Salesforce Certified AdministratorImportant details to remember for the Exam

Author: José Ramón Huerga (February 2016)

Why this presentation?Passing the Salesforce Certified Administrator Exam implies remembering a lot of details about profiles, workflows, forecasts, campaigns, sharing rules, etc.If you are like me, it is far more easy for you to remember a picture than a paragraphThis presentation contains several screenshots taken from a development org (Winter 2016) highlighting details that are important to remember before trying to pass the exam.It is recommended to watch the presentation in full screen mode, as it mainly contains pictures.

• When sharing an opportunity with a team (left) or sharing the opportunity using ‘manual sharing’ (right) the choices are different.

• Account team only allows selecting ‘user’ and ‘partner user’. • Manual Sharing allows selecting public groups, roles, users.• Queues are not allowed neither in ‘account team’ nor in ‘manual sharing’• The access may be “read only” or “read / write”

• Assignment rules can only be used with leads and cases. Only one lead assignment rule can be active.

• It is possible to select a criteria using fields or formula• The case or lead can be assigned to ‘user’, ‘queue’ or ‘partner user’.• A default “lead owner” can be defined, in case no assignment rule applies.• Auto-response rules can be defined for Leads and Cases

• Every user can define a team for opportunities and accounts.

• This team is used automatically for sharing the accounts of the user with his team

• The team is not used automatically in the case of opportunities: it must be selected manually

• Some Organization-Wide Defaults.

• Some of them such as Calendar have specific values.

• Sharing rules controls visibility to records, but ultimately the field level security and the user profile determine the access.

• If a profile does not allow to read an object, that user will not be able to access, even if that user is the record owner.

• Sharing rules based on record owner

• If multiple sharing rules give a user different levels of access to a record, the user gets the most permissive access level.

• Configuration for cases: 1) Default Case Owner ; 2) Automate Case User.

• Field tracking is limited to a set of standard objects.

• For example, it is not possible to track fields on Activities.

• It is not possible to make ‘required’ a standard field of a standard object in case that field is not already required.

• A possible workaround is to use the layout to change that, marking the field as ‘required’.

• Record Types.• If created for Leads,

Opportunities, Cases and Solutions, a Process must be selected.

• This does not apply when creating record types for other objects such as Accounts.

• The record type must be activated.

• The record type must be assigned to a profile.

• The record type is assigned to a layout

• Queues can be created only for a specific set of standard objects, such as Case, Lead, etc.

• It is possible to create a queue for custom objects.

• It is not possible to create queues for other types of standard objects such as Accounts, Opportunities, Contacts, etc.

• JUNCTION Objects.• Are created to implement many-to-many relationships.• In the junction objects, two master-detail fields will be created.

• When creating a master-detail field on a custom object, that custom object becomes the detail.

• The look and feel (color and associated icon) of the primary master is inherited by the Junction Object.

• When the main objects are deleted, the junction object is deleted also, but the third object remains.

• Roll up Summary Fields.• Only Count, Sum, Min and Max

types are allowed.

• Some parameters customizable in Profiles.

• A document shared in Chatter can later be sent to a customer using Content

• Salesforce provides different places in which documents, pictures, etc. are stored.

• Files contain for example pictures and files posted to chatter.

• Salesforce Content and Libraries (previously known as Workspace) contain files that probably are going to be shared with customers.

• Documents are used to store for example logos.

• Additionally files can be attached to objects such as Opportunities.

• Screenshots taken from Content, Files, Documents and Libraries.

• If the parameter ‘Files user interface allows sharing files with libraries’ is enabled, a new menu option appears under Files.

• This menu option can be used to make a file appear in the Library area.

• From chatter, it is possible to share a file previously stored under Libraries.

• Documents can be organized in folders• Folders can be shared with other users. Access can be: 1) Read Only

; 2) Read / Write

• Types of charts available for reports (left) and for dashboards (right).

• Note that dashboard allows more charts: gauge, metric, table.

