Configuration & Setup Flashcards
Which set of information can an admin specify in the Company information page?
B. Organization Name, Default Time Zone, Default Language
A Salesforce user at Ursa Major Solar complain that global search returns too many records
Which 2 configurations should an admin perform to help users manage search results?
- Specify the Search Filter Fields for the object’s search Layout
- Reduce the Number of records displayed for each object in the search result page
List View
A list of records that met specific filter criteria.
( ex. My Accounts, All Accounts…)
List View Features
- Pin List Views - Allows each user to pin a list view per object
- List View Control Menu: Users can edit, delete, or create list views
- Create records: Users can create records directly from a list view
- Inline Editing: Edit one or multiple records visible on a list view
- List View chart: Visualize the data from the list view using a chart
- Views: Kaban, tile or split view
- Search: Search data within the filtered view
- Sort
List View considerations
- User must manually refresh the list view after inline editing
- Checkboxes only appear on lists with mass actions or inline editing
- Users cannot create List Views from the SF mobile app
- Kanban et split views are not supported in the SF Mobile app.
Permissions needed to Create and manage list view
- Create & Customize List Views: A user cannot edit a list view created by another user
- Manage List Views: Can edit any public list views, and share with a group of users or all users. Users can restrict the visibility of a view to themselves.
What are the 2 reasons a user cannot be deactivated?
- The user is the recipient of workflow email alerts
- The user is a customer community administrator
User License
Determine the baseline of features that the user can access. 1 license per user. You assign user permissions for extra data access through 1 profile and 1+ permissions sets.
Permission Set
- A collection of settings and permissions giving access to tools & functions
- Same setting and permission as in profile, but Permission set extend functional access without changing the profile
Profile
- Defines how users access objects and data, and what they can do within the app
- Each user has 1 profile assigned
Profiles manage the CRED operations that a user can perform on different objects.
What does CRED Mean?
- C - Create
- R- Read
- E - Edit
- D - Delete
List of settings and permissions that can be used to determine a Profile’s Access
- User Assignment: Each user must have a profile
- Type: standard or Custom Profile
- Object Level Access: Controls record types & Page Layout for each object + Define CRED access to each object
- Field-level access: Controls the read and edit access for the fields
- App & Tab Settings: Set access to standard and custom apps, tabs and set default apps per profile
- Administrative permissions: Set acess to features and operations a user can do. Ex.: manage Reports.
- Security Restrictions: Define session settings, pasw policies, login hrs, IP ranges…
How can a system admin discover who added a field to the account page layout?
Use the Setup Audit Trail
UMS uses a private sharing model for cases. Each product line has several product specialists who want to have visibility to all cases involving their product line
How should the admin meet this requirement?
Create a predefined case team for each group of product specialists and assign the team using Case Assignment Rules.
What is Organization-wide default (OWD)?
Define the default access level for an object’s records with org-wide sharing settings
Can be set separately for custom objects and several standard objects: Assets, Campaign, cases, accounts, and their contacts
UMS has 3 accounts records types: Prospect, Customer, and Vendor. Customer records is only for the accounts with closed Won opportunity.
How should you prevent users from selecting the customer account type when they create a new account?
Best practice: Remove the Customer record type as an assigned record type in the user’s profiles and permission sets
A system admin cannot share a report folder what is a possible reason?
The folder is private
Define Sharing Rules?
- Use to extend sharing access to users in public groups, roles, or territories
- Give a user greater access by making automatic exceptions to the Org-wide sharing settings.
Role Hierarchy
- Can be used with sharing settings to determine the level of access that users have
- Roles within the hierarchy affect access on key components, such as records and reports
How to customize list views for the Accounts objects?
In the Sales app →Account tabs →select the gear icon to access “LIST VIEW CONTROLS” Create new & Choose who can see this list view:
- Only I can see this list view
- All users can see this list view (Including Guest, Partner, and Customer Portal users)
- Share list view with groups of users (If you don’t select any groups, this list view is private.
Ursa Major is onboarding 15 new employees in three weeks. The administrator needs to create user records in Salesforce without activating them. Which two methods allow the administrator to achieve this goal?
