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SF Admin 201 JS > Section 12 SF Admin > Flashcards

Section 12 SF Admin Flashcards

1
Q

what are the most common standard objects

A

account contract opportunity case campaign lead

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2
Q

what are report snapshots

A

lets you report on historical data

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3
Q

Roll up summary fields can be added to the …

A

parent object in a master detail relationship

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4
Q

what are the

approval process

actions an admin can choose from

A
  • *final approval actions include task, email alert, field update and outbound message
  • **does NOT include record creation or calling apex
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5
Q

Sales director wants sales rep to be able to create and see related SF records.

He also wants them to auto associate the emails from within Outlook. Emails should also be logged as email objects and not as tasks in SF. What features must be enabled or set to fulfill this?

A
  • 1 - Enable Enhanced Email
  • 2 - Enable Email to SF *Email to SF - feature auto relates emails to SF for records like contacts, leads, and opportunities
  • **Enabling enhanced email would allow the reps to associate emails to the SF records while composing them
  • ***Email app panes are used to define the layout of components in the integration side panel. A default email pane is available for use
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6
Q

how would an admin be able to see how many SF licenses are remaining

A

System overview page and Company Information page

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7
Q

trusted ip ranges define what…

A

it defines a list of ip addresses for which users can login without receiving a login challenge …it DOES NOT restrict users for IP addresses outside this range

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8
Q

custom summary formulas in reports

A

can be created for summary, matrix and joined reports

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9
Q

what objects are sales objects

A

Leads Campaigns Opportunities Orders

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10
Q

How can admin create dynamic dashboard and view the settings? (View dashboard as me, another person or dashboard viewer)

A

Run as dashboard viewer!!!

Dynamic dashboard can be run as either a specific user the user that set up the dashboard or dashboard viewer

If it is set to dashboard viewer it runs using the sec settings of the user viewing the dashboard

Each user sees the dashboard according to their own data access

In order for a Sales Manager to See Sales Rep data the role heir must be set up and grant access using hierarchies must be enabled

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11
Q

role hierarchy determines

A

record access

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12
Q

can view and EDIT all

records in the system

regardless of ownership

A

public read/write

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13
Q

how do you keep information seperate for lines of business

A

create a new record type and a new page layout

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14
Q

master detail relationships

A

child record inherits the record owner of the parent record BUT in a look up the child record can have a diff owner

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15
Q

list capabilities of SF knowledge

A
  1. users can search and view articles w/o a knowledge user license
  2. users can provide feedback using chatter on a draft article
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16
Q

what is chatter external license type

A

used to invite customers outside of the org email domain into chatter groups

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17
Q

what modification can be made to standard fields

A

change the field label add help text they can also be removed from page layouts and hidden with field level security you can not delete them or modify the field type or the length characters

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18
Q

manager needs to prevent future changes to a record when the status field is updated to ARCHIEVED

A

create a validation rule using PRIORVALUE function to prevent further changes *a validation rule that uses PRIORVALUE function can be used to prevent changes to a record when the value of the STATUS field on the record is updated to a specific value

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19
Q

how many child objects can be included

in a custom report type

A

3 the primary object

and up to 3 child objects

can be included in a custom report type

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20
Q

how can admin prevent future

changes to a record

when the status field

is updated to archieved

A
  1. use a validation rule of PRIOR VALUE function to prevent future changes when the status field is changed
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21
Q

there are how many levels

of access provided to a user group or role

A

view

edit

manage

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22
Q

As data vol increases what happens

A

searches take more time reports run more slowly a full sandbox refresh takes longer note records still display properly AND users login does not increase

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23
Q

Case ownership - who can change the ownership of a case in a role hierarchy set up …

A

the support manager (above the cust support role) or the salesforce admin or the current user of the case

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24
Q

what is a chatter free license

A

access to chatter and associated components (people groups and files) they have NO access to SF objects or data

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25
Q

how many response entry rules can be created

A

many for example, create multiple response rule entries when you have diff emails that need to go out when products are selected on a web to lead form

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26
Q

session settings does what

A

provides the default session TIME OUT value can be from 15 min to 24 hrs

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27
Q

describe the features of chatter

A

1 - topics can be selected and added to a post 2 - poll can be used within a chatter post 3 - posts can be shared to the users chatter profile, or groups that the user is a member of

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28
Q

View dashboard as… what are your options

A

viewer or specific user

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29
Q

types of custom picklists

A

local shared multiselect

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30
Q

charts can be created on

A

summary matrix and joined reports

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31
Q

where can an admin monitor

and cancel pending time dependent workflow actions

that are placed in a queue

A

Setup > Time Based Workflow

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32
Q

Users outside of an IP range are….

