1
Q
What is the Data Import Wizard?
A
A point-and-click tool in Salesforce for importing up to 50,000 records at a time. It supports standard objects (Accounts, Contacts, Leads, etc.) and custom objects
2
Q
Where do you access the Data Import Wizard?
A
Setup > Data > Data Import Wizard, or from the App Launcher search for ‘Data Import Wizard’
3
Q
What is the record limit for Data Import Wizard?
A
50,000 records per import. For larger imports, use Data Loader
4
Q
What objects does Data Import Wizard support?
A
Standard objects (Accounts, Contacts, Leads, Solutions, Campaign Members) and all custom objects
5
Q
Can Data Import Wizard update existing records?
A
Yes, you can update existing records by matching on Record ID, External ID, or other unique identifiers
6
Q
What file formats does Data Import Wizard accept?
A
CSV (Comma-Separated Values) files only
7
Q
Can Data Import Wizard prevent duplicates?
A
Yes, it has built-in duplicate matching for Accounts, Contacts, and Leads using standard matching rules
8
Q
What is Data Loader?
A
A client application for bulk import, export, update, delete, and upsert of Salesforce data. It can handle up to 5 million records
9
Q
What is the record limit for Data Loader?
A
5 million records per operation (150 million records per day across all operations)
10
Q
What file formats does Data Loader support?
A
CSV files for input and output
11
Q
What operations can Data Loader perform?
A
Insert (create new records), Update (modify existing records), Upsert (insert or update based on External ID), Delete (remove records), Hard Delete (permanently delete), and Export (extract data)
12
Q
What is an Upsert operation?
A
A combination of Insert and Update. If a record with the matching External ID exists, it’s updated; otherwise, a new record is created
13
Q
Can Data Loader be automated?
A
Yes, Data Loader can be run from the command line, allowing you to schedule automated data operations using batch files or scripts
14
Q
Where do you download Data Loader?
A
Setup > Data > Data Loader, or download from Salesforce’s website. It requires installation on your computer
15
Q
What is the difference between Delete and Hard Delete in Data Loader?
A
Delete moves records to the Recycle Bin (can be restored for 15 days). Hard Delete permanently removes records and bypasses the Recycle Bin (requires special permission)
16
Q
What is an External ID field?
A
A custom field marked as External ID to store unique identifiers from external systems. Used for upsert operations and integration. Up to 25 per object
17
Q
Why use External IDs for data imports?
A
External IDs allow you to match records from external systems without knowing Salesforce Record IDs, making imports and updates more reliable
18
Q
Can you use multiple External ID fields in one upsert?
A
No, you can only specify one External ID field per upsert operation. Choose the field that uniquely identifies records in your source system
19
Q
How do you export data from Salesforce?
A
Use Data Loader (for large exports), Data Export Service (weekly/monthly scheduled exports), or Reports (for smaller datasets)
20
Q
What is the Data Export Service?
A
A tool that creates a complete backup of your Salesforce data on a weekly or monthly schedule. Available in Setup > Data > Data Export
21
Q
How often can you use Data Export Service?
A
Weekly for Enterprise, Unlimited, and Performance editions. Monthly for Professional edition
22
Q
What format does Data Export Service provide?
A
ZIP file containing CSV files for each object, organized by object type
23
Q
How long are Data Export files available?
A
Export files are available for 48 hours after generation. Download them before they expire
24
Q
What is a Validation Rule?
A
A formula that evaluates data entered by users and prevents saving if the formula returns TRUE. Used to enforce data quality and business rules
25
Where do you create Validation Rules?
Setup > Object Manager > [Object] > Validation Rules
26
What happens when a validation rule fails?
The record cannot be saved, and the user sees an error message explaining what needs to be corrected
27
Can validation rules reference related objects?
Yes, validation rules can reference fields from parent objects (lookup/master-detail relationships) using dot notation
28
What is the difference between a required field and a validation rule?
Required fields enforce that a field has a value. Validation rules can enforce complex logic, data formats, or conditional requirements
29
Can you bypass validation rules during data import?
No, validation rules always run during data imports. Ensure your import data meets all validation criteria or temporarily deactivate rules
30
What are Duplicate Rules?
Rules that identify potential duplicate records when users create or edit records. They can alert users, block saves, or allow saves with warnings
31
What are Matching Rules?