A. Create a .csv file ensuring that IsActive = False, and use the data loader to insert.
B. Click Add Multiple Users and ensure that Generate New Password and Notify User Immediately are unchecked.
C. Schedule a Time-Dependent Workflow to create users in three weeks.
D. Create them with the User Import Wizard and ensure that Active is unchecked.
A. Correct. With a properly formatted csv file, Data Loader can be used to create multiple users. Include the IsActive = false to create the users in an inactive status.
B. Correct. An Admin can manually create mutiple users with the Generate New Password and Notify User Immediately box unchecked.
C. Incorrect. Workflow cannot create users.
D. Incorrect. Users cannot be created with the import wizard.
In which section of the Salesforce setup menu can you find out how many Salesforce licenses are remaining?
- Company Information
- Company Licenses
- Organization Profile
- Organization licenses
- Company Information
User & Feature licenses can be found in ‘Company information’ under the ‘Company Profile’ section of the setup menu.
Which section can’t be found in the company profile?
- Company information
- Fiscal Year
- Business hours
- Locale settings
- Local Settings
Locale Settings for the organization can be found in ‘Company Information’ not under the company profile.
Which component CAN’T be included on a classic home page layout?
- Dashboard snapshot
- Items to approve
- Recent items
- Overdue Cases
Overdue Cases
What is the maximum number of users you can create at one time using the Salesforce “Add Multiple Users” option?
- Unlimited
- 10
- 100
- you can’t add multiple users at a time in Salesforce
You can only add a maximum of 10 users at a time using the “Add Multiple Users” option in Salesforce.
You need to disable access to a particular Salesforce app for a group of users. Where would you need to make this change?
- Roles
- Profile
- Page Layout
- Sharing rules
Profiles allow you to control access to apps, features, objects and fields within Salesforce.
Users are complaining that they keep being asked to activate their computers by clicking a link in their email. How could you improve this for your users?
Change the org-wide ‘Network Access’ IP address ranges to match the IP addresses you use to access the internet from within your company.
Login IP Ranges are used to only allow users to login using specific IP Addresses and are only available in profiles. Network Access controls the ability to bypass computer authorization.
How would you increase the complexity of the Salesforce passwords?
Change the ‘Password Complexity requirement’ option in Password Policies in Setup and also the ‘Password Complexity requirement’ in all user profiles if they haven’t changed.
Password Policies in the setup menu control the password complexity requirements in Salesforce but this only sets the default. You then have to check all your profiles to make sure a profile hasn’t overridden the password complexity requirements.
A user is logging in for a second time at a different location on a different machine. Assuming no special security provisions have been made what would Salesforce do by default?
An email is sent to the user with a code within the email. The code will need to be entered to verify the login at the new location.
What Is Salesforce?
- A customer success platform, designed to help you sell, service, market, analyze, and connect with your customers.
What is a Customer Relationship Management (CRM)?
- to manage relationships with your customers and prospects and track data related to all of your interactions. (email, phone, social, and other channels.)
- helps teams collaborate, both internally and externally
- track important metrics
How does Salesforce Organizes Your Data?
Salesforce organizes data:
- Into Objects (like a tab on a spreadsheet, &
- Into Records: (like a single row of data in the tab)
Define “Records”
1 item (data) you are tracking in your database
Define “Fields”
A place where you store a value, like a name or address; using our spreadsheet example, a field would be a column on the spreadsheet
Define “object”
A table in the database; in that spreadsheet example, an object is a tab in the workbook
Define “Org”
Short for “organization,” the place where all your data, configuration, and customization lives. You and your users log in to access it. You might also hear this called “your instance of Salesforce”
Define “App”
A set of fields, objects, permissions, and functionality to support a business process
What is Lightning Experience?
- Pages and new features in Salesforce optimized for sales user: Lightning Experience is a modern, productive Sales user experience with mobile capability
- Expends Salesforce features in Mobile with the app.
What are List Views?
- List views allow to see a customized view of records, Using filters
- Admin and sales reps can create customized lists of accounts, contacts, opportunities, or other records in Salesforce.
