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Salesforce ADMIN -201-Winter2021 > Data & analytics > Flashcards

Data & analytics Flashcards

1
Q

A sales manager at Ursa Major Solar wants a team of sales reps to know how many open opportunities they have at any given time. How should an administrator configure a report for each sales rep to see their own open opportunities?

  1. CREATE A REPORTING SNAPSHOT GROUPED BY SALES REP.
  2. CREATE A REPORT WITH A CROSS FILTER BY MY OPPORTUNITIES.
  3. CREATE A REPORT FILTERED BY MY OPPORTUNITIES.
  4. CREATE A REPORT SCHEDULE FOR EACH SALES REP.
A

3.CREATE A REPORT FILTERED BY MY OPPORTUNITIES.

This report would show a sales rep their own open opportunities. ///The Cross Filters choice is incorrect bc they are are used in reports to filter for cross object

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2
Q

Which two of these report charts show how many leads are in the marketing pipeline based on lead status and what percent each lead status represents?

  1. GROUPED BAR CHART
  2. PIE CHART
  3. DONUT CHART
  4. LINE CHART
A
  1. GROUPED BAR CHART: Incorrect. A grouped bar chart shows siloed, individual lead information.
  2. PIE CHART:
  3. DONUT CHART Correct. A pie and a Donut chart shows the number of leads as well as the percentage of leads as part of the whole.
  4. LINE CHART: Incorrect. A line chart does not show a percentage of leads relative to the whole
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3
Q

A finance user with the View All Data permission enabled sees no opportunities when opening a sales pipeline report. However, a Sales Rep sees opportunities as expected. opportunities should be visible to only those with permission. Which two actions should the administrator perform to resolve this problem?

A
  • Select Save Hierarchy Level on the pipeline report. ensure that the hierarchy level that was used when creating a report will stay intact. so, if the Finance User had permission to see reports originally, that will be the case when any subsequent report is created.
  • Updating the report filter to show all opportunities would allow users with
    the View All Data permission enabled to see all of the opportunities on
    the report.
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4
Q

What should an administrator configure to provide each Sales Rep a dashboard that shows their current Opportunity pipeline?

  1. Set a dashboard filter to the current user
  2. Create a dashboard folder for each user
  3. Filter the dashboard with a dynamic view set to the VP of sales
  4. Set the Dashboard running user to “the dashboard viewer”
A
  1. Set the Dashboard running user to “the dashboard viewer”
  • *This will ensure the Dashboard shows only data relevant to the**
  • *user viewing it.**
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5
Q

A sales user wants to add components to their dashboard. What is the maximum number of components that can be added to a single Dashboard?

  1. 3
  2. 15
  3. 20
  4. 50
A
  1. 20

Each dashboard can have up to 20 components

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6
Q

What should the system administrator check when users are unable to find a Custom Report Type?

A

MAKE SURE THE NEW REPORT TYPE IS DEPLOYED.

Users will not be able to access a custom report type if it hasn’t been deployed.

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7
Q

Ursa Major Solar uses a private data access model. Product managers and sales representatives are in different branches of the role hierarchy. What should an administrator do to ensure that product managers can report on opportunities in their product line?

  1. CREATE A SHARING RULE BASED ON CRITERIA
  2. SAVE ALL OPPORTUNITY REPORTS IN A PUBLIC FOLDER
  3. MOVE ALL PRODUCT MANAGERS TO A ROLE BELOW THE SALES REPRESENTATIVES.
  4. CREATE A NEW ROLE FOR PRODUCT MANAGERS AND SALES REPRESENTATIVES
A

CREATE A SHARING RULE BASED ON CRITERIA.

Criteria-based sharing rules determine what records to share based on field values other than ownership

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8
Q

Ursa Major Solar regularly imports accounts from an external order system that has its own ID field for each record. What should the system administrator do to help prevent duplicates during these imports?

  1. IMPORT THE DATA USING THE DATA LOADER.
  2. USE THE ID FROM THE ORDER SYSTEM IN PLACE OF THE SALESFORCE ID.
  3. CREATE A UNIQUE EXTERNAL ID FIELD ON ACCOUNTS IN SALESFORCE FOR MATCHING.
  4. CREATE A FORMULA FIELD THAT IDENTIFIES MATCHES.
A
  1. CREATE A UNIQUE EXTERNAL ID FIELD ON ACCOUNTS IN SALESFORCE FOR MATCHING.

