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129 Cards in this Set
- Front
- Back
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●Company Information
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contains important information about your Salesforce org with some of that information being editable. Key information includes the ID of your org, Default time zone and region, purchased licenses and consumption, and total consumed file and data storage consumption.
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●Fiscal Years
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can be configured under Setup to be either a standard fiscal year or a custom fiscal year. A standard fiscal year can start on the first day of any month while a custom fiscal year can have much more flexibility. To configure it, search for “Fiscal Year” in the Quick Find box and define the Fiscal Year.
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●Business Hours and Holidays
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Business hours and holidays are used to show your support teams' availability to customers. To set up Business Hours, search for Business Hours in the Quick Find box. There you configure the name of the business hours and the actual hours. To configure Holidays, search for holidays in the Quick Find box. Name the holiday and define the day(s).
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●Currency Management
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allows Salesforce to use multiple currencies. Once enabled, it cannot be disabled. Currency Management is enabled on the Company Information page. Currency exchange rates should be defined. Currency fields can show specific currency types. A Corporate Currency is defined as a default and users are able to choose which currency their currency fields should default to under their user settings.
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●Apps
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In Salesforce this is a group of objects and other functionality like a HomePage, Reports, Dashboards, Files, and or Chatter that users can access. An App is selected through the App Launcher, which is the 3 by 3 matrix button at the top left of the screen. Once the App Launcher is open, you can select an app. The access to different parts of an app depends on the user’s access to objects and features as defined by their Profile and Permission set(s). There are two types of apps. Console apps, which allow for opening up multiple tabs and are designed toward either Sales or Support service work and standard apps.
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●App Menu
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This can be edited to change the order Apps appear for users when the App Launcher is accessed.
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●List Views
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allow you to see all the records that you have access to through the security model. List Views are pinned so a specific list is set as your default. Listviews can be edited to show specific columns. Sharing of lists can be private for only you, a group, or everyone. You can edit single or multiple records directly in the list view. Visualization charts can be made directly in the list views.
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●Global Search
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is located at the center top of the Salesforce UI for each page. Recommended results, like records and reports, appear as suggestions. You can click directly into a record or hit enter or return to see the different objects your searched term has results for. On the left side, you can click the “All” button and choose what object you want to search within.
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●Quick Find
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is the search area under admin “Setup”.It is the search box at the top left that is used to help find all the different navigation configuration areas of Salesforce. The Global when under the setup backend can find fields, objects, and users. If you use the Global Search outside of Setup, admin Setup results are not available.
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●*Setting Up Users
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can be done one at a time or in bulk through the Data Loader. A user must have a profile, a unique username formatted like an email address across all Salesforce Orgs (including sandboxes), an email, User License, and a role for any Salesforce edition Professional and higher.
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●SalesforceA
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is a mobile app that is used for admins to perform user management like freezing, deactivating, and creating new users. It is scheduled for retirement in all Orgs as of June 2022.
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●Resetting Passwords
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can be done directly by a user through the “Forgot Your Password” link on the production or sandbox login screen. An admin can go under users, click the checkbox next to the user, and then click “ResetPassword”. This sends an email with a password reset link and instructions on how they reset their password.
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●*Object Level vs. Record Level Security
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determine user’s access to data. Object-level controls if a user can see ANY records within the object. Object-level security is set with a profile and or permission set. Record level security determines which records inside an object a user can see. Read the linked documentation to understand all the many ways that object and record-level sharing can be configured.
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●*Org Wide Defaults
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define how much access any of any object’s records for the least level of access for any user. This is set for internal users, external users(online portal/Experience users), and guest users. The most common object default access can be private, public read-only, or public read/write. The Org-Wide default is found in “Setup” in the “Quick Find” menu under the “SharingSettings” section. Organization-Wide sharing defaults determine the lowest level of access all users can achieve. From this base level of access, record access is then opened up through different sharing options.
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●*Profiles
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define object-level data, visible apps, lightning page layouts, and system access like access to view reports or modify all data. A user must have a profile when created. Standard profiles cannot be edited.
