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Focus on Force new guide > Data and Analytics Management (14%) > Flashcards

Data and Analytics Management (14%) Flashcards

1
Q

What is Data Import Wizard and where can it be found?

A

Can be accessed from setup to perform data import tasks, such as adding or updating records

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2
Q

Data Loader

A

Client application that can be downloaded to the desktop and used for tasks such as data import, update, and export

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3
Q

Which of the two data import tools has the capability to catch duplicates?

A

Data Import Wizard

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4
Q

No choice, workflow rules are executed when inserting or updating records

A

Data loader

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5
Q

What will cause the data loader to fail while importing?

A

If a record doesn’t meet the validation criteria

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6
Q

6 Important data management considerations

A
  1. File format: All import data files must be in CSV format.
  2. Salesforce Record ID: An API will accept a globally unique ID that can ether be 15 or 18 char long. An External ID can be used as an alternative.
  3. Mass transfer, update & delete records: Salesforce allows for the mass and individual transfer of accounts, leads, custom objects, approval requests, opportunity teams, update addresses and mass deletion of records.
  4. Data Quality Considerations:
    Use org-wide standards for data entry, naming conventions, importing clean data, use validation rules, and remove duplicate records.
  5. Recycle Bin: Deleted records are stored in the Recycle Bin for 15 days until the limit is reached for record restoration
  6. Duplicate Management: Controls whether and when duplicate records can be created using matching rule criteria.
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7
Q

Data Import Wizard vs Data Loader
1. Who can use it?

  1. Where can you get it?
  2. How many files can it handle?
  3. What does it trigger?
  4. What’s allowed?
  5. Can it find duplicates?
A
  1. Data import wizard: End users and
    admins can use
    Data loader: Only admins
  2. Data Import Wizard: Available from
    setup
    Data loader: Client app Needs
    downloading

3.Data Import Wizard: Limit of 50,000
records
Data loader: Up to 5 million records

4.Data Import Wizard: Validation rules and
triggers will fire.
Data loader: Workflow rules, Validation
rules, and triggers will fire.

5.Data Import Wizard: Accounts, Person
Contact, Campaign members, Custom Objects, Leads, Accounts, Solutions
Data loader: Supports all objects and
uploading attachments

  1. Data Import Wizard: Allows you to
    choose with fields to find possible
    duplicates
    Data loader: No option to find duplicates
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8
Q

How many jobs can be done at once with data import wizard?

A

only one

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9
Q

Can you export data with data import wizard?

A

no

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10
Q

What are The Data Import Wizard Steps?

A
  1. Pre-pare your data for import 2. Choose data 3. Edit field mapping 4. Import data
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11
Q

Where can import jobs be monitored?

A

From the bulk data load jobs page

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12
Q

What can data loader be used for in records?

A

Used to add, update, delete, or export records.

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13
Q

What is data loader primarily used for?

A

Bulk import, update, delete, or export of data

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14
Q

Considerations before using data loader

Export all:
Upsert:
Hard Delete:
Automation Operation:
Batch Operation
File format
A

Export all: Will include records in the recycle bin.

Upsert: Will update and existing record if a match is found, if not then a new record is inserted

Hard Delete: Will delete records without moving them to the recycle bin. The ‘use Bulk API’ setting must be enabled.

Automation Operation: Lets you automate the loading process by setting up the configuration, sources, actions and mappings from a command line

Batch Operation:
Data loader Command Line Interface is useful for batch operations such as nightly imports

File format: Import/export is done via CSV

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15
Q

What should be turned off while importing data and why

A

Work flow and other processes because it may prevent records from being uploaded successfully.

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16
Q

How can you import existing articles into salesforce knowledge through the import tool

A

Mass import: Can import multiple record types at once

Import File: .zip folder will be created with .CSV file and .properties file

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17
Q

Steps for importing articles

A

Create .CSV file> Specify important parameters>Zip the files> Select knowledge Base, Record type, And import .zip file

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18
Q

Considerations before importing articles

A

The article to be imported must have an article type in place, with all the corresponding fields to match the import

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19
Q

External ID

A

Is an identifier for a record from another system that is added to a salesforce object

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20
Q

Do record IDs ever change?