Rules that define the criteria for identifying duplicate records. They specify which fields to compare and how closely they must match
32
Where do you configure Duplicate Rules?
Setup > Data > Duplicate Management > Duplicate Rules
33
What actions can Duplicate Rules take?
Alert (show a warning but allow save), Block (prevent save), or Report (log duplicates without alerting users)
34
What is fuzzy matching in Matching Rules?
A matching algorithm that identifies similar but not identical values (e.g., 'John' matches 'Jon', 'Acme Corp' matches 'Acme Corporation')
35
Can Duplicate Rules prevent data imports?
Yes, if a Duplicate Rule is set to 'Block', it will prevent Data Import Wizard and Data Loader from creating duplicate records
36
What standard Duplicate Rules does Salesforce provide?
Standard rules for Accounts, Contacts, and Leads that match on name, email, and other key fields
37
What is data archiving in Salesforce?
The process of moving old or inactive records out of Salesforce to improve performance and reduce storage costs while maintaining compliance
38
What are the options for archiving data?
Export data using Data Loader or Data Export Service, store in external systems, then delete from Salesforce. Or use third-party archiving solutions
39
How long are deleted records kept in the Recycle Bin?
15 days. After 15 days, records are permanently deleted and cannot be recovered
40
Can you restore records from the Recycle Bin?
Yes, within 15 days of deletion. After 15 days, records are permanently deleted
41
What is the impact of archiving on reports?
Archived (deleted) records no longer appear in reports. Historical reports may show gaps if data is archived without proper planning
42
What is a Report in Salesforce?
A list of records that meet specific criteria, displayed in a table format. Reports can be filtered, grouped, and summarized to analyze data
43
Where do you create reports?
From the Reports tab, click 'New Report', select a report type, and build your report using the Report Builder
44
What are the four report formats?
Tabular (simple list), Summary (grouped with subtotals), Matrix (grouped by rows and columns), and Joined (multiple report blocks)
45
What is a Tabular Report?
The simplest report format showing records in a table with rows and columns. No grouping or subtotals. Best for lists and exports
46
When should you use a Tabular Report?
When you need a simple list of records, want to export data, or don't need grouping or calculations
47
What is a Summary Report?
A report format that groups records and displays subtotals. You can group by up to 3 levels and add charts
48
When should you use a Summary Report?
When you need to group records by categories (e.g., by Owner, by Status) and see subtotals for each group
49
What is a Matrix Report?
A report format that groups records by both rows and columns, creating a grid. Useful for comparing data across two dimensions
50
When should you use a Matrix Report?
When you need to compare data across two dimensions (e.g., Opportunities by Stage and Owner, or Cases by Priority and Status)
51
What is a Joined Report?
A report format that combines multiple report blocks with different report types. Each block can have its own filters and groupings
52
When should you use a Joined Report?
When you need to compare data from different objects side-by-side (e.g., Open Opportunities vs Closed Opportunities, or Leads vs Contacts)
53
Can you add charts to Tabular Reports?
No, charts are only available for Summary, Matrix, and Joined reports. Tabular reports don't support grouping, which is required for charts
54
What is a Report Type?
A template that defines which objects and fields are available in a report. It determines the primary object and related objects you can report on
55
What are Standard Report Types?
Pre-built report types provided by Salesforce for common reporting needs (e.g., Accounts & Contacts, Opportunities, Cases)
56
What is a Custom Report Type?
A report type you create to report on custom objects or specific object relationships not covered by standard report types
57
When should you create a Custom Report Type?
When you need to report on custom objects, need specific object relationships, or want to limit which fields are available to report users
58
Where do you create Custom Report Types?
Setup > Feature Settings > Analytics > Reports and Dashboards > Report Types > New Custom Report Type
59
Can you include multiple objects in a Custom Report Type?
Yes, you can include the primary object and up to 4 levels of related objects (parent or child relationships)
60
What is the difference between 'with' and 'without' in Custom Report Types?
With: only show primary records that have related records. Without: show all primary records, even if they don't have related records
61
What is a Report Filter?
Criteria that limit which records appear in a report. Filters can be based on field values, date ranges, or record ownership
62
What are Standard Filters?
