Configuration and Setup Flashcards
(Objectives 1,2)
What does Locale control?
Language and format of date and time, address, currency, name, and number fields.
What is a Salesforce Organization ID?
A unique 15 character identifier that identifies each Salesforce organization.
What is a Salesforce license, or license definition?
Salesforce licenses define what features and services are made available to an org.
What are the different types of licenses in Salesforce and what do they do?
- User Licenses - Define the baseline features available to a user. Each user must be assigned one.
- Feature Licenses - Grants access to additional features that are not included in a standard license.
- Permission Set Licenses - Gradually grant users access to features that are not included in their user licenses.
What does API stand for and what does it do?
Application programming interface. Allows access to Salesforce programmatically, instead of using the user interface.
How is storage divided and how is each type used?
Storage is divided between data storage and File storage. The amount of storage available in an org is determined by the edition of the org and the number and type of user licenses in the org. Additional storage can be purchased.
Data storage is used creating records and file storage is used by storing files in attachments, the documents tab, the files tab, content, chatter, and Site.com assets.
What are the 3 levels of language support? Describe them.
- Fully supported - All SF features will display in the selected language.
- End user - These languages will have translations for all standard object field labels and pages but not setup and Help.
- Platform - For these languages it is possible to provide translations for customizations and standard fields. If translations are not provided, labels fall back to English.
Why are Business hours and holidays important?
Business hours determine the times when users are available to support customers and are the basis for the computation of support processes hours such as Case escalation rules and Entitlement processes.
What are the options to define fiscal years?
Standard or custom fiscal years. Standard fiscal years are based on a monthly structure and can start on any month. Custom Fiscal years can use a different structure such as quarters.
What are the two options available for specifying a default record page view at the org level? Describe them.
- Full view - A data-dense view that focuses on details and related lists and puts all the information on the same page.
- Grouped View - Divides record information into groupings across multiple regions and tabs.
What is Inline Editing in Lightning Experience?
When a user hovers over the field, a pencil icon will appear if the cell is editable. On the other hand, a lock icon will be displayed if it is non-editable
What is the App Manager?
The App Manager is used to view, create, and customize apps available in the organization.
What is the Utility Bar?
The Utility Bar allows easy access to common productivity tools such as Notes, History, Calculator, and Omnichannel. Items placed in the Utility Bar will appear near the bottom of the screen.
What are temporary tabs?
Temporary tabs are opened when a user clicks an item that does not have a parent object placed in the navigation bar. Temporary tabs can be made permanent in the navigation bar by selecting Add to Nav Bar.
What is the App Launcher?
App Launcher can be used to immediately open or search for apps or items.
Users can drag and sort the apps according to personal preference.
AppExchange is accessible from App Launcher.
What is the App Menu?
The App Menu can be used to change the app’s visibility in the App Launcher.
Apps can be reordered and made visible or hidden for all users in the organization.
What is In-App Guidance?
In-App guidance can be used to create a hands-on interactive tour to guide users through onboarding or feature introduction by means of step-by-step prompts.
It can be placed on Object record pages, Supported Setup pages, List view dropdown menu, Record tabs, and subtabs, and Record fields.
An in-app guidance can be assigned to a specified record type, on specific page or app, or any page and app.
What are the 3 In app guidance Prompt Types?
- Floating Prompt
- Targeted Prompt
- Docked Prompt
What is the Guidance Center?
The Guidance Center guides administrators in setting up and enhancing the Salesforce org and provides recommendations tailored for the org and the admin’s level of experience.
What are Global Search Results
The search results that appear when users search using the global search bar at the top can be configured.
What is Lookup Search?
Lookup Search is a feature that allows a user to search for a record of an object and associate it to a record of another object using a lookup field.
Give Search overview details.
Encrypted, formula, and lookup fields cannot be searched.
Field-level security is enforced when users search for records. Search results do not override field-level security. Data in restricted fields do not return in the results.
What is a Dependent Lookup?
A dependent lookup is a lookup field that includes a lookup filter that reference fields on the source object record.
How many records are searched in a list view search?
Only the first 2000 records are searched. Users can overcome this limitation by using more specific terms or by changing the filters and sorting order.
What is Federated Search?
Federated search will allow users to search data stored in external repositories from the Salesforce interface.
Define Search Layout.
The Search Layout determines which fields users can view, filter on, and sort by on the search results page for global search and lookup search.
What is Einstein Search?
Einstein Search is enabled by default and provides features like search personalization, natural language search, and instant actionable results.
