Use AI to Build a Demo org
It’s the old adage:
“How can I get experience if I don’t have a job, but I can’t get a job without experience?”
Having certifications is only part of the story, you need the experience to back them up. Projects are a great way to get that experience; you can create your own developer org and build your own projects.
In a recent post from Vincent Prewitt on LinkedIn, I found the answer to where to find the projects.
The inspiration was this post: (Use AI to Build a Demo org)
Essentially, we use ChatGPT to create the project for us. It will take us just five prompts and a few minutes to generate the project.
We will issue the prompts one at a time, waiting for the response before issuing the next one as Vincent explained to me this method works best.
Note: Everything between the prompts below is 100% AI generated, completely unedited.
See below how I asked ChatGPT to help me build a custom lightning App. It’s not guaranteed to be 100% accurate but it is pretty close. If there is something you are not clear about then you can ask for clarification – like I did right near the end where I asked if we should be using a record type on contacts instead of a custom object for artists. The answer was a pretty good one – jump to the end to see what was recommended.
ChatGPT Prompt 1:
You are acting as my client. You work for a Concert Promoter company that just purchased Salesforce and you are hiring me to build a custom lightning app. Write me a project overview introducing your company, a list of the kind of data your company would like to track using the app, and your typical business process. Include a fully detailed description of what your company needs in a Minimum Viable Product for launch.
Chat GPT Response:
Project Overview: Concert Promotions Lightning App
Company Introduction
We are Harmony Events, a mid-sized concert promotion company specializing in organizing and managing live music events across the country. Our portfolio includes local shows, regional tours, and large-scale festivals featuring top-tier artists. With a mission to connect fans with unforgettable live music experiences, we handle event planning, artist bookings, ticket sales, marketing campaigns, vendor management, and more.
As part of our commitment to innovation and customer satisfaction, we have recently invested in Salesforce to streamline operations, improve collaboration, and enhance data-driven decision-making. We are seeking your expertise as a Salesforce Admin to build a custom Lightning app tailored to our unique business needs.
Data to Track Using the App
- Artist & Talent Management
- Artist profiles: Name, genre, contact details, booking history, and performance fees.
- Contract terms: Dates, exclusivity clauses, and payment schedules.
- Event Details
- Event profiles: Name, date, venue, capacity, and ticket tiers (e.g., General Admission, VIP).
- Venue information: Location, capacity, amenities, and contact details for venue management.
- Vendor details: Services (e.g., catering, security), contracts, and payment information.
- Ticket Sales & Audience Insights
- Ticket inventory: Total available, sold, and remaining by tier.
- Customer data: Purchaser details, demographics, and buying behavior.
- Marketing Campaigns
- Campaign details: Target audience, platforms used, content, and budget.
- Performance metrics: Engagement, ROI, and ticket sales driven by each campaign.
- Financial Management
- Revenue tracking: Ticket sales, sponsorships, and merchandise.
- Expense tracking: Artist fees, vendor payments, venue costs, and marketing spend.
- Collaboration & Workflow Management
- Task assignments: Roles and deadlines for team members.
- Progress tracking: Status updates and key milestones.
Typical Business Process
- Planning Stage
- Identify artists, venues, and event dates.
- Draft contracts and set budgets.
- Develop a marketing strategy.
- Execution Stage
- Finalize contracts with artists, venues, and vendors.
- Launch marketing campaigns and ticket sales.
- Monitor progress and address logistical issues.
- Event Day
- Coordinate with vendors, artists, and staff to ensure smooth execution.
- Track real-time ticket sales and attendee check-ins.
- Post-Event Analysis
- Collect feedback from attendees, artists, and staff.
- Analyze financial performance and campaign metrics.
- Archive event data for future reference.
Minimum Viable Product (MVP) Requirements
The MVP should focus on the following core functionalities:
- Custom Lightning App
- A user-friendly interface optimized for both desktop and mobile devices.
- Artist Management
- Custom object for artist profiles with fields for contact info, booking fees, and past performance history.
- Event Management
- Custom object for event profiles with related lists for venues, artists, and ticket tiers.
- Integration with a calendar view for scheduling and planning.
