Admin Tools
The admin area manages the data that makes inspections and proposals accurate. These tools are intentionally separate from field data entry because they affect mappings, visibility, pricing, user permissions, and Salesforce write behavior. The goal is to let high-level users maintain catalogs, forms, users, and routing without making every change through code or direct Salesforce manipulation.
Main tools
| Tool | Purpose | Typical owner |
|---|---|---|
| Catalog Setup | Add/edit inspection items and inspect coverage | High-level admin |
| Product Mappings | Map inspection items to Salesforce Product2 records | Division admin |
| Branch Pricebooks | Validate active pricebook entries and pricing | Division/admin team |
| Form Editor | Maintain inspection structure by division/type | Level 4+ or admin |
| Product Blurbs | Division-scoped library of specification text for repair/remodel lines | Division admin |
| Bodies of Water | Create and edit the pools on a Salesforce account | Level 4+ |
| Office Routing | Map divisions to the Salesforce User that owns new opportunities | Level 5 |
| Users | Review Salesforce-provisioned users, send password setup links, approve staged users | Level 5 |
| Operations | Monitor submitted/review workflow state | Managers/admins |
| Audit Log | Review the tamper-evident record of activity | Level 5 |
Operating model
Inspection form item ── maps to ── Salesforce Product2
Product2 ── appears in ── Division pricebook
Division pricebook ── controls ── availability and list price
Admin tool decision ── changes ── what field users can selectCatalog setup direction
Catalog setup is the user-friendly control center for item readiness. Selecting an inspection item shows:
- whether the item is mapped globally or by division;
- which Product2 record is used;
- which pricebooks have an active entry;
- whether the item appears on active inspections;
- which divisions can be updated together.
Pricing rule
Most operations price by division, not branch. Branch-specific behavior should be treated as an exception. The known example is NYC Branch 03 under NNJ, where specific inspection items map to different Salesforce products than the rest of the division.
Product Blurbs
Product Blurbs are a division-scoped library of specification text. When a repair or remodel line is added to a proposal, the matching blurb auto-fills the line’s Project Specifications, so proposals carry consistent, division-appropriate wording without retyping. Blurbs are maintained per division.
Bodies of Water
The Bodies of Water editor lets Level 4+ users create and edit the pools that hang off a Salesforce account, so an inspection or a Renovation Review (Field) can be started against the right body of water even when it was not already on file.
Office Routing
Office Routing decides which Salesforce User owns a new opportunity, by division. It writes the Salesforce User Id (a 005 record) — not a Contact — as the OwnerId, and it is also where Expert Mode picks up sales-rep selection. Sourcing routing divisions from Salesforce keeps the mapping current.
Two separate contact lists. Notification recipients are configured independently, because the two audiences are genuinely different — the person who needs to know about one completed inspection right now is rarely the person who wants a summary at the end of the day:
| List | Sends |
|---|---|
| Completion alert | An instant email on every completed inspection |
| Daily digest | One combined email per Division, covering all its branches |
The digest is deliberately one email per division rather than one per branch. Per-branch digests meant a divisional manager got five near-identical emails every evening.
Level 4 admins can manage Office Routing for their assigned divisions — the digest contacts, the completion-alert contacts, and the Opportunity owner. Level 5 still manages every division.
Users and password setup
The Users surface reviews Salesforce-provisioned accounts and manages access. Beyond role review, it now supports the password-registration flow for team members who do not have a Google account:
- Send setup links — email a secure password-setup link to an approved user.
- Approve staged users in bulk — clear staged users so they can set a password and sign in with their email.
See Roles and Permissions for who is eligible and how the sign-in options differ.
Salesforce account cache
The customer and Body-of-Water pickers on a new inspection can read from a local copy of Salesforce that refreshes on a schedule, so the lists open instantly instead of waiting on a live Salesforce query.
The account cache is off by default and must be seeded before it is switched on. When it is off — or before a first sync succeeds — the pickers fall back to live Salesforce, so the customer list is never empty. See Salesforce Integration for how the read model is refreshed.
Pitfalls
- Do not treat branch pricebook behavior as the default pricing model; most catalogs are division-scoped.
- Do not activate an inspection item without confirming that the mapped Product2 is active in the intended pricebook.
- Do not assume a global mapping is always correct when a division override exists.
- Do not store a Salesforce Contact as an opportunity owner in Office Routing; owners must be Salesforce Users.
- Do not enable the account cache without seeding it first.
Related pages
- Salesforce Integration explains the Product2, PricebookEntry, account cache, and Field Survey records.
- Audit Log is the Level 5 record of admin changes made through these tools.
- Roles and Permissions explains who can access sensitive setup tools.