Pre-defined filters available on all reports: Show (All/My records), Date Field, and Range (date range)
63
What are Field Filters?
Custom filters you add to limit records based on specific field values (e.g., Status = Open, Amount > 10000)
64
What is Cross Filter in reports?
A filter that allows you to filter based on related objects (e.g., show Accounts with Opportunities, or Accounts without Cases)
65
How many filters can you add to a report?
Up to 20 field filters per report (in addition to standard filters)
66
What is a Bucket Field?
A custom category you create in a report to group field values without creating a formula field. Useful for ad-hoc grouping
67
When should you use a Bucket Field?
When you need to group values for reporting purposes without creating a permanent field (e.g., group Amounts into Small/Medium/Large)
68
Can Bucket Fields be used in formulas?
No, Bucket Fields are report-only and cannot be referenced in formula fields or other reports
69
How many Bucket Fields can you create per report?
Up to 5 bucket fields per report
70
What field types can be bucketed?
Picklist, Text, and Number fields can be bucketed. Date fields cannot be bucketed (use date grouping instead)
71
What is Conditional Formatting in reports?
A feature that highlights data in reports based on conditions, using colors to draw attention to important values
72
Where do you configure Conditional Formatting?
In the Report Builder, click the column dropdown and select 'Conditional Formatting'
73
What can you highlight with Conditional Formatting?
You can highlight cells based on value ranges (e.g., red if Amount < 1000, green if Amount > 10000)
74
Can you use Conditional Formatting in Tabular Reports?
Yes, Conditional Formatting works in all report formats (Tabular, Summary, Matrix, Joined)
75
How many Conditional Formatting rules can you create per column?
Up to 3 color ranges per column
76
What is a Report Formula?
A custom calculation you create within a report to perform math operations on numeric fields. Report formulas only exist in that report
77
What is the difference between a Formula Field and a Report Formula?
Formula Fields are permanent fields on objects, available everywhere. Report Formulas only exist in the specific report and are not stored
78
What functions can you use in Report Formulas?
Math operations (+, -, *, /), summary functions (SUM, AVG, MIN, MAX), and conditional logic (IF, CASE)
79
Can Report Formulas reference fields from related objects?
No, Report Formulas can only reference fields from the primary object and fields already in the report
80
Where do you create Report Formulas?
In the Report Builder, click 'Add Formula', define the formula, and it appears as a new column
81
How many records can a report display?
Up to 2,000 rows in the report view. You can export up to 256,000 rows (or unlimited with API)
82
What is the timeout limit for reports?
Reports must complete within 10 minutes. If a report takes longer, it times out and you must optimize it
83
How many columns can a report have?
Up to 100 columns per report (including custom summary formulas and bucket fields)
84
How many groupings can a Summary Report have?
Up to 3 levels of grouping (e.g., Group by Owner, then by Status, then by Priority)
85
How many report blocks can a Joined Report have?
Up to 5 report blocks per Joined Report
86
What is a Report Subscription?
An automated email that sends report results to specified users on a schedule (daily, weekly, monthly)
87
Where do you set up Report Subscriptions?
Open the report, click 'Subscribe', choose recipients, frequency, and conditions
88
Can you subscribe others to a report?
Yes, if you have the 'Manage Dashboards' permission, you can subscribe other users to reports
89
What conditions can trigger a Report Subscription?
Always send, or only send if the report has records (conditional subscription)
90
How many subscriptions can you create per report?
Up to 5 subscriptions per report
91
What are Report Folders?
Containers that organize reports and control access. Folders can be private, public, or shared with specific users/groups
92
What are the folder access levels?
Viewer (can view reports), Editor (can edit reports), Manager (can manage folder and sharing)
93
Can you move reports between folders?
Yes, if you have edit access to both the report and the destination folder
94
What is a Public Report?
A report stored in a public folder that all users can access (subject to object and field-level security)
95
What is a Dashboard?
A visual display of key metrics and data from multiple reports, using charts, tables, and metrics. Dashboards provide at-a-glance insights
96
Where do you create Dashboards?
From the Dashboards tab, click 'New Dashboard', add components, and configure filters
97
How many components can a Dashboard have?
Up to 20 components per dashboard
98
What is a Dashboard Component?
A visual element on a dashboard that displays data from a source report (chart, table, metric, or gauge)
99
What types of Dashboard Components are available?