- Ticketing System
- Record types for different ticket tiers.
- Dashboard to track ticket sales and revenue in real time.
- Marketing Campaign Tracking
- Custom object for campaigns linked to events.
- Fields for target audience, budget, and performance metrics.
- Financial Overview
- Reports and dashboards for revenue and expense tracking.
- Roll-up summary fields for total profit/loss per event.
- Workflow Automation
- Automated reminders for contract deadlines and task assignments.
- Approval processes for budgets and contracts.
- Collaboration Tools
- Chatter integration for team communication.
- Task and milestone tracking with notifications.
We are looking forward to working closely with you to bring this vision to life. Your expertise will be invaluable in helping us maximize the potential of Salesforce for our business operations.
ChatGPT Prompt 2:
Good! Now can you tell me the objects and fields, standard and custom, as well as any master-detail and/or lookup relationships I would need to build every part of this MVP? Explain every relationship in depth and if I would need any junction objects. Also, give me detailed examples of simple flows I can build in this MVP.
ChatGPT Response:
Objects, Fields, and Relationships for MVP
Below is a detailed breakdown of the objects (both standard and custom), their fields, relationships, and flows required for this MVP.
1. Standard and Custom Objects
1.1 Artist (Custom Object)
- Fields
- Name: Text (Name field)
- Genre: Picklist (e.g., Rock, Pop, Jazz)
- Contact Info: Phone, Email
- Booking Fee: Currency
- Past Performances: Text Area (or related list)
- Contract Status: Picklist (Draft, Signed, Pending)
- Relationships
- Event (Lookup): Many-to-Many relationship to Events via a junction object (see below).
1.2 Event (Custom Object)
- Fields
- Name: Text (Name field)
- Event Date: Date
- Venue: Lookup to Venue
- Capacity: Number
- Revenue: Roll-up summary (from Ticket Sales object)
- Expenses: Currency
- Profit/Loss: Formula (Revenue – Expenses)
- Relationships
- Venue (Lookup): One-to-Many (An event is held at one venue).
- Artists (Many-to-Many): Using a junction object (Event Artist).
1.3 Venue (Custom Object)
- Fields
- Name: Text (Name field)
- Location: Address
- Capacity: Number
- Amenities: Text Area
- Relationships
- Events (Master-Detail): One-to-Many (A venue can host multiple events).
1.4 Ticket (Custom Object)
- Fields
- Ticket Type: Picklist (General Admission, VIP, etc.)
- Price: Currency
- Quantity Sold: Number
- Event (Lookup): Tracks the event this ticket belongs to.
- Relationships
- Event (Master-Detail): Each ticket type is specific to an event.
- Roll-up summary fields in Event to calculate total revenue and tickets sold.
1.5 Marketing Campaign (Standard Object)
- Fields
- Name: Text (Name field)
- Budget: Currency
- Target Audience: Text Area
- Engagement Metrics: Text Area
- Relationships
- Event (Lookup): Links campaigns to specific events for tracking.
1.6 Financials (Custom Object)
- Fields
- Expense Type: Picklist (Venue, Artist, Vendor, Miscellaneous)
- Amount: Currency
- Event (Lookup): Links expenses to specific events.
- Relationships
- Event (Master-Detail): Track event-specific financials.
1.7 Event Artist (Custom Junction Object)
This object resolves the Many-to-Many relationship between Artists and Events.
- Fields
- Artist (Master-Detail)
- Event (Master-Detail)
- Performance Fee: Currency
- Contract Status: Picklist
Relationships In-Depth
- Artist ↔ Event
- Type: Many-to-Many
- Implementation: Use the Event Artist junction object. Each record in Event Artist links one artist to one event and can include specific details like performance fees or contract status.
- Event ↔ Venue
- Type: One-to-Many
- Implementation: Venue has a Lookup field on Event. A single venue can host multiple events.
- Event ↔ Ticket
- Type: One-to-Many
- Implementation: Event is the parent object in a Master-Detail relationship. Tickets are summarized at the event level for tracking sales and revenue.
- Event ↔ Marketing Campaign
- Type: One-to-Many
- Implementation: A Lookup field in Marketing Campaign links it to a specific Event.