What is a List View?
A list view is a list or summary of records that meet defined criteria. Records and Fields that appear in a List View depend on what the user has access to.
What does the List Email Button do?
Allows emails to be sent to individual leads, contacts, and campaigns in a list view
When a custom list view is created, what are the three options for viewing?
- Only for the user that created the view.
- All users.
- Shared with a group of users.
To create a public list view, the user needs the ‘Manage Public List views’ permission.
List view visibility can be restricted to user groups and roles
What is a Pinned List?
Pinned lists allow a user to make any list the new default. The default pinned list for all objects is ‘Recently Viewed’.
What is a split view?
Split views allows users to see a list view and a record side by side.
How is Kanban view customized?
By determining summary and group fields.
What is the Lightning App Builder?
The Lightning App Builder is a one-stop shop, point-and-click tool that can be used to customize Lightning Apps.
What are Dynamic Forms?
Dynamic Forms can be used to break up record details into fields and sections in Lightning App Builder
What are Dynamic actions?
Dynamic Actions can be used to dynamically control the visibility of Action buttons on a record page based on the values on the record. It helps in keeping the record page neat and streamlined.
What is the Lightning Usage App?
The Lightning Usage App helps with monitoring adoption metrics and page performance.
What is the Lightning Page Analysis tool?
The Lightning page analysis tool in Lightning App Builder calculates the page performance of a Lightning Record Page and identifies the components that have the most impact on page load time.
Can users change the navigation bar?
Yes, users can add more navigation items to an app menu, and reorder them by dragging the tabs around the navigation bar. Users can also rename and remove navigation items except for the ones added by the Admin by default.
What are the different types of actions? Describe them.
1.Standard Publisher Actions - Actions that are automatically included when Chatter is enabled, including Post, File, and Link.
2. Custom Actions - Custom actions are newly created or customized actions that can either be global or object-specific, such as Create a Record, Send an Email, or Log a Call actions.
3. Default Actions - Default actions are predefined by Salesforce per object.
4. Mobile Smart Actions - Mobile smart actions are preconfigured just like Default actions per object. These are displayed only in the Salesforce mobile app.
5. Productivity Actions - Productivity actions are predefined by Salesforce and attached to a limited set of objects, such as Send Email, Log a Call, View Website, etc.
What is a Mass Quick Action?
After a Mass Quick Action is set up, up to 100 records can be selected in a list view and perform mass updates in Lightning Experience.
What is a Global Publisher Layout?
Layout of Global Actions. Can be assigned by profile.
What is a Sandbox?
A sandbox is a separate environment that contains a copy of a production organization. It is used for development and testing. The different sandbox types are based on their storage limit, initial data, and refresh interval.
What are the four types of sandboxes and what makes them different?
- Developer - Used for development and configuration. Testing of new functionality. 200mb data/file. Config only. 1 day refresh.
- Developer Pro - Development in which larger amounts of data are needed. 1GB Data/File. Config only. 1 Day refresh.
- Partial Copy - Testing or training where a subset of data is sufficient. 5GB Data/File. Subset of data determined by template. 5 day refresh.
- Full copy - Performance testing. Staging in identical environment. 5GB data/file/ All data. 29 day refresh.
What is a sandbox template?
Sandbox templates are required for a partial sandbox to define the records which should be copied from the production org.
What are the 6 deployment options available to move metadata between different environments?
- Change Sets
- Visual Studio Code
- Ant Migration tool
- Salesforce CLI
- Workbench
- Unmanaged Package
Where can users perform record search?
Global searches most information; List View Search looks for a record within a list view; Lookup search allows searching of related records from a lookup field.
What do the User Interface Settings control?
General User Interface, Sidebar (Classic Only) and Calendar
What are some of the search settings that can be enabled or customized?
Number of search results displayed, Document Content Search, Recently Viewed Records, Search Optimization, Limit search to records owned by the user
What actions and features are available on a list view?
Edit, Delete and Follow records, Sort, Filter, Create Printable View
Where can an app’s logo and navigation bar color be changed?
‘App Manager’ in Setup
When creating a user what details are required?
Last Name, alias, nickname, Email, Username, User License, and Profile are required.
What does User License determine?
The user license determines the level of access to the org and what profile can be selected for a particular user.
What three steps are necessary to complete the user setup process?
- An account verification link is sent
- A password is created
- A security question is created
Usernames are unique across all Salesforce organizations globally and consequently cannot be reused. True or False?