A

unable to login to SF

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33
Q

Workflows can or can not create records except for tasks

A

CAN NOT

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34
Q

how many users can you create with add multiple users

A

10 at a time *use DATA LOADER if more than 10 users

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35
Q

company doesn’t like employees accessing SF from home

A

Define LOGIN IP RANGES for all PROFILES

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36
Q

in a private sharing model which records will be returned to a user in a report not owned by that user

A

users records and those below them in hierarchy

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37
Q

3 types of communitites

A

customer partner employee

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38
Q

abc has 1200 sales employees

and each user needs to run a contact report

for contacts owned by themselves

or other users that report to them

A
  1. create a role hierarchy
  2. and run the report with MY TEAMS ACCOUNTS filter
    1. *if I run it with my teams accounts it will include records owned by the user and any users below them in the role hierarchy
    2. **Contacts & Accounts Report Show me: My contacts
      1. My accounts My teams accounts All accounts So the manager can see the accounts…he has to run with my teams accounts filter after the role hierarchy is employed
39
Q

changing a field type

of a custom object can result in

A
  1. data loss
  2. assignment and escalation rules maybe impacted
  3. any list views based on the field maybe deleted
  4. restrictions on a field type exist if the field is encrypted using shield platform encryption
40
Q

when defining a record type which can be configured for diff types of records

A

picklist values paths page layouts

41
Q

company wants to send a report to all employees on a daily basis

A

schedule the report to be sent daily to a PUBLIC GROUP that contains all users

42
Q

object access in a profile determines….

A

what objects can be seen

but not which records

(the Sharing Model will determine

which account records the user will see)

43
Q

how many

auto response rules can be active at a time

A

1 - only one rule

44
Q

what happens to existing

account records if a

workflow rule is added

after they have been created?

A
  • existing records are put in the workflow queue and processed if they meet the workflow criteria
45
Q

Dashboard types

A

fixed or dynamic

46
Q

folders can be shared with

A

users public groups or roles and subordinates

47
Q

can view all records in the system, regardless of ownership

A

public read ONLY

48
Q

Look up relationships do not support

A

Creating roll up summary fields

49
Q

do look up relationships need to be marked as required on the page layout?

A

NOPE ….

50
Q

chatter only also known as chatter plus

A

provides access to some

salesforce objects in addition to

chatter features it is no longer available to new customers

51
Q

who can add values to picklists

A

admin only

52
Q

what does a roll up summary field do

A

calculates value when rolling up # from a detail record to a parent record when there is a master detail relationship

53
Q

what does FIELD ACCESSIBILITY page do

A

1 - it can be used to view and make a particular field hidden for multiple profiles 2 - standard field types can not be changed and they are not necessary

54
Q

company wants to send a report to ALL emp on a daily basis

A

schedule the report to be sent daily to a PUBLIC GROUP that contains ALL USERS

55
Q

user would be able to see only records owned by them if

A

the sharing model was private

56
Q

reports and dashboards are shared using

A
  • enhanced folder sharing a report or dashboard
  • can be accessed only if the user has access to the folder it is contained in
57
Q

where to display a dashboard

A

can be embedded in a home tab or lightening app (setup > edit page)

58
Q

capabilities of a lookup relationship vs master detail

A

related record can have a diff owner than the parent record AND the lookup field does not need to be a required field on the page layout

59
Q

what are the report types

A

standard or custom

60
Q

Pricebooks - what can a user view - what are their access levels?

A

access is as follows: A - use (you can view and use the data) B - view only (you can view the price book but you cannot use it on an opportunity) C - no access (only users with the manage price books perm can access the price book for maintenance)

61
Q

Which of the 3

can be stored

and accessed in

  • folders
  • dashboards
  • reports
  • mail merge templates
  • entitlement templates
  • email templates
A
  • dashboards
  • reports
  • email templates

Note - Folders can be used to store: reports. dashboards. files email templates

**Mail merge templates and entitlement templates can be accessed via setup

62
Q

example of when to use a record is created and every time it is edited

A

setting a trigger to email an alert every time an opp with a value greater than $75K is updated you want to use this so that any updates to the record trigger the email as long as the opportunity value doesn’t go below $75K