- Event ↔ Financials
- Type: One-to-Many
- Implementation: A Master-Detail relationship allows financial data to roll up to the event for reporting.
Flows for MVP
1. Automated Contract Reminder Flow
- Trigger: Record creation or update in Event Artist where Contract Status = Pending.
- Action:
- Send an email reminder to the artist’s contact and the assigned team member.
- Update a task record linked to the event for follow-up.
2. Ticket Sale Progress Flow
- Trigger: Ticket record update (Quantity Sold changes).
- Action:
- Update the Tickets Sold field on the parent Event object.
- If tickets sold exceed 90% of the capacity, send a notification to marketing for additional promotions.
3. Financial Summary Flow
- Trigger: Record creation or update in Financials.
- Action:
- Roll up expenses to the parent Event object.
- Update the Profit/Loss field dynamically based on new entries.
4. Campaign ROI Tracking Flow
- Trigger: Marketing Campaign record update (Engagement Metrics field).
- Action:
- Create a report snapshot with current metrics and link it to the Campaign record.
- If ROI falls below a threshold, alert the marketing team for review.
5. Event Day Checklist Flow
- Trigger: Event Date = Today.
- Action:
- Generate a checklist of tasks for the day (e.g., vendor setup, artist check-in).
- Assign tasks to team members with due times.
This setup provides a scalable, automated, and data-rich MVP, tailored to Harmony Events’ workflows and goals.
ChatGPT Prompt 3:
Thank you so much! Now can you go into further detail on the types of flows I can build in this org, including what variables, elements, fields, operators, and values I need to use? Give me names and descriptions for the flow itself as well as names and descriptions for every element and variable, and make sure for each flow, tell me the exact order each element needs to go in to build it correctly.
ChatGPT Response:
Here’s an in-depth guide to building flows in your Salesforce org, including flow names, descriptions, variable requirements, elements, and their sequence.
1. Flow Name: Artist Contract Reminder Flow
Description
Automatically reminds artists and team members of pending contracts for upcoming events.
Flow Type
Record-Triggered Flow (Triggered when a record is created or updated in the Event Artist object).
Trigger Conditions
- Object: Event Artist
- Entry Condition: Contract Status = Pending
Variables
- Variable Name: artistContactEmail
- Data Type: Text
- Description: Stores the artist’s email address.
- Variable Name: teamMemberEmail
- Data Type: Text
- Description: Stores the email address of the assigned team member.
Flow Elements
- Start
- Trigger this flow when: A record is created or updated.
- Condition: [Event Artist].Contract_Status__c = ‘Pending’.
- Get Records
- Label: Get Artist Details
- Description: Fetches the artist’s contact details.
- Object: Artist
- Filter: [Artist].Id = [Event_Artist].Artist__c
- Store Field: [Artist].Email__c into artistContactEmail.
- Get Records
- Label: Get Team Member Details
- Description: Fetches the team member assigned to the event.
- Object: User
- Filter: [User].Id = [Event_Artist].CreatedById
- Store Field: [User].Email into teamMemberEmail.
- Action
- Label: Send Email to Artist
- Description: Sends an email reminder to the artist.
- Action Type: Email Alert
- Use artistContactEmail for the recipient.
- Action
- Label: Send Email to Team Member
- Description: Sends an email to the assigned team member.
- Action Type: Email Alert
- Use teamMemberEmail for the recipient.
Flow Sequence
- Start
- Get Artist Details
- Get Team Member Details
- Send Email to Artist
- Send Email to Team Member
2. Flow Name: Ticket Sale Progress Tracker
Description
Keeps the event team informed when ticket sales exceed 90% of capacity.
Flow Type
Record-Triggered Flow (Triggered when a ticket record is updated).
Trigger Conditions
- Object: Ticket
- Entry Condition: Quantity Sold changes
Variables
- Variable Name: eventCapacity
- Data Type: Number
- Description: Stores the total capacity of the event.
- Variable Name: totalTicketsSold
- Data Type: Number
- Description: Stores the total tickets sold for the event.
Flow Elements
- Start
- Trigger this flow when: A record is updated.