A

no, not even when deleted

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21
Q

What’s recommended the 15 or 18 unique char ID

A

The 18 unique char ID

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22
Q

What’s the difference between the 15 and 18 unique char ID?

A

They’re both the same except the 15 char one is in the url while the 18 one is produced by the api. If you take the last 3 char off of the 18 char, you’ll get the 15 char one.

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23
Q

Mass transfer tool where is it and how does it work

A

Used to transfer multiple records from one user to another within salesforce.
Setup > Mass Transfer Records
Shows all the standard and custom object available for mass transfer.

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24
Q

Why are some objects not available for mass Transfer?

A

Because when changing the record ownership, some associated items that are owned by the current record owner are also transferred to the new owner.

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25
Q

What can be used as an alternative to the mass transfer tool

A

Data loader or data import wizard

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26
Q

What are validation rules?

A

Rules that are used to ensure accurate data is entered into salesforce

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27
Q

What are required fields?

A

Fields that you cannot save without filling in

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28
Q

What are the two types of validation rules?

A

System and Custom validation rules

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29
Q

System Validation

A

Performed by salesforce and ensures the data type is correct for a field

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30
Q

Custom Validation

A

More complex and can contain formulas or criteria to determine if data is to be processed or rejected.

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31
Q

What’s the order in which rules run?

V.A.A.W.P.E

A

Validation Rules > Assignment Rules > Auto-Response Rules > Workflow Rules > Escalation Rules.

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32
Q

What are Required Fields

A

Fields that can be marked required, an error will occur if left blank

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33
Q

What are Unique Fields

A

Fields can be marked as unique to not allow duplicate values across the records of an object

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34
Q

What are the two main parts in a custom validation rule?

A

Error condition formula, and error message

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35
Q

Are validation rules enforced when the field referenced in the field is not displayed on the page layout or API Call

A

Yes

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36
Q

What could possibly make a validation fail outside of user input

A

Assignment rules, Field updates, Field-Level Security, or Fields hidden on a page layout

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37
Q

Do validation rules apply when a record is created on quick create?

A

no

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38
Q

What is Continuous validation?

A

When one validation rule fails, salesforce continues to check other validation rules on that field or other fields on the page and displays all error messages at once

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39
Q

Do campaign Hierarchies ignore validation rules?

A

yes

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40
Q

What are reports used for?

A

To report on information based on object records in Salesforce on criteria defined by the user.

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41
Q

What do report types determine?

A

Which records and fields are available in a report.

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42
Q

What are custom report types?

A

Allow access to data that is not available using standard report types

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43
Q

Standard (Ready-Made) Report

A

+ Primary object and related objects available are based on the report type are fixed

+ Fields cannot be hidden and will always be available to users

+ When a custom field is created it is automatically added to the field layout to make it available in the report

+ Use when building “with” reports

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44
Q

Custom (Make your own) Report

A

+ Primary object can be defined and up to 3 objects can be related to the primary object

+ Fields can be hidden to prevent the field from being used

+ When a custom field is created it must be added to the field layout to make it available in the report

+ Use when building “with” or “with/without” reports

45
Q

Tabular report

A

An ordered set of fields in columns where each row represents an actual record

46
Q

Summary report

A

Rows are grouped in this format where subtotals can be viewed and allow a chart to be created

47
Q

Matrix report

A

Both rows and columns are grouped in this format and can be used to compare related totals or prove more detailed view of data.

48
Q

Joined report

A

Multiple reports can be displayed in this format using blocks where each report can be of a different report type

49
Q

What report format is ideal for maintenance processes such as data cleanup, export or backup?