True
What format must usernames be in?
Email format but they do not need to be a valid email address.
What is the Email Domain Allowlist? What is the Allowed Email Domains page?
Email Domain Allowlist can be enabled on the User Management Settings page in Setup to restrict the allowed email domains.
The Allowed Email Domains page in Setup can be used to specify the email domains that can be used.
How does using the ‘Add Multiple Users’ button change the way you create users?
You can add up to 10 at a time. All users will have the same license assigned. The username will be the same as the email address. Individual records will need to be edited after creation to choose further details.
How can you add more than 10 users at a time.
Using Data Loader.
Can a user deactivate their own account?
Self Deactivation can be enabled to allow external Community and Chatter users deactivate their own accounts.
What can users in a delegated group do?
Create and edit users in specific roles. Assign users to specified profiles. Unlock users and reset passwords for users in certain roles. Manage permission sets. Create public groups. Manage specific custom objects.
What are the four levels of security from general to specific?
- Organization Security Controls (Login hours, IP restrictions, Password policies)
- Objects (Profiles, Permission Sets)
- Object Record (Org-Wide Defaults, Role Hierarchy, Sharing, Teams)
- Fields (Field-Level Security, Page Layouts)
What is Audit trail
Tracks setup changes that admins have made to the org.
What is the difference between Federated and Delegated authentication?
Federated authentication allows affiliated but unrelated service providers to share authentication data using SAML assertions.
Delegated authentication allows using credentials from an external authentication provider wrapped in a web service.
What is Login Forensics?
Login Forensics allows Salesforce Administrators to monitor login behavior and keep a Salesforce org secure. Login Forensics provides critical login information such as:
Users who have suspicious login activity
Users who logged in more than the average number of times
The average number of logins per user per a specified time period
Users who logged in during non-business hours
Users who logged in using suspicious IP ranges
What grade levels are there in the Security Health Check?
Excellent - 90 and above
Very good - 80’s
Good - 70’s
Poor - 55 to 69
Very Poor - 54 and below
What are the four Health Check Risk Categories?
- High Risk
- Medium Risk
- Low Risk
- Informational
What is Enhanced Domains?
Enhanced Domains enable the use of the company’s unique My Domain name on all URLs across the org, including Experience Cloud sites, Salesforce sites, etc.
What is Enhanced Transaction Security?
Enhanced Transaction Security can be used to intercept real-time events and apply appropriate actions to monitor and control user activity.
What determines object access?
Profiles determine which objects a user can access and what actions they can take on those objects.
Permissions on objects can be set to “Create, Read, Edit, Delete, and View All / Modify All.”
Profiles also determine access to tabs and apps.
What determines Record access?
Organization-Wide Defaults (OWD) determines access to other users’ data for records they do NOT own. (Object permissions control what users do on their own records). Role Hierarchy, Sharing rules, groups, Manual sharing, Territory Hierarchy, and teams can also be used to modify record access.
What are the two objects that can have “Public Read/Write/Transfer settings?
Leads and Cases.
What is the difference between private and controlled by parent security settings?
Private means users cannot see other users records unless shared or above in the role hierarchy.
Controlled by parent means users can perform actions based on if they can perform the action on the parent object.
What is the only object that has the ‘Public Full-Access’ setting available?
Campaign
What are restriction Rules?
Restriction rules can be used to control access of a group of users to a subset of records based on record and user criteria.
What are scoping rules?
Scoping rules can be used to control the records that users see in list views, reports, and SOQL, based on the selected criteria.
Record access in Salesforce is based on the concept of opening up record access from more restrictive to less restrictive. What are the levels of restriction from most restrictive to least restrictive?
Object > OWD > Sharing Rules > Manual Sharing
What is Role Hierarchy Access?
The role hierarchy grants access to records to users that have a role above the record owner in the role hierarchy.
What is the difference between custom and standard objects when it comes to access via role hierarchy?
“Grant access using hierarchies” is always enabled for standard objects and cannot be disabled. It can be disabled for custom objects.
What objects can have exact access specified? What are the 3 exact access options?
Contact, Opportunity, Lead.
No Access, View, Edit Access.
What are manager groups?
Manager groups allow users to share records up or down their management chain.
What are sharing rules?
Sharing rules allow record access to be:
1. Granted to other users based on their role, territory, public group membership, or manager groups, that they wouldn’t normally have access to according to the organization-wide sharing settings.