- Condition: [Ticket].Quantity_Sold__c changes.
- Get Records
- Label: Get Event Capacity
- Description: Fetches the event’s capacity.
- Object: Event
- Filter: [Event].Id = [Ticket].Event__c
- Store Field: [Event].Capacity__c into eventCapacity.
- Get Records
- Label: Calculate Total Tickets Sold
- Description: Aggregates the total tickets sold for the event.
- Object: Ticket
- Filter: [Ticket].Event__c = [Ticket].Event__c
- Aggregate Function: SUM on Quantity_Sold__c
- Store Result: Total Quantity Sold into totalTicketsSold.
- Decision
- Label: Ticket Sales Threshold
- Description: Checks if total tickets sold is above 90% of capacity.
- Condition: totalTicketsSold > 0.9 * eventCapacity
- Outcome 1 (Exceeds Threshold): Proceed if the condition is true.
- Outcome 2 (Below Threshold): Do nothing.
- Action
- Label: Notify Event Team
- Description: Sends a notification to the event team.
- Action Type: Send Custom Notification
- Notification Body: “Ticket sales for [Event Name] have exceeded 90% of capacity!”
Flow Sequence
- Start
- Get Event Capacity
- Calculate Total Tickets Sold
- Ticket Sales Threshold (Decision)
- Outcome 1: Notify Event Team
- Outcome 2: End Flow
3. Flow Name: Financial Summary Roll-Up
Description
Automatically updates the financial summary of an event when an expense is added or updated.
Flow Type
Record-Triggered Flow (Triggered when a record is created or updated in Financials).
Variables
- Variable Name: totalExpenses
- Data Type: Currency
- Description: Stores the total expenses for the event.
Flow Elements
- Start
- Trigger this flow when: A record is created or updated.
- Get Records
- Label: Calculate Total Expenses
- Description: Aggregates all expenses linked to the event.
- Object: Financials
- Filter: [Financials].Event__c = [Financials].Event__c
- Aggregate Function: SUM on Amount__c
- Store Result: Total Expenses into totalExpenses.
- Update Records
- Label: Update Event Financials
- Description: Updates the financial details on the related Event record.
- Object: Event
- Fields to Update:
- Expenses__c = totalExpenses
- Profit/Loss__c = Revenue__c – totalExpenses
Flow Sequence
- Start
- Calculate Total Expenses
- Update Event Financials
These flows cover critical automation for your MVP, and the detailed variables and elements ensure you can build them effectively. Let me know if you need additional guidance!
ChatGPT Prompt 4:
Awesome! Now give me examples of validation rules in this org, giving me names and descriptions for the validation rules. Also, tell me exactly why each validation rule is in place so I can better understand what is going on and what it will either prevent or achieve.
ChatGPT response:
Here’s a list of validation rules for your Salesforce org, including their names, descriptions, formulas, and explanations.
1. Validation Rule: Artist Booking Fee Required
Description
Ensures that a booking fee is entered for every artist added to an event.
Formula
ISBLANK(Booking_Fee__c)
Error Message
“Booking fee is required for all artists.”
Explanation
This rule prevents incomplete artist records from being saved without a booking fee, ensuring accurate financial tracking for events. What it achieves: It enforces data completeness for financial calculations and event budgeting.
2. Validation Rule: Event Capacity Cannot Be Zero
Description
Ensures that the capacity of an event is greater than zero.
Formula
Capacity__c <= 0
Error Message
“Event capacity must be greater than zero.”
Explanation
This prevents events from being saved with invalid or zero capacity, which could lead to errors in ticketing and reporting. What it achieves: Ensures valid event data and avoids logical inconsistencies in ticket sales.
3. Validation Rule: Ticket Price Must Be Positive
Description
Prevents tickets from being saved with a price of zero or a negative value.
Formula
Price__c <= 0
Error Message
“Ticket price must be greater than zero.”
Explanation
This rule enforces that all tickets have a meaningful price assigned, even if they are free (explicitly set to $0). What it achieves: It ensures data integrity in revenue calculations and avoids errors in reports or dashboards.
4. Validation Rule: Event Date Must Be in the Future
Description
Ensures that an event date is set to a future date during creation or editing.