Creating a unique External ID field on Accounts would guarantee no duplicates from an external order system.

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9
Q

The sales operations team at Ursa Major Solar needs to import and export accounts, contacts, opportunities, and orders. Which two profile permissions does the sales operation team need to be able to perform this task?

  1. API ENABLED
  2. MODIFY ALL FOR THOSE OBJECTS
  3. VIEW ALL DATA
  4. WEEKLY DATA EXPORT
A
  1. API ENABLED: To use the Data Loader for importing and exporting the profile permissions need API Enabled.
  2. MODIFY ALL FOR THOSE OBJECTS: The Modify All setting on those objects means users with this permission can view, edit and delete all records regardless of sharing. This meets the need of importing and exporting on just the stated objects
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10
Q

The director of operations at Ursa Major Solar has noticed that when sales reps move opportunities to the closed stage, they don’t always fill in the product installation date. When the date is not logged, the operations team has to reach out to the sales rep to confirm the installation date. The director of operations has requested that sales reps not be able to close an opportunity without first logging the product installation date.
Which feature allows Ursa Major Solar to require a value in the product installation date, a custom date field, when the opportunity stage changes to Closed?

A

Validation rules can be used to make fields conditionally
required based on the Opportunity stage

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11
Q

Ursa Major Solar is importing data and has many records that do not meet the data validation criteria.
What will occur?

A

THE IMPORT PROCESS WILL FAIL, BUT ONLY FOR THE RECORDS WITH INVALID DATA.

Salesforce runs validation rules on records before they are imported. Records that fail validation are not imported.

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12
Q

How long is data stored in the Recycle Bin?

A

Up to 15 days

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13
Q

Ursa Major Solar has inconsistent data in its 20,000 existing Accounts and asked the System Administrator to convert all of the standards
country fields to ISO codes. Which method should the System Administrator use?

A

Mass update addresses

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14
Q

Which set of Salesforce records is exported by choosing the “Export All” option instead of “Export” in Data Loader?

A
  • *Records for a specified object including records in**
  • *the recycle bin.**
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15
Q

A System Administrator will use the Import Wizard to update existing Account records. Which two values can the Import Wizard use to find matching records?

A
  • Account Name
  • Site fields

You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.

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16
Q

Which configuration option shows sales representatives the fields they must fill in prior to saving an opportunity?

A

Required fields in the Page Layout

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17
Q

Lookup filter

A
  • *Administrator settings that restrict the valid values and lookup dialog results for lookup, master-detail, and hierarchical relationship fields**
  • *(For example, restrict the Account Name field on opportunities to allow only active accounts.)**
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18
Q

Data Import Wizard

A
  • A tool to import data for many standard Salesforce objects, including accounts, contacts, leads, solutions, campaign members, and person accounts.
  • Can also import data for custom objects
  • Can import up to 50,000 records at a time
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19
Q

Validation Rules

A

Verify that the data a user enters in a record meets
the standards you specify before the user can save
the record

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20
Q

Data Loader vs Import Wizard

Use Data Loader when:

A
  • An application for the bulk import or export of data. Use it to insert, update, delete, or export Salesforce records.
  • You need to load 50,000 to 5,000,000 records. Data Loader is supported for loads of up to 5 million records
  • You want to schedule regular data loads, such as nightly imports
  • You want to export your data for backup purposes
  • You need to load into an object that is not yet supported by the import wizards.
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21
Q

Data Loader vs Import Wizard

Use the import wizard when:

A
  • You are loading less than 50,000 records
  • You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.
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22
Q

What report should an administrator use to display the number of contacts related to an account?

A

Summary report with a report formula

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23
Q
  • *Which three reports can be used to display a list of**
  • *the Top 10 Accounts on a dashboard?**
A
  • Tabular report with Rows to Display set to 10
  • Summary report with a chart
  • Summary report without a chart
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24
Q

What should an administrator do to organize the
fields available on a report?

A

Create a custom report type.

25
Q

Tabular Report

A
  • *This report is the simplest and fastest way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with**
  • *each matching record listed in a row. Tabular reports are best for creating lists of records or a list with a single grand total. They can’t be used to create groups of data or charts, and can’t be used in dashboards unless rows are limited. Examples include contact mailing lists and activity reports.**
26
Q

Summary Report

A

This report is similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. They can be used as the source
report for dashboard components. Use this type for a report to show subtotals based on the value of a particular field or when you want to create a
hierarchical list, such as all opportunities for your team, subtotal by Stage and Owner.

