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AB > Data Modeling and Management > Flashcards

Data Modeling and Management Flashcards

1
Q

The system administrator of an organization has been given the task of creating a custom application in Salesforce with a number of custom objects and fields. The admin is looking for the most efficient way to set up the data model for the application.

A

The Schema Builder can be used to efficiently create custom objects, fields, and relationships using a single user interface. It allows viewing how the different objects are related to one another which can be useful to understand how the data model should be setup

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2
Q

A real estate company needs to store information about properties as well as sales deals in Salesforce.

A

Information about properties can be stored by creating custom objects which can be named ‘Property’. Sales deals can be stored using the standard ‘Opportunity’ object.

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3
Q

An organization needs to relate every employee in the company to a salary plan such that each employee can have one or more salary plans that are deleted when the employee leaves.

A

A master-detail relationship field can be created on the ‘Salary Plan’ (detail) object to the ‘Employee’ (master) object. Deleting an employee record would delete related salary plan.

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4
Q

A recruiting application should consist of candidates and positions such that each candidate can apply for multiple positions and each position can have multiple candidates.

A

A many-to-many relationship with ‘Candidate’ and ‘Position’ objects as the masters with a junction objects sitting between them that represents the detail side for both.

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5
Q

Users of a non-profit school should be able to select a contact record on the ‘Alumnus’ object that has been created to store alumni. The contact would represent the mentor of an alumnus, but the field should be optional.

A

Look up relationship to Contact can be created on the ‘Alumnus’ object. The lookup relationship field can be made optional on the Alumnus page layout.

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6
Q

Each user’s record should allow specifying the name of the manager’s manager

A

A hierarchal relationship field can be created on the User object to relate a user to another user.

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7
Q

Which relationship tightly couples security and deletion between objects

A

Master-Detail relationship

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8
Q

Which relationship allows for independent security and deletion between objects?

A

Lookup Relationship

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9
Q

What are the two external types of relationships?

A

Indirect Lookup

External Lookup

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10
Q

What is an Indirect Lookup?

A
  • Links a child external object with a parent standard or custom object in Salesforce
  • the parent object field and the child object field are specified to match and associate records in the relationship
  • a custom unique, external ID field on the parent object is selected to match against the child’s indirect lookup relationship field whose values come from an external data source
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11
Q

What is an External Lookup?

A
  • Links a child standard, custom or external object with a parent external object.
  • the standard External ID field on the parent external object is matched against the values of the child’s external lookup relationship field
  • external object field values come from an external data source
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12
Q

What are the 6 relationship types available?

A
  1. Lookup
  2. Master-detail
  3. Many-to-many
  4. External Lookup
  5. Indirect Lookup
  6. Hierarchal
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13
Q

What are some implications of external and indirect lookups?

A
  • only lookup, external lookup, and indirect lookup are available for external objects
    • the loading of related lists of child external objects could be impacted if the external systems availability is impacted
    • Lookup searches are not available for both external and indirect lookups. However, the field can be edited and the external ID from the external system can be entered
    • In reporting, cross filters are not supported for external object relationships
    • Bucket fields and historical trend reporting are not supported for external objects.
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14
Q

What are fields that can’t be changed?

A

-Standard Fields
-Custom fields using ‘Shield Platform Encryption’
-Custom fields mapped for lead conversion
-Fields referenced by setup items, such as:
+Visualforce page
+Apex
+Process Builder
+Flows

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15
Q

How do you change a field’s data type?

A

Change Field Type button after editing the field

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16
Q

What is the best practice for changing a field’s type

A
  • Only changing fields that have no data, so there’s no risk of data loss
  • Backing up data ahead of the change
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17
Q

What fields will cause data loss by changing TO them from all others?

A
  • to Number from any type
  • to Percent from any type
  • to Currency from any type
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18
Q

Is it possible to convert a Master-Detail relationships to Lookup relationship?

A

Yes, this can be done BUT not if a roll-up summary field has been defined.

  • Waiting page for large records
  • *Changing master-detail to lookup on the detail side causes the OWD to be Public Read/Write
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19
Q

Is it possible convert a Lookup relationship to Master-Detail?

A

Yes, only if there are values for all records though (no null values)

  • Waiting page for large records
  • *Changing lookup to a master-detail causes OWD to be Controlled by Parent.
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20
Q

Is it possible to convert a custom field to ‘Encrypted’ type? Or vice versa?

A

No

No

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21
Q

What is the difference between Classic Encryption and Shield Platform Encryption?

