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SF Admin 201 JS > Section 5 SF Admin Deck > Flashcards

Section 5 SF Admin Deck Flashcards

1
Q

Controlling fields available

A

Standard picklist
Custom picklist
Standard checkbox
Custom check box

  • custom multiselect pricklist is NOT a controlling field
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2
Q

Dependent fields available

A

Custom picklist

Custom multiselect picklist

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3
Q

Look up filters reference

A

other fields on same record
fields on the record of the lookup obj (target)
fields directly related to the target obj

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4
Q

users work comped & don’t want other users to see info on contacts

A

set OWD for contacts to PRIVATE

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5
Q

no one should see each others contacts BUT users share record access when needing help with negotiations

A
  1. set OWD for contracts

2. Put share button on page layout & show users how to manually share records

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6
Q

sales team can’t see opportunities & managers need to see ALL opps on team, also finance + org pres need access to all open opps

A

set OWD to private

Estab role hierarchy with Finance + Pres at top

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7
Q

SF admin told sales rep should no longer have access to a tab available in app

A

Use tab hidden

Profiles > tab settings

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8
Q

How do you enable multi currency

A
  1. define currencies & make active
  2. set the exchange rates for $
  3. set corp currency
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9
Q

Home page - what should the admin consider

A

Homepage can be customized for each profile

Can be assigned to each app

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10
Q

Differences between settings & permissions on a profile

A

Settings determine what users can SEE in the user interface

Permissions determine what users can DO with the data they have access to

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11
Q

What’s in a user record

A 
personal infor
sec + access
locale info
approver settings
salesforce newsletter settings
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12
Q

how do you quickly create multiple users

A

click add multiple users under set up> manage users

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13
Q

Does enabling chatter lic require a CRM license?

A

Chatter free lic required

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14
Q

users receive error msg when trying to login

A

check user record > login history > related list

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15
Q

company wants to share discussion information w/ partners in most cost eff way

A

use chatter (free) external licenses not partner chatter

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16
Q

bus requirement for a reminder to be sent to the lead owner if the lead has not been converted in 10 days after created date…how do you do this?

A

set up a time dep workflow rule

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17
Q

salesforce admin needs to track project tasks

A

enable the “allow activities” object on projects

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18
Q

salesforce admin needs to track project tasks

A

enable the “allow activities” object on projects

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19
Q

what is true regarding custom fields

A
  1. custom field can be created on standard or custom objects

2. field type on custom field can be changed after it has been created

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20
Q

record types & visibility …what can they be used for…

A

To make diff information available to employees for example ….

  1. diff lightening records can be displayed for diff record types
  2. diff picklist values can be displayed
  3. diff page layouts can be displayed for diff record types
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21
Q

what is a report type

A

a definition of objects and fields used to build a report

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22
Q

steps related to setting up to web to lead

A
  1. map lead fields
  2. create assignment rule
  3. create auto response rule
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23
Q

what can be configured to allow users to see events contacts and and emails in outlook & exchange?

A
  1. outlook integration
  2. lightening sync

(emails + events + contacts are related to records)

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24
Q

scheduling a report to be sent via email …what to be aware of

A
  1. recipients must be SF users

2. data may not be the same data they normally have visibility too

25
Q

Assigned apps

A

Settings specify which apps are visible in app menu

26
Q

Obj Settings

A

perm to obj

file settings specify which record types page layouts and tabs are visible

27
Q

app permissions

A

perm to preform app specific actions ie call ctr

28
Q

apex class actions

A

perm to execute apex classes

29
Q

type of user lic needed to allow commun users to create and edit reports

A

partner commun

cust commun plus

30
Q

how can knowledge based articles be accessed

A

from case feed
from cust commun
from public knowledge base site

31
Q

commun types are…

A

customer partner employee

32
Q

tabs are

A

objects

33
Q

apps

A

groups of tabs

34
Q

SF Object =

A

table of data

35
Q

what tabs are common to all apps

A 
home
reports
dashboards
chatter - if enabled
files - if enabled
36
Q

how are objects related

A

through related lists or lookups

37
Q

what can be done on objects page layout

A

fields read only
fields required
change column and sort order of related lists

38
Q

sales director wants a closed reason before opp is closed

A

create a validation rule that references the opp stage and closed reasons

39
Q

fields needed to create users with data loader

A 
first name
last name
user name
email
profile ID  (ID is needed)
40
Q

data loader - should use it when…

A

more than 50,000 records and less than 5M

41
Q

when do you use a time dependent workflow

A

when you have a lead you need to convert 10 days in the future

you do not use a validation rule because you have TIME dependent workflow options

42
Q

records were deleted (and you need them) what do you do

A

use the export all option in data loader
and
export the records (you will need to reload them all)

43
Q

you need to make info visible to emp in different divisions what do you do….with record types

A

diff page layouts display diff record types
diff picklist values can be used for diff record types
diff lightening pages can be used for diff record types

44
Q

prospect completes web to lead form
you need to communicate to the prospect AND
a sales team member
what do you use

A

create an auto response rule for the prospect

and an email workflow rule for the sales team member

45
Q

How to automate when a lead moves to qualified and multiple people need to be notified

A

use workflow or process builder

workflow > rule w/ 3 actions email alert, task creation and field update

process builder > 1 process multiple actions

46
Q

most cost eff way to share information with a partner

A

chatter external lic (excludes need to view objects)

47
Q

how do you control sharing of records

A

OWD
sharing rules
role heirarchy

48
Q

what doe sf need to consider when setting up users

A

user name needs to be in the format of an email

usernames need to be unique across all prod orgs

49
Q

what can be configured to keep emails in sync with SF

A

use outlook integration
and
lightening sync

50
Q

how would you get a listing of all reports in csv (as an admin what would you do)

A

run acct & use export button
export using data loader
use data export function

51
Q

better data quality - in the org is needed; how do you make fields required as an admin…..

A

field is automatically added to all page layouts
field can not be hidden
required fields can be applied to text number and picklist fields

52
Q

you have a team that needs to split an opportunity what do you do

A

enable opportunity teams and
opp. splits

(you need both)

53
Q

account opportunity has a 1: many relationship with what?

A

cases

opportunities

54
Q

what fields can be controlling fields in a field dependency

A 
standard checkbox
custom checkbox
and
standard picklist
custom picklist
55
Q

record level access is defined by

A

roles
OWD
and
sharing rules

+permissions & profiles define OBJECT level permissions

56
Q

How do you assign an app to a team…

A
  1. create a new tab & select the object
  2. choose the user profiles for which the tab will be available
  3. choose the apps for which the custom tab will be available
57
Q

what are workflow rules used to automate

A 
they automate actions such as 
creating tasks
updating a field
sending an email message
sending outbound messages
58
Q

what is the setting needed when you don’t want someone to access a tab

A

tab hidden

*note dont use default off

SF Admin 201 JS (12 decks)

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