---
title: Salesforce Optimization Review — 2026-03-17
type: article
created: '2026-04-05'
updated: '2026-04-05'
source_docs:
- raw/2026-03-17-salesforce-meeting-130666556.md
tags:
- meeting
- salesforce
- crm
- quarra
- permissions
- workflow
- leads
- opportunities
layer: 2
client_source: Quarra Stone
industry_context: b2b-services
transferable: false
---

# Salesforce Optimization Review — 2026-03-17

**Client:** [[wiki/clients/current/quarra/index|Quarra]]
**Meeting type:** Working session
**Attendees:** Lincoln Durham (Quarra), Mark Hope (Asymmetric), Karly Oykhman (Asymmetric)
**Source:** [Fathom recording](https://fathom.video/calls/602614410)

## 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:

1. **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
2. **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

- [[wiki/clients/current/quarra/index|Quarra Client Index]]
- [[wiki/knowledge/salesforce/lead-object-b2b-fit|Lead Object Fit for B2B Workflows]] *(if exists)*
- [[wiki/knowledge/salesforce/permission-set-patterns|Salesforce Permission Set Patterns]] *(if exists)*