Chart (bar, line, pie, donut, funnel, scatter), Table, Metric (single number), Gauge (progress indicator)
100
Can a Dashboard Component use data from multiple reports?
No, each component displays data from one source report. Use Joined Reports if you need to combine data
101
What is a Metric Component?
A dashboard component that displays a single number from a report (e.g., Total Revenue, Open Cases, Win Rate)
102
What is a Gauge Component?
A dashboard component that shows progress toward a goal, with color-coded ranges (e.g., red/yellow/green)
103
Can you drill down from a Dashboard Component?
Yes, clicking on a component opens the underlying report with filters applied based on what you clicked
104
What are Dashboard Filters?
Controls that allow users to dynamically filter all dashboard components at once without editing the dashboard
105
How many Dashboard Filters can you add?
Up to 3 dashboard filters per dashboard
106
What field types can be used as Dashboard Filters?
Picklist, Date, and Boolean (checkbox) fields from the source reports
107
Do Dashboard Filters affect all components?
Only components whose source reports include the filter field. Components without the field are not affected
108
What is the Running User in a Dashboard?
The user whose security settings determine which data is displayed in the dashboard. Dashboards run as a specific user
109
What are the Running User options?
Run as specified user (static), or Run as logged-in user (dynamic dashboard)
110
What is a Static Dashboard?
A dashboard that runs as a specified user, showing the same data to all viewers (subject to their object/field permissions)
111
What happens if the Running User is deactivated?
The dashboard stops refreshing and displays an error. You must change the running user to an active user
112
Can you change the Running User after creating a dashboard?
Yes, edit the dashboard properties and select a different running user
113
What is a Dynamic Dashboard?
A dashboard that runs as the logged-in user, showing personalized data based on each viewer's security settings and record access
114
What is the benefit of Dynamic Dashboards?
Each user sees their own data without needing separate dashboards. Reduces dashboard maintenance and ensures users only see data they have access to
115
What is required to create Dynamic Dashboards?
The 'View My Team's Dashboards' or 'View All Data' permission, and sufficient dashboard licenses (Enterprise edition or higher)
116
How many Dynamic Dashboards can you create?
Depends on your edition: Enterprise (5), Unlimited (10), Performance (10). Additional licenses can be purchased
117
Can Dynamic Dashboards be scheduled?
No, Dynamic Dashboards cannot be scheduled to refresh automatically. They refresh when users view them
118
What is a Dashboard Subscription?
An automated email that sends a dashboard snapshot to specified users on a schedule (daily, weekly, monthly)
119
Can you subscribe to Dynamic Dashboards?
No, only static dashboards can be subscribed to. Dynamic Dashboards show different data for each user, making subscriptions impractical
120
Where do you set up Dashboard Subscriptions?
Open the dashboard, click 'Subscribe', choose recipients, frequency, and time
121
What format are Dashboard Subscriptions sent in?
Email with an image of the dashboard and a link to view it in Salesforce
122
How often do Dashboards refresh?
Dashboards refresh when you view them. You can also schedule automatic refreshes (hourly, daily, weekly)
123
Can you manually refresh a Dashboard?
Yes, click the 'Refresh' button on the dashboard to update all components with current data
124
What is the Dashboard Refresh limit?
Dashboards can be scheduled to refresh up to once per hour. Manual refreshes have no limit
125
What happens if a Dashboard takes too long to refresh?
If a dashboard takes longer than 10 minutes to refresh, it times out. Optimize source reports to improve performance
126
What is the best practice for report performance?
Use filters to limit data, avoid unnecessary columns, use indexed fields in filters, and consider using report snapshots for historical data
127
When should you use a Dashboard vs a Report?
Use Reports for detailed data analysis and exports. Use Dashboards for high-level metrics and visual insights at a glance
128
How do you share a Dashboard with users?
Place the dashboard in a shared folder and grant users Viewer, Editor, or Manager access to the folder
129
What is a Report Snapshot?
A scheduled report that saves results to a custom object, allowing you to track historical data and trends over time
130
What is a Cross Object Formula in reports?
A formula that references fields from related objects using dot notation (e.g., Account.Owner.Name from an Opportunity report)
131
Can you report on deleted records?