63
Q

standard fields cannot be deleted BUT can be

A

removed from the page layout hidden using field level security

64
Q

Do profiles over ride sharing settings or the role hierarchy to grant access to records

A

NO - profiles do not

65
Q

what objects are support objects

A

Cases

Entitlements

Service

Contracts

Knowledge

66
Q

profiles determine

A

what parts of the application a user can see and the permissions on objects

67
Q

which

are features of case management

A
  • case escalation rules
  • accept case button
68
Q

what is required
to use the data loader client app

if the ip address

has not been added

to the list of trusted ip ranges

A
  • security token
  • username
  • and pw
69
Q

benefits of using a custom picklist are

A

helps maintain data quality reduces time to enter data multiple values can be entered

70
Q

formula fields are

A

non editable they calculate a math output at run time

71
Q

custom fields on lead object

can/cannot be mapped to

standard fields on the opp object

A
  • CAN NOT *but they can be mapped to CUSTOM fields
72
Q

how can a manager help

save time of a support user

who needs to set resolution time frames

A
  • Have admin set up workflow rules
  • and field updates to the resolution date based on acct tier
    • *automate case management
    • **set up a support process for example gold support process; create the workflow rule to run
73
Q

email alerts can be sent to________

A
  1. users
  2. roles
  3. record owners p
  4. ublic groups
  5. both HTML and text based email can be sent
74
Q

how do you create a dashboard

A

use source reports components filters

75
Q

workflow rules - do they need to be deactivated before adding time dependent actions

A

YES *You cannot add a new time trigger to an active rule

76
Q

users have a

A

private reports folder which can not be shared where reports saved in this folder cannot be accessed by users

77
Q

name the row level formulas

A

1 - summary fields

2 - picklists

3 - cond formatting

4 -report charts

5 - formatted report export

6 - report subscription

78
Q

description field on acct object should be read only for users that are assigned specific profiles; how can you achieve this

A

set field level sec for users profiles or modify the page layout assigned to the profiles of users *field level security can be set for a profile to control which fields are read-only and/or editable **setting field level security > object manager > page layouts > field properties = ready only or required

79
Q

USER CAN NO LONGER view the tabs

that they had access

to in

NAV BAR (lightening experience)

A
  • *user has logged into wrong instance of SF org
  • **user has customized the nav bar of the app
  • ***user has used the app launcher to switch to a diff app
80
Q

in a private sharing model if the admin needs to make some exceptions to give access to records what features can you use?

A

sharing rules manual sharing account teams

81
Q

custom fields on a lead object

can/can not be mapped to standard fields

A
  • custom fields CAN NOT be mapped to standard fields….
  • You need to create a flow using the flow builder
  • OR map the custom field on the lead object to a custom field on the opportunity object and use workflow field updates
82
Q

if a user is assigned a profile that has read object access to accounts what records will the user be able to see

A

depends on the sharing model depends on the users role

83
Q

visualforce page does what

A

shows custom components from an external system

84
Q

Login IP ranges

A

are defined at the profile level

85
Q

when converting a lead…what will be mapped

A
  • contact
  • opportunity
  • account
86
Q

users can

A

schedule and subscribe

to receive refreshed dashboards via email

87
Q

What can a worflow do for a custom object

A

update a field to a new value using a formula or update a field on the master record when a field on the detail record changes

88
Q

what does page layout control

A

fields related lists buttons that appear when viewing or editing the record

89
Q

custom reports - what field types can not be added

A

product schedule fields history fields the age field on cases and opportunities

90
Q

description field on the acct object

should be read only for users

that are assigned to specific profiles.

how do you achieve this?

A
  1. set field level security for users profile
  2. modify the page layout assigned to the
    1. PROFILEs of those users
  3. DO NOT …assign a read only profile
  4. DO NOT… create and assign a perm set
91
Q

org has enabled multi currencies; what can user do

A

users can create opp in any active currency

92
Q

what does the

ISCHANGED function do

on a validation rule

A
  • it only checks to see if the field is changed
93
Q

what are joined reports used for

A

1 - sales rep perf scorecards 2 - support cases by status w/ diff blocks for new and closed cases 3 - opp pipeline reports w/ diff blocks for diff opp status *remember no bucket fields in joined reports

94
Q

scheduling exports option

A

allows you to ONLY schedule weekly or monthly intervals

SF Admin 201 JS (12 decks)

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