In order to make the right improvements to the real estate taxes site and transform it into an overall lease management site, CloudWave Salesforce Architects needed to carefully review the current state and understand how it was functioning.

One of the key pain points stemmed from a record-sharing process that required users to request access from admins before any document submission could take place. The system was also only set up for tax document submissions, so there would need to be workflow changes with different options users could select based on the type of document they needed to submit. And finally, the document submissions from this system would ultimately integrate with another external real estate exchange team. The architects and developers needed to ensure the other team’s system was set up to receive new types of documents.

The 8-month project was broken into 3-week sprints with specific goals for the CloudWave Salesforce Developers to tackle, like granting access to submissions without record-sharing and enhancements to the submission process to capture contact info and comments automatically. The team also leveraged Lightning Web Components, Aura Components, and Apex Classes to facilitate the functionality for users to search for a lease, save a lease, submit a wider variety of documents related to a lease, and view attachments they have previously submitted.

The CloudWave team periodically hosted demos for the government agency to assess progress and ensure the solution was aligned with the end goals for users. As development continued, Quality Assurance teams tested and confirmed functionality for the new app and ensured there were no other disturbances to the Salesforce org.

In order to build a road map to a better future state, CloudWave Salesforce Architects needed to carefully review the current state and establish how the most important elements from each app could be combined into one seamless process for users.

They ultimately decided to merge the two apps into one home page with a singular login and workflow for all properties, only branching off as needed for single award or multiple award lease procurement submissions. This would simplify the process both for property owners as they input building data, and for government employees as they reviewed the information and matched up available properties to leasing contracts.

The 8-month project was broken into 3-week sprints with specific goals for the CloudWave Salesforce Developers to tackle, like updates to the overall workflow for users, menu changes, and UI improvements. The dev team used Salesforce Lightning Web Components to combine the existing property objects in each old application into new objects in the new application – ensuring that historical data would not be lost.

The CloudWave team periodically hosted demos for the government agency to assess progress and ensure the solution was aligned with the end goals for users. As development continued, Quality Assurance teams tested and confirmed functionality for the new app and ensured there were no other disturbances to the Salesforce org.

First and foremost, we wanted to solve the problem of losing access to crucial Salesforce data after the 15-day window in the recycle bin elapses.

Our team built a system that backs up records as frequently as necessary and stores them for as long as you need them. Users can customize backups in XCavate to only include specific objects and categories so that the storage is allocated to the most important and relevant records. You can choose a specific time to back up your data daily or run an immediate backup on demand. You can also determine how many days each backup will be stored and adjust according to your business needs and cloud storage availability.

XCavate can also back up event log files: the records for actions people took within Salesforce, interacting with objects and features. Since this data is normally only accessible to Salesforce users on an external website for a very limited time, this addition was crucial for improving data security for our client. Within XCavate, you can easily discern which users clicked on objects, shared files, edited text fields, posted or deleted messages in chatter, and more. XCavate can make your logs accessible and auditable at a moment’s notice.

XCavate uses the client’s own elastic backend storage so that each client can manage their data needs accordingly. Using this framework, our team included advanced elastic search capabilities that help users narrow down results and recover the exact records they need more quickly. We call this “digging your data.”

The biggest pain points for admins involved in grant applications were centered around saving time, improving efficiency, and maintaining important records. Our team of experienced developers at CloudWave chose to solve these problems by building a fully custom system in Salesforce. Salesforce has versatility for a wide variety of different use cases and can be integrated with hundreds of different external applications as-needed.

In addition to building a straightforward data management system in Salesforce, our team prioritized the latest AI technology to emphasize efficiency. Tools for automation and artificial intelligence built directly into the platform are an essential solution to saving admins time on tedious, repetitive tasks.

First, the CloudWave team designed the grant management system so that applicants can submit their documents and log in to check on the status of their applications, chat with admins, or upload additional documents upon request.

Our team had several key priorities when developing this tool to ensure it would work smoothly and effectively for any business use case.

First, our team of innovative developers built optical character recognition (OCR) algorithms that are capable of reading both human handwriting and printed documents in any font or language. Then they trained the AI system to read and recognize specific documents to help further improve its accuracy. This step is crucial in honing the application to fit the specific needs of an organization so that the AI will format and report the document information correctly on its first try.

Once the AI system was ready, the team created a simple user interface where admins can submit scanned paper documents to developers and access the digitized results in a queue on their dashboard. From there, admins put the “human” in “human-in-the-loop” by reviewing the digitized documents for any minor errors. Admins always have the final sign-off on the documents before they are stored in the business database as records.

All of the OCR algorithms in the application are run within the business’ in-house system, so that CloudWave never has access to sensitive data. This unique feature is essential for businesses that deal with private healthcare or financial records in order to maintain data compliance regulations.

First and foremost, our team worked closely with the client to understand their current state and desired future state in detail.

Their Current State:

Ultimately, they wanted the team to use only Smartsheet for all of their various documents: project plans, contact sheets, invoice schedules, etc. They also wanted processes like approvals, notifications, and reviews to be facilitated by Smartsheet.

During the discovery phase in discussions with the client, our CloudWave Smartsheet experts investigated what other Smartsheet functionality could be leveraged to streamline the project or reduce manual effort where possible.

