Admin Certification Flashcards
What should be considered when disabling the Grant Access Using Hierarchies option for a role or territory?
It will only grant access to that specific role/territory and not the ones above them in the hierarchy.
Where do you go to find the number of restricted logins per month or see how much data storage is available?
Company Information Page
What should be done with license users who are no longer with an org?
Deactivate (Freeze if information still needs to be pulled from them)
How can a dashboard or report be shared?
Only by sharing the folder that contains it.
How many themes can an org create, activate and what formats do they not apply to?
300, 1 & SF-Classic / Mobile / Chatter External Users
What are four user permissions that can grant access to records a user doesn’t own and are below the user in the hierarchy who does own them?
“View All Data,” “Modify All Data”, sharing rules, or manual sharing of individual records.
What can you use to test a newly created Flow?
Debug button
What happens if a master-detail relationship is broken by deleting the relationship?
The custom object’s default setting is automatically reverted to Public Read/Write and Grant Access Using Hierarchies is selected by default.
What field defines a Contact Hierarchy and who can create one?
‘Reports To’ & Users with Edit Permissions on Contact Records (only Modify All Data perms can add/edit/delete hierarchy columns)
What are three situations in which you’d use a Workflow Rule instead of the Process Builder?
- Sending an email. 2. Creating a task. 3. Updating a field.
Which item is available in a Lightning App where visibility is limited to the Salesforce mobile app?
Utility Bar
What are two things that can prevent a user from being deactivated?
- default owner of leads
- default or automated case owner
- default lead creator or owner
- default workflow user
- recipient of a workflow email alert
- a user selected in a custom hierarchy field
- a customer portal administrator.
What are two types of pages that an admin could build and customize using the Lightning App builder?
- App page
- Home page
- Record Page
- Email application pane
UC has two sales teams, sales team A and sales team B. Each team has its own role in the role hierarchy. Both roles are subordinates of the same Manager role. How should the admin share records owned by sales team A with sales team B?
Owner based sharing (An owner-based sharing rule opens access to records owned by certain users.)
What are 3 things that an admin can customize in Standard Fields?
values in picklists, the format for auto-number fields, tracking field history, lookup filters on relationship fields, and field-level help.
Sales users at CK are requesting that the data in the Industry field on the Account object displays on the Opportunity page layout. Which type of field should an admin create to accomplish this?
Cross Object Formula - A Cross-object formula is a formula that spans two related objects and references merge fields on those objects. A cross-object formula can reference merge fields from a master (“parent”) object if an object is on the detail side of a master-detail relationship. A cross-object formula also works with lookup relationships.
CK has a custom object named Shoe. The admin has been asked to ensure that a relationship is created between Account and Shoe to prevent orphaned shoe records. What should the admin do to complete this requirement?
Create a master-detail lookup (The Salesforce lookup relationship has no relation with other records. It does not depend on any other objects, whereas a master-detail relationship has an association with other records.)
Cloud Kicks wants to track shoe designs by product. Shoe designs should be unable to be deleted, and there can be multiple designs for one product across various stages.
Which two steps should the admin configure to meet this requirement?
- Create a custom object for the shoe designs.
2. Configure a custom lookup field for shoe designs on the Product Object.
UC requires a different Lightning page to be displayed when Accounts are viewed in the Sales Console and in the Service Console. How should an administrator meet this requirement?
Assign Lightning pages as app default.
You can make your custom record page the default record page for all users, assign it to specific Lightning apps, or assign it to record types and profiles. Assigning the page to a Lightning app, record type, or profile gives your users access to a record page customized for the context they’re working in.
The client services and customer support teams share the same profile but have different permission sets. The custom object Retention related list needs to be restricted to the client services team on the Lightning record page layout.
What should the administrator use to fulfill this request?
Component Visibility
Control when a component appears on a Lightning page by adding filter conditions and logic to its properties in the Lightning App Builder. Component visibility properties appear when you select a component on a record, app, or Home page in the Lightning App Builder.
Sales reps miss key fields when filling out an opportunity record through the sales process. Reps need to move forward in stages but are unable to enter a previous stage. Which three options should the admin use to address this need?
- Use validation rules.
- Use Flow to mark fields required.
- Configure Opportunity Path.
NTO wants to calculate how much revenue has been generated for each of its marketing campaigns.
How should an administrator deliver this information?
Design a standard Campaign report and add the Value Won Opportunities in Campaign field.