No, standard reports only show active records. To report on deleted records, use the Recycle Bin or enable Field History Tracking
132
What is Row-Level Formula in reports?
A formula that calculates a value for each row in the report (e.g., Days Open = Today - Created Date)
133
What is Summary Formula in reports?
A formula that calculates a value for grouped data (e.g., Average Deal Size = SUM(Amount) / COUNT(Opportunities))
134
Can you schedule a report to run automatically?
Yes, use Report Subscriptions to schedule reports to run and email results daily, weekly, or monthly
135
What tools help maintain data quality in Salesforce?
Validation Rules, Duplicate Rules, Required Fields, Field-Level Security, Page Layouts, and Data Import validation
136
How do you identify duplicate records?
Use Duplicate Rules to prevent duplicates, run Duplicate Reports, or use third-party data quality tools
137
What is the impact of poor data quality?
Inaccurate reports, poor user adoption, wasted time cleaning data, missed opportunities, and incorrect business decisions
138
How do you enforce data standards?
Use Validation Rules, Picklists (instead of text fields), Required Fields, Help Text, and user training
139
What is Mass Delete?
A tool to delete multiple records at once based on criteria. Available for most standard and custom objects
140
Where do you access Mass Delete?
Setup > Data > Mass Delete Records
141
What is the limit for Mass Delete?
You can delete up to 250 records at a time using Mass Delete. For larger deletions, use Data Loader
142
What is Mass Transfer?
A tool to transfer ownership of multiple records at once. Available for Accounts, Leads, Service Contracts, and Custom Objects
143
Can you mass transfer Opportunities?
No, Opportunities must be transferred individually or using Data Loader. Mass Transfer is not available for Opportunities
144
What are the two types of storage in Salesforce?
Data Storage (for records) and File Storage (for attachments, documents, and files)
145
Where do you check storage usage?
Setup > System Overview, or Setup > Data > Storage Usage
146
What happens when you exceed storage limits?
You cannot create new records or upload files until you free up space or purchase additional storage
147
How do you reduce storage usage?
Delete old records, remove unnecessary attachments, archive data to external systems, or purchase additional storage
148
You need to import 100,000 Account records. What tool should you use?
Use Data Loader. Data Import Wizard has a 50,000 record limit, so Data Loader is required for 100,000 records
149
A user wants a report showing Accounts with no Opportunities. How do you create this?
Use a Cross Filter: Accounts without Opportunities. This shows Accounts that don't have any related Opportunity records
150
You need to update 500,000 records daily. What's the best approach?
Use Data Loader with command-line automation. Schedule a batch script to run Data Loader daily with your update file
151
A manager wants to see a dashboard with their team's data only. What do you use?
Create a Dynamic Dashboard. It will show each user their own data based on role hierarchy and sharing settings
152
Users complain that a report times out. How do you fix it?
Add filters to reduce data volume, remove unnecessary columns, use indexed fields in filters, or break the report into smaller reports
153
You need to track historical data that changes frequently. What do you use?
Enable Field History Tracking on key fields, or create a Report Snapshot that saves data to a custom object on a schedule
154
A report shows 2,000 rows but you know there are more records. Why?
Reports display a maximum of 2,000 rows in the UI. Export the report to see all records (up to 256,000 rows in export)
155
You need to compare Open Opportunities vs Closed Opportunities side-by-side. What report format do you use?
Use a Joined Report with two blocks: one for Open Opportunities and one for Closed Opportunities
156
You need to import Contacts with their related Accounts. The Accounts don't exist yet. What's the correct order?
Import Accounts first, then import Contacts. Contacts require the Account ID (or External ID) to establish the relationship. You cannot create the relationship if the parent Account doesn't exist
157
A data import fails with 'REQUIRED_FIELD_MISSING' error. What should you check?
1) Check if all required fields have values in your import file, 2) Check validation rules that might require additional fields, 3) Check if picklist values are valid, 4) Verify field-level security allows the user to edit required fields
158
You're importing 30,000 records. Should you use Data Import Wizard or Data Loader?
Either tool works (both support up to 50,000 for Import Wizard, 5M for Data Loader). Use Data Import Wizard for simplicity if it's a one-time import. Use Data Loader if you need to automate or repeat the import
159
Can you import records and assign them to different owners in one import?