A

Classic:
-Included in base license
-Features masking for (***) for sensitive data
-Can only encrypt custom fields up to 175 chars
-Cannot be used in workflows and formula fields
-128-bit AES
Shield Platform:
-There is additional cost
-Does not provide masking, must use field-level security
-offers higher level of encryption (256-bit AES)
-Can encrypt standard, custom, files and attachments
-does not work with certain 3rd party apps

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22
Q

What are some fields that can’t be encrypted?

A
  • Fields on external data objects

- Fields that are used in an account contact relation

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23
Q

What are restrictions on changing AutoNumber fields?

A 
Good Conversions:
-Auto Number to Text 
-Text to AutoNumber (less than 30 chars
Bad Conversions:
-Auto-Number to anything not Text
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24
Q

What are restrictions on changing Formula fields?

A

No conversions allowed, this field is read-only. It cannot be converted to or from Formula type.

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25
Q

What are restrictions on changing picklists?

A

Good Conversions:

  • custom picklist to custom checkboxes. The values map to checked boxes and unchecked boxes representing the other options can be chosen
  • custom picklist to multi-select picklist. The value maps to the matching option as selected but leaves other options that can be selected.
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26
Q

What are restrictions on changing relationships?

A

Good Conversions:

-Can convert relationship to non-relationship type (and vice versa) ONLY on external objects

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27
Q

What are restrictions on changing Text Area (Long)?

A

Good Conversions:

  • Email
  • Phone
  • Text
  • Text Area
  • URL
  • Data is truncated to first 255 chars
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28
Q

What are restrictions on changing Text Area (Rich)?

A

Good Conversions:

  • Can only convert to Text Area (Long).
  • Images are deleted the next time long text area field is saved
  • *the markup is hidden until the record is saved under the new type, in case it needs to be restored.
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29
Q

What field conversion can cause an external ID to no longer act as one?

A

If you change the data type of a custom field that is set as an external ID, choosing a data type other than text, number, or email causes the field to no longer act as an external ID.

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30
Q

What are restrictions for changing FROM Number field?

A 
Good Conversions:
-Currency
-Email
-Percent
-Phone
-Text
-Text Area
-Text Area (Long)
-URL
Conversion, but total data loss:
-Checkbox
-Date
-Date/Time
-Picklist
-Multi-Select Picklist
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31
Q

Can you convert Picklist to Multi-select picklist? If so, what are the caveats?

A

Yes, but only defined picklist values are retained. Any inactive picklist values are lost.

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32
Q

Can you convert Picklist to Checkbox?

A

Yes, and it’s possible to map picklist values, but it may result in unrecoverable data loss. If two or more picklist values are mapped to same checkbox value they will be indistinguishable.

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33
Q

Can you convert Picklist to Text?

A

Yes, with no issues

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34
Q

Can you convert Picklist to other besides Text?

A

Yes, but all data will be lost.

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35
Q

What conversion is allowed from Text to X but all data will be lost?

A
  • Checkbox
  • Currency
  • Date
  • Number
  • Percent
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36
Q

Can you convert from Text to Multi-Select Picklist?

A

Yes, but all data will be lost. Data can be retained if the field is first converted into a Picklist.

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37
Q

Can you convert from Text to Picklist?

A

Yes, all unique values from records will autopopulate as dropdown options during conversion process.

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38
Q

What fields will cause data loss changing FROM to anything else?

A
  • Changing from AutoNumber to any other type
  • Changing from Picklist Multi-Select to any other type
  • Changing from Checkbox to any other type
  • Changing from Date or Date/Time
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39
Q

What field type cannot have default values set?

A
  1. AutoNumber
  2. Formula
  3. Roll-Up Summary
  4. Lookup Relationship
  5. External Lookup relationship
  6. Geolocation
  7. Multi-select picklist
  8. Time
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40
Q

What are 4 key features you can set on a custom field?

A
  1. Default value
  2. Unique
  3. Required
  4. Case Sensitive
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41
Q

What are the 3 read only fields

A
  1. Auto Number
  2. Formula Field (not allowed on external objects)
  3. Roll-Up Summary Field (COUNT, SUM, MIN, MAX)
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42
Q

What are the limits of a Text field?

A
  • can be a combo of alpha numeric chars

- can specify an exact length between 1 to 255 chars

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43
Q

What are the limits of a Text Area field?

A
  • Upto 255 alpha numeric
  • chars can be entered on different lines
  • length cannot be specifed
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44
Q

What are the limits of a Text Area (Long)?

A
  • Can specify length between 256 and 131,072 chars

- visible lines set between 2 and 50

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45
Q

What are the limits of a Text Area (Rich)?