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●*Permission Sets
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are how additional permissions are granted in addition to a user’s profile. Any Permission Set access only adds access and cannot take away access. Permission Sets are used to reduce the number of Profiles needed to support your organization’s access requirements. A user can have many permission sets.
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●Permission Set Groups
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are multiple permission sets bundled together. This makes assignment of multiple Permission Sets easier because you can group all needed Permission Sets certain users should have. You can also remove individual permissions from a group with the muting feature, to further customize the group.
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●Field-Level Security
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is used to specify which fields a Profile or Permission Sets should be able to have access to. Read, edit, or delete can be specified for each field. Field-level security is often referred to by its abbreviation of FLS. An example of when FLS is essential is for hiding sensitive information such as Social Security Number on a contact record from certain users. It is possible for Org-Wide defaults to be public and a user not able to see a field if they do not have access to the field due to FLS configuration on their profile.
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●Custom Tabs
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allow users to access a Custom Object’s records through the UI. It allows admins to add an object to the App’s navigation and also enables users to search under the App Launcher for the Custom Object.
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●Role Hierarchy
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is used for sharing records. Do not confuse Role Hierarchy with an organizational hierarchy. Role Hierarchy is used for sharing records with users above them in the Role Hierarchy. The Grant Access Using Hierarchies is enabled for most standard objects, but not all of them. On Stand Objects, Role Hierarchy cannot be disabled. Custom Objects can have Role Hierarchy sharing enabled or disabled.
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●Roles
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are the parts that make up the Role Hierarchy. Roles can be nested into other Roles. If a Role is above another Role and “Grant Access UsingHierarchies” is enabled, then a user will be able to see the records visible to the subordinates. If a user is at the same level or below the Role Hierarchy “GrantAccess Using Hierarchies” is enabled, then the user will not be able to see those records.
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●Sharing Rules
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are configured under “Sharing Settings”.They are used to open up record access to Public Groups Roles, or Territories. Sharing Rules can grant record access based on record ownership or other criteria. Once the sharing criteria are defined, you select which records should be shared, then which group or users should get access, and the level of record access they should have.
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●Manual Sharing
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is enabled/disabled under “SharingSettings” with a single checkbox. Enabling this enables it for all org records. A user can manually share a record if the setting is enabled and a user has at least one of these things true for a record. They are a record owner, they are above the owner in the hierarchy, and hierarchies are enabled, a user who has full access to the record, or they are an admin. Know all five for the exam.
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●Public Groups
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are configured under Setup when searching “Public Groups”. Only admins and delegated admins can create and edit public groups. Any user can create and edit their own personal groups in Classic. Personal groups aren’t available in Lightning Experience. Public Groups are used to share records in Sharing Rules.
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●*Delegated Administrators
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have limited admin privileges. They can create and edit users in specific Roles and all subordinate Roles, assign users to specified profiles, Create public groups and manage membership in specified public groups, and more. Review everything under the “Delegated administrators can” section and know these all for the exam.
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●Report and Dashboard Access/Security with Folders
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is how reports or dashboards are shared. The access to Reports and Dashboards is governed by the folder they are placed inside. A folder can be shared with groups, roles, or territories. Reports or Dashboards created in a private folder are only visible to the user who created them. Reports or Dashboards in the public folder can be seen by all reporting users.
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●Custom Settings
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is background information commonly referred to as metadata(data about data). Custom Settings are similar to custom objects in that they let you customize org data. Unlike custom objects, which have records based on them, Custom Settings lets you utilize custom data sets across your organization. Custom Settings also lets you distinguish particular users or profiles based on custom criteria. A common example use case of Custom Settings is for Creating a list setting of all country codes so users have quick access to this data without needing to query Salesforce.
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●Custom Labels
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are a translation tool. It allows translation for Apex classes, Visualforce pages, Lightning pages, or Lightning components. The values can be translated into any language Salesforce supports.
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●Visualforce Pages
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are a user interface (UI) framework. It is code-based UI development that is similar to HTML. It uses controllers and list controllers to show specific records. For the admin exam, you do not need to know how to make these. However, it is worthwhile to know where they can be used by reviewing the linked documentation under “Where Can Visual Pages Be Used?”
