Salesforce Admin

The optimal way to configure object permissions for the Recruiting app

- Create two profiles: Recruiters and Standard Employees. - Create two permission sets: Hiring Managers and Interviewers. - Assign the Standard Employee profile to hiring managers and interviewers, and then grant the appropriate permission set for their function.

What tasks can be performed by a user who is assigned to the standard System Administrator profile? (select 2)

1. Create and assign custom profiles to users. 2. Reset user passwords.

When creating a new user, what information is captured on the user record? (select 2)

1. Profile assigned to the user 2. Name, email address, and username of the user

Three Key Account and Contact Relationships

1. Relationships between companies (accounts) and the people who work at them (contacts). Relationships between your customers (accounts) and other customers (other accounts). 2. By relating a contact to more than one account (called Contacts to Multiple Accounts), you can track relationships between people and the companies they work with. Knowing whether a contact has an indirect relationship with Get Cloudy can help move the deal forward. 3. Relationships between customers (accounts) and coworkers who deal with them (other Salesforce users). Finally, account teams show which sales reps are working on the Get Cloudy deal. Using account teams can help you coordinate better with your sales reps. An administrator must enable Contacts to Multiple Accounts so your company can use it.

What does Salesforce authenticate before allowing a user to log in through the user interface? (select 2)

1. Whether the organization has trusted IP addresses. 2. Whether the user's profile has login hour restrictions.

What is determined by a profile? (select 2)

1. Which tabs and apps are visible in the user interface 2. What users can do with records of a particular object.

Partial Copy Sandbox

A Partial Copy sandbox is intended to be used as a testing environment. This environment includes a copy of your production org's configuration (metadata) and a sample of your production org's data as defined by a sandbox template. Use a Partial Copy sandbox for quality assurance tasks such as user acceptance testing, integration testing, and training.

What is a Profile?

A collection of settings (what users see) and permissions (what users do) that determines what users can see in the user interface, and what they can do.

Which statement is not true for Custom Fiscal Years?

A custom Fiscal Year has to start in January

Lookup Relationship

A loose relationship where child records have their own security settings.

The HR department is using Salesforce. They are tracking Open Positions and corresponding Job Applications in Salesforce. Every Job Application must be associated with Position and if a position record is deleted, all job applications record will be deleted as well. What is most likely the relationship these two objects have?

A master-detail relationship

Lead

A prospect or potential opportunity. A lead is not the same as an opportunity.

Master-Detail Relationship

A strong relationship where master records control sharing, ownership, and deletion of detail records.

Controlled by Parent

A user can perform an action (such as view, edit, or delete) on a contact based on whether he or she can perform that same action on the record associated with it.

User Licenses

A user license determines which features the user can access in Salesforce. For example, you can allow users access to standard Salesforce features and Chatter with the standard Salesforce license. But, if you want to grant a user access to only some features in Salesforce, you have a host of licenses to choose from. For example, if you have to grant a user access to Chatter without allowing them to see any data in Salesforce, you can give them a Chatter Free license.

What are accounts and contacts?

Accounts are companies that you're doing business with, and contacts are the people who work for them.

How is group engagement monitored? - Chatter

All groups offer an Engagement tab for monitoring group membership and activity over time.

Public Read Only

All users can view and report on records but not edit them. Only the owner, and users above that role in the hierarchy, can edit those records.

Public Read/Write

All users can view, edit, and report on all records.

Alias

An alias is a short name to identify the user on list pages, reports, or other places where their entire name doesn't fit. By default, the alias is the first letter of the user's first name and the first four letters of their last name.

Campaign

An outbound marketing project that you want to plan, manage, and track within Salesforce.

How can the system administrator give the executive assistant the ability to view, edit, and transfer ownership of all records, but not allow her to delete the records?

Assign the executive assistant the highest role in the role hierarchy and a custom profile with the Delete object permission disabled for all objects.

