Overview

Weekly Salesforce progress review between Asymmetric and Quarra Stone. Topics spanned active permission bugs, data model decisions for Quarra Italia contacts, a blocker on the W.I. Mason's portal build, scoping for a custom Eldermark integration (Cordwainer), Microsoft integration prerequisites, and early exploration of AI-powered proposal generation via AgentForce.

Attendees:
- Lincoln Durham — Quarra Stone (external client)
- Mark Hope — Asymmetric
- Karly Oykhman — Asymmetric
- Avokerie Onorimuo — Asymmetric

Source recording: https://fathom.video/calls/623719449

Key Decisions

Issues Resolved

Lead Conversion Error (Steven Rousseau)

• Error: You do not have access to the Apex class named convert lead LWC controller
• Cause: A backend flow referenced an Apex class that was not accessible to the user's profile.
• Fix: Mark corrected the flow. Opportunity edit permissions also broadened — any opportunity owner can now edit their own records.
• Residual issue: The old standard Salesforce "Convert" button remains on the Lead layout alongside the custom button, causing confusion. Mark to remove or disable the legacy button.

Task Comment Permissions (Steven Rousseau)

• Error: "Insufficient permission" when commenting on a task he owned.
• Status: Under investigation. Target behavior: any user can add comments; no user can edit or delete another user's comments.

Task Comment Timestamping (shipped)

• Comments now auto-prepend a timestamp and username via Apex.
• Workflow note: Users must click the top-level Edit button (not the pencil icon) and manually place the cursor at the top of the text box before typing. Salesforce default cursor behavior goes to the bottom of the field.

Configuration Changes In Progress

Opportunity Field Updates

Lead Source picklist:
- Rename Customer Initiated → Email / Phone
- Add Existing Customer
- Remove Change Order (belongs in a future Project object, not Opportunity)

Type picklist:
- Add Interior Designer

Permission Set Cleanup

Five profiles going forward:
1. Admin — Salesforce system admins only
2. Operations — Project managers, production management, and senior ops leaders (Alex Marshall, Jim Durham, Lisa) with elevated permission sets within this profile
3. Sales — General sales team
4. Finance — Controller and finance team; sub-permission sets within profile as needed
5. Marketing

Active Projects & Blockers

W.I. Mason's Portal

• What: Standalone portal at portal.wimasons.foundation to handle Stripe payments and complex automations not feasible on WordPress.
• Blocker: Requires 9x database credentials and Stripe API credentials from the client (Adam).
• Next: Karly to email Adam directly. Mark to add Karly and Sebastian to the project and schedule a walkthrough.

See also: ^[1]

Eldermark Integration (Cordwainer / AHS)

• Decision: Build a custom front-end marketing layer that integrates with Eldermark via API.
• Phase 1 (pre-resident marketing): Feasible now; no HIPAA concerns.
• Phase 2 (resident management): Requires a HIPAA trust module — estimated ~$10k; pricing is app-specific and quoted after review.
• Context: Eldermark's native integration is limited (push-only, no meaningful export) and likely expensive. Karly to present custom build option once Eldermark's rep returns a pricing quote (expected before next Tuesday's AHS meeting).

See also: ^[2]

Microsoft Integrations (Outlook, Teams, Folder Automation, Proposals)

• Four items in scope: Outlook integration, Teams integration, automated folder creation on Opportunity creation, proposal generation.
• Blocker: Salesforce does not currently have permission to create files/folders on Quarra's server/drive.
• Next: Lincoln to have Lisa schedule an introductory call with Quarra IT to grant server access. Mark's team handles all code once access is granted.

AI-Powered Proposal Generation

• Problem: Current proposal templates in Word/Google Docs have persistent formatting issues (text overflow, page breaks).
• Proposed approach: Evaluate Salesforce's native AgentForce AI to build a proposal generation app within Salesforce — pulling data from the Opportunity record and producing a formatted Word + PDF output.
• Status: Mark to evaluate AgentForce capability and report back.
• Alternative considered: External AI (Claude, etc.) ruled out as impractical for team-wide use.

Quarra Italia — Milan Event (April 20)

• Email blast targeting Italy contacts planned for April 15.
• Not all contacts are currently in Salesforce; Karly to receive a spreadsheet from the Italia team.
• Import strategy: Load as Contacts with an "Italia" checkbox for segmentation.
• Lincoln to query a refined domestic invite list for the event as well.

See also: ^[3]

Opportunity Stages Overhaul

• Goal: Fewer stages; stages should reflect the client's buying process, not Quarra's internal workflow.
• Rationale: Better forecasting accuracy, improved user adoption, and ability to leverage Salesforce's forecasting module.
• Next: Lincoln meeting with a former Turner Construction exec (GC consultant) early next week to map client-side process steps.
• Implementation target: within one week of that meeting.

Salesforce Sandbox & Backup

• Sandbox: Partial data sandbox (included in subscription) is sufficient. Full sandbox upsell from Salesforce rep to be ignored.
• Backup: Karly to increase automated backup frequency from monthly → bi-weekly; configure to overwrite existing files (no accumulation of copies).

Action Items

• [ ] Email Adam (W.I. Mason's) requesting 9x database credentials and Stripe API credentials — @Karly
• [ ] Add Karly and Sebastian to W.I. Mason's portal project; schedule walkthrough — @Mark
• [ ] Send Quarra Italia contact spreadsheet to Mark for import — @Karly
• [ ] Add "Italia" checkbox to Contact object; import Italy contacts as Contacts — @Karly
• [ ] Query refined domestic invite list for Milan event — @Lincoln
• [ ] Update Lead Source picklist: rename "Customer Initiated" → "Email/Phone"; add "Existing Customer" — @Karly
• [ ] Remove "Change Order" from Opportunity Lead Source picklist — @Karly
• [ ] Add "Interior Designer" to Opportunity Type picklist — @Karly
• [ ] Investigate task comment permissions: allow add, prevent edit/delete of others' comments — @Mark
• [ ] Remove or disable legacy "Convert" button from Lead layout — @Mark
• [ ] Schedule intro call with Quarra IT (via Lisa) to grant server access for MS integrations — @Lincoln
• [ ] Evaluate Salesforce AgentForce for proposal generation — @Mark
• [ ] Increase Salesforce backup to bi-weekly; configure to overwrite existing files — @Karly
• [ ] Schedule 12:00 PM working session (Market OS tasks) — @Mark

Related

• ^[3]
• ^[1]
• ^[2]