2. Extended across the role hierarchy, sharing records owned by one role with users in another role at the same level.
3. Extended across the territory hierarchy, sharing records owned by users in a territory or with users in a territory.
What is manual sharing?
Manual sharing allows users to share records with other users on a one-off basis. Access options include Read/Write or Read only.
What is the Sharing Hierarchy Button?
The ‘Sharing Hierarchy’ button can be used to determine why a user has access to a record.
What is required for a report or dashboard to be accessed by a user?
The user must have access to the folder in which it is contained.
What are the 3 access levels for Report and Dashboard folders?
- View - This access level allows a user to view reports & dashboards as well as access levels.
- Edit -This access level allows a user to do what a viewer can do, but they can also save, delete or rename a report or dashboard in the folder.
3.Manage - This access level allows a user to do what an editor can do, but they can also share or delete a folder, change the folder’s name, and also change the folder’s sharing setting. A user who creates a folder is the folder’s ‘Manager’. A folder is public if it doesn’t have Manager access.
What are public groups?
Public groups can be used in an organization and may contain specific users, users in particular roles or territories, users in roles and those below them in the hierarchy, and other public groups.
Public Groups are used for Sharing Rules, Folder access, Sharing Records, and adding Users to a Content Library. Only Administrators can create Public Groups.
What is the difference between a Standard profile and a Custom profile?
Standard profiles are existing profiles in an org which can be assigned to users and cloned but cannot be edited
A custom profile can be created by cloning an existing profile. It can be fully customized based on security requirements.
What are permission sets?
Permission sets are used to expand user privileges beyond what their profile allows.
Permission sets include most profile settings, e.g., object and field permissions, tabs, apps, and Visualforce page access. Field-level security can be set for a field on permission sets during field creation.
What are permission set groups?
Instead of assigning multiple permission sets to a user, a Permission Set Group can be created which groups permission sets together and then assigned to the user.
What is a muting permission set and how many can you have in a permission set group?
A muting permission set allows you to disable or mute a permission set in a permission set group. Only one is allowed in a permission set group.
What is a Permission Set Expiration?
A permission set or permission set group can be optionally configured to expire on a specified date.
What is the User Access and Permissions Assistant?
User Access and Permissions Assistant helps analyze, report and manage access and permissions within the organization.
What checks are done when users try to access a Salesforce organization?
Profile Level Login Hours, Profile Level IP Ranges, Company Level Trusted IP Ranges, Activation Code Validation
When is identity verification invoked?
When a user logs in from an unrecognized (based on cookies) browser or device, and outside the trusted IP range
What password requirements can an administrator set?
Minimum password length, complexity, password history enforcement, expiration period, minimum password lifetime
How do sharing rules work?
Rules can be created to grant access to groups of users for certain records based on record owner or criteria.
What should be considered when changing OWD settings?
If increasing default access, changes will take effect immediately. If decreasing, changes may take significant time depending on data volumes.
What are some common user access issues?
– Wrong Username
– Entering password in wrong case
– User is locked
– Trying to login to a sandbox with the wrong URL
What administrator tasks can an administrator delegate?
Create and assign users in certain roles and profiles, assign permissions sets, public groups, reset passwords, manage specific custom objects
What can be added to permission sets and permission set groups to remove them after a certain date?
Expiration date.
Grant access using hierarchies is checked by default for most standard objects and cannot be changed. True or false?
True.
What are the three sharing settings for Price books and what are the differences?
- Use - Any user can use and add the Price Book to an Opportunity.
- View Only - Any user can view the Price Book.
- No Access - Users can not see Price Books or add them to opportunities unless sharing rules are used to give visibility.
What can sharing rules be based on?
Record ownership or other criteria.
What is a Case Team?
If case teams are enabled, it can allow a group of users to work together on a case record. Access levels can be set to ‘Read-Only’ or ‘Read/Write’.
Where can a user specify if they would like the default record type to be automatically selected and applied when creating a new record?
Record type preference in personal settings.
What are the three types of sharing options for email template folders and how do they differ?
- View - User can view and clone any email template
- Edit - User can modify or clone any email template
- Manage - User can modify, clone, and also manager the folder (share it, change sharing settings, rename, delete).
How is record-level sharing defined and how is object level sharing defined?
Record - OWD, Sharing Rules, Roles
Object - Permission Sets, Profiles.
How can users efficiently manage public groups using reports?
Create a custom report type with ‘Group Member’ as the primary object.
What can be included in a public group?
A combination of users, roles, users assigned to specific territories, other public groups and roles, and subordinates in the hierarchy.