Audit System Use

Auditing provides important information for diagnosing potential security issues or dealing with real ones. Someone in your organization should audit regularly to detect potential abuse. Look for unexpected changes or patterns of use.

You can configure access to data at all of the following levels, except: A. Organization B. Objects C. Page Layouts D. Records

C. Page Layouts

Which of these is not a method for controlling record-level access? A. Organization-Wide Defaults B. Role Hierarchy C. Profiles D. Sharing Rules E. Manual Sharing

C. Profiles

Where can an administrator change the organization name and address, default locale, default language , and default zone?

Company information

At AW Computing, the organization-wide default for cases is set to Private. The management team wants several product specialists to assist with all cases that have been escalated. Only these product specialists need the ability to view and update all escalated cases. How can an administrator meet this requirement?

Create a criteria-based sharing rule for cases that gives read/write access to a public group.

Support users at AW Computing can view, create, and edit accounts. However, the management team does not want support users to delete accounts in the organization. How can an administrator meet this requirement?

Create a custom profile that has the Delete permission disabled for the account object and assign the custom profile to support users.

Account

Customers, competitors, and partners. Each account stores information such as name, address, and phone numbers.

Case

Description of a customer's feedback, problem, or question. Use cases to track and solve your customers' issues.

Solution

Detailed description of a customer issue and the resolution of that issue.

Developer Pro Sandbox

Developer Pro sandboxes copy customization (metadata), but don't copy production data, into a separate environment for coding and testing. Developer Pro has more storage than a Developer sandbox. It includes a number of Developer sandboxes, depending on the edition of your production organization.

Developer Sandbox

Developer sandboxes copy customization (metadata), but don't copy production data, into a separate environment for coding and testing.

What two types of account-contact relationships can you see in Contacts to Multiple Accounts?

Direct and Indirect

Which is not a valid way to update the status of a lead? A. Click "Mark Status as Complete" in Path. B. Click the desired step on the Path, then click "Mark Current Status." C. View the lead record, click "Edit," and change the Status field. D. Change the Kanban settings Group By to "status." Drag the record to a different column. E. In any list view, click "Shuffle" to change up every record's status.

E. In any list view, click "Shuffle" to change up every record's status.

Usernames

Each user has both a username and an email address. The username must be formatted like an email address and must be unique across all Salesforce organizations. It can be the user's email address, so long as it is unique.

Where can you view a Chatter group's engagement analytics?

Engagement Tab

Executive Sponsor

Every company needs at least one executive identified as the sponsor. A sponsor must believe in the power of social collaboration. They must be willing to invest time to make Chatter collaboration a success. When your Executive Sponsor is actively posting in Chatter, others follow suit. Now, this person usually has a full calendar, so a good guideline for your Executive Sponsor is one post a day. That's manageable and sets the right example for others to follow.

User password expiration

Expire the passwords for all the users in your org, except for users with "Password Never Expires" permission.

Fields

Fields are columns

Community Manager

For Chatter to soar, you need great content and a sense of community. You need a Community Manager curating quality content and driving user engagement. Examples of great content include helpful files, links to industry news articles or videos, posts about events, and exciting announcements at your company. Your Community Manager drives overall engagement at a strategic level. They'll measure your results, work with evangelists, and deploy adoption programs to keep Chatter going long after the initial rollout. Depending on the size of your company, a single person can fill multiple roles.

Login attempts and lockout periods

If a user is locked out due to too many failed login attempts, you can unlock the person's access.

Person Account

If you're doing business with a single person, like a solo contractor or an individual consumer, you use a special account type called a person account. Person accounts are similar to business accounts, but because they're meant to record information about an individual person, person accounts don't have their own contacts.

Contact

Individuals associated with your business accounts that you need to track in Salesforce.

What is Chatter?

It is a salesforce collaboration tool to help your users work efficiently across your organization regardless of role or location.

What component in Salesforce is similar to a table of data?

Object

Private

Only the record owner, and users above that role in the hierarchy, can view, edit, and report on those records.