Value Won Opportunities in Campaign: Calculated field for amount of all closed/won opportunities associated with the campaign. (Read only) Salesforce automatically calculates this amount using all associated records regardless of whether you have read access to them.
The admin at UMS needs to make sure that unassigned cases from VIP customers get transferred to the appropriate service representative within 5 hours and VIP customers have access to the support 24 hours a day. How should this be configured?
Escalation Rules
Escalation rules automatically escalate cases when the case meets the criteria defined in the rule entry. You can create rule entries, which define criteria for escalating a case, and escalation actions, which define what happens when a case escalates.
CK wants to have consistency when communicating with customers on cases. The company has requested messages to be sent in an email channel with categories to help search for the proper message.
Which solution should an admin suggest to meet this requirement?
Prebuilt Quick Texts
Quick text saves users time and helps you standardize your company messaging. With quick text, you can insert predefined messages, like greetings, answers to common questions, and short notes. You can insert quick text in emails, chats, events, tasks, Knowledge articles, and more.
UC has a queue that is used for managing tasks that need to be worked on by the customer support team. The same team will now be working on some of UC’s Cases.
Which two options should the admin use to help the support team?
- Use Assignment rules to set the queue as the owner of the case.
- Add Cases to the existing queue as available objects.
Prioritize, distribute, and assign records to teams who share workloads. Access queues from list views. Queue members can jump in to take ownership of any record in a queue. They’re available for cases, contact requests, leads, orders, custom objects, service contracts, and knowledge article versions.
Users at CK want to be able to create a task that will repeat every two weeks. What should an admin do to meet this requirement?
Enable creation of recurring tasks.
NTO has the Case object set to private. The support manager raised a concern that reps have a broader view of data than expected and can see all cases on their group’s dashboards.
What could be causing reps to have inappropriate access to data on dashboards?
Dynamic Dashboards
Determine the data perspective for dashboard viewers by setting who they view your dashboard as. The viewing user is listed above the dashboard, next to “viewing as.”
Users at DH Realty are only allowed to see opportunities they own. Leadership wants an enterprise-wide dashboard of all open opportunities in the pipeline So that users can see how the company is performing at any point in time.
How should an admin create the dashboard without changing any sharing settings?
Create a dashboard with the running user set as someone who can see all opportunities.
The marketing director at NTO has requested that the Budget field be populated in order for the Lead Status field to be marked as qualified. What tool should the admin use to fulfill this request?
Validation Rule
Validation rules verify that the data a user enters in a record meets the standards you specify before the user can save the record.
The admin at CK updated the custom object Event to include a lookup field to the primary contact for the event. When running an Event report, they want to reference fields from the associated contact record.
What should the admin do to pull contact fields into the custom report?
Edit custom Event report type and add fields related via lookup.
The following steps help you add missing fields to your report:
- From Setup, enter Report Types in the Quick Find box, then select Report Types.
- Click the name of the Report Type you’re using.
- From the ‘Fields Available for Reports’ section, click Edit Layout.
- Drag and drop the missing fields from the Not in Page Layout section, then click Save.
- You can also add additional fields via lookup on your primary or secondary object by clicking Add fields via lookup.
An admin needs to store the ID of a record type for later use in a flow. Which kind of variable should the admin use?
Text variable
Flow actions let you pass the value of the record’s ID field into the flow, but that’s it. If your flow has a Text input variable called recordId, the action passes the record’s ID into that variable at runtime. If not, it doesn’t and the flow tries to run anyway.
DH Realty has an approval process. A manager attempts to approve the record but receives an error. What should the admin do to troubleshoot this request？
Check if the user in the next approver is inactive or missing.
When users log in to Salesforce via the user interface, which two settings does the system check for authentication?
- The user’s two-factor authentication for User Interface Logins permission.
- The user’s profile login hours restrictions.
(Role IP Address Restrictions don’t apply when logging in via the user interface)
An administrator has assigned a permission set group with the two-factor authentication for User Interface Logins permission and the two-factor authentication for API Logins permission to a group of users.
Which two prompts will happen when one of the users attempts to log in to Data Loader?
- Users need to down and install an authenticator app on their mobile device.
- Users need to connect an authenticator app to their Salesforce account.
An administrator has reviewed an upcoming critical update. How should the administrator proceed with the activation of the critical update?
Activate the critical update in a Sandbox.
Admin has reviewed but not tested.
An administrator gets a rush request from HR to remove a user’s access to Salesforce immediately. The user is part of a hierarchy field called Direct Manager.
