Section 5 SF Admin Deck Flashcards
Controlling fields available
Standard picklist
Custom picklist
Standard checkbox
Custom check box
- custom multiselect pricklist is NOT a controlling field
Dependent fields available
Custom picklist
Custom multiselect picklist
Look up filters reference
other fields on same record
fields on the record of the lookup obj (target)
fields directly related to the target obj
users work comped & don’t want other users to see info on contacts
set OWD for contacts to PRIVATE
no one should see each others contacts BUT users share record access when needing help with negotiations
- set OWD for contracts
2. Put share button on page layout & show users how to manually share records
sales team can’t see opportunities & managers need to see ALL opps on team, also finance + org pres need access to all open opps
set OWD to private
Estab role hierarchy with Finance + Pres at top
SF admin told sales rep should no longer have access to a tab available in app
Use tab hidden
Profiles > tab settings
How do you enable multi currency
- define currencies & make active
- set the exchange rates for $
- set corp currency
Home page - what should the admin consider
Homepage can be customized for each profile
Can be assigned to each app
Differences between settings & permissions on a profile
Settings determine what users can SEE in the user interface
Permissions determine what users can DO with the data they have access to
What’s in a user record
personal infor sec + access locale info approver settings salesforce newsletter settings
how do you quickly create multiple users
click add multiple users under set up> manage users
Does enabling chatter lic require a CRM license?
Chatter free lic required
users receive error msg when trying to login
check user record > login history > related list
company wants to share discussion information w/ partners in most cost eff way
use chatter (free) external licenses not partner chatter
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?
set up a time dep workflow rule
salesforce admin needs to track project tasks
enable the “allow activities” object on projects
salesforce admin needs to track project tasks
enable the “allow activities” object on projects
what is true regarding custom fields
- custom field can be created on standard or custom objects
2. field type on custom field can be changed after it has been created
record types & visibility …what can they be used for…
To make diff information available to employees for example ….
- diff lightening records can be displayed for diff record types
- diff picklist values can be displayed
- diff page layouts can be displayed for diff record types
what is a report type
a definition of objects and fields used to build a report
steps related to setting up to web to lead
- map lead fields
- create assignment rule
- create auto response rule
what can be configured to allow users to see events contacts and and emails in outlook & exchange?
- outlook integration
- lightening sync
(emails + events + contacts are related to records)
scheduling a report to be sent via email …what to be aware of
- recipients must be SF users
2. data may not be the same data they normally have visibility too
Assigned apps
Settings specify which apps are visible in app menu
Obj Settings
perm to obj
file settings specify which record types page layouts and tabs are visible
app permissions
perm to preform app specific actions ie call ctr
apex class actions
perm to execute apex classes
type of user lic needed to allow commun users to create and edit reports
partner commun
cust commun plus
how can knowledge based articles be accessed
from case feed
from cust commun
from public knowledge base site
commun types are…
customer partner employee
tabs are
objects
apps
groups of tabs
SF Object =
table of data
what tabs are common to all apps
home reports dashboards chatter - if enabled files - if enabled
how are objects related
through related lists or lookups
what can be done on objects page layout
fields read only
fields required
change column and sort order of related lists
sales director wants a closed reason before opp is closed
create a validation rule that references the opp stage and closed reasons
fields needed to create users with data loader
first name last name user name email profile ID (ID is needed)
data loader - should use it when…
more than 50,000 records and less than 5M
when do you use a time dependent workflow
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
records were deleted (and you need them) what do you do
use the export all option in data loader
and
export the records (you will need to reload them all)
you need to make info visible to emp in different divisions what do you do….with record types
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
prospect completes web to lead form
you need to communicate to the prospect AND
a sales team member
what do you use
create an auto response rule for the prospect
and an email workflow rule for the sales team member
How to automate when a lead moves to qualified and multiple people need to be notified
use workflow or process builder
workflow > rule w/ 3 actions email alert, task creation and field update
process builder > 1 process multiple actions
most cost eff way to share information with a partner
chatter external lic (excludes need to view objects)
how do you control sharing of records
OWD
sharing rules
role heirarchy
what doe sf need to consider when setting up users
user name needs to be in the format of an email
usernames need to be unique across all prod orgs
what can be configured to keep emails in sync with SF
use outlook integration
and
lightening sync
how would you get a listing of all reports in csv (as an admin what would you do)
run acct & use export button
export using data loader
use data export function
better data quality - in the org is needed; how do you make fields required as an admin…..
field is automatically added to all page layouts
field can not be hidden
required fields can be applied to text number and picklist fields
you have a team that needs to split an opportunity what do you do
enable opportunity teams and
opp. splits
(you need both)
account opportunity has a 1: many relationship with what?
cases
opportunities
what fields can be controlling fields in a field dependency
standard checkbox custom checkbox and standard picklist custom picklist
record level access is defined by
roles
OWD
and
sharing rules
+permissions & profiles define OBJECT level permissions
How do you assign an app to a team…
- create a new tab & select the object
- choose the user profiles for which the tab will be available
- choose the apps for which the custom tab will be available
what are workflow rules used to automate
they automate actions such as creating tasks updating a field sending an email message sending outbound messages
what is the setting needed when you don’t want someone to access a tab
tab hidden
*note dont use default off