Some of the features we decided to add included:

The CloudWave team designed a future state architecture diagram to be agreed upon by the customer that would leverage Smartsheet’s premium Control Center application for automation with 2 Blueprints and multi-tier functionality. Automation here includes the following:

Our CloudWave team problem solved for these goals by configuring multiple different Smartsheet apps.

The forms, validation, automations, and premium apps allow for simpler project submission and streamlined processes. This solution allows the team to capture detailed project information then create a set of sheets and reports, also known as a toolkit, to manage the job through its lifecycle, automatically populating the toolkit with appropriate project information like number, name, team and more.

Best practices and future-proofing were considered. The team, through Control Center, now leverages the Resource Management (RM) integration to connect their project plan to RM as a project. The client’s intake sheet is also capable of integrating via Smartsheet Connector to platforms like Salesforce in a future state of the solution if desired. The final solution ensures that the projects are efficiently managed across their lifespan at the project level as well as the Division and Executive levels the projects automatically roll up to.

Our team at CloudWave is always eager to innovate using emerging technology platforms. We chose the low code platform Google Appsheet to build this new application because it has numerous benefits for users: flexibility, affordability, and mobile accessibility.

When designing this app, our team kept the end users in mind throughout the entire process. They researched the most user-friendly system for scheduling reservations and included options for requesting supplies from office managers, receiving text message or email reminders, and even highlighting favorite work spaces to make it easy to find them and book them again. The most important feature we included was the option for businesses to upload a floor plan blueprint so that users can interact with a map displaying workspace locations within the facility.

We also designed Space Booking with versatility in mind. It can work for a wide range of different business uses ranging from large corporations with multiple office buildings, to manufacturing facilities with discussion spaces, to school campuses and education resource centers where faculty meet.

To ensure Space Booking would flow seamlessly into existing platforms and tools users interact with on a daily basis, our developers integrated it with Gmail and Google Calendar so that reservation dates and reminders are always handy. For businesses who rely on Microsoft Outlook or any other major email platform, Space Booking can be customized to integrate with that system instead.

Space Booking can be used on both desktop and mobile, and the team added some innovative features that can make the work day easier with just the tap of a button. An employee locator tool can help you find colleagues within the office based on their workspace reservations. A QR code scanner allows you to make reservations for a particular room or desk instantly rather than scrolling through the options in the app.

Our team understood that admins might need some additional controls in order for the application to be utilized as effectively as possible. We added customization options for specific rooms or wings of each floor plan so that admins can restrict access to include only leadership personnel as needed. We also created a dashboard with a variety of reports on how work spaces and supplies are utilized. Visibility into this info helps admins to ensure employees are both efficient and respectful when making their reservations.

An organization that provides housing for children until they can be reunited with their families was seeking a data solution that would make their records easily accessible to caretakers, but also extremely secure due to the sensitive nature of the data. Caretakers needed a way to manage files like medical records, legal documents, and family contact info without any concerns about data security.

Our team at CloudWave is always eager to innovate using emerging technology platforms. We chose the low code platform Google Appsheet to build this new application because it has numerous benefits for users: flexibility, affordability, and mobile accessibility.

Our client is a large organization with multiple different on-site facilities providing basic necessities like food and shelter as well as entertainment and emotional support for the children. Since there were so many different types of data that needed to be accessible within the app, we broke everything down into categories. These include: Calendar Events, Cafeteria, Entertainment, Library, Phone Book, Legal Documentation, Medical Documentation, Order Supplies, Children, and Youth Care Workers.

Caregivers can use these different tools within the same app for everything from ordering specific clothing items for a child to updating their medical history to providing them with books and movies for daily entertainment. Caregivers can also schedule offsite appointments with doctors or attorneys for specific children and onboard/offboard them as needed.

The app also features an innovative GPS tracking feature that helps employees quickly locate each other across such massive facilities. For example, if a caregiver needs to locate a particular onsite medical professional or mental health counselor, they can look up that person by name and find them on the facility map.

There are additional admin features like dashboards that quickly display lists of caregivers and the corresponding lists of children they oversee. While this information may change several times throughout the month, the app is connected to Google Cloud Platform where all of the historical data about each caregiver and their groups of children is stored safely and accessibly.

One of our clients was looking for an opportunity to cut down on costs and still maintain existing functionality for scheduling and tracking upcoming events.

Our team at CloudWave is always eager to innovate using emerging technology platforms. We chose the low code platform Google Appsheet to build this new application because it has numerous benefits for users: flexibility, affordability, and mobile accessibility.

The app is designed so that system admins can create an event, and then it can move through a full lifecycle approval process. Criteria within the cycle determines what level of increasing approval is needed from key stakeholders.

Each event starts out as a draft with a minimum of three to five levels of approvalI. Admins can specify the details about the event, the number of attendees, expenses associated with the event, and the supervisor who needs to approve it at the next level. Supervisors will be pinged automatically with an email so that they can review the event details and approve or reject them.

If it is rejected for any reason, it will not be able to move forward to the next phase of the life cycle. Once an event has passed through the entire approval process, users can register to attend the event. Those who are registering will be prompted to fill out follow-up forms on their travel needs for attendance.

Within the application, users can view all of their upcoming registered events and submit expenses connected to them as necessary.