A

Tubular

50
Q

Up to 3 levels of groupings can be defined in a

A

Summary report

51
Q

Useful for comparing related totals and analyzing large amounts of data

A

Matrix report

52
Q

What tools does Salesforce provide in customizing report data in report builder (8)

A

Bucket fields, Summary fields, Row-Level Formulas, Summary Formula, Count unique, Report Filters, Conditional Highlighting, Report Charts

53
Q

Bucket field

A

Where ranges can be defined and named,

Cannot be in Joined reports

54
Q

Summary field- what can you do with it

A

Where Number, Currency fields can be summarized by SUM, AVERAGE, MIN or MAX

55
Q

Row-Level Formula

A

Can be created for a report which requires specific information that is not available in a standalone field.

56
Q

Custom Summary Formula

A

Allow for custom summary formulas to be defined on number, percent and currency summary fields

57
Q

Cross-Block Custom Summary Formulas

A

Used to calculate a value that refers to summary values from multiple blocks in a joined report

58
Q

Count Unique values

A

The number of unique records based on a column can be displayed by using the show unique count option

59
Q

Report filters

A

Filter Logic: Combines filters with AND, OR, and NOT conditions

Field-to-Field Filter: Can be used where only rows that match a criteria which compares values of two fields are returned
what’s supported: Numeric, Date, and Datetime

Cross Filters: Can be used to display records based on whether or not they have child record of a particular type

Sub-Filters: Can be used with cross-filters to set filters on the child records

60
Q

Conditional Highlighting in Reports

A

Allows summarized values to be colored depending on how they meet the value threshold

61
Q

Reporting Charts

A

Provide a visual display of the information in the report.

bar chart, column chart, line chart, donut chart, Funnel chart, scatter chart

62
Q

Bar chart

A

Displayed as horizontal bars

Used best when comparing distance or time

63
Q

Column chart

A

Displayed as vertical columns.
Best for showing relative counts such as comparing different employee counts at companies, or when showing values by date as dates traditionally run along the horizontal axis.

64
Q

Line chart

A

Show changes in value over time.

Cumulative line charts and grouped Cumulative line charts summarize a single value summed over time

65
Q

Donut chart

A

Chart displays report data in the form of a donut that consists of wedges where each wedge represents a grouping

66
Q

Funnel chart

A

Can be used to help analyze the flow of records in the business process where a larger segment suggests are of interest

67
Q

Scatter chart

A

Show meaningful information using one or two groups of report data plus measures, such as how stage duration correlates with the number of activities for opportunities

68
Q

Reporting snapshots

A

Provides information on historical data by storing report data scheduled over a period of time

69
Q

Report Subscription

A

A user can subscribe other users to a report by specifying a user, group, or role

70
Q

Report builder

A

Where you build reports

71
Q

Run page

A

Is the report viewer in lightning experience and provides and improved user interface with enhanced performance

72
Q

How can reports be exported?

A

formatted report or details only

73
Q

Formatted report

A

Exports a report in .xlsx file format where visual presentation is maintained and ideal for directly publishing to report consumers

74
Q

Details only

A

Exports in .xls, .xlsx, or .csv file format. Which contains data extract only and ideal for data cleanup or backup and other data quality or maintenance processes

75
Q

What is the security model for reports?

A

Reports will only show records the user has access to

76
Q

What impact does page layouts have on record visibility on reports?

A

No impact, a field can be viewed even if it’s not visible on a page layout

77
Q

What impact does Organization-Wide Defaults have on reports?

A

Determines the default visibility to records that users see in reports

78
Q

What impact does Folder Sharing have on reports?

A

Determines access to folders in which reports are stored as user access to the folder is required

79
Q

If the sharing model for a report is Public Read/Write or Public Read Only for an object who will see it?

A

All users will see the same records in the report

80
Q

If the sharing model for a report is Private for an object the user will only be able to see what?

A

Only see records they own in the report, See records shared to them via sharing rules or manual sharing, see records own by users below them in the role hierarchy

81
Q

What does the view access level allow for in report and dashboard folders?