Formula
Event_Date__c < TODAY()
Error Message
“Event date must be in the future.”
Explanation
This prevents users from scheduling events for past dates, ensuring accurate planning and reporting. What it achieves: Keeps the event calendar clean and avoids confusion or missed opportunities for ticket sales.
5. Validation Rule: Marketing Campaign Budget Required
Description
Ensures that a budget is entered for every marketing campaign.
Formula
ISBLANK(Budget__c)
Error Message
“Budget is required for all marketing campaigns.”
Explanation
This prevents marketing campaigns from being saved without an allocated budget, ensuring accurate financial planning and ROI tracking. What it achieves: Guarantees that marketing efforts are properly accounted for and measurable.
6. Validation Rule: Financial Expense Must Be Linked to an Event
Description
Ensures that every financial record is associated with an event.
Formula
ISBLANK(Event__c)
Error Message
“Each financial record must be linked to an event.”
Explanation
This prevents orphaned financial records that cannot be rolled up into an event’s financial summary. What it achieves: Ensures financial data integrity and accurate reporting.
7. Validation Rule: Ticket Sales Cannot Exceed Event Capacity
Description
Prevents the total tickets sold for an event from exceeding its capacity.
Formula
Quantity_Sold__c +
(TOTAL_SUM(Quantity_Sold__c WHERE Event__c = THIS.Event__c)) > Event__r.Capacity__c
Error Message
“Total tickets sold cannot exceed event capacity.”
Explanation
This ensures that ticket sales are capped at the maximum capacity of the event’s venue. What it achieves: Prevents overbooking and ensures compliance with venue limitations.
8. Validation Rule: No Duplicate Artist-Event Assignments
Description
Prevents the same artist from being assigned to the same event more than once.
Formula
ISNEW() &&
COUNT(
SELECT Id
FROM Event_Artist__c
WHERE Artist__c = THIS.Artist__c
AND Event__c = THIS.Event__c
) > 0
Error Message
“This artist is already assigned to this event.”
Explanation
This prevents duplicate records in the Event Artist junction object. What it achieves: Maintains data integrity and avoids confusion in artist assignments.
9. Validation Rule: Venue Capacity Cannot Be Less Than Event Capacity
Description
Ensures that the capacity of a venue is always equal to or greater than the capacity of any event held there.
Formula
Venue__r.Capacity__c < Capacity__c
Error Message
“Venue capacity must be greater than or equal to the event capacity.”
Explanation
This ensures logical consistency between venues and events. What it achieves: Avoids logistical errors and ensures venue suitability.
10. Validation Rule: Email Addresses Must Be Valid
Description
Validates that all email fields contain properly formatted email addresses.
Formula
NOT(REGEX(Email__c, “^[A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+\\.[A-Za-z]{2,}$”))
Error Message
“Please enter a valid email address.”
Explanation
This prevents invalid email addresses from being saved in the system. What it achieves: Ensures accurate communication and avoids errors when sending automated emails.
These validation rules are designed to enforce data accuracy, completeness, and consistency while preventing logical errors in the system. Let me know if you’d like further clarification on any of them!
ChatGPT Prompt 5:
Sweet! Now give me fully detailed examples of reports and dashboards I can build in this org, including their purpose of what they would track and report on. Give me names and descriptions for each report and dashboard and the report and dashboard types.
ChatGPT response:
Here’s a detailed list of reports and dashboards you can build in this Salesforce org. Each includes its purpose, type, and what it tracks.
Reports
1. Report Name: Event Financial Summary
Description: Tracks key financial metrics for each event, including total revenue, total expenses, and net profit/loss.
Report Type: Custom Report Type (Event with Financial Records).
Purpose: Provides a financial overview of all events, helping stakeholders assess profitability.
Filters:
- Event Status = Active or Completed.
Columns:
- Event Name
- Event Date
- Total Revenue (Revenue__c)
- Total Expenses (SUM of Financial.Amount__c)
- Profit/Loss (Calculated: Revenue__c – Total Expenses).
Grouping:
- Group by Event.
- Subtotals for Revenue, Expenses, and Profit/Loss.
