

<style type="text/css">
#title-text {display: none;}
#breadcrumb-section {display: none;}
#system-content-items, #content-metadata-attachments {display: none;}
.divider-wrapper {min-height:20px!important; height:20px!important;}
.wiki-content h1 {margin-bottom:0px!important;}
.aura-body {padding-left:0px!important; padding-right:0px!important; padding-top:0px!important; padding-bottom:0px!important;}
.innerCell .aura-panel {margin-top:0px!important; margin-bottom:0px!important; margin-left:0px!important; margin-right:0px!important;}
</style>

...

Space shortcuts

Versions Compared

Old Version 31

New Version Current

Key

Related Training Video:

Navigation and Core Concepts:

Universal Functions:

Case Creation

Case Escalation Process

Monitoring & Checking on Case Status