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●Apex Classes
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are code that is used to create automation solutions in Salesforce. It is very similar to the Java language. For the admin exam, you do not need to know any code. It is useful to know that Apex is used for complex automation.
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●Apex Triggers
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are what decide when Apex runs. That is all you need to know for the admin exam.
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●*Formulas
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can be used in Salesforce in many different locations from Flows toFormula Fields. Review the different components for formulas at the attached link. The exam sometimes has questions that ask for the correct syntax for writing out a specific formula like the CASE function.
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●History tracking
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can be enabled for individual fields. Under Setup > ObjectManager > the desired object, you can select “Set History Tracking”. Depending on the Salesforce edition your org is on, you can track about 20 fields of all changes the fields. Any field that has a length greater than 255 will only show that a change was made. The historical field updates on a record can be seen when the “History Tracking” related list is added to the object’s page layout. Field history is retained for 18 months through the UI and 24 months through the API. The records stored in field history do not count toward data consumption. If FieldAudit Trail is enabled, field history data is retained until manually deleted. You can manually delete field history data at any time.
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●Change sets
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Use change sets to send customizations from one Salesforce org to another. Change Sets can only be done inside one single org. For example, a dev environment to production. However, another production instance cannot move customizations to another production instance. In order to move a changeset forward in deployment, a deployment connection must be established in the receiving environment. Then a change set can be configured and promoted into the higher environment. Then it is validated and deployed.
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●*Ant Migration Tool
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is a Metadata migration solution that can move metadata from a local directory (on the computer) to a Salesforce Org. Change Sets cannot do this. It is best used for quickly setting up a dev org or scheduling batch deployments.
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●Sandbox
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is an environment that is used to safely develop, test, and train users.
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●*Sandbox Types
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include Developer, Developer Pro. Partial Copy, or FullSandbox. Review the linked documentation and know the data limits and refresh intervals for each one. This is typically on the exam.
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●MFA
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stands for Multi-Factor Authentication. One factor is something the user knows, such as their username and password. Other factors include something the user has, such as an authenticator app or security key. MFA’s purpose is to increase security.
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●Relational Databases
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are the core of Salesforce. Relationship Databases store and organize data related to other data to make managing data and reporting on data quick and efficient. An example is that an account has contacts underneath it that have the same account they are a part of.
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●Standard Objects
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are the data tables that come out of the box with Salesforce. Custom fields can be added to Standard Objects. The link has the SalesforceStandard Objects, but you do not need to know these for the exam.
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●Custom Objects
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allow for tracking unique data for your organization. See the link for instructions on how to create custom objects.
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●*Master-DetailRelationship
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are used for closely linking different objects together. For example, an Opportunity is related to an Account through a Master-Detail. When an Account is deleted, the Opportunity is as well. Master-DetailRelationships support Roll-Up Summary fields. An example of a Roll-UpSummary field is how an Invoice object would Roll-Up the Invoice Line Items to get the total cost on an Invoice. Review the linked “Object RelationshipsOverview” documentation in depth. Mastering these relationships is very important for the exam and your Salesforce career.
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●Lookup Relationship
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Link two objects together. Lookups do not support Roll-UpSummary fields. Review the linked “Object Relationships Overview” documentation in depth. Mastering these relationships is very important for the exam and your Salesforce career.
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●Junction Objects
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are used to create many-to-many relationships. An example of when a Junction Object is needed is for a job application process. A job can have many candidates and a candidate can apply to many positions. To support this data structure, there needs to be a Candidate object, an Application object, and a Job object. Junction Objects are tested in the Platform App Builder exam but may not always be tested on the Administrator exam.
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●Schema Builder
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is a graphical interface that is used to quickly and efficiently create objects and custom fields. Most fields can be created excluding the Geolocation Field. Additionally, fields cannot be added to page layouts and Field-Level-Secruity cannot be configured either.
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●Standard Fields
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are the fields that come built-in to Salesforce.