- Can be saved for later with updated data, in favorite list view
- A Lightning Experience feature
What are list view charts?
- Sales users can turn list views into charts to visualize their data graphically with a chart
- Can be saved for later, in favorite list view charts
- A Lightning Experience feature
What is “ Opportunity Kanban”
A visualization tool for opportunities
- Visualize your deals at each stage in the sales cycle
- Move deals between stages using drag-and-drop functionality
- Set up alerts to notify you when action is needed on a key deal
- Quickly create filters to slice your data how you want
- A Lightning Experience feature
Reports and Dashboards features
- A Lightning Experience feature
- Create filters for reports
- Make visually awesome dashboards using flexible layout and spanning columns
- Access to records in each report can be adapted to users accesses
What does local control?
- It controls the format for: date and time, addresses, names and numeric values
- Determine the start of the day of the week for calendars
- The default currency of the organization
It is set in the “Company Information page” for the company default locale,
or in a users’ “personal settings” to override the Company Default Locale
Language Settings
The Administrator can define the default language for the organization and set the available languages that the users will be able to set as their personal language from their personal settings
PATH: Setup/Company settings/Language settings
What type of information about the company can be set in
Company Settings / Company information?
- Organization Detail
- List of User Licenses*
- List of Permission Set Licenses*
- List of Feature Licenses*
- Usage-based Entitlements
* Status/Total/Used and remaining licenses
What subdivision of settings are available under
Company Settings?
- Business hours
- Calendar settings
- Company Information
- Data Protection and Privacy
- Fiscal year
- Holidays
- Language Settings
- My Domain
Why setting Business hours is important?
Setting business hours lets you apply specific time zones and locations to:
Create different business hours so they can apply it to their need: Ex.: IT Support available 24/7, can have its own business hours.
- Specify the hours when your support team is available to serve customers.
- Milestones in entitlement processes
- Entitlement processes
- Cases
- Case escalation rules
How can locale, time zone, and language be changed for a specific user?
Explain 2 different ways
- The user can change these settings himself by going to its own settings page
- the Admin can change these settings for a specific user in the user’s profile
Standard Fiscal Year
- Use when your company follows the traditional Gregorian calendar
- By Default enabled with January as the first start month
- Can only change the fiscal start month (always starts on the 1st of the month)
- Can define the name of the fiscal year
- The admin must define the fiscal year every year
*
Custom Fiscal Year
- Use when your company does not follow the traditional Gregorian calendar
- Enabling it will delete the forecasts, forecast history, adjustment and quotas for the corresponding standard fiscal year
- once enabled, it cannot be reversed to standard
- You can use pre-built custom fiscal year templates, or create you own
- You can customize the name that appears on the reports
- You can change the length of a fiscal period by changing the length of a week (Ex. change from 7 to 5 days)
- Forecast features recalculate after each change, and can take a lot of time
Once set, Business Hours, can be associated with?
- Cases
- Escalation rules
- Entitlement processes
- Milestones
O - Business Hours must be activated to be associated
O - SF automatically calculates “daylight savings times”, no need to configure it.
O - SF Recommends naming a business hour with a name that will remind of a location or time zone)
What permission should a user have to configure Business Hours in Salesforce?
The user should have “Manage Business Hours Holidays”
PATH: Permission Set/App Permission → Check Manage Business Hours
Considerations for deactivating users
- A deactivated user is still in the user list as an inactive user
- You deactivate a user referenced in a workflow, email alerts or field updates
- Processes can’t update records that inactive users own
- In Chatter, Deactivated users are removed from the followers and the Following lists.
- Files owned by a deactivated user are not deletesd
- Deactivated users are removed from the territories they were assigned to.
How many permission sets can you assign to a user?
- 10
- 23
- 30
- Unlimited
Correct answer: #4 -Unlimited
What are the 4 types of relationships in Salesforce?
- Hierarchical: (1:1)
- Lookup: (1:M) the child record still exists if the parent record is removed
- Master-details (1:M): The parent defines the security and sharing of the child. Child cannot exist without parent
- Many-to-many (M:M): This relationship is set using Junction Object