A
  • Can specify length between 256 and 131,072
  • visible lines set between 10 and 50
  • can contain HTML formatting and images
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46
Q

What are the features of a Text (Encrypted) fields?

A

-175 chars max
-alphanumeric and symbols stored using Classic encryption
-field is masked (* or X) unless user has ‘View Encrypted Data’ system permission
-Various mask types exist:
+All
+Last Four
+Credit Card
+National Insurance Number
+SSN
+Social Insurance Number
- Can be validated using validation rules or Apex
-Cannot be used as a filter (list views, reports, roll-ups)
-Using this field requires ‘Require secure connections (HTTPS)’ enabled
-no field type conversions to or from

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47
Q

What are the return types (output type) that can be chosen for a formula field?

A
  1. Checkbox
  2. Currency
  3. Date
  4. Date/Time
  5. Number
  6. Percent
  7. Text
  8. Time
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48
Q

What is a restricted picklist?

A

Only values defined can be used, not even the API can insert new ones
*Global Value Sets are always restricted

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49
Q

What can control a dependent picklist?

A

A controlling picklist or checkbox

50
Q

Can multi-select picklist be a dependent picklist?

A

Yes

51
Q

Can a standard picklist be a dependent picklist?

A

No

52
Q

How many external fields can exist on an object? What type of field types can they be?

A

25
number, text or email
*external id fields are indexed for faster search

53
Q

What condition is required to use a Roll-Up summary field?

A

if the object is the master in a master-detail relationship

  • can take up to 30 mins to calculate
  • *can force mass recalculation in edit options
54
Q

What are the custom field limits by Salesforce Edition?

A 
Personal = 5
Contact = 25
Group = 100
Professional = 100
Enterprise & Developer = 500
Unlimited & Performance = 800
55
Q

Field type scenario: All digits of a customers’ SSN need to be stored, but only the last four digits should be shown for identification

A

Use an encrypted field

56
Q

Field type scenario: Customers’ emails need to be valid and have the right format

A

Email field (built-in validation for the right format)

57
Q

Field type scenario: Opportunity values should only be tracked in whole dollars, not cents.

A

Currency field with 0 decimal places

58
Q

Field type scenario: Users want to be able to go directly to an account and see how many opportunities have been associated

A

Create a Roll-Up Summary on the account object that counts all associated opptys.

59
Q

Field type scenario: Users want to associate a picture to a contact that is visible directly on the record

A

Text Area (Rich) supports images

60
Q

Field type scenario: A company sells hundreds of products. Their users don’t want to scroll through an endless picklist to select a product.

A

Dependent picklists. Divide products into categories and have the product list be dependent on the category.

61
Q

Field type scenario: All opportunities should display a review date that is set for one month after the initial contact

A

Create a Formula field using the ADDMONTHS(date, num) function.

62
Q

Field type scenario: A company would like to record the opening and closing business hours for a location

A

As the opening and closing hours are not tied to a date, use the Time field type

63
Q

What kind of relationship would be appropriate for a data model in which a record of an object can be related to multiple records of another object and vice-versa?

A

Many-to-Many relationship

64
Q

What kind of object should be used by a company to store data related to properties?

A

Custom object

65
Q

What feature can be used for an overview of the data model of a custom application in Salesforce?

A

Schema Builder

66
Q

Can a text field be converted to a picklist?

A

Yes, all values will populate as dropdowns and data should be retained (although could experience some loss here)

67
Q

Can relationship types be changed?

A

Yes, you can change between master-detail and lookup and vice versa but the lookup field must have values in all records

68
Q

What types of fields cannot be converted (to and from)?

A

encrypted

formula

69
Q

What is the difference between a lookup and master-detail relationship?

A

Both allow a one-to-many but master detail will delete child records when deleted and child records would not be able to exist on their own (master field cant be null)

70
Q

How is many-to-many relationship created?

A

Using a junction object sitting between with two master detail relationships with the related objects

71
Q

Which relationship can be used on the User object to associate one user with another?

A

Hierarchal

72
Q

What is an auto number field?

A

A read only that has a specified prefix or suffix that increments its number automatically

73
Q

What the different types of Text fields?

A

Text = upto 255 chars
Text Area = upto 255 chars on different lines
Text Area Long = upto 131,072 chars
Text Area Rich = uptp 131,072 chars with HTML/images

74
Q

What are the different types of picklists?

A

standard
multi-select
dependent

75
Q

How does a Text (Encrypted) field work?

A

Upto 175 chars

displayed as masked if user does not have View Encrypted Data permission

76
Q

What is an external ID?

