Salesforce Optimization Review — 2026-03-17
Client: [1]
Meeting type: Working session
Attendees: Lincoln Durham (Quarra), Mark Hope (Asymmetric), Karly Oykhman (Asymmetric)
Source: Fathom recording
Overview
Working session covering five areas: a lead workflow strategy decision, a permissions audit, Task object enhancements, New Opportunity form cleanup, and training/integration planning. Lincoln is increasingly engaged with Salesforce optimization and wants to move to a weekly sync cadence to accelerate progress.
Key Decisions
Lead Workflow: Move Away from the Lead Object
Quarra will likely stop using the Salesforce Lead object entirely. The Lead object is designed for B2C use cases where a prospect's company affiliation is unknown — Quarra's B2B model means reps always know the company immediately, making the Lead object a source of data duplication and conversion friction.
New workflow:
- Create Account → Contact → Opportunity directly, skipping the Lead object
- Use an "Info Gathering" stage with 0% probability for early-stage deals that aren't yet real opportunities — these won't appear in forecasts but won't be lost
- Reports can be filtered to exclude the Info Gathering stage
Interim fix already deployed: A custom "Convert Leads" Lightning component now prompts for a required "Project Name" during conversion, bypassing a validation rule that previously blocked the standard convert flow.
Pending: Lincoln will test the lead-less workflow before fully committing. A transition plan for existing leads (mass convert vs. work through organically) is still to be decided.
"I just feel like the lead is kind of like a tricky thing where we're going to get caught up... I'm leaning towards that not making sense and that we will stop using leads." — Lincoln Durham
Permissions: Standardize Sales Rep Access
A full permissions audit is needed. Two specific problems surfaced:
- Tom Proboa could not comment on a task he created but assigned to another rep — the rule blocking edits to "other people's" tasks was too broad
- Steven Rousseau had permissions to change account/opportunity owners, which should be admin-only
Target state:
- All sales reps (Tom Proboa, Steven Rousseau, Steve Enzer, Luigi, Fabrizio) get identical permission sets
- Ownership changes (account owner, opportunity owner) restricted to admin-level users only
- Reps can add comments to any task but cannot edit or delete another user's comments
Task Object: Add Details and Comments Fields
The Task object's single "Subject" field is insufficient for project specs. Two new fields to be added:
| Field | Type | Purpose |
|---|---|---|
| Details | Long text | Task creator provides full specs (e.g., "Client wants 7'×20'×10" Berry Gray Granite panels, 22,000 sq ft") |
| Comments | Timestamped feed | Any user can add notes; each entry records author name and timestamp |
New Opportunity Form: Cleanup + Primary Contact
The New Opportunity form has duplicate fields (e.g., "Account Name" appears twice) and is missing a required contact field.
Changes:
- Remove duplicate/redundant fields
- Add a "Primary Contact" lookup field as a required field — enforces discipline that every opportunity has a named contact from the start
Lincoln's rationale: the team is still building Salesforce habits, so enforcing the contact requirement now is worth the friction.
Action Items
Asymmetric
- [ ] Audit and standardize sales team permission sets — email Lincoln a summary first, then implement (@Mark Hope)
- [ ] Clean up Convert Leads UI; fix the no-Opportunity path in the Lightning component (@Mark Hope)
- [ ] Add "Details" and "Comments" fields to the Task object (@Mark Hope / @Karly Oykhman)
- [ ] Clean up New Opportunity form — remove duplicate fields, add required "Primary Contact" lookup field (@Mark Hope)
- [ ] Add "Interior Design" and "Landscape Architect" to the Industry Segment picklist on Lead, Account, and Opportunity objects (@Mark Hope)
- [ ] Hide the standard Salesforce "Industry" field on Account (already done on Opportunity — confirm and mirror) (@Mark Hope)
- [ ] Schedule recurring weekly Salesforce working sessions with Lincoln (@Mark Hope)
Lincoln (Quarra)
- [ ] Test the lead-less workflow (direct Account/Contact/Opportunity creation)
- [ ] Decide on transition plan for existing leads: mass convert vs. work through organically
- [ ] Email Mark the Account Type and Industry Segment values to add
- [ ] Email Mark the Opportunity field audit (Close Won required fields, duplicates to remove)
- [ ] Get Vith's approval for MS Teams and Outlook integrations, then schedule setup with Asymmetric
- [ ] Investigate Pardot usage and value — confirm the subscription is being utilized
- [ ] Email Abby re: Friday call — cancel or reschedule if no clear objectives
Additional Notes
Training
Lincoln wants to develop deeper Salesforce mastery to set standards for the team. Salesforce's own reps can't train on a heavily customized instance, so Asymmetric will provide recurring 1-on-1 training sessions. Lincoln will also use Salesforce Trailhead for self-directed learning.
Integrations Pending Approval
Three integrations are queued pending Vith's sign-off:
- MS Teams
- Outlook (may need IT/admin involvement despite being user-configurable in theory)
- Folder/file integration
Pardot
Lincoln flagged uncertainty about whether Quarra's Pardot subscription is being used effectively. He will investigate before the next sync.
Cadence Change
Salesforce syncs moving from ad hoc to weekly to accelerate the optimization backlog.
Related
- [2]
- [3] (if exists)
- [4] (if exists)