Notebooks & Action Plans

Notebooks in Stood Flows allow you to document findings, create action plans, and track implementation progress for Salesforce org simplifications and optimizations.

Overview

Notebooks are attached to flowsets and provide a structured way to:

• Document Findings: Capture insights from flow analysis

• Create Action Plans: Plan simplifications and optimizations

• Track Progress: Monitor implementation of recommendations

• Audit Documentation: Maintain records for compliance

• Collaborate: Share findings with team members

Notebook Structure

Notebook Components

Each notebook contains multiple blocks that can be organized in any order:

1. Titles (Headings)

Hierarchical headings for organizing content:

• Levels: H1 through H6

• Purpose: Structure and organize notebook content

• Use Cases:

  • Section headers

  • Main topics

  • Subsections

2. Notes

Markdown-formatted notes for detailed documentation:

• Format: Markdown support

• Purpose: Detailed findings and observations

• Use Cases:

  • Analysis findings

  • Process documentation

  • Technical notes

  • Meeting notes

3. Todos (Action Items)

Action items with completion tracking:

• Single Todo: Simple checkbox for one action item

• Multiple Todos: List of action items with individual checkboxes

• Completion Tracking: Mark items as complete/incomplete

• Use Cases:

  • Action items from analysis

  • Implementation tasks

  • Follow-up items

  • Audit findings

4. Links

External references with descriptions:

• URL: Link to external resources

• Label: Display text for the link

• Description: Optional description of the link

• Use Cases:

  • Salesforce documentation

  • Related articles

  • External tools

  • Reference materials

5. Screenshots

Flow graph sections captured with annotations:

• Image: Screenshot of flow graph section

• Caption: Optional caption for the screenshot

• Node Selection: IDs of nodes selected for screenshot

• Viewport: Zoom and position information

• Use Cases:

  • Document specific flow sections

  • Highlight findings

  • Create visual documentation

  • Share specific views

Creating Notebooks

Creating a New Notebook

1. Navigate to Flowset: Open the flowset you want to document

2. Open Notebook Panel: Click the notebook icon in the toolbar

3. Create Notebook: Click "Create New Notebook"

4. Name Notebook: Enter a descriptive name

5. Start Adding Blocks: Begin adding content blocks

Notebook Management

• Multiple Notebooks: Create multiple notebooks per flowset

• Notebook Selection: Switch between notebooks in the panel

• Notebook Deletion: Delete notebooks when no longer needed

• Organization: Name notebooks descriptively for easy identification

Use Cases

1. Audit Documentation

Purpose

Document findings from Salesforce org audits for compliance and record-keeping.

Structure

# Audit Findings - [Date]

## Executive Summary
[Note block with overview]

## License Analysis
[Screenshot of license dashboard]
[Note with findings]
[Todos for action items]

## Process Complexity
[Screenshot of flow graph]
[Note with analysis]
[Links to related documentation]

## Recommendations
[Multiple todos for recommendations]

2. Simplification Action Plans

Purpose

Create structured plans for simplifying Salesforce org complexity.

Structure

# Simplification Plan - [Focus Area]

## Current State
[Screenshots showing current complexity]
[Notes documenting current state]

## Target State
[Notes describing desired state]
[Links to best practices]

## Action Items
[Multiple todos organized by priority]
- [ ] High priority item 1
- [ ] High priority item 2
- [ ] Medium priority item 1

## Progress Tracking
[Notes with status updates]
[Todos marked as complete]

3. Cost Optimization Plans

Purpose

Document license optimization opportunities and track savings.

Structure

# License Optimization - [Quarter/Year]

## Current License Usage
[Screenshot of license dashboard]
[Note with current state analysis]

## Optimization Opportunities
[Note with identified opportunities]
[Multiple todos for optimization actions]

## Savings Calculation
[Note with savings calculations]
[Links to pricing information]

## Implementation Plan
[Multiple todos for implementation]
[Notes with timeline]

4. Process Improvement Documentation

Purpose

Document process improvements and track implementation.

Structure

# Process Improvement - [Process Name]

## Current Process
[Screenshot of current flow]
[Note with current process description]

## Identified Issues
[Note with issues found]
[Links to related documentation]

## Proposed Changes
[Note with proposed changes]
[Screenshot of proposed flow (if available)]

## Implementation Steps
[Multiple todos for implementation]
[Notes with progress updates]

5. Training & Onboarding

Purpose

Create documentation for training and onboarding new team members.