A

a field that contains a unique identifier from a system outside of salesforce

77
Q

What is Schema Builder?

A

-Interactive environment that allows you to efficiently build objects, fields and relationships on Classic and LE

78
Q

What fields cannot be added using Schema Builder? Other limitations?

A 
Field Limits:
-Encrypted fields (ONLY Shield Platform)
-Geolocation 
-External Lookup relationship
-Indirect Lookup Relationship
Other Limits:
-Cannot create external views
-custom objects created outside Schema Builder dont show automatically
-No printable views
79
Q

Are custom fields added using Schema Builder automatically added to page layouts?

A

No

80
Q

What are the two tabs available in Schema Builder and what do they do?

A

Elements: Allows you to drag objects and fields on to canvas to create them.
Objects: Lets you filter what is visible on the canvas

81
Q

What are the options available for Data Import?

A
  • Data Loader (w/ or w/o CLI)
  • Third Party (Jitterbit, dataloader.io)
  • Data Import Wizard
  • Import Knowledge Articles
82
Q

What are the options for exporting data?

A
  • Data Loader (w/ or w/o CLI)
  • 3rd party tools (Jitterbit, dataloader.io)
  • Data Export Service
  • Report Export
83
Q

What are some considerations for Data Import/Export?

A
  • Data always in CSV format
  • Imports/exports cannot be undone (always backup)
  • Imported data follows required fields (at FLS) and all validation rules
  • Can use ‘Hard Delete’ option in Data Loader to skip recycle bin (‘Use Bulk API’ setting must be enabled)
  • You can choose to skip triggering workflow rules using Data Import Wizard, must turn these off when using Data Loader
84
Q

What happens when if the data in the import file doesn’t meet validation criteria?

A

Import fails for that specific record

85
Q

Who is the owner for the records imported?

A

The user specified as ‘Owner’ on import, if not provided –> person importing

86
Q

What currency is used during import if this field is left blank?

A

The corporate currency

87
Q

What happens on import if a picklist value does not exist on an unrestricted picklist field? What about if the picklist field is restricted or a global value set?

A
  • the record is imported but the value is not added to the picklist definition (i.e. not selectable for future records)
  • the record is not imported
88
Q

What objects can the Data Import Wizard import?

A
  1. Accounts/Person Accounts
  2. Contacts
  3. Leads
  4. Solutions
  5. Campaign Members
  6. Custom Objects
89
Q

What is used for matching fields to avoid duplicates in Data Import Wizard for Contacts?
What about Accounts?

A
  • Name or Email

- Name and Site

90
Q

What is the limit on Importing with Data Import Wizard? Data Loader?

A
  • 50,000

- 5 million

91
Q

What permissions are needed for importing Knowledge articles?
Why would the Data Management section for articles not show up for an admin in Setup?

A
  • ‘Manage Salesforce Knowledge’
  • ‘Manage Articles’
  • ‘Manage Knowledge Article Import/Export’
  • CRED access on the article type

*Admin needs to have Knowledge license

92
Q

What are the components needed to import a Knowledge article?

A

A zip file with the following:

  • .csv file
  • .properties file
  • HTML files (if needed, for rich text)
  • Can only import one knowledge article type at a time
93
Q

What are the limits on Knowledge article imports?

A
  • .zip file cannot be greater than 20mb
  • individual, uncompressed files cannot be greater than 10mb
  • 9,999 articles and translations max
  • csv file 400,000 rwos max
  • upto 49 article tranlsations
  • CSV file cell 32mb max
94
Q

How often can you schedule the Data Export Service?

A
  • Monthly or weekly (depending on edition)

- Immediate backups can only happen once every 7 days (weekly) or once every 29 days (monthly)

95
Q

How is the backed up data from Data Export Service delivered? What is included? Limitations?

A
  • emailed link to retrieve zipped .csv files
  • link is good for 48 hours
  • Can select all or certain objects
  • optionally include Images, documents, and attachments
  • Chatter files and CRM Content document versions can be included
  • Cannot be used to restore data (it is for exporting only)
96
Q

What permission is needed to export a report?

A

‘Export Reports’

97
Q

What formats do reports get exported to?

A

CSV and XSL

*If joined report with formatting preserved –> .XSLX is used

98
Q

What are the limits for exporting report data?

A

No limits, but Excel has limits.

99
Q

What is Salesforce Connect?

A

Provides capability to consume external data in the form of an OData service and render this data as Salesforce objects

100
Q

What is needed to setup an external object?