• It is not possible to use tabular reports as source for dashboard components

• Configuration available for dashboard components such as Gauge, Metric or Table.

• If the component has breakpoints, user can follow it (not in Table).

• Highlighting only applies to the first summary field column in the table component.

• Condition highlight cannot be used in the tabular reports• Highlighting may be used in summarized fields, formulas and

grand totals.

• Report Types.

• When configuring a report type, the objects used for the report are selected.

• Also, the fields can be added or removed from the list.

• Reports can be exported to excel.

• They can be exported also as CSV

• Dashboard snapshot must be previously enabled.

• Every component of a dashboard can be published in Chatter, as public to all the ORG.

• A report can be scheduled for future runs• It will generate an email report.• It can be sent to other users. They must

have access to the report folder.

• Workflow Evaluation Criteria.• Choices: 1) created ; 2) created and every time it’s edited ; 3) created and any time it’s

edited to subsequently meet criteria• Time dependent workflow actions cannot be used in the second choice.• Granularity of Time triggers is in hours / days but not in minutes.

• A field used in an ‘update field’ rule in a workflow cannot be deleted

• It cannot be deleted if it is used in a validation rule or in a formula field

• An action of a workflow can be to assign a Task to a role.• The role may have 0, 1 or more than 1 users• In case the role has 0 users or more than 1 user, the Task will be assigned to the owner of the

record (a Task cannot be assigned to more than one user).• Updates to records based on workflow rules don’t trigger validation rules

• Workflow & Approval Settings

• During the creation of approval process, a name, description, entry criteria, etc. are provided.

• The Process Visualizer can be used to view approval processes

• It includes a button to generate a printable view, with an annotated version of the diagram. This can be used to communicate information about the process.

• During the approval process of an object, the related list “Approval History” contains the history of the process.

• The field Escalated in the object Case can be useful to create workflows

• These workflows can be executed in case the case has been escalated.

• Once escalated, this field never has again a value ‘false’.

• Regarding mass transfers, there are different rules that apply: completed activities will not be transferred, closed opportunities will be transferred, etc.

• Mass deletion of objects• Deleting a contact implies

deleting opportunities associated with him.

• Trusted IP range (under Security Control > Network Access) is used to simplify the login, avoiding the use of the activation of computers inside that range.

• Login IP Ranges (under Profiles) is used to deny the access from computers outside the range

• If a user has checked the option “Marketing user” he will be able to manage campaigns.

• It is possible to add Leads / Contacts to a campaign• The “Marketing user” profile contains the ability to

import leads.• A contact or lead can be added to a campaign from

the “Campaign History” related list.

• Opportunities can be assigned to several campaigns

• There is also a feature to find similar opportunities

• Campaign contains an intermediate object (Campaign member) in which it is registered in the field Status if this lead/customer has reacted to the campaign.

• This field can be used later in a workflow

• From leads / contacts it is possible to access to campaigns in which this user is involved

• The option to convert a Lead will generate a Contact but also an Opportunity• The Opportunity will have a “close date” equals to the last day of the current

quarter• If the lead is associated with a campaign and is converted, this is tracked in

the Campaign history related list and on the contact Campaign source field on the opportunity.

• Knowledge articles support versioning

• It is possible to define article types.

• Before being useful, some fields must be added to the article type, for example rich text fields.

• The fields must be placed in the article detail layout.

• It is possible to configure Knowledge so when closing a case, an Article can be created.

• Packages: managed / unmanaged.• Managed packages are used mainly by Salesforce partners• There are also “change sets”. They need a sandbox .• You can remove any installed package, including all of its

components and all data in the package. Uninstall export files contain custom app data for your package.

• Data Import Wizard can be used to import standard and custom objects.

• Supported standard objects: account, contact, lead and solution. Opportunities, Cases, Campaigns, etc. are not supported.

• There is a limitation of 50.000 records to be imported at a time.

• Worflow rules can be disabled during import.

