Section 5 SF Admin Deck Flashcards by J H-S

Controlling fields available

Standard picklist
Custom picklist
Standard checkbox
Custom check box

custom multiselect pricklist is NOT a controlling field

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Dependent fields available

Custom picklist

Custom multiselect picklist

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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

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

set OWD for contacts to PRIVATE

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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

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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

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

Use tab hidden

Profiles > tab settings

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How do you enable multi currency

define currencies & make active
set the exchange rates for $
set corp currency

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Home page - what should the admin consider

Homepage can be customized for each profile

Can be assigned to each app

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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

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What’s in a user record

personal infor
sec + access
locale info
approver settings
salesforce newsletter settings

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how do you quickly create multiple users

click add multiple users under set up> manage users

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Does enabling chatter lic require a CRM license?

Chatter free lic required

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users receive error msg when trying to login

check user record > login history > related list

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

use chatter (free) external licenses not partner chatter

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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

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salesforce admin needs to track project tasks

enable the “allow activities” object on projects

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salesforce admin needs to track project tasks

enable the “allow activities” object on projects

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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

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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

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what is a report type

a definition of objects and fields used to build a report

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steps related to setting up to web to lead

map lead fields
create assignment rule
create auto response rule

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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)

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

Study These Flashcards

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...

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

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

Section 5 SF Admin Deck Flashcards

(58 cards)