Installing Apps from the AppExchange

W HAT IS THE APPE XCHANGE? What is the AppExchange? The AppExchange is an on-demand application-sharing service and platform from salesforce.com that allows you to browse, install, and share apps and components built for the AppExchange. You can browse and demo AppExchange apps submitted by other Salesforce users. When you find an app that will help your business, you can install it from the AppExchange and deploy it into your Salesforce environment. Your users can then access it within your Salesforce environment along with Sales, Service & Support, and any other custom apps on your AppExchange custom app menu. How Does the AppExchange Work? The creative power behind each AppExchange app is a Salesforce user. There are three basic components to how the AppExchange works. :: CREATE The process begins when any Salesforce user creates a custom object, custom tab, or set of dashboards and reports that improves their business. These customers can share their customizations with other Salesforce users as an app on the AppExchange. :: PUBLISH Any Salesforce customer can register and publish their apps on the AppExchange. These apps can include: Copyright 2000-2006 salesforce.com, inc. All rights reserved. 2

What is the AppExchange? Custom apps Custom links Custom objects, including their custom fields, relationships, picklist values, page layouts, related list layouts, search layouts, public list views, and custom links Custom reports Custom s-controls Custom tabs Dashboards Documents Email templates (including any letterheads and attachments) Folders Profile settings A Salesforce customer can bundle any of these items into a package and publish it on the AppExchange. They can also create a demo of the functionality included in the app for customers to view before installing. :: INSTALL Salesforce administrators can choose to install any app published to the AppExchange. Installing a published app from the AppExchange is safe and simple: Browse View the descriptions, reviews, and demos of any app from the AppExchange. Choose an app that fits your needs. Test Drive Review a fully-functional demo of the app as a read-only user and plan your implementation. Install Add the app and all its components to your Salesforce environment. Deploy Immediately give your users access to the app or customize it for a select group of users. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 3

AppExchange Concepts What is the AppExchange?.: AppExchange An on-demand application-sharing service and platform from Salesforce that allows you to browse, install, and share apps and components built for the AppExchange platform. The AppExchange platform combines a powerful user interface, operating system, and customization and integration capabilities for CRM plus a framework for development and deployment of new applications for your entire enterprise. It allows you to customize standard objects and build custom objects, custom tabs, and custom s-controls..: App A collection of Salesforce components such as tabs, reports, dashboards, and custom s-controls that addresses a specific business need. You bundle your app into a package to upload it to the AppExchange..: Certify Apps marked "AppExchange Certified" have been inspected by salesforce.com to ensure that they meet salesforce.com s standards for AppExchange apps..: Deploy Deploying an installed app makes it available to users in your organization. Before an app is deployed, it is only available to administrators and any users with the "Customize Application" permission..: Install Installing an app incorporates the contents of a package into your Salesforce organization..: Listing The information about your app that appears on the AppExchange..: Package The container for an app and its components. Use packages to bundle your app or component along with additional related components so that you can upload them to the AppExchange together..: Personal Sharing The process of privately sharing a registered package on the AppExchange using an unlisted URL..: Publish Publishing your app lists it publicly on the AppExchange. Listings can be found under specific categories and by doing a search..: Register Registering your app links it and any collateral to the AppExchange for personal sharing. When you register your app, you will receive a URL that you can share with others privately. All apps on the AppExchange must be registered; after registering your app, you can publish it if you want to make it publicly available. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 4

What is the AppExchange?.: Share Sharing allows other Salesforce users to install your app or components into their Salesforce organizations..: Test Drive A test drive is a fully functional Salesforce organization that contains an app. It allows users on the AppExchange to experience your app as a read-only user using a familiar Salesforce interface. A test drive is called a "demo" on the AppExchange..: Upload Uploading a package sends it to the AppExchange. Uploading your app is just the first step; all apps on the AppExchange must be registered, making them privately available. The final and optional step is to publish it, making it publicly available on the AppExchange. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 5

PRE-INSTALLATION INSPECTION Pre-Installation Inspection Before you begin, review the apps and determine how they fit into your current implementation of Salesforce..: Take a Test Drive View a demo of the app you want to install from the AppExchange..: Verify Requirements Make sure that your organization can accommodate the number of custom objects or tabs included in the app. Take a Test Drive Most apps on the AppExchange offer a Test Drive option. You can take a test drive of an app before installing it to review it as a read-only user. Taking a test drive allows you to judge whether the app is appropriate for your organization before installing it. During your test drive, review the app and its components to ensure that they are appropriate for your organization and pose no obvious security risks. For example, components like custom links, formula fields, and web tabs can send session IDs to external web services. Since a session ID is a token that allows you to use the application without reentering your login name and password, sharing it with an external service can expose your data. Salesforce.com recommends checking all links to external services that include a SessionId merge field because they are potentially dangerous. An example of a safe link is on your accounts detail page, which includes a custom link that displays a Yahoo! map to the account s address without including a merge field for a session ID. Salesforce.com inspects all registered apps to be sure that they have no obvious security risks. After an app has passed inspection, the app can no longer be changed. However, installed custom links and web tabs are not guaranteed to remain static over time because your administrator can alter them after installation or the target URL could change. Be mindful of these risks when you decide whether to trust the source of an app. Before installing an app, test drive it using the instructions below: 1. Click Test Drive on the AppExchange page that details the app. 2. If available, click the About... tab to view information on the app. 3. Examine the profiles by clicking Setup Manage Users Profiles. Determine which profile settings are appropriate for your users. When you install an app in a Team or Professional Edition organization, all user profiles get full access to the app. You do not have the option to customize profiles. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 6