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●Changing Standard Field Types
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has some limitations. You cannot change the field type, but you can customize values in picklists, the format for auto-number fields, tracking field history, lookup filters on relationship fields, and field-level help.
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●*Custom Fields
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allow for customizing your organization’sdata structure. Review the linked documentation to review the 25 different field types available for creation starting from address and ending with URL.
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●Changing Custom Field Types
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opens up the risk of losing data. For example, if you changed the length of a text field from 255 to 1, then all other characters would be lost. A best practice is to not convert any fields with data in them. Or at least, back up the data so it can be imported again. The fields below from address to URL are custom field types that can be created on Standard and Custom Objects.
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●Controlling Picklists
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determine the available values for selection on picklists that they are configured as Controlling Picklists for. Said another way, a ControllingPicklist controls which value(s) a user can select for the Dependant Picklist.
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●Dependant Picklists
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work with Controlling Picklists. A Controlling Picklist value is created and then the picklist values that should be selectable for the DependentPicklist are the Dependant Picklist values. An example is that there could be there are many Case support statuses and each status has different sub-statuses that make sense when only paired with the correct Case status.
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●Record Types
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are a way to categorize similar types of records in an object, such as accounts or cases. Each record type can have its own unique layout, picklist values, and business processes. This allows for a more streamlined and efficient way of managing different types of records within an object. For example, you can have different record types for "Prospects" and "Customers" within the Account object, each with its own unique layout and picklist values.
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●Page Layouts
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determine the fields, buttons, and related lists that are displayed on a record's detail and edit pages. You can assign different page layouts for different record types. Each Profile can have a different Page Layout, or the same Page Layout, for each Record Type. Fields on a Page Layout can be marked as required (a field can also be marked as required at the field level). Changes made to the page layout won't be reflected in the reports and list views because Field-Level-Security determines what fields a user can see in Reports and List Views.
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●App Manager
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is a tool used for admins under Setup to create and manage custom apps within Salesforce. You can use the App Manager to create custom apps by selecting the objects, tabs, and other components that you want to include in the app. The logo, color, and branding of an App are done in the App Manager. App access is set up through Profiles, and the App Manager is where you specify which Profiles can access the App.
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●*Lightning Record Pages
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are used to customize the layout and functionality of record pages by using the Lightning App Builder by dragging and dropping different types of components like chatter and many more. Lightning RecordPages are assigned per profile so different users can have a different UI.
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●*Dynamic Lightning Pages
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control when a component appears on a Lightning page by adding filter conditions and logic to its properties in the Lightning AppBuilder. For example, you can construct a filter that causes a rich text component on an opportunity page to display when the opportunity’s amount is greater than or equal to $1 million.
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●Lightning App Builder
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used to create and customize pages, including LightningRecord Pages, Home Pages, and App Pages, using pre-built templates and drag-and-drop functionality. You can also use it to add custom LightningComponents to pages and to control access to pages based on user profiles and record types.
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●Leads
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are used to track potential customers, also known as leads, who have shown interest in your products or services. You can create, manage and convert leads into Accounts, Contacts, and Opportunities. You can also assign, track, score, and route leads to the appropriate sales team. Additionally, you can use leads to track the lead source, lead status, and lead score. You can also create custom fields and page layouts for leads.
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●Lead Assignment Rules
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are used to automatically assign leads to the appropriate User team or Queue based on certain record criteria. Lead assignment rules can assign leads regardless of whether leads are created manually, generated from Web-to-Lead forms, or imported using the Data ImportWizard.
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●Converting a Lead
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is the process of turning a potential customer into an actual customer. You can convert leads into Accounts, Contacts, and Opportunities. By converting a lead, you can create a new account, contact, and opportunity at the same time. You can skip opportunity creation completely. You can also map fields between the lead and the new account, contact, and opportunity.
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●Opportunities
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are used to track the sales process and manage potential deals. You can create, manage and track opportunities through different stages of the sales process. You can also associate opportunities with accounts, contacts, products, and expected close dates.
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●Sales Processes
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are used to define and manage the different stages of the sales cycle and the corresponding picklist values for the stage field on the Opportunity object. You can define the sales process using standard or custom picklist values.
