Section 12 SF Admin Flashcards
what are the most common standard objects
account contract opportunity case campaign lead
what are report snapshots
lets you report on historical data
Roll up summary fields can be added to the …
parent object in a master detail relationship
what are the
approval process
actions an admin can choose from
- *final approval actions include task, email alert, field update and outbound message
- **does NOT include record creation or calling apex
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?
- 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
how would an admin be able to see how many SF licenses are remaining
System overview page and Company Information page
trusted ip ranges define what…
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
custom summary formulas in reports
can be created for summary, matrix and joined reports
what objects are sales objects
Leads Campaigns Opportunities Orders
How can admin create dynamic dashboard and view the settings? (View dashboard as me, another person or dashboard viewer)
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
role hierarchy determines
record access
can view and EDIT all
records in the system
regardless of ownership
public read/write
how do you keep information seperate for lines of business
create a new record type and a new page layout
master detail relationships
child record inherits the record owner of the parent record BUT in a look up the child record can have a diff owner
list capabilities of SF knowledge
- users can search and view articles w/o a knowledge user license
- users can provide feedback using chatter on a draft article
what is chatter external license type
used to invite customers outside of the org email domain into chatter groups
what modification can be made to standard fields
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
manager needs to prevent future changes to a record when the status field is updated to ARCHIEVED
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
how many child objects can be included
in a custom report type
3 the primary object
and up to 3 child objects
can be included in a custom report type
how can admin prevent future
changes to a record
when the status field
is updated to archieved
- use a validation rule of PRIOR VALUE function to prevent future changes when the status field is changed
there are how many levels
of access provided to a user group or role
view
edit
manage
As data vol increases what happens
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
Case ownership - who can change the ownership of a case in a role hierarchy set up …
the support manager (above the cust support role) or the salesforce admin or the current user of the case
what is a chatter free license
access to chatter and associated components (people groups and files) they have NO access to SF objects or data
how many response entry rules can be created
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
session settings does what
provides the default session TIME OUT value can be from 15 min to 24 hrs
describe the features of chatter
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
View dashboard as… what are your options
viewer or specific user
types of custom picklists
local shared multiselect
charts can be created on
summary matrix and joined reports
where can an admin monitor
and cancel pending time dependent workflow actions
that are placed in a queue
Setup > Time Based Workflow
Users outside of an IP range are….
unable to login to SF
Workflows can or can not create records except for tasks
CAN NOT
how many users can you create with add multiple users
10 at a time *use DATA LOADER if more than 10 users
company doesn’t like employees accessing SF from home
Define LOGIN IP RANGES for all PROFILES
in a private sharing model which records will be returned to a user in a report not owned by that user
users records and those below them in hierarchy
3 types of communitites
customer partner employee
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
- create a role hierarchy
- and run the report with MY TEAMS ACCOUNTS filter
- *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
- **Contacts & Accounts Report Show me: My contacts
- 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
changing a field type
of a custom object can result in
- data loss
- assignment and escalation rules maybe impacted
- any list views based on the field maybe deleted
- restrictions on a field type exist if the field is encrypted using shield platform encryption
when defining a record type which can be configured for diff types of records
picklist values paths page layouts
company wants to send a report to all employees on a daily basis
schedule the report to be sent daily to a PUBLIC GROUP that contains all users
object access in a profile determines….
what objects can be seen
but not which records
(the Sharing Model will determine
which account records the user will see)
how many
auto response rules can be active at a time
1 - only one rule
what happens to existing
account records if a
workflow rule is added
after they have been created?
- existing records are put in the workflow queue and processed if they meet the workflow criteria
Dashboard types
fixed or dynamic
folders can be shared with
users public groups or roles and subordinates
can view all records in the system, regardless of ownership
public read ONLY
Look up relationships do not support
Creating roll up summary fields
do look up relationships need to be marked as required on the page layout?
NOPE ….
chatter only also known as chatter plus
provides access to some
salesforce objects in addition to
chatter features it is no longer available to new customers
who can add values to picklists
admin only
what does a roll up summary field do
calculates value when rolling up # from a detail record to a parent record when there is a master detail relationship
what does FIELD ACCESSIBILITY page do
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
company wants to send a report to ALL emp on a daily basis
schedule the report to be sent daily to a PUBLIC GROUP that contains ALL USERS
user would be able to see only records owned by them if
the sharing model was private
reports and dashboards are shared using
- enhanced folder sharing a report or dashboard
- can be accessed only if the user has access to the folder it is contained in
where to display a dashboard
can be embedded in a home tab or lightening app (setup > edit page)
capabilities of a lookup relationship vs master detail
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
what are the report types
standard or custom
Pricebooks - what can a user view - what are their access levels?
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)
Which of the 3
can be stored
and accessed in
- folders
- dashboards
- reports
- mail merge templates
- entitlement templates
- email templates
- 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
example of when to use a record is created and every time it is edited
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
standard fields cannot be deleted BUT can be
removed from the page layout hidden using field level security
Do profiles over ride sharing settings or the role hierarchy to grant access to records
NO - profiles do not
what objects are support objects
Cases
Entitlements
Service
Contracts
Knowledge
profiles determine
what parts of the application a user can see and the permissions on objects
which
are features of case management
- case escalation rules
- accept case button
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
- security token
- username
- and pw
benefits of using a custom picklist are
helps maintain data quality reduces time to enter data multiple values can be entered
formula fields are
non editable they calculate a math output at run time
custom fields on lead object
can/cannot be mapped to
standard fields on the opp object
- CAN NOT *but they can be mapped to CUSTOM fields
how can a manager help
save time of a support user
who needs to set resolution time frames
- 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
email alerts can be sent to________
- users
- roles
- record owners p
- ublic groups
- both HTML and text based email can be sent
how do you create a dashboard
use source reports components filters
workflow rules - do they need to be deactivated before adding time dependent actions
YES *You cannot add a new time trigger to an active rule
users have a
private reports folder which can not be shared where reports saved in this folder cannot be accessed by users
name the row level formulas
1 - summary fields
2 - picklists
3 - cond formatting
4 -report charts
5 - formatted report export
6 - report subscription
description field on acct object should be read only for users that are assigned specific profiles; how can you achieve this
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
USER CAN NO LONGER view the tabs
that they had access
to in
NAV BAR (lightening experience)
- *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
in a private sharing model if the admin needs to make some exceptions to give access to records what features can you use?
sharing rules manual sharing account teams
custom fields on a lead object
can/can not be mapped to standard fields
- 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
if a user is assigned a profile that has read object access to accounts what records will the user be able to see
depends on the sharing model depends on the users role
visualforce page does what
shows custom components from an external system
Login IP ranges
are defined at the profile level
when converting a lead…what will be mapped
- contact
- opportunity
- account
users can
schedule and subscribe
to receive refreshed dashboards via email
What can a worflow do for a custom object
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
what does page layout control
fields related lists buttons that appear when viewing or editing the record
custom reports - what field types can not be added
product schedule fields history fields the age field on cases and opportunities
description field on the acct object
should be read only for users
that are assigned to specific profiles.
how do you achieve this?
- set field level security for users profile
- modify the page layout assigned to the
- PROFILEs of those users
- DO NOT …assign a read only profile
- DO NOT… create and assign a perm set
org has enabled multi currencies; what can user do
users can create opp in any active currency
what does the
ISCHANGED function do
on a validation rule
- it only checks to see if the field is changed
what are joined reports used for
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
scheduling exports option
allows you to ONLY schedule weekly or monthly intervals