Pre-Installation Inspection 4. Check the names of the custom objects you are installing by clicking Setup Build Custom Objects. Make sure you do not already have custom objects with the same names. 5. For each custom object included, review the contents of any custom links. Look for "session ID" and check the domain name for the target to make sure it is a trusted site. If you have any doubts about the target domain name of the URL, contact the publisher before installing. 6. For each formula field on the custom object, review the contents of the formula. Look for "session ID" in the formula or a hyperlink that goes to an unknown domain name. If you have any doubts about the target domain name of the hyperlink, contact the publisher before installing. 7. Click Setup Build Custom Tabs and review the URL of any web tabs. Look for "session ID" and check the domain name for the target to make sure it is a trusted site. If you have any doubts about the target domain name in the URL, contact the publisher before installing. Be aware that you are ultimately responsible for determining whether to trust the source of the app and whether the app is appropriate for your environment. See Also: "Publishing Apps on the AppExchange" and the online help for information on what a salesforce.com app inspection includes. Verify Requirements Click the Specifications tab on the app listing page of the AppExchange to view the specific requirements for the app. Use this information to verify: Edition Compatibility Verify that the custom app only includes components that are compatible with your Salesforce Edition. For example, a custom link to an asset page is not useful in a Team Edition organization where assets are not available. Maximum Requirements AppExchange apps can include custom objects and custom tabs that add to your organization s total number of custom objects and custom tabs. Be sure that the new objects and tabs will not cause your organization to exceed the maximum allowed: Custom object limits: Up to 200 custom objects in Enterprise Edition Up to 200 custom objects in Developer Edition Up to 50 custom objects in Professional Edition Up to 50 custom objects in Team Edition Copyright 2000-2006 salesforce.com, inc. All rights reserved. 7

Pre-Installation Inspection Up to 50 custom objects during your trial period Custom tab limits: Up to 50 custom tabs in Enterprise Edition Up to 50 custom tabs in Developer Edition Up to 10 custom tabs in Professional Edition Up to 10 custom tabs in Team Edition Up to 10 custom tabs during your trial period External Services If the custom app references an external service, make sure you have access to that service. For example, an app can include links to Google Maps for account management. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 8

Installation I NSTALLATION After selecting an app on the AppExchange, you can install it in your Salesforce environment. An installed app that includes custom objects is not available to users until you deploy it. See App Rollout on page 14 for information on deploying your installed app to your user audience..: Select an App Choose the app you want to install..: Examine the Package Review the items listed to make sure it is the correct app..: Select Security Settings Set the type of access your users will have to the new app once it is deployed..: Install App Components Add the new app components to your Salesforce environment..: Configure App Components Configure the new components for your environment. Select an App The first step in installing an app from the AppExchange is choosing the app you want to install. To get started: LOGGING IN STEP ACTION 1 Go to appexchange.com. 2 Review the available apps and select one you want to install. 3 Click Get It Now from the app information page on the AppExchange. 4 Enter your username and password for the target organization, read the user terms, click the I have read and agreed... checkbox, and click Continue. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 9

Examine the Package Installation Next, Salesforce displays the contents of the app you chose to install. Confirm that this is the app you want to install. EXAMINING THE PACKAGE STEP ACTION 1 Review the app components and confirm that this is the app you want to install. 2 Click Next, or click Cancel if you no longer want to install the app. Select Security Settings Enterprise, Unlimited, and Developer Edition organizations can choose the level of security to set for the new app. Skip this step if you are using Team or Professional Edition, or if the app does not contain a custom object. To configure security: CONFIGURING SECURITY STEP ACTION 1 Choose a security option: 2 Click Next. Select security settings Allows you to choose the usage access for all existing custom and standard profiles in your organization. Set each profile to full or admin access only for the new app and all its components. Grant access to all users Enables the "Read," "Create," "Edit," and "Delete" permissions on all user profiles for each custom object included in the new app. Additionally, sets field-level security to visible and editable for all fields included in the new app. Admin access only Gives no user permissions to any user profile except the administrator s and any profile with the "Customize Application" permission. This option also sets field-level security to visible and editable for all fields included in the new app. Give the appropriate user permissions to your user profiles as needed. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 10

