A Self Starter Onboarding Guide for Admins
Follow these steps to start driving digital adoption with Spekit today!
Welcome to Spekit! Here’s a step-by-step guide to help you get started.
This guide will cover the following:
- Connecting Spekit to your Salesforce instance
- Importing Salesforce Objects into Spekit
- Inviting your team members to Spekit
- Hiding terms in Spekit
- Assigning an Expert to terms in Spekit
- Creating Custom Metadata Columns in Spekit
- Creating Documentation
Haven’t downloaded the Chrome Extension yet? Click here to download the Spekit Chrome Extension before moving forward.
Step 1: Connecting Spekit to Salesforce.
Note: Only paid and trial accounts can connect to Salesforce. If you are a free account user, contact our team to get a trial.
The Salesforce integration will sync all your Objects and Fields into Spekit on a single click.
To connect your Spekit to your Salesforce:
a. Check for permissions.
Check your Salesforce profile for the required permissions to connect to Spekit.
b. Click “Connect a production org.”
After verifying you have the permissions needed to connect, check the checkbox to confirm. Click “Connect a production org” to connect your Spekit account to Salesforce.
Pro Tip: Connect to a Salesforce sandbox org if you want to test separately from your production org.
c. Login to Salesforce.
You’ll be redirected to Salesforce to login. Enter your Salesforce user id and password and click Log In. You’ll be asked to allow access to Spekit.
Does your company use SSO (such as OKTA)? You must be logged into Salesforce via your SSO provider BEFORE you attempt to login to Spekit as shown above.
Step 2: Importing Salesforce objects.
Now that you’re connected to Salesforce, select and import Objects to document.
To import Objects into Spekit:
a. Click on the Integrations tab
In the left navigation menu Click on “Integrations” and select Manage Objects.
b. Select the Objects you want to import.
We recommend importing one or two of the most important and critical objects. You can always import more objects later.
This will avoid an overcrowded dictionary and will make the most out of your documentation efforts.
c. Click on Import Objects.Wait up to 10 minutes for the import to complete. Larger orgs will take longer.
Once the objects are imported, you’ll be redirected to the Integrations page.
Step 3: Inviting your team
With Spekit, you don’t have to tackle content creation alone! You can invite (a) Salesforce users as well as (b) non-Salesforce users on your team to help with documentation efforts.As you invite Teammates, consider the following role assignments available in Spekit:
- The Viewer: They have read-only access.
- Expert: They have limited edit and configuration access.
- Admin: They will own the Spekti Platform for their org. They have full edit and configuration access.
a. To invite a Salesforce user:
Search the list on this page, select a role and click Invite as shown below.
b. To invite a non-Salesforce user:
Click on Invite by email at the top right of the page.
Click here for more information and a detailed step by step process of how to invite users to Spekit. Step 4: Hiding terms in Spekit Spekit will sync all fields asscociated to the Object you imported that exist in your Salesforce instance. There may be a ton of fields that you don’ use anymore or that don’t need to be documented at all. Spekit allows you to hide, rather than delete the fields that are unimportant to avoid filling your Dictionary with junk or unwanted terms.
a. To hide an individual Spek:
Click on the eye icon in the expanded view of the Spek.
b. To hide multiple Speks:Once select the terms you want to hide and click on “Hide terms” in the Bulk actions menu.
You can view these hidden terms using the Filter options. Click here to see how to do this. You can further unhide these terms at any point. Click here for more information on how to HIde and Unhide terms in Spekit.Step 5: Assigning Experts You can use the assign an Expert option to crowd-source the expertise of your colleagues or delegate documentation to a subject matter expert on your team.
You can assign an expert to an Object allowing them to document all the fields associated with the particular Object OR You can assign an expert to each individual field and term in Spekit. Click here to see how to assign an expert in Spekit.
- To assign an expert to multiple terms at once:
Select the terms you want to assign, click on Bulk actions and select Assign Expert.
You can further assign an expert directly from the dashboard. Visit your dashboard to see terms that haven’t been assigned to anyone and terms that are assigned to you as well.
Step 6: Creating Custom Columns With Custom Columns, you can add custom, company-specific information to existing fields, objects or other metadata in your Dictionary. In other words, it’s a streamlined way to extend the benefits of the Spekit’s Dictionary to other parts of your business. Click here for some basic use cases of Custom Columns to get you started.
- To create Custom Columns:
Go to Admin Settings siness and click on the Create Metadeta Column tab.
Here you can view all your custom columns and their details. You can further delete these columns from this page if needed.
Click here for a step by step guide on how to create Custom Columns. Once you’ve created a Custom Column, you can view it in the Metadata section in the expanded view of the Spek that it applies to. You can further select which columns you want to display in the Dictionary view using the Toggle Column feature. This is helpful when you want to display all the information related to your documentation in a tabular format.
Step 7: Creating Content
Now that you’re set up… It’s time to create documentation!
With Spekit you can add and create as much documentation as you like by simply creating a Spek.
A Spek is a bite-sized piece of custom knowledge. It can be used to document any process, step-by-step walkthrough or term in your company for easy access.
Here is what a Spek looks like:
The Spek will display all associated Metadata and stats related to the term. Click here to see how to create your first Spek.
Need to document a process directly within a workflow? Click here to see how to create documentation on the go.
Always create a content plan for your documentation before actually creating the content and filling out the Speks. This will allow you to make the most out of your documentation efforts.
You’re all set to go!… Happy Speking!