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●Paths
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are used to guide users through a specific sales process or business flow by providing a visual representation of the stages, steps, and actions that are needed to move an opportunity or record to the next stage. You can create custom paths for different objects and record types, and also you can assign them to specific profiles and record types.
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●Forecasts
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manage sales expectations and project and plan your company’s sales cycle from pipeline to closed sales. A forecast is an expression of expected sales based on the gross roll-up of a set of opportunities. The forecasts on the forecasts page are totals and subtotals of the opportunities in the four forecast categories - Pipeline, Best Case, Commit, and Closed. Know these four categories.
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●Home Page Assistant
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shows users on the Home Page up to 10 important updates including, Leads assigned to you today, Opportunities with overdue tasks, Opportunities with no activity in 30 days, Opportunities with no open activity, Overdue opportunities, and Opportunities that are overdue if they’re still open after the Close Date.
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●Campaigns
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are used to track, manage and analyze marketing efforts by associating a group of leads and contacts. You can create and manage campaigns, track campaign costs, and measure campaign ROI. Leads and Contacts are added to a Campaigns Marketing List as Marketing List Members.
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●Quotes
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are used to generate, manage and track estimates or proposals to potential customers. You can create quotes based on products, prices from particular price books, and discounts. Quotes can also be associated with Accounts, Contacts, and Opportunities.
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●Orders
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are used to track and manage the purchase order process, from the creation of the order to the delivery of the products or services. You can create and manage orders, track order statuses, and associate them with accounts, contacts, and opportunities.
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●Products
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are the items that are sold to customers. A product can be in multiple price books with different prices.
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●Price Books
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used to set and manage different prices for products and services. You can create and manage multiple price books and set up different prices for different products, and only a single Price Book is associated with an Opportunity and one currency.
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●Email Templates
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are used to create, manage and send standardized email messages to leads, contacts, and other recipients. You can create and manage multiple email templates. Merge fields are used with Email Templates to personalize emails for recipients.
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●Web-to-Lead
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allows you to capture leads from your website and automatically add them to your org. You can create a web form on your website that captures whatever lead information you specify for fields that exist in your org the form will automatically create leads in Salesforce when submitted. Only 500 leads per day can be submitted this way.
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●Cases
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are used to track and manage customer service and support requests. You can track case statuses associate them with accounts and be associated with the contact that submitted the case.
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●Case feed
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is a feature that allows users to collaborate and communicate on case records in real-time. It provides a social-style feed that shows all the updates and activities related to a case, including comments, attachments, and“@” mentions.
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●Case macros
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are used to automate repetitive actions that agents perform on cases, such as updating fields, sending emails, and changing case status.
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●Case Assignment Rules
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are used to automatically assign cases or leads to specific users or queues based on certain criteria. Case Assignment Rulesassign cases based on the order of the Case Assignment Rules. For example, if the first Case Assignment Rule condition is met, then it will be assigned to the first step logic and end there.
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●Queues
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are used to manage and distribute records, such as leads, and cases among a group of users.
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●Case Teams
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are used to help groups of people work together to solve cases. Before you create case teams, define team roles.
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●Support Processes
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are used to define and manage the different stages of the support process and the corresponding picklist values for the stage field on the Case object. You can define the support process using the standard or custom picklist values, set the default values, and assign the process to the appropriate profiles.
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●Case Auto-Response Rules
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are used to automatically send an email response to a customer when a case is created or updated. These rules can be set up based on certain criteria, such as case type or status, and can include personalized information through merge fields, such as case number or a link to a knowledge article. Additionally, you can use auto-response rules to provide customers with a confirmation of receipt and to set expectations for case resolution times. Similar to Case Assignment Rules, when a case response enters the Case Auto-Reponse Rules, each logical statement is considered in order, and whichever statement is true first results in the email going out. For example, if you had Case Auto-Response Rules that needed to have a unique text sent to users based on their state and you couldn’t use merge fields or apex for the solution, you would create 50 rules and if the logic order of the states was alphabetical, then the second to last rule would cause Wisconsin to send.