Structure

# Training Guide - [Topic]

## Overview
[Note with overview]

## Key Concepts
[Multiple notes explaining concepts]
[Links to documentation]

## Visual Examples
[Screenshots of relevant flows]
[Notes explaining screenshots]

## Exercises
[Multiple todos for exercises]
[Notes with solutions]

Best Practices

Organization

• Clear Structure: Use titles to create clear hierarchy

• Logical Flow: Organize content in logical order

• Consistent Formatting: Use consistent formatting across notebooks

Content

• Be Specific: Include specific details and findings

• Use Screenshots: Visual documentation is often clearer

• Link Resources: Link to relevant documentation

• Track Progress: Update todos as work progresses

Maintenance

• Regular Updates: Update notebooks as findings change

• Archive Completed: Archive or delete completed action plans

• Version Control: Create new notebooks for major changes

Collaboration

• Share Findings: Share notebooks with team members

• Document Decisions: Document why decisions were made

• Track Ownership: Assign todos to specific team members (future feature)

Screenshot Features

Capturing Screenshots

1. Select Nodes: Select nodes you want to include in screenshot

2. Position View: Zoom and pan to desired view

3. Capture: Click screenshot button

4. Add to Notebook: Screenshot is added to current notebook

5. Add Caption: Add optional caption to screenshot

Screenshot Metadata

Each screenshot includes:

• Image: The captured image

• Caption: Optional text description

• Node IDs: IDs of selected nodes

• Viewport: Zoom level and position

• Timestamp: When screenshot was taken

Use Cases

• Document Specific Findings: Capture specific flow sections

• Highlight Issues: Screenshot problematic areas

• Before/After Comparisons: Capture before and after states

• Visual Documentation: Create visual documentation

Action Plan Templates

Template 1: License Optimization

# License Optimization Plan

## Current State Analysis
[Screenshot of license dashboard]
[Note with current license usage]

## Identified Opportunities
[Note with opportunities]
- [ ] Review unused licenses
- [ ] Analyze inactive users
- [ ] Calculate potential savings

## Implementation Steps
- [ ] Get stakeholder approval
- [ ] Create deactivation plan
- [ ] Execute deactivation
- [ ] Verify savings

## Progress Tracking
[Note with status updates]

Template 2: Process Simplification

# Process Simplification Plan

## Current Process Analysis
[Screenshot of current flow]
[Note with complexity analysis]

## Simplification Opportunities
[Note with opportunities]
- [ ] Identify orphaned flows
- [ ] Consolidate record types
- [ ] Simplify business processes

## Implementation Steps
- [ ] Create backup
- [ ] Test in sandbox
- [ ] Deploy to production
- [ ] Monitor results

## Progress Tracking
[Note with status updates]

Template 3: Audit Documentation

# Salesforce Org Audit - [Date]

## Executive Summary
[Note with overview]

## License Analysis
[Screenshot of license dashboard]
[Note with findings]

## Process Complexity
[Screenshot of flow graph]
[Note with analysis]

## Recommendations
[Multiple todos for recommendations]

## Next Steps
[Multiple todos for follow-up]

Integration with Analytics

Using Analytics in Notebooks

• Screenshot Dashboards: Capture analytics dashboards

• Document Findings: Document insights from analytics

• Create Action Items: Convert recommendations to todos

• Track Implementation: Monitor progress on recommendations

Workflow

1. Review Analytics: Review analytics and recommendations

2. Document Findings: Create notebook with findings

3. Create Action Plan: Convert recommendations to todos

4. Track Progress: Update todos as work progresses

5. Document Results: Add notes with results

Export & Sharing

Current Capabilities

• Screenshot Export: Export individual screenshots

• Notebook View: View notebooks in application

• Print: Print notebooks (browser print function)

Future Capabilities (Planned)

• PDF Export: Export notebooks as PDF documents

• Markdown Export: Export notebooks as Markdown files

• Collaboration: Share notebooks with team members

• Comments: Add comments to notebook blocks

Tips & Tricks

Efficient Documentation

• Use Templates: Create templates for common use cases

• Reuse Content: Copy blocks between notebooks

• Organize Early: Set up structure before adding content

• Regular Updates: Update notebooks regularly

Visual Documentation

• Screenshot Key Areas: Capture important flow sections

• Add Captions: Explain what screenshots show

• Use Annotations: Add notes near screenshots

• Before/After: Capture before and after states

Action Planning

• Prioritize: Mark high-priority todos

• Break Down: Break large tasks into smaller todos

• Track Progress: Regularly update todo status

• Document Decisions: Note why decisions were made

Next Steps

• Introduction & Features - Review platform capabilities

• Analytics & Recommendations - Learn about insights

Support

For questions about notebooks and action plans, contact: contact@stoodcrm.com