Yes, include an Owner ID or Owner External ID column in your import file. Each record can be assigned to a different owner based on the value in that column
160
A user wants to update 1,000 Accounts but only change the Industry field. What's the most efficient approach?
Use Data Loader with Update operation. Export the Account IDs and current data, modify only the Industry field in your CSV, then update. This is faster than manually editing 1,000 records
161
What happens if you try to import duplicate records with Data Import Wizard?
Data Import Wizard checks for duplicates using standard matching rules. It will warn you about potential duplicates and let you choose to create new records or skip duplicates
162
You need to delete 10,000 records. What tool should you use?
Use Data Loader with Delete operation. Mass Delete is limited to 250 records at a time, so Data Loader is required for 10,000 records
163
Can you use Data Loader to update records without knowing their Record IDs?
Yes, use the Upsert operation with an External ID field. Data Loader will match records based on the External ID and update them without needing Salesforce Record IDs
164
A user wants a report showing Opportunities grouped by Stage, then by Owner. What report format should you use?
Use a Summary Report with two groupings: first group by Stage, then group by Owner. This creates a hierarchical view with subtotals at each level
165
You need to compare Q1 revenue vs Q2 revenue side-by-side. What report format is best?
Use a Matrix Report with rows grouped by Product/Region and columns grouped by Quarter. Or use a Joined Report with separate blocks for Q1 and Q2
166
A report shows 2,000 rows but the user knows there are 5,000 matching records. How do they see all records?
Export the report. Reports display a maximum of 2,000 rows in the UI, but exports can include up to 256,000 rows (or unlimited via API)
167
Can you create a report that shows Accounts with more than 5 Opportunities?
Yes, use a Custom Report Type with Accounts and Opportunities, then add a filter: Opportunity ID greater than 5 (using a cross filter or report formula to count)
168
A user wants to group Opportunity Amounts into 'Small' (<$10K), 'Medium' ($10K-$50K), and 'Large' (>$50K). What do you use?
Create a Bucket Field on the Amount field with three buckets: Small (0-9999), Medium (10000-49999), Large (50000+). Then group the report by the bucket field
169
A report needs to show 'Days to Close' (Close Date - Created Date). How do you add this?
Create a Report Formula: CloseDate - CreatedDate. This calculates the difference in days for each row in the report
170
Can you filter a report to show only records where a field changed in the last 7 days?
Not directly in standard reports. You would need to enable Field History Tracking on that field, then create a report on the Field History object filtered by Last Modified Date
171
A user wants to see Accounts that have Contacts but no Opportunities. How do you create this report?
Use a Custom Report Type with Accounts, include Contacts (with records), and include Opportunities (without records). Or use Cross Filters: Accounts with Contacts AND Accounts without Opportunities
172
Why would you create a Custom Report Type instead of using a standard one?
When you need specific object relationships not covered by standard types, want to limit which fields are available to users, need to report on custom objects, or want to control the 'with/without' relationship logic
173
A report times out after 10 minutes. What are three ways to optimize it?
1) Add filters to reduce the data volume, 2) Remove unnecessary columns, 3) Use indexed fields in filters (like Owner, Created Date, Record Type), 4) Break into smaller reports, 5) Consider using a report snapshot for historical data
174
A manager wants a dashboard showing their team's data, but each team member should only see their own data. What do you create?
Create a Dynamic Dashboard. It runs as the logged-in user, so each person sees only their own data based on role hierarchy and sharing rules
175
You have 10 regional managers who each need a dashboard with their region's data. What's the most efficient approach?
Create one Dynamic Dashboard. Each manager will see their own region's data automatically. This is better than creating 10 separate static dashboards
176
A dashboard component shows no data, but the source report has data. What should you check?
1) Check the Running User's access to the data, 2) Verify the Running User is active, 3) Check if dashboard filters are applied that exclude all data, 4) Verify the component is properly configured to use the source report
177
Can you create a dashboard that shows data from multiple objects that aren't related?
Yes, use separate components with different source reports. Each component can display data from a different object. Or use a Joined Report to combine unrelated data in one component
178
A user wants to filter a dashboard by Date Range and Region. How many filters do you need?
Two dashboard filters: one for Date Range and one for Region. Each filter can control multiple components if those components' source reports include the filter fields
179
What happens if you set a dashboard to run as a deactivated user?