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●Case Escalation Rules
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automatically escalates cases based on certain criteria, such as age, status, or priority. You can create escalation rules and set the criteria for when a case should be escalated, as well as the actions that should be taken, such as reassigning the case to a different user or team or sending an email notification.
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●Knowledge at a High Level
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allows you to create, manage and share articles and information that can help customers and agents find answers to their questions. You can create and manage Knowledge Articles, organize them in categories, and make them searchable by keywords. Additionally, you can use knowledge to automate the case resolution process, by providing customers with self-service options and agents with relevant information.
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●Solutions
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are the older form of Knowledge for Salesforce Classic. Salesforce Knowledge should be A solution is a detailed description of a customer issue and the resolution of that issue.
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●Web-to-Case
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allows you to allow users to submit cases from your website and automatically add them to your org. You can create a web form on your website that captures whatever case information you specify for fields that exist in your org the form will automatically create leads in Salesforce when submitted.
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●Entitlements
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allow you to manage and track customer support agreements, such as service level agreements (SLAs), and track the cases that are covered by them. You can create and manage entitlements, set the criteria for when a case should be covered by an entitlement, and track the usage of the entitlement over time. Additionally, you can use entitlements to manage customer expectations for case resolution times and to ensure that cases are being handled in accordance with the agreed-upon service level.
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●Case Milestones
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you can use milestones to monitor the progress of cases, to ensure that they are being handled in a timely manner, and to provide visibility into the case resolution process. They are coupled with Case Milestones
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●Lightning Service Console
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provides a streamlined interface for customer service and support teams to manage multiple cases and other records at once. It allows agents to work on multiple cases simultaneously, providing them with all the necessary information on one screen.
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●Capabilities of Activity Management
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are used to manage and track actions that need to be completed, such as follow-up calls or meetings. Tasks allow you to create to-do items that are associated with a specific record, such as a lead or an account. Events allow you to schedule and track meetings, calls, and other activities. Calendars allow you to view and manage all activities by date. You can create and manage activities, set reminders, and associate them with records, such as leads or accounts. Additionally, you can use activities to manage your schedule, track follow-up actions, and collaborate with other team members.
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●Chatter
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is a collaboration tool that allows users to communicate, share information and collaborate within the platform. It allows users to post updates, ask questions, share files, and connect with others in their organization. Chatter also allows users to follow records and other users, and receive notifications of updates, comments, and other activity. Additionally, Chatter can be integrated with other Salesforce features such as cases, leads, and opportunities.
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●Chatter feeds
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is a feature that allows users to share updates, and files, and to collaborate with each other in real-time.
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●Chatter groups
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is a feature in Salesforce that allows users to create and join groups to share information and collaborate with other users. Group types include private, public, and unlisted. Know these types for the exam.
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●Chatter profiles
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allow you to customize your profile picture, introduce yourself, and add links to your social media sites.
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●Chatter settings
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allow users to configure their Chatterexperience. For things like Chatter Group Settings, Feed Settings, and Emoji Settings.
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●Chatter followers
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include the ability to follow records, people, and groups, as well as the ability to view and manage your own followers.
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●Chatter questions
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users can organize their information with the question title and details about their question. They can ask the question to their followers, to a group, or to a specific person, as they can with other Chatter feed items.
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●Notes
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are recorded against records. Only the creator can delete the Note. If you have edit rights against the record, you can edit the Notes on it. If a user can read a record, they can read Notes against it. Notes can be shared with specific users and groups. Private Notes can be made that only the owner of the Notes can see. Previous versions of Notes can be restored.
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●Salesforce Mobile App
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is available on iOS, Android, and most phones. It brings almost everything from your Salesforce desktop experience to your mobile device. It is particularly useful for Sales and Field Service employees.
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●Global Quick Actions
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let users log call details, create or update records, or send emails, all without leaving the page they’re on. Global create actions enable users to create object records, but the new record has no direct relationship with other records.
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●Object-Specific Actions
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let users quickly create or update records, log calls, send emails, and more, in the context of a particular object.