A
  • Each object is defined with an external data source

- Data from the source application must be exposed using OData Service (OData 2.0 or 4.0)

101
Q

What are the capabilities of External Objects in salesforce?

A
  • CRED access
  • Custom tabs, page layouts, list views, related lists, FLS
  • Visualforce/Apex/SOQL(limited)/SOSL(limited)/REST and SOAP API
  • Global Search, Track data changes, relationships
  • Reporting and Analytics (limited)
  • Chatter (no field tracking)
  • picklists that correspond to external data source values
  • mobile access
102
Q

What are the limitations of External Objects in Salesforce?

A 
-Rules:
\+Validation
\+Workflow
\+Sharing Rules
-Automation:
\+Process Builder
\+Approval Processes
\+Flows
\+Schema Builder
\+Triggers
-Field Types:
\+Text Rich
\+Location
\+Formula fields
\+Roll-up summary 
\+Merge fields
\+field history tracking
-Misc:
\+record types
\+Activities
\+Notes and attachments
103
Q

What are the high-level steps for setting up an external object?

A
  1. Create external data source
    - Select type
    - Provide data source url
    - Define params and auth
  2. Validate and sync
    - select tables for external objects
  3. Customize external objects
    - define custom fields and relationships
    - define page layouts, buttons, etc.
104
Q

How can you tell the difference between external objects and internal in salesforce?

A

They are suffixed with “__x” instead of “__c”

105
Q

What are the two ways of creating external objects?

A

-During the process of ‘Validate and Sync’ (button) *this option does not auto-create a tab

OR

-Setup > Develop > External Objects

106
Q

Can you have different labels and names for an external object compared to the table they are born from?

A

Yes

107
Q

What are some Salesforce Connect considerations?

A
  • Data is not copied into salesforce, it is queried/rendered in realtime
  • Bypasses regular API governor limits
  • Addresses data residency concerns as it is not technically stored in SF
108
Q

What is required for external objects to show up in mobile app?

A
  • Must be assigned to tabs (that user can access)
  • Object permissions must be granted
  • For iOS, ‘Enable Search’ must be selected in the external data source
  • if the cross org adapter is not selected, the data sources must have ‘High Data Volume’ option deselected
109
Q

What are the three relationships available for relating external objects to others?

A
  1. Lookup
  2. External Lookup
  3. Indirect Lookup
110
Q

How does a Lookup relationship work with external objects?

A
  • Used when parent object is standard or custom and child is standard, custom, or external
  • relationship can only find the matching value of the salesforce record ID entered in a field of External object
  • the field on the External object will be determined by “External Column Name”
111
Q

Is it possible to relate external objects to each other?

A

Yes, using External lookup relationship

112
Q

How does an External Lookup relationship work?

A
  • Used when the parent is an external object and the child is standard, custom or external
  • field matches the value of the selected field (‘External Column Name’) on the child external object to the external ID of the parent
113
Q

How does an Indirect Lookup relationship work?

A
  • Used when the parent is internal (standard or custom) and the child is external
  • the field on the external object matches the value of a field on the internal object
  • the field on the internal object needs to be Unique and an External ID in order to be available for selection in creation process
114
Q

What external relationship should be used when the external data doesn’t have the salesforce ID?

A

Indirect Lookup

115
Q

Give an example of an indirect lookup relationship?

A
  • Account record (parent) displays related list of SAP orders (child)
  • Contact record (parent) displays a related list of social media posts (child)
116
Q

Give an example of an External Lookup relationship?

A
  • External product catalog item (parent external object) displays related list of support cases (child standard object)
  • External customer (parent external object) displays a related list of external orders (child external object)
117
Q

Name allowed child, allowed parent, and parent matching field for: Lookup

A 
Allowed Child:
-Standard
-Custom
-External
Allowed Parent:
-Standard 
-Custom
Matching Parent field:
-18 char salesforce ID
118
Q

Name allowed child, allowed parent, and parent matching field for: External lookup

A 
Allowed Child:
-Standard 
-Custom
-External
Allowed Parent:
-External
Matching Parent field:
-External ID standard field
119
Q

Name allowed child, allowed parent, and parent matching field for: Indirect lookup

A 
Allowed Child:
-External
Allowed Parent:
-Standard
-Custom
Matching Parent field:
-cusom field with external ID  and Unique
120
Q

Give an example of a lookup relationship (that involves external)

A
  • Account record (parent standard) that displays a related list of SAP orders (child external)
  • Account record (parent standard) displays related list of support cases (child standard)
121
Q

What are the high level steps for importing data?

A
  1. Data Selection
  2. Data mapping
  3. Import

AB (9 decks)

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