Prepare the Org

Learning Objectives

After completing this unit, you’ll be able to:

Track the relationships between constituents and their businesses without creating duplicate records.
Use person accounts to store constituent information in a single record in Public Sector Solutions.
Install OmniStudio to create guided application experiences for constituents with clicks instead of code.

Prerequisites

Before you start this module, consider completing the following recommended content.

Public Sector Solutions Basics

Get Your Org Ready

Tishon Nichols, the Salesforce admin for the town of Cosville, is excited. Today, she's setting up her org so that several agencies and departments can use Public Sector Solutions. This way, they can modernize the way they engage with constituents and digitize all kinds of processes, from applying for business licenses to managing grants to improving the HR and IT experience for Cosville government employees.

The town of Cosville

In this module, you follow along as Tishon sets up her Public Sector Solutions org for Cosville. All the tasks are foundational to preparing an org for use with Public Sector Solutions in any agency scenario, including licensing and permitting, inspections, employee engagement, and more. Depending on your solution requirements, you'll also need to complete additional setup tasks.

It’s a good idea to open Guided Setup in your org as you follow along with the tasks. From Setup, in the Quick Find box, search for and select Guided Setup. Assistants take you through what you need to do to fully prepare a Public Sector Solutions org.

Some of the practice steps in this module cover installing OmniStudio. If you want to install it, use your Enterprise, Unlimited, or Performance Salesforce edition org because the Trailhead Playground doesn't support OmniStudio installation. If you want to try the tasks outside of your own org, or before you get a production org, request a trial org to experiment with.

Ready? Let's go!

Verify Your Licenses

First, Tishon verifies that her org has the required Public Sector Solutions and OmniStudio licenses.

From Setup, in the Quick Find box, enter Company Information, and then select Company Information. Here’s a screenshot of the Company Information Setup page.
View the licenses.

The licenses you see depend on the solution you’ve installed. If you don't know what to look for, check with your account executive.

Create Organization-Wide Email Addresses

Next, Tishon defines a list of organization-wide addresses for different user profiles. This way, when users send emails from Salesforce, they can specify their own email address or the organization-wide email address as the sender. Users receive replies at the same address from which they send the email.

The Setup page for Organization-Wide Addresses

From Setup, use the Quick Find box to find and select Organization-Wide Addresses.
Click Add.
Specify a display name and email address, and set access for your profiles.
Save the email address, or save it and create another one for a different profile.

Enable Person Accounts

Person accounts hold data from the Account and Contact objects in a single record. You don't have to use person accounts in Public Sector Solutions, but they can be useful. For example, if you want to represent constituents who submit individual applications for licenses, permits, programs, benefits, or services, you have to use person accounts.

Person accounts do have some limitations. For example, they aren't included in account hierarchies, and once you enable person accounts in your org, you can't disable them. In addition, if you're going to use person accounts, you must enable them before you install OmniStudio.

Cosville will be accepting individual applications from constituents, so Tishon enables person accounts.

From Setup, enter Person Accounts in the Quick Find box, and then select Person Accounts.
Acknowledge the implications of enabling person accounts.
Complete these steps:

Make sure the Account object has at least one record type.
Make sure that user profiles that have Read permission on Accounts also have Read permission on Contacts.
Note that the organization-wide default sharing is set so that either Contact is Controlled by Parent or both Account and Contact are Private.

Turn on Person Accounts.

Person Accounts Setup page

Enabling Person Accounts creates a person account record type, which you can assign to user profiles. You can create additional record types for person accounts as needed.

Enable Contacts to Multiple Accounts

Constituents often need more than just one license or permit. For example, a restaurant owner might decide to open a second location. Who knows? Maybe they also want to open an ice cream parlor or a nightclub. To manage a constituent's data for multiple businesses, Tishon needs to use Contacts to Multiple Accounts.

As the name suggests, Contacts to Multiple Accounts relates one contact record to multiple account records. The contact has a direct relationship with one account—the one in the Account Name field—and secondary, indirect relationships with other accounts.

Contacts to Multiple Accounts work with person accounts. Tishon wants to make it easier to track relationships between her constituents and their businesses, so she enables Contacts to Multiple Accounts.

From Setup, enter Account Settings in the Quick Find box, and then select Account Settings.
Click Edit, and then select Allow users to relate a contact to multiple accounts.
Define the behavior you want to occur when users delete or replace accounts related to a contact record.
Save your changes.

For more information about using Contacts to Multiple Accounts, see the Help article in the Resources section.

Install OmniStudio

OmniStudio is a managed package of application components built on the Salesforce platform, which you install into your Public Sector Solutions org. OmniStudio includes several components.

OmniScripts define and contain user-interaction components and give you the flexibility to create logic for guided flows.
Integration Procedures bundle server-side data integration operations for efficiency and reuse.
FlexCards display data and launch actions.
OmniStudio Data Mappers transfer and transform data between Salesforce and OmniScripts, FlexCards, and Integration Procedures.

Tishon knows that OmniStudio provides essential functionality to Public Sector Solutions, so she gets ready to install it.

First, she makes sure that her org doesn't already have OmniStudio installed. From Setup, search for and then select Installed Packages. If you see OmniStudio, don't install it again. Makes sense, right?
Next, Tishon checks that she has the OmniStudio Admin, OmniStudio Runtime for Communities, and OmniStudio User permission set licenses. From Setup, search for and then select Company Information. Go to the Permission Set Licenses related list to see the permission set licenses in your org.
Next, she completes the steps described in Prepare to Install the OmniStudio Package.
Because deploying Lightning web components in the Public Sector DataPacks requires Visual Studio Code and Salesforce Developer Experience (DX), Tishon completes the Quick Start: Lightning Web Components project and the Lightning Web Components Basics module before continuing.

Starting with the Spring ’22 release, the OmniStudio package replaces Vlocity INS. If you started using Public Sector Solutions before Spring ’22, check with your account executive about licensing before you install OmniStudio.

Finally, Tishon is ready to install the OmniStudio managed package into her Public Sector Solutions org.

Log out of all Salesforce orgs.
Go to the OmniStudio Installation and Upgrade article in Salesforce Help.
Click the package installation URL for the current OmniStudio managed package.
Log in to your Public Sector Solutions org.
Select Install for All Users, and then click Install.
On the Approve Third-Party Access page, select the SSL Encrypted box for both websites, select Yes, grant access to these third-party websites, and then click Continue.
When you receive an email indicating that the installation was successful, click Done.
Complete the post-installation tasks for the current release.

For more details about this process, see the OmniStudio for Public Sector Solutions Help article.

Perform Other Org Setup Tasks

We’ve covered the basic org setup steps in this unit, but there are a few other initial configuration tasks you can perform to enhance the Public Sector Solutions user experience.

Turn on Chatter Feed Tracking to help agency employees and constituents collaborate and receive updates when a record changes. This feed is available in the org for agency users, and on the public portal website for constituents.

Enable Notes, the basic note-taking tool in Salesforce. This way, inspectors and caseworkers can easily take notes while conducting an inspection or assessment. They can record their observations about the overall visit or a specific task.

Government agency employees, including inspectors and caseworkers, often perform on-site visits to check for regulatory compliance or collect information from a constituent. Set up Salesforce Calendar so that compliance and case managers can easily manage these visits as calendar events.

See the Salesforce Setup for Public Sector Solutions Help article to learn more about these setup steps.

Now the org is ready! Let's see how Tishon sets up users and security in the next unit.

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