27
Q

Ursa Major Solar created an action that sends a follow-up email to the customer two days after a case is closed. The administrator wants to verify that the process functions correctly.
Which queue should the administrator view to monitor pending actions?

A

The Process Action Queue shows process actions and
the administrator would be able to monitor pending process actions in this Queue.

28
Q

Ursa Major Solar has an auto-response rule to send emails when a customer submits a new case and an assignment rule to determine case ownership for new cases. In addition, the case object has validation rules to ensure that each case includes values for all fields needed by its owner to resolve the case.
In which order does Salesforce process the immediate actions associated with workflow rules and related business automation for a newly created record?

A
  1. VALIDATION RULES,
  2. ASSIGNMENT RULES,
  3. AUTO-RESPONSE RULES,
  4. WORKFLOW RULES,
  5. ESCALATION RULES
29
Q
  • *Ursa Major Solar has a team of account managers that requested email alerts any time an opportunity or case is created on accounts that they own.**
  • *What is the minimum number of workflows needed to accomplish this task?**
A

TWO WORKFLOW RULES WITH ONE EMAIL ALERT EACH

Each workflow rule applies to a single object. Opportunity and/or case would need a separate workflow for each object.

30
Q

Ursa Major Solar has created an automated approval process to quickly communicate and improve their customer service. What are two final approval actions in an approval process?

  1. CREATE A CHATTER POST
  2. ADD AN EMAIL ALERT
  3. SEND AN OUTBOUND MESSAGE
  4. CALL APEX
A

2. ADD AN EMAIL ALERT

3. SEND AN OUTBOUND MESSAGE

31
Q

Data Export

A
  • schedule automatic or manual backup files to generate automatically at weekly (limited edition) or monthly intervals (29 days)
32
Q

Mass Transfer Records

A
  • Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and custom objects from one user to another.
  • Use search criteria to transfer only certain records
33
Q

Which tool, accessible through the Setup menu would you use to import 10,000 records into a Custom Object without the need for automation?

A

Data Import Wizard

34
Q

Which tool would you use to import 70,000 records into an object?

A

Use Data Loader

load 50,000 to 5,000,000 records

35
Q

Which tool would you use to automatically import new records into an object every night?

A

Data Loader

schedule regular data loads, such as nightly imports

36
Q

Which tool would you use to automatically Export data for backup?

A

Data Loader

You can use Data Loader to insert, update, delete, and export Salesforce records

37
Q

What tool would you use to manually Export or schedule data from your org every 29 days?

A

Use the Data Export Service

Setup/Data Export

38
Q

What are 2 methods to export Data In salesforce?

A
  • Data Export Service (accessible through the Setup menu)
  • Data Loader (Install with AppExchange)
39
Q

Factors that determine data quality

A
  • Missing Records
  • Duplicate Records
  • No Data Standards
  • Incomplete Records
  • Stale Data
40
Q

How do you determine your Data Quality

in Salesforce?

A

Install and Run the Data Quality Analysis Dashboards App

41
Q

Ursa Major Solar is looking into backup methods. Which sets of small and large data backup methods are available in native Salesforce?
A. Mass Export Wizard, Weekly Data Export Service, and Data Loader Exports
B. Data Loader Exports, Report Exports, and Weekly Data Export Service
C. Report Exports, Dashboard Exports, and Weekly Data Export Service
D. Data Loader Exports, Mass Exports, and Weekly Data Export Service

A

B. Data Loader Exports, Report Exports, and Weekly Data Export Service

Correct. Data can be backed up via Data Loader Exports, Report Exports, and Weekly Data Export Service.

42
Q

Ursa Major Solar uses data from the grand total of a custom report to create their dashboard. Which two components will populate the grand total properly?

A. Metric
B. Table
C. Chart
D. Gauge

A

A. Metric / Correct. Use a metric when you have one key value to display.
B. Incorrect. Use a table to show a set of report data in column form.
C. Incorrect. Use a chart when you want to show data graphically.
D. Gauge / Correct. Use a gauge when you have a single value that you want to show within a range of custom values.

43
Q

Ursa Major Solar uses a validation rule to prevent invalid data. What are three conditions where this rule is used?
A. When records are imported.
B. When records are edited and saved by a user.
C. When records are updated by a workflow rule.
D. When records are submitted using web-to-lead.
E. When records are deleted by a user.