Which standard objects have a relationship with the Account object?

Opportunity and Contact

What feature sets the default level of access users have to records they do not own, in each object?

Organization-Wide Defaults Notes: Organization-wide defaults set the default level of access users have to records they do not own, in each object. The role hierarchy, sharing rules, teams, and manual sharing are used to ope up access to records. In order to access a record, users must also have the appropriate object permission on their profile or a permission set.

Sharing Model Settings

Private Only: the record owner, and users above that role in the hierarchy, can view, edit, and report on those records. Public Read Only: All users can view and report on records, but only the owner, and users above that role in the hierarchy, can edit them. Public Read/Write: All users can view, edit, and report on all records. Controlled by Parent: A user can view, edit, or delete a record if she can perform that same action on the record it belongs to.

Profiles

Profiles determine what users can do in Salesforce. They come with a set of permissions which grant access to particular objects, fields, tabs, and records. Each user can have only one profile. Select profiles based on a user's job function (the Standard User profile is the best choice for most users). Don't give a user a profile with more access than the user needs to do their job. You can grant access to more items the user needs with a permission set.

Full Sandbox

Purpose: Performance and load testing, staging Data types copied: Entire production organization, including organization metadata and data Capacity: based on its production organization. Refresh timeframe: 29 days

Records

Records are rows. a specific instance of an object. Record data is stored in fields.

User password resets

Reset the password for specified users.

Roles

Roles determine what users can see in Salesforce based on where they are located in the role hierarchy. Users at the top of the hierarchy can see all the data owned by users below them. Users at lower levels can't see data owned by users above them, or in other branches, unless sharing rules grant them access. Roles are optional but each user can have only one. If you have an org with many users, you may find it easier to assign roles when adding users. However, you can set up a role hierarchy and assign roles to users at any time. Roles are only available in Professional, Enterprise, Unlimited, Performance, and Developer editions of Salesforce.

Opportunity

Sales deals that you want to track. Adding opportunities also builds your pipeline, which will contribute to your forecast.

Password policies

Set password and login policies, such as specifying an amount of time before all users' passwords expire and the level of complexity required for passwords.

Organization-wide defaults

Specify the default level of access users have to each others' records. You use org-wide sharing settings to lock down your data to the most restrictive level, and then use the other record-level security and sharing tools to selectively give access to other users.

Data Access Model: Public

There are no restrictions on record access. Users can view and edit any record that their profile permissions allow. This is the default model in Salesforce.

Data Access Model: Hybrid

This is a combination of public and private access. Users can access records that they own, and only the records of other users that are necessary for their job function.

Guidelines for Adding Users

Username: Each user must have a username that is unique across all Salesforce organizations (not just yours). Username Format: Users must have a username in the format of an email address (that is, [email protected]), but they don't have to use a real email address. (They can use their email address if they wish as long as their email address is unique across all Salesforce orgs.) Email: Users can have the same email address across organizations. Passwords: Users must change their password the first time they log in. Login Link: Users can only use the login link in the sign-up email once. If a user follows the link and does not set a password, you (the admin) have to reset their password before they can log in.

Data Access Model: Private

Users can only access records that they own and cannot see records owned by other users in reports and search results.

Permissions

What users do Ex: App Permissions (e.g., convert lead, import solutions) System Permission (e.g., run reports, mass email) Standard Object (e.g., create leads) Custom Object (e.g., edit positions)

Settings

What users see Ex: Apps Tabs Record Types Page Layouts Fields

To help your users stay on top of important discussions without becoming overwhelmed by too much email, Salesforce recommends notifying a user

When someone mentions them in a post or a comment or posts to their profile.

What does field-level security control?

Which fields users can view and edit based on their profile.

Login History

You can review a list of successful and failed login attempts for the past six months. For more information, see Monitor Login History.