Installation 3 If you chose Customize security settings, select the level of security to give users in each profile. Standard options are: No Access Gives no user permissions to any user profile except the administrator s and any profile with the "Customize Application" permission. Full Access Enables all permissions on all user profiles for each custom object included in the app. You may see other options if the publisher has included settings for custom profiles. Rather than installing the publisher s profiles, you can incorporate the settings of the publisher s custom profiles into your profiles without affecting the existing settings in your profiles. Choose the name of the profile settings in the drop-down list next to the profile you want them applied to. The current settings in that profile remain intact. Alternatively, click Set All next to an access level to give this setting to all user profiles. 4 Click Next. CONFIGURING SECURITY Use the Set All link if you have lots of profiles and you want most of your users to have access to the new app. This way, you can easily remove access from selected profiles before you deploy the app. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 11

Install App Components Installation Install the app and all the items included. The installation wizard page offers a last chance to cancel. INSTALLING APP COMPONENTS STEP ACTION 1 Click Install to install all the components in the app you have selected. 2 Click OK to finish the installation without deploying any custom objects to your users. Other components, such as reports or dashboards, are immediately available to your users. Next, Configure App Components as necessary and Deploy when you are ready to make any custom objects available to your users. Alternatively, if the package contains a custom object, you can click Deploy to change the custom object status from "In Development" to "Deployed." Configure App Components Before deploying the app to your users, make any necessary changes for your implementation. All apps are installed with the following standard settings: Custom tabs All new tabs maintain their original defined styles. If the Tab Style of a custom tab matches one used within your organization, we recommend that you change the Tab Style after you install the app. Dashboard running user The Running User for any dashboards included in the app is set to the user installing the app. If necessary, edit the dashboard properties to change the Running User to a user that has the security settings you want applied to the dashboard. Folders When apps contain documents, email templates, reports, or dashboards, Salesforce creates new folders in the installer s organization using the publisher s folder names. Make sure these folder names are unique in your organization. These new folders are visible to all users. Configure folder settings before you deploy if you want them to have limited visibility. List views List views included in apps are visible to all users. Change the visibility of these list views if necessary. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 12

Page layouts Installation If the app includes any custom links, add them to the appropriate page layouts. If a custom object in the app includes any relationships, add them as related lists on the appropriate page layouts. All users are assigned the default page layout for any custom objects included in the app; configure the page layout as necessary for the appropriate users. Next, add any necessary custom fields or links to the new custom objects. Make any other customizations that are necessary for your implementation. Note that anything you add to a custom app after installation will be removed with the custom app if you ever uninstall it. If the publisher added a splash page to the About tab with information for the installing administrator, dismiss the splash page before deploying your app so your users do not have to dismiss it. The app is hidden from your users until you deploy it. See App Rollout on page 14 for instructions on deploying an installed app. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 13

App Rollout A PP ROLLOUT Before you roll out the app to your users, notify them of the new functionality and educate them on how to use it. Then, deploy the new app, making it available to the users that should have permission to use it..: Review Best Practices for Use Provide your users with some best practices for using the new app..: Deploy Share the new app with your users. Review Best Practices for Use Review the splash page The publisher of an app can include a splash page that users can view when they click on a custom tab. Splash pages explain how the custom object fits in a Salesforce environment and can contain training or support links. Instruct users to review the splash pages for each custom tab. Show them how to use the "Don t show me this again" link. If the publisher did not provide splash pages, create your own. See "Publishing Apps on the AppExchange" and the online help for instructions on creating splash pages for custom tabs. Preview the app for select users Preview the app with key users in your organization. Make any suggested changes you receive from them. Announce the new app Send an announcement to your users one week before deploying the new app. Let them know when the rollout is and how the new app benefits them. Send another announcement on the day of the rollout telling users to look for the new app. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 14

Deploy App Rollout After making all the necessary customizations for your organization, deploy the new app. DEPLOYING APPS STEP ACTION 1 Click Setup Exchange Get Apps. 2 Select the app you want to deploy. 3 Click Deploy. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 15

POST INSTALLATION Post Installation After installing an app from the AppExchange, manage it like you manage other standard apps such as Sales or Service & Support. Managing Apps View a list of your installed AppExchange apps by clicking Setup Exchange Get Apps. Using this list, you can: Click Uninstall to remove the app and all its components from your Salesforce environment. See Uninstalling an App on page 16. Use this list to track the version number of the app. To browse or install other apps, click Visit the AppExchange. Uninstalling an App You can remove any installed app including all of its components and all data in the app. Additionally, any custom fields or links you added to the custom app after installation will also be removed. We recommend exporting the data for your app before removing it. Remove the App Removing the app from your Salesforce environment removes all its installed components as well as any components you added to the app after installation. REMOVING APPS STEP ACTION 1 Click Setup Exchange Get Apps. 2 Click Uninstall next to the app that you want to remove. 3 Check Yes, I want to uninstall... and click Uninstall. Copyright 2000-2006 salesforce.com, inc. All rights reserved. 16