What should the administrator do to fulfill the request?
Freeze the user to prevent them from logging in while removing them from being referenced in the Direct Manager field.
You’re prevented from deactivating a user if the user is the:
- default owner of leads
- default or automated case owner
- default lead creator or owner
- default workflow user
- recipient of a workflow email alert
- a user selected in a custom hierarchy field
- a customer portal administrator.
In these cases you can prevent the user from accessing their accounts by freezing them. Freezing a user is done from the user’s User Record. Later, after updating ownership and other processes, you can deactivate the user’s account.
An administrator installed a managed package that contains a permission set group. The permission set group that was installed includes Delete access on several objects, and the administrator needs to prevent users in the permission set group from being able to delete records.
What should the administrator do to control Delete access?
Use muting permission set with a permission set group to mute selected permissions.
A user at CK is having issues logging into Salesforce. The user asks the administrator to reset their password. Which are two things the administrator should consider when resetting the user’s password?
- Only an admin can reset single sign-on (SSO) user passwords.
- After resetting a password, users are sometimes required to activate their devices to successfully log in to Salesforce.
- Resetting a locked-out user’s password automatically unlocks the user’s account.
- When a user loses a password, they can click the forgot password link on the login page to receive an email with steps to reset it. The user must answer the security question correctly to reset the password.
UC has enabled Data Protection and Privacy for its org. Which objects’ page layouts will have the individual field available for tracking data privacy information?
Contact, Lead & Person Account
What are the three characteristics of a master-detail relationship?
- The master object can be a standard or custom object.
- Roll-up summaries are supported in a master-detail relationship.
- The owner field on the detail records is the owner of the master record.
- Each custom object can have up to two master-detail relationships and up to 25 total relationships.
- Security settings and permissions are determined by the master record and can’t be set independently for the detail record.
Users at CK are reporting different options when updating a custom picklist on the Opportunity object based on the kind of opportunity. Where should an administrator update the option in the picklist?
Record Type
Record types let you offer different business processes, picklist values, and page layouts to different users. You might create record types to differentiate your regular sales deals from your professional services engagements, offering different picklist values for each.
DHR needs to use consistent picklist values in the Category field on Accounts and Cases, with values respective to record types.
Which two features should the administrator use to fulfill this requirement? Choose 2 answers
- Custom Picklist
- Global Picklist
1) A custom picklist is tied to a particular object as a field on the object. Unlike a custom picklist field, a global picklist exists independently as a global picklist value set. Its values are shared with any picklist that’s based on it.
2) A global picklist is a restricted picklist by nature. Only a Salesforce admin can add to or modify its values. Users can’t add unapproved values, even through the API.
NTO uses a custom object Invoice to collect customer payment information from an external billing system. The Billing System field needs to be filled in on every Invoice record.
How should an administrator ensure this requirement?
Make the field universally required.
Making a field required on a page layout or through field-level security ensures that users must enter a value. Making a field required universally gives you a higher level of data quality beyond the presentation level of page layouts.
CK has a custom object called Shipments. The company wants to see all the shipment items on an Account page. When an Account is deleted, the shipments should remain.
What type of relationship should the administrator make between Shipments and Accounts?
Shipments should have a lookup relationship to the Account.
Key sentence: “When an Account is deleted, the shipments should remain.” –> lookup relationship
UC wants to prevent its service team from accessing deal records. While service users are unable to access deal list views, they are able to find deal records via searching.
What should the administrator check to fully restrict access?
Permissions and tab visibility
The administrator at CK has a custom picklist field on Lead, which is missing on the Contact when leads are converted. Which should the administrator do to make sure these values are populated? Choose 2 answers
- Create a custom picklist field on Contact
- Map the picklist field on the Lead to the Contact.
When sales reps convert qualified leads, the information from the standard lead fields appears in standard fields for contact, account, and opportunity records. If you set up custom lead fields, you specify how that custom information converts to custom fields in accounts, contacts, and opportunities.
The marketing team wants a new picklist value added to the Campaign Member Status field for the upsell promotional campaign. Which two solutions should the administrator use to modify the picklist field values?
- Edit the picklist values for the Campain Status in Object Manager.
- Add the Campaign Member Statuses related list to the Page Layout.
Edit in Object Manager:
- Navigate to the fields area for your object.
- In the Custom Fields & Relationships related list, click the name of the picklist field to update.
- In the Values section, click Edit next to a value.