A

View reports and dashboards, View who has what access.

82
Q

What does the edit access level allow for in report and dashboard folders?

A

View reports and dashboards, View who has what access, Save a report or dashboard, rename a report or dashboard, delete a report or dashboard

83
Q

What does the manage access level allow for in report and dashboard folders?

A

View reports and dashboards, View who has what access, Save a report or dashboard, rename a report or dashboard, delete a report or dashboard, share a report or dashboard folder, Rename a report or dashboard folder, Change a folders sharing settings, Delete a report or Dashboard folder

84
Q

What are Dashboards?

A

Visual representation of information displayed through components which retrieve data from source reports, and provides filters to narrow the results

85
Q

How can you create a dashboard?

A

Dashboards in nav menu> New Dashboard

86
Q

What are dashboard filters?

A

Allows you to add filters to a dashboard to display data that meet filter criteria only

87
Q

Chart component

A

Is used to graphically show report data from a matrix or summary report.

88
Q

Gauge component

A

Can be used to show a single value within a range of custom values. For example the total opportunity amount within a range of custom values

89
Q

Metric component

A

Can be used to show a single key value. For example the total amount of all closed won opportunities in the current quarter

90
Q

Table component

A

Can be used to display data from a tabular report and show a list or records in a row and column format such as a spreadsheet

91
Q

Stacked Bar Chart

A

This type of chart shows the proportions between values in each grouping and each groupings total.

92
Q

Line Chart

A

Useful for displaying changes in the value of an item over a series of points in time, such as week to week

93
Q

Lightning Table

A

Can show up to 200 records and 10 columns from any field that is made available in the report type of a source report even if they’re not included in the source report as columns

94
Q

Legacy Table

A

Shows columns of date from a custom report in a dashboard and allows one to use color and scale to improve interpretation of report data

95
Q

What are the two types of dashboards?

A

Fixed and Dynamic

96
Q

Fixed Dashboard

A

The “ view dashboard as setting” is fixed to a specific user and all viewers will see dashboard data based on the access level of this user

97
Q

Dynamic Dashboard

A

Data Displayed on the dashboard adapts or changes according to the access level of the logged-in user who is currently viewing it

98
Q

Considerations for dynamic dashboards?

A

Limit to 5 only, they cannot be scheduled to refresh automatically and must be refreshed manually, Dashboard subscription is disabled or is not supported in dynamic dashboards

99
Q

What are dashboard subscriber types?

A

Org users, roles, and groups

100
Q

Users’ access to dashboards is determined by a combination of

A

User permissions

101
Q

What are some important user permissions for dashboard access?

A

Subscribe to Dashboards:
+Enables a user to subscribe to dashboards to schedule dashboard refreshes and send notifications by email.

Create and Customize Dashboards:
+Enables a user to create, edit, and delete dashboards in personal folders

Manage Dashboards in Public folder:
+Enables a user to create, edit, delete dashboards, and manage their sharing in all public folders

102
Q

What objects does import wizard support?

A 
Think CCClas
Contact
Campaign Members
Custom Objects
Leads
Accounts
Solutions
103
Q

Does the import wizard trigger a workflow rule?

A

yes

104
Q

How many records can import wizard import vs Data loader?

A

<50k for Import Wizard and <5M for Data Loader

105
Q

Can both import wizard and data loader import, delete, and export?

A

both can import but only data loader can export, and delete

106
Q

Which one can schedule imports and utilize mapping import wizard or data loader?

A

data loader

107
Q

What are your data backup options

A

data loader/dataloader.io(manual or automated),

reports(manual), weekly/monthly data export service(automated)

108
Q

Mass deleting options and the recycle bin?

A

Data loader/ Data loader.io
-Delete specific data from the database.

Mass delete records for bulk deleting
-salesforce setup option

Recycle bin
-View, restore and manage deleted items

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