A

A. When records are imported.
Correct. Validation rules are triggered by creating a record.
B. When records are edited and saved by a user.
Correct. Validation rules are triggered by saving or editing a record.
C. Incorrect. A workflow rule does not trigger a validation rule.
D. When records are submitted using web-to-lead.
Correct. Validation rules are triggered by creating a record.
E. Incorrect. Deleting a record would not trigger a validation rule.

44
Q

Sales reps use a custom report type for Account reports. New fields have been created on the Account Object. An administrator needs to report on the newly created fields. What should the administrator do to achieve this goal?
A. Create a new account report and add the new fields from the Report Builder.
B. From the Custom Report Type, Edit Layout, then add the new fields to the report.
C. From the Custom Report Type, Edit Object Relationships, then add the new fields to the report.
D. Create a new account report folder, go to share, and then add the new fields.

A

A. Incorrect. Add fields to a custom report in the custom report type field layout.
B. From the Custom Report Type, Edit Layout, then add the new fields to the report. Correct. Add fields to a custom report in the custom report type field layout.
C. Incorrect. Add fields to a custom report in the custom report type field layout.
D. Incorrect. Add fields to a custom report in the custom report type field layout.

45
Q

Which set of small and large data backup methods are available in native Salesforce?

A
  1. Data Loader Exports,
  2. Report Exports,
  3. Weekly Data Export Service
46
Q

What is the benefit of using a Lookup Filter instead of a Validation Rule?

A

To Improve user efficiency:

  • when selecting a related record
  • By limiting the number of available options in a lookup search dialog.
47
Q

When using the Data Loader which fields can you match against when updating contacts?

A

External Ids or Salesforce Ids.

Import Wizard allows you to de-duplicate records matching on Name, Email & Salesforce Id. But Data Loader can only match using External Ids or Salesforce Ids.

48
Q

What Salesforce features could potentially block Data Loader from creating records in Salesforce?

A

Validation Rules & Duplicate Management

Page layouts only affect people entering information from the web page of Salesforce, it doesn’t impact Data Loader or any other applications creating records. Workflow Rules can’t stop a record from being created but Validation Rules & Duplicate Management can.

49
Q

When uploading new data into Salesforce what should you do before uploading the data?

A

It’s best practice to make sure the data is clean before uploading it to Salesforce.

50
Q

What application should be used to create multiple users?

A

Users can be created in Batch by using the Data Loader app.

At least, All the required fields in the user record should be included in the import file

51
Q

Data Modeling Tool

A

Schema Builder

Access Via Setup

52
Q

Custom Objects features

A
  • Can add standard & Custom Fields
  • Can build page layouts
  • Can Build reports and dashboards
  • Can Create a custom Tab
  • Can track tasks and events
  • Can create Audit Trail with Field history tracking
  • Can import Custom Object reports
53
Q

Data Import / Export

Available tools

A
  • Data Import
  • Data Export Service
  • Exports
  • Data Loader
54
Q

2 tools to import data into Salesforce

# 1: The In-built tool: Data Import Wizard

A
  • Access via Setup
  • import up to 50,000 records at a time
  • Record duplication management with error message
  • Can Mass create or update data - Delete is not possible
  • For simple import data
  • Support custom objects + standards (Account, person account, contacts, campaign members, leads, and solution)
  • Support schedule Export
  • No import Cases or Opportunities
55
Q

2 tools to import data into Salesforce

# 2: 3rd party ap: Data Loader

A
  • Up to 5 million records at a time
  • Into any standard or custom object
  • Add, update or delete record
  • No Duplicate management
  • Does not support scheduled export
  • For Complex imports
  • Can export data Manualy
56
Q

How to Export Backup Data from Salesforce?

A
  1. Data export Service
    Access from Setup menu. Export manually or automatically- weekly export or Monthly export
  2. Data Loader (3rd party app)
    Manual export only
57
Q

How to Delete Multiple Records and Reports

  1. Data loader
  2. Data Wizard Import
  3. Mass Delete
  4. Export Backup Data
A

Response: #3

  • The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.
  • Run a report to archive with Data Export from Setup
  • If you did not select Permanently delete the selected records, deleted items are moved to the Recycle Bin.
58
Q

How to transfer Records Salesforce?

  1. Data loader
  2. Data Wizard Import
  3. Mass Delete
  4. Mass Transfer
A

Response: #4

  • from Setup → Mass Transfer Records
59
Q

which field type cannot be imported and why?

A

Formula fields, because they are read-only

Salesforce ADMIN -201-Winter2021 (14 decks)

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