Evangelist

You can't be everywhere at once, and with Chatter you don't have to be. Right now, there are people at your company who have incredible knowledge and already love social collaboration. Engage those users! Formally recognize them as Chatter Evangelists, and engage them in helping drive Chatter success. Your evangelists can help answer questions, encourage other users who are nervous about posting, create and manage groups, and curate content.

Public Group - Data Security

a collection of individual users, other groups, individual roles or territories, and/or roles or territories with their subordinates that all have a function in common. For example, users with the Recruiter profile as well as users in the SW Dev Manager role both review job applications.

What is a Sandbox?

a replica of your production organization that allows you to develop code and configure changes, test, and train in a separate organization without risking or compromising data.

Manual sharing

allows owners of particular records to share them with other users. Although manual sharing isn't automated like org-wide sharing settings, role hierarchies, or sharing rules, it can be useful in some situations, such as when a recruiter going on vacation needs to temporarily assign ownership of a job application to someone else.

Unlisted groups

are invitation-only and don't appear in list views or search results. An unlisted group is hidden from everyone except the members of the group. Only the group's owner and managers can invite people to join an unlisted group. As the admin, you must enable the option to create unlisted groups. We step through that process in a minute.

Private groups

are members-only. People must request to join a private group. Only the members of the group can post, comment, and add files. People who are not members can see the group's picture and description but not the group feed or files. If the group allows external users, like customers, to join, the group owner or manager must invite them.

Public groups

are visible and open to all employees. Anyone in the company can join a public group, and then post, comment, and add files to it.

Sharing rules

automatic exceptions to organization-wide defaults for particular groups of users, so they can get to records they don't own or can't normally see. Sharing rules, like role hierarchies, are only used to give additional users access to records. They can't be stricter than your organization-wide default settings.

In AW Computing, product managers do not have access to opportunities. How can a system administrator grant them access to opportunities if the product managers are assisting with a specific deal? a. Add the product managers to the account teams for specific accounts. b. Add the product managers to the opportunity teams for specific opportunities. c. Add the product managers to a public group associated with specific opportunities. d. Add the product managers to the role above sales reps in the role hierarchy.

b. Add the product managers to the opportunity teams for specific opportunities. Notes: An administrator can add the product managers to the opportunity teams for specific opportunities. This will give the product managers access to just the opportunities that require their assistance. Maybe - C. Add the product managers to a public group associated with specific opportunities.

How does a user navigate from an account record to a related contact record? a. Lookup Field b. Related List c. List View d. App Menu

b. Related List

Role hierarchies

give access for users higher in the hierarchy to all records owned by users below them in the hierarchy. Role hierarchies don't have to match your organization chart exactly. Instead, each role in the hierarchy should represent a level of data access that a user or group of users needs.

Broadcast Only

groups are for making announcements. Only the owner and managers of a broadcast-only group can post to it. But group members can comment on those posts. You can make any type of group broadcast-only.

Data Access Model

high-level description of your data access requirements and is a useful starting point when determining the kinds of records different groups of users need access to. There are three types: 1. Public 2. Hybrid 3. Private

Key Fields

highlight the information you need the most when you open a record, so you don't have to switch tabs or scroll around to find critical data.

Path

shows you at a glance where the record is in your sales process. It's a quick indicator that helps you visualize where you are and where you're going.

object

table of data. represent types of data that can be stored in Salesforce.

Kanban View

visual summary of the records in a list view. It gives you a big picture view of all your work and lets you easily sort, summarize, filter, and move your opportunities along your pipeline

Role Heirarchy

works together with sharing settings to determine the levels of access users have to your Salesforce data. Users can access the data of all the users directly below them in the hierarchy. Role hierarchies don't have to match your org chart. Each role in the hierarchy just represents a level of data access that a user or group of users needs.

Employee Roles with Account Team

you can enable the appropriate access to different account roles. Each person on an account team can be assigned different roles and different levels of access to the account and its opportunities and cases. For example, the support agent can see and edit cases tied to the account. The Account Teams feature isn't set up automatically. An administrator must turn it on and set up the roles that each team member can be assigned.