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●App Exchange
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is Salesforce's marketplace for third-party apps and components that can be easily installed into a Salesforce org to add additional functionality. For the exam, if there are budget constraints, looking for a solution in the AppExchange is a cheaper solution. Otherwise, if an App doesn’t meet the need, then a more custom solution is needed.
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●*Data Loader
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can be used to insert, update, delete, or export large numbers of records in format CSV. Supports up to 5 million records.
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●*Import Wizard
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import data for many standard Salesforce objects, including accounts, contacts, leads, solutions, campaign members, and person accounts. You can also import data for custom objects. You can import up to 50,000 records at a time. Know the 50,000 import record limit for the exam.
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●Transferring Data
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best practices include identifying what data to migrate, creating a template, populating the templates, preparing the destination org, and validating the data.
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●Mass Deleting Data
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directly in Setup you can perform mass deletion by selecting an object and specifying particular criteria for the records you want to delete.
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●Ways to Back up and Export Data
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include running reports and exporting data, using the Data Loader, and Data Export Service for a scheduled approach. Metadata backup can be done with Change Sets, Sandbox Refreshes, andForce.com Migration Tool (ANT Migration Tool).
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●Validation Rules
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are used to ensure that data entered into fields meets certain criteria. They can be used to validate data on both standard and custom objects. They can include formulas, and regular expressions, and can be set to trigger specific conditions such as when a record is created or when it is edited. They can also include error messages to display when a validation rule is not met.
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●Report Types
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determine the types of data that can be included in a report and the relationships between objects. They are used to customize the fields and columns that are available for reporting. Standard report types are provided by Salesforce, and custom report types can be created by an administrator. They are used to define the primary object and any related objects that can be included in a report.
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●*Report Formats
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are the way that data is grouped when reported. TabularReports are the simplest and are like a list. Summary Format is to group and summarize. Matrix is to group and summarize by row and column. Joined is to show multiple reports side-by-side in blocks.
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●Creating a Report
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involves selecting the appropriate report type, adding fields and filters to the report, and then customizing the report layout. There are several types of reports available, such as tabular, summary, and matrix reports. Reports can be based on standard or custom objects and can include fields from related objects. Reports can be filtered and grouped to show specific data and can be sorted by different fields. Additionally, charts can be added to reports to provide additional insights. Administrators can also set up scheduled and conditional highlighting, and also share the report with other users through folders, and dashboards, and also export the report in different formats.
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●Who can see what for records and fields for a report
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record visibility is determined by what records the security model is configured for. For example, the records that a user’s Profile, Permission Set(s) allow a user to see the records. Field-Level Security (FLS) determines which fields users can see in reporting.
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●Folders for Report and Dashboard Security
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determine who can see a Report or Dashboard. A User, Group, or Role can be configured to allow “Viewer”, “Editor”, or “Manager” access. Viewer only allows users to see the Report. Editor allows the user to view and save the Report or Dashboard. Manager allows a user to view, share, save, rename, and delete Reports or Dashboards
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●Report Refresh Scheduling
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is done on the Report itself. You can schedule at certain intervals based on certain days.
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●*Dashboard Components
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are the ways to visualize data with Dashboards. Component types include charts, gauges, metrics, image, and others. Review the linked documentation and know every type and be able to know which component type should be used based on a description of how the user wants to see the data visualized.
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●*Creating a Dashboard
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allows you to display key metrics and data visualizations on a single page, providing a quick overview of important information. Dashboards built off of existing reports.
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●Dynamic Dashboards
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are used to show data from the level of access of other users. For example, a specific Dashboard might need to be shared with a Salesperson but it needs to include the whole data from his team’s territory. Creating a Dynamic Dashboard based on their manager who manages the whole territory would allow the Salesperson to see the data that the whole territory from the manager’s perspective.
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●Subscribing to Reports
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is done on the report itself under the top right dropdown. Subscribing to a report sends the report to the users, groups, or roles that have been configured as recipients in an email. The exam may try to trick you with an answer saying that you follow Reports to have them sent. That is incorrect.