• It is possible to import notes associated to accounts and contacts.

• Leads may include a Currency field if multi-currency is enabled

• Preventing duplicated during import

• It is possible to set up to seven custom fields as external IDs

• Only types such as email, number or text fields are supported.

• It can be set when creating a new field.

• Choices for Forecast: use the close date of opportunities, or use the schedule of products.

• Forecast Hierarchy. Lists all forecast users and determines how their forecasts roll up through your organization

• Forecast users can adjust forecasts without affecting the amounts, close dates, or forecast categories of the related opportunity records.

• In an opportunity, updating the stage usually implies changing the probability, and also the category in the forecast.

• Two types of Forecasting: customizable and collaborative.• Territory management does not already support

“Collaborative Forecast”

• A user can only have a role• On the other hand, a user can be assigned to different

territories

• Types of schedules for products: quantity and revenue

• By default, all products are associated to the Standard Price Book.

• They can later be assigned additionally to a concrete price book.

• Components available to customize the home layout: tasks, custom links, etc.

• Dashboards can be showed in the home tab, but only the first row of every column.

• Fiscal Year. Options: 1) Start Month ; 2) Fiscal year based on ending month or starting month.

• Custom Fiscal Year. Options: 1) Quarters per year ; 2) Periods per year ; 3) Gregorian Calendar

• The Case Feed has different sections.

Highlights Panel

Publisher

Articles ToolFeed Filters

Feed

Follow button and Follower list

Custom buttons and LInks

• If Feed Tracking is disabled, user will not see the Case Feed and the old detail page will be shown.

• Email-to-Case is used to automatically route emails into cases.

• Emails are converted into cases.

• A Java email agent is used to pull messages from the email server of companies and create cases in Salesforce.

• Options available for the delegated administration

• Although there are more than 40 profiles, only six are considered standard

• Adding new users.• Your username must be unique across all Salesforce

organizations.• The username must be in the format of an email

address, for example, jane@salesforce.com. • But the actual email in the username doesn’t need to

work. You can have the same functioning email address associated with your account across organizations—only the username in the form of an email address must remain unique.

• If enabled, Cloud Scheduler will add a “New Meeting Request” button in “Open Activities” for: Contacts, Leads, Person Accounts.

• Cloud Scheduler has two tabs: 1) Let the user propose slots ; 2) Automatically generate alternatives, based in the calendar of the user

• A logo from “Documents” can be used for meeting requests.

• Comparison of mobile applications.

• Salesforce Classic Mobile has two versions: 1) free limited version; 2) full version.

• Any Salesforce user who doesn't have a mobile license can download a free, restricted version of Salesforce Classic Mobile.

• With the free version, you can view, create, edit, and delete only accounts, assets, contacts, leads, opportunities, events, tasks, cases, and solutions. 

• The free version synchronizes records you recently accessed on the Salesforce website, and you can search for records that were not automatically downloaded to your device.

• Configurations for outlook are used to define the sync direction for contacts, events, tasks, etc.

• Configurations are assigned to users and profiles.

• My unresolved items contains contacts, events, emails and tasks not associated to Salesforce objects.

• Setup Audit Trail contains the configuration changes made to the organization.

• Customizing search.• Custom objects must have their tabs

created in order to appear in the search results.

• Sidebar Search only appears if Chatter is disable

• Data Exports can be scheduled

• It can be specified if attachments, documents, etc should be included.

• All the data can be exported or alternatively, select some concrete objects.

• HTML mails sent to clients or leads include an invisible image that is used later to track the times an email is opened and the last opened date.

• Differences in the editions.• Note that Professional edition does

not allow Workflows at all. It also does not support Record types, profiles, page layouts, territories, etc.

Good luck with the exam !

• José Ramón Huerga• Linkedin: https://es.linkedin.com/in/jrhuerga• Email: joseramon.huerga@vilt-group.com• Phone: +34 696 61 97 53

Need to hire a Salesforce consultant? Just give me a call !