2. Report Name: Ticket Sales by Event
Description: Displays ticket sales metrics for each event, including total tickets sold and remaining capacity.
Report Type: Standard Report Type (Tickets with Events).
Purpose: Helps track ticket sales progress and identify events that may need more promotion.
Filters:
- Event Status = Active.
Columns:
- Event Name
- Event Date
- Tickets Sold (SUM of Ticket.Quantity_Sold__c).
- Remaining Tickets (Calculated: Event.Capacity__c – Tickets Sold).
Grouping:
- Group by Event.
3. Report Name: Artist Performance Overview
Description: Tracks the artists performing at events, their booking fees, and associated ticket revenue.
Report Type: Custom Report Type (Event Artists with Events and Tickets).
Purpose: Evaluates artist performance and their financial impact on events.
Filters:
- Event Date = Current Year.
Columns:
- Artist Name
- Event Name
- Booking Fee
- Ticket Revenue (SUM of Ticket.Price__c * Ticket.Quantity_Sold__c).
Grouping:
- Group by Artist.
4. Report Name: Marketing Campaign ROI
Description: Displays the ROI for marketing campaigns by comparing campaign costs to ticket sales generated.
Report Type: Custom Report Type (Marketing Campaigns with Events and Tickets).
Purpose: Measures the effectiveness of each campaign to optimize future marketing efforts.
Filters:
- Campaign Status = Completed.
Columns:
- Campaign Name
- Campaign Budget (Budget__c)
- Revenue from Tickets (SUM of Ticket.Price__c * Ticket.Quantity_Sold__c).
- ROI (Calculated: (Revenue – Budget) / Budget).
Grouping:
- Group by Campaign.
5. Report Name: Event Capacity Utilization
Description: Tracks the percentage of capacity utilized for each event.
Report Type: Standard Report Type (Events).
Purpose: Identifies underperforming events and ensures capacity is optimized.
Filters:
- Event Date >= This Month.
Columns:
- Event Name
- Venue Name
- Capacity Utilization (Calculated: Tickets Sold / Event.Capacity__c * 100%).
Grouping:
- Group by Event.
Dashboards
1. Dashboard Name: Executive Event Overview
Description: Provides a high-level view of event performance, including financials, ticket sales, and artist bookings.
Purpose: Enables executives to monitor the overall health of events and make strategic decisions.
Dashboard Type: Summary Dashboard.
Components:
- Event Financials (Bar Chart)
- Data Source: Event Financial Summary Report.
- Y-Axis: Profit/Loss.
- X-Axis: Event Names.
- Ticket Sales Progress (Gauge)
- Data Source: Ticket Sales by Event Report.
- Gauge Range: 0% to 100% (Tickets Sold vs. Capacity).
- Top Performing Artists (Donut Chart)
- Data Source: Artist Performance Overview Report.
- Segments: Ticket Revenue by Artist.
- Marketing ROI (Table)
- Data Source: Marketing Campaign ROI Report.
2. Dashboard Name: Event Manager’s Dashboard
Description: Tracks operational metrics for event managers, including ticket sales, capacity, and expenses.
Purpose: Helps event managers monitor daily progress and address operational challenges.
Dashboard Type: Operational Dashboard.
Components:
- Capacity Utilization (Bar Chart)
- Data Source: Event Capacity Utilization Report.
- Y-Axis: Capacity Utilization (%).
- X-Axis: Event Names.
- Ticket Sales by Venue (Stacked Bar Chart)
- Data Source: Ticket Sales by Event Report.
- X-Axis: Venue Names.
- Stacks: Tickets Sold vs. Remaining Tickets.
- Expense Breakdown (Pie Chart)
- Data Source: Event Financial Summary Report.
- Segments: Expense Categories.
3. Dashboard Name: Marketing Performance Dashboard
Description: Displays key marketing metrics, such as campaign performance, ROI, and ticket revenue generated.
Purpose: Helps the marketing team evaluate campaign success and optimize future campaigns.
Dashboard Type: Performance Dashboard.
Components:
- Campaign ROI (Bar Chart)
- Data Source: Marketing Campaign ROI Report.
- Y-Axis: ROI %.