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●Subscribing to Dashboards
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is done on the report itself under the top right dropdown. Subscribing to a report sends the report to the users, groups, or roles that have been configured as recipients in an email. The exam may try to trick you with an answer saying that you follow Dashboards to have them sent. That is incorrect.
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●Duplicate rules
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are used to prevent the creation of duplicate records by identifying potential duplicates based on Matching Rules. They can be set up for both standard and custom objects. They can include fields such as name, email, and account number as matching criteria. When a duplicate is detected, a user can choose to either create a new record with a warning or the record creation is completely blocked from creation.
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●Data Masking
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is a data security practice used to change sensitive data so it is not readable or recognizable. It is done in Sandboxes and can be done at different levels of masking/manipulation.
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●Encrypted fields
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is done with Salesforce’s ShieldPlatform Encryption. Encryption is a method of protecting information by converting it into an unreadable format.
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●Record merging
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can be done for Accounts, Contacts, or Cases. Three records are selected and the survivor fields to be kept are selected.
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●Which Automation Tool to Use
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is either Flow, ApprovalProcesses, or Apex. Workflow Rules were a form of automation that was retired at the end of 2022 along with Process Builders. These automation tools were more simplistic to configure and also had less powerful and robust automation methods. While Process Builders and Workflow Rules are retired, it is important to know how these work so you can support legacy automation and migrate this declarative automation into Flows. Generally speaking, you should use an easier automation tool that isn’t retired when choosing an answer on the exam. For example, if Flow can solve the use case, then use Flow over Apex. Flow can create records, update related and non-related records, make outbound messages, send emails, and more functionality as well.
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●*Types of Flows
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include Screen Flow, AutolaunchedFlow with No Flow Trigger, Autolaunched Flow with a Schedule Trigger, Autolaunched Flow with a RecordTrigger, User Provisioning Flow, and many more. Be familiar with these and their use cases because you will likely be asked when it makes sense to know when to use Flow given a specific business use case.
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●*Flow UI Tour
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includes key components for Flow creation. Review the images in the attached link. We strongly recommend going into your own Trailhead Playground and getting familiar with the UI and Flow in general.
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●*Elements of Flows
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are the building blocks to create Flow automation. Elements include Actions and Decisions. Review the linked documentation and be familiar with the different Element types. It is best to review the Elements with Flowsopened in a Sandbox.
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●*Flow Resources
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are values that can be used throughout a Flow. For example, Variables or a record result from getting a specific record.
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●*Approval Processes
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are used to automate the approval of records, such as accounts, leads, and opportunities. They can be set up to route a record to one or more approvers and can include multiple steps, conditions, and actions. A record can be fully locked from editing while it is in the Approval Process. Approval processes can be set to start when a record is created or when it is edited, and they can also be set to start based on field values or formulas. Approval processes can also include email alerts, field updates, and outbound messages to notify approvers and other users of the approval status.
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●Workflow Rules
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are used to automate business processes by triggering actions based on specific conditions. They can be used to update fields, send email alerts, create tasks, and send outbound messages. Knowing these are the four main functionalities of Workflow Rules is important. They can be set up to trigger when a record is created, edited, or when a specific field is updated. Workflow rules can also include time-dependent actions, which allow you to schedule actions to occur at a specific date or after a specific amount of time.
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●*Process Builder
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as of Winter 2023, is no longer recommended for use by Salesforce. Flow can do almost everything Process Builder can do and more. However, it is important to know how they work in order to support ProcessBuilder once it is legacy Salesforce functionality. You should also review each link in the example of Processes and the Create a Process. Use a sandbox and walk through each of the elements of a Process Builder. Some key functionality is that Process Builders can do updates across objects that are a few objects cross-object updates. A Process Builder is made up of the process’ starting action called a Trigger, which criteria can be configured to start “only when a record is created” or “when a record is created or edited”. The object must be selected for the trigger. Then either one or more logical statements called conditions are made. The Process Builder will go through each condition till the first one is completed. Once done, then no other criteria will be considered. Each condition has Actions that will happen like updating or creating records. Actions can happen immediately or be time-dependent. Process Builder can perform field updates (including cross-object updates), outbound messages, email alerts, and task creation.
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