The dashboard stops refreshing and displays an error message. You must edit the dashboard properties and change the running user to an active user
180
Can you schedule a Dynamic Dashboard to refresh automatically?
No, Dynamic Dashboards cannot be scheduled. They refresh when users view them. Only static dashboards can be scheduled to refresh automatically
181
A dashboard has 20 components and takes 15 minutes to load. How do you improve performance?
1) Reduce the number of components (20 is the maximum), 2) Optimize source reports (add filters, remove columns), 3) Use report snapshots for historical data, 4) Break into multiple dashboards, 5) Schedule refresh during off-peak hours
182
A validation rule prevents data imports. Should you deactivate it temporarily?
Only if absolutely necessary and with proper approval. Better approach: fix the import data to meet validation criteria, or create an exception process. Deactivating validation rules risks data quality issues
183
You have duplicate Accounts with different names: 'Acme Corp' and 'Acme Corporation'. How do you prevent this?
Create a Matching Rule with fuzzy matching on the Account Name field. Set the matching method to 'Company' which recognizes similar company names. Then create a Duplicate Rule to alert or block duplicates
184
A user can't import records because of a duplicate rule. How can they override it?
If the Duplicate Rule is set to 'Alert', users can choose to create the record anyway. If set to 'Block', only users with 'View All Data' or 'Modify All Data' can bypass it, or an admin must temporarily adjust the rule
185
What's the difference between a Matching Rule and a Duplicate Rule?
Matching Rules define HOW to identify duplicates (which fields to compare, matching algorithms). Duplicate Rules define WHAT ACTION to take when duplicates are found (alert, block, or report)
186
Can validation rules reference fields from related objects?
Yes, validation rules can reference parent object fields using dot notation (e.g., Account.Industry on a Contact). They cannot reference child object fields
187
You need to export all data from Salesforce for compliance. What's the best approach?
Use Data Export Service to schedule a complete backup. It exports all objects to CSV files in a ZIP archive. For ongoing compliance, schedule weekly or monthly exports
188
Can you export data that was deleted 30 days ago?
No, the Recycle Bin only retains deleted records for 15 days. After that, records are permanently deleted. You would need to restore from a previous Data Export backup
189
A user needs to export 500,000 Opportunity records. What tool should they use?
Use Data Loader. Reports can only export up to 256,000 rows. Data Loader can export up to 5 million records per operation
190
How do you export records with all related child records in one file?
You can't export parent and child records in one file. Export the parent object first, then export child objects separately. Use External IDs or Record IDs to maintain relationships
191
What's included in a Data Export Service backup?
All records from all objects (standard and custom), including attachments and documents. Files are organized by object in CSV format within a ZIP archive
192
What's the difference between a Row-Level Formula and a Summary Formula?
Row-Level Formulas calculate a value for each individual record (e.g., Days Open = Today - Created Date). Summary Formulas calculate aggregate values for grouped data (e.g., Average = SUM(Amount) / COUNT(Records))
193
Can a Report Formula reference a Bucket Field?
No, Report Formulas cannot reference Bucket Fields. Bucket Fields are created after formulas are evaluated. Use the original field in your formula instead
194
A report formula shows #ERROR. What are common causes?
1) Division by zero, 2) Referencing a field not in the report, 3) Invalid syntax, 4) Null values in calculations, 5) Incorrect field API names
195
Can you use IF statements in Report Formulas?
Yes, use IF(condition, true_value, false_value) syntax. Example: IF(Amount > 10000, 'Large', 'Small')
196
How do you calculate win rate in a report?
Create a Summary Formula: (COUNT(Won Opportunities) / COUNT(All Opportunities)) * 100. Or use: SUM(IF(StageName='Closed Won', 1, 0)) / COUNT(Id) * 100
197
Can you create a report on Opportunities that shows the Account Owner's name?
Yes, use cross-object formula or add the field: Account.Owner.Name. This traverses the relationship from Opportunity to Account to User
198
A report needs to show Contacts with their Account's Annual Revenue. How do you add this?
Add the field Account.AnnualRevenue to the Contact report. This pulls the Annual Revenue from the related Account
199
What's the maximum number of relationship levels you can traverse in a report?