- X-Axis: Campaign Names.
- Revenue by Campaign (Line Chart)
- Data Source: Marketing Campaign ROI Report.
- Y-Axis: Ticket Revenue.
- X-Axis: Campaign Names.
- Budget Utilization (Gauge)
- Data Source: Marketing Campaign ROI Report.
- Gauge Range: 0% to 100% (Budget Utilization).
4. Dashboard Name: Artist Engagement Dashboard
Description: Tracks artist bookings, booking fees, and ticket revenue by artist.
Purpose: Helps talent coordinators evaluate artist contribution to event success.
Dashboard Type: Analytical Dashboard.
Components:
- Artist Booking Fees (Bar Chart)
- Data Source: Artist Performance Overview Report.
- Y-Axis: Booking Fees.
- X-Axis: Artist Names.
- Revenue by Artist (Donut Chart)
- Data Source: Artist Performance Overview Report.
- Segments: Ticket Revenue by Artist.
- Events per Artist (Table)
- Data Source: Artist Performance Overview Report.
- Columns: Artist Name, Number of Events, Total Revenue.
Let me know if you’d like assistance building these reports and dashboards or creating additional ones!
ChatGPT Prompt (question):
could we use a record type on the contact object instead of using a custom object for artist?
Yes, you could use a record type on the Contact object to manage Artists instead of creating a custom object. Here’s a detailed breakdown of how and why you might implement this approach:
Advantages of Using Record Types on Contact:
- Reuse Standard Functionality: The Contact object already has built-in functionality for managing individuals, such as integration with Accounts.
- Simplify the Data Model: By avoiding a new custom object, you reduce complexity in your Salesforce org, which can simplify reporting, automation, and data management.
- Custom Layouts and Processes: Record types allow you to customize page layouts and business processes specifically for Artists without affecting other Contacts.
- Standard Relationships: Contacts are already linked to Accounts (used for Venues in this case), so Artists can naturally connect to Venues or organizations.
Implementation Details
1. Create a Record Type on Contact
- Name: Artist
- Description: Differentiates artist-specific contacts from other types of contacts (e.g., venue managers, customers).
2. Custom Fields
Add fields specific to artists that are not relevant to other Contacts:
- Genre (Picklist): e.g., Rock, Pop, Jazz.
- Booking Fee (Currency): The fee required for booking the artist.
- Availability (Text or Picklist): Free-text notes or predefined statuses like Available, Unavailable, or Tentative.
- Social Media Links (Text or URL): Links to the artist’s profiles.
3. Page Layout
Assign a specific page layout to the Artist record type, including the artist-specific fields above. This ensures other Contacts (e.g., venue staff or customers) don’t see fields irrelevant to them.
4. Validation Rules
Apply validation rules specific to Artists based on the record type. For example:
- Validation Rule Name: Artist Booking Fee Required
- Formula:
AND(RecordType.DeveloperName ='Artist',ISBLANK(Booking_Fee__c))
- Error Message: “Booking Fee is required for Artist records.”
Impacts on Relationships
- Artists and Events:
- You would need a junction object (Event Artist) to handle the many-to-many relationship between Artists (Contacts) and Events.
- Artists and Venues:
- Artists (as Contacts) can still be related to Venues (Accounts) if required. For example, an Artist may have a primary agency or manager that owns the Account relationship.
Potential Drawbacks
- Limited Artist-Specific Functionality: If your organization plans to expand artist-specific features significantly (e.g., integrating external APIs for artist data), a custom object might offer better long-term flexibility.
- Overcrowded Contact Object: If your Salesforce org already has many customizations on the Contact object, adding artist-specific fields and processes could complicate things.
Recommendation
Using a record type on Contact makes sense if:
- Artists are managed as individuals and share relationships with standard Salesforce objects like Accounts and Opportunities.
- You want to minimize the number of custom objects.
However, if managing Artists requires highly specialized fields, automations, or object-specific processes, a custom Artist object might still be the better option. Let me know which approach you’d prefer, and I can help refine the implementation!
All I can say is wow! This is an incredible start.
In part two of his article, Vincent gets even more detail to help you build out your org!