You can traverse up to 4 levels of relationships in reports (e.g., Opportunity.Account.Owner.Manager.Name)
200
Can you report on child records from a parent object report?
Yes, if the Custom Report Type includes the child object. You can show parent records with their related child records and aggregate child data
201
Your org is at 95% data storage capacity. What are your options?
1) Delete old/unnecessary records, 2) Remove large attachments, 3) Archive data to external systems, 4) Purchase additional storage, 5) Use Files instead of Attachments (Files are more storage-efficient)
202
What counts toward Data Storage?
All records (standard and custom objects), including deleted records in the Recycle Bin. Attachments and Files count toward File Storage, not Data Storage
203
How do you identify which objects are using the most storage?
Setup > Data > Storage Usage. This shows storage usage by object, allowing you to identify which objects to target for cleanup or archiving
204
Can you recover storage by emptying the Recycle Bin?
Yes, deleted records in the Recycle Bin count toward storage. Permanently deleting records from the Recycle Bin frees up storage immediately
205
Can you subscribe someone to a report they don't have access to?
No, users must have access to the report folder and the underlying data (object/field permissions) to receive report subscriptions
206
A report subscription sends empty results. What should you check?
1) Does the report have data when you run it manually? 2) Are filters excluding all data? 3) Does the running user have access to the data? 4) Is the subscription set to 'Only send if report has records'?
207
Can you schedule a report to run at 3 AM daily?
Yes, use Report Subscriptions. Set the frequency to Daily and choose the time (3 AM). The report will run automatically and email results to specified recipients
208
What's the maximum number of recipients for a report subscription?
Up to 5 recipients per subscription. If you need more, create multiple subscriptions or use a distribution list email address
209
A Matrix Report shows totals for rows and columns. Can you add a grand total?
Yes, Matrix Reports automatically show row totals, column totals, and a grand total (bottom-right cell) when you add summary fields
210
Can you have more than 2 groupings in a Matrix Report?
No, Matrix Reports are limited to 2 groupings: one for rows and one for columns. For more complex groupings, use a Summary Report with up to 3 levels
211
When would a Matrix Report be better than a Summary Report?
When you need to compare data across two dimensions simultaneously (e.g., Opportunities by Stage AND Owner, Cases by Priority AND Status). Matrix format makes cross-comparisons easier to visualize
212
Can Joined Report blocks use different report types?
Yes, each block in a Joined Report can use a different report type. This allows you to compare data from unrelated objects (e.g., Opportunities vs Cases)
213
A Joined Report has 3 blocks. Can you create a chart that combines data from all blocks?
No, charts in Joined Reports can only display data from one block at a time. You must choose which block the chart represents
214
What's the benefit of using a Joined Report vs creating separate reports?
Joined Reports allow side-by-side comparison in one view, can share common filters across blocks, and provide a unified view of related metrics without switching between reports
215
A user says 'My report shows different data than my colleague's report, but we're looking at the same report.' Why?
Check if it's a Dynamic Dashboard or if the report has 'My' filters (Show: My Accounts). Also check role hierarchy - users may see different data based on their position in the hierarchy and sharing rules
216
A dashboard component shows 'Insufficient Privileges' error. How do you fix it?
The Running User doesn't have access to the data. Either: 1) Change the Running User to someone with broader access, 2) Adjust sharing rules to grant access, 3) Make it a Dynamic Dashboard so each user sees their own data
217
A report that worked yesterday now shows no data. What happened?
Check: 1) Were filters changed? 2) Was data deleted? 3) Did sharing rules change? 4) Was the user's role changed? 5) Were validation rules or processes added that prevent record creation?
218
Users complain that dashboard data is outdated. What should you check?
1) When was the dashboard last refreshed? 2) Is automatic refresh scheduled? 3) Click the Refresh button to update manually 4) Check if source reports are running slowly 5) Verify the Running User is active
Saleforce Admin
flashcards
Decks in class (10)
# Cards
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Configuration and Setup 15%212
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Object Manager and Lightning App Builder: 15%184
-
Data and Analytics Management: 17%218
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Sales and Marketing Applications: 10%0
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Service and Support Applications: 10%0
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Productivity and Collaboration: 10%0
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Agentforce AI: 8%0
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Gemini Deck - All Topics368
-
Automation 15%123
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FoF Admin - Config & SetUp13
