Platform Basics Flashcards

Question

Setup - Startup Menu

Answer 1

The menu gives you quick links to a collection of pages that let you do everything from managing your users to modifying security settings.

Answer 2

this is where you can see whatever it is you’re trying to work on.

Answer 3

The Administration category is where you manage your users and data. You can do things like add users, change permissions, import and export data, and create email templates.

Answer 4

You do most of your customization in Platform Tools. You can view and manage your data model, create apps, modify the user interface, and deploy new features to your users. If you decide to try your hand at programmatic development, Platform Tools is where you manage your code as well.

Answer 5

Finally, Settings is where you manage your company information and org security. You can do things like add business hours, change your locale, and view your org’s history.

Answer 6

At-a-glance view of your org Find your org ID See your licensing information Monitor important limits like data and file usage

Answer 7

Reset passwords Create new users and deactivate or freeze existing users View information about your users

Answer 8

Manage who can see what with user profiles | Create custom profiles

Answer 9

See 6 months of change history in your org Find out who made changes and when Tool for troubleshooting org configuration issues

Answer 10

See 6 months of login history for your org View date, time, user, IP address, and more login data Use for security tracking and adoption monitoring

Answer 11

1 - Identify departments that use or plan to use Salesforce. These are your primary stakeholders. 2 - Research what’s available on AppExchange that best meets your stakeholder requirements. Discuss business cases with department heads to determine exact needs. Here are some good questions to ask: What business problem are you trying to solve? What are your main pain points right now? How many users need this app? What’s your budget? What’s your time line? These questions help you identify apps that are the best fit for each department or business case. 3 - When you find an app that you think meets your needs, download the app in a test environment (like a free Developer Edition or sandbox). Ensure that the app you’re installing doesn’t interfere with any other apps you’ve installed or customizations you’ve made. 4 - If you’re choosing between multiple apps, take some time to evaluate what you’ve tested. Determine whether there are feature gaps or unwanted functionality. If necessary, invite your stakeholders to demo the apps and provide feedback. 5 - You’re ready to go! You’ll install and deploy your app in your production environment. Make sure you keep your users in the loop about what’s changing, and provide training and documentation as necessary.

Answer 12

a way to model what database tables look like in a way that makes sense to humans. the collection of objects and fields in an app

Answer 13

A 15-character, case-sensitive field that’s automatically generated for every record. You can find a record’s ID in its URL. An account ID looks like 0015000000Gv7qJ.

Answer 14

Read-only fields that provide information about a record from the system, like when the record was created or when it was last changed. CreatedDate, LastModifiedById, and LastModifiedDate.

Answer 15

All records need names so you can distinguish between them. You can use text names or auto-numbered names that automatically increment every time you create a record. A contact’s name can be Julie Bean. A support case’s name can be CA-1024.

Answer 16

Fields you create on standard or custom objects are called custom fields. You can create a custom field on the Contact object to store your contacts’ birthdays.

Answer 17

Each standard object also comes with a set of prebuilt, standard fields. You can customize standard objects by adding custom fields, and you can add custom fields to your custom objects. Every field has a data type. A data type indicates what kind of information the field stores.

Answer 18

Give your objects and fields descriptive, unique names to improve clarity. (not “Property2”)

Answer 19

links two objects together so that you can “look up” one object from the related items on another object. Lookup relationships can be one-to-one or one-to-many. The Account to Contact relationship is one-to-many because a single account can have many related contacts. Typically, you use lookup relationships when objects are only related in some cases. Sometimes a contact is associated with a specific account, but sometimes it’s just a contact. Objects in lookup relationships usually work as stand-alone objects and have their own tabs in the user interface.

Answer 20

one object is the master and another is the detail. The master object controls certain behaviors of the detail object, like who can view the detail’s data. the detail object doesn’t work as a stand-alone. It’s highly dependent on the master. In fact, if a record on the master object is deleted, all its related detail records are deleted as well. When you’re creating master-detail relationships, you always create the relationship field on the detail object.

Answer 21

a special type of lookup relationship. The main difference between the two is that hierarchical relationships are only available on the User object. You can use them for things like creating management chains between users.

Answer 22

a modern user interface that helps your sales reps sell faster and your service reps support customers more productively

Answer 23

Your sales team does business-to-business sales using accounts, contacts, leads, opportunities, custom objects, and the other sales features supported in the new user interface. You’re looking to reboot your Salesforce implementation. This is a great opportunity to clean up or reinvision your business processes and introduce new features because you’re doing change management anyway.

Answer 24

Your sales team makes regular use of features that aren’t available in Lightning Experience, such as territory management. Your service team has a robust knowledge base with Salesforce Knowledge.

Answer 25

setup menu lets you import data in common standard objects, such as contacts, leads, accounts, as well as data in custom objects. It can import up to 50,000 records at a time. It provides a simple interface to specify the configuration parameters, data sources, and the field mappings that map the field names in your import file with the field names in Salesforce.

Answer 26

a client application that can import up to five million records at a time, of any data type, either from files or a database connection. It can be operated either through the user interface or the command line. In the latter case, you need to specify data sources, field mappings, and other parameters via configuration files. This makes it possible to automate the import process, using API calls. If you need to load more than 5 million records, we recommend you work with a Salesforce partner or visit the AppExchange for a suitable partner product. You want to schedule regular data loads, such as nightly imports.

Answer 27

Use your existing software to create an export file. Clean up the import file for accuracy and consistency. This involves updating the data to remove duplicates, delete unnecessary information, correct spelling and other errors, and enforce naming conventions. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate Salesforce fields. You might need to fine-tune the mapping before starting the import. For details, see Field Mapping for Data Sources in the online help. Make any configuration changes required in Salesforce to handle the imported data. For example, you might need to create new custom fields, add new values to picklists, or temporarily deactivate workflow rules. Salesforce recommends you import using a small test file first to make sure you’ve prepared your source data correctly.

Answer 28

Data Loader uses the SOAP API to process records. For faster processing, you can configure it to use the Bulk API instead. The Bulk API is optimized to load a large number of records simultaneously. It is faster than the SOAP API due to parallel processing and fewer network round-trips.

Answer 29

If you import a picklist value that doesn’t match an existing picklist value: For an unrestricted picklist, the Data Import Wizard uses the value that’s in the import file. For a restricted picklist, the Data Import Wizard uses the picklist’s default value.

Answer 30

To import multiple values into a multi-select picklist, separate the values by a semicolon in your import file.

Answer 31

To import data into a checkbox field, use 1 for checked values and 0 for unchecked values.

Answer 32

For picklist, multi-select picklist, and checkbox fields, if you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.

Answer 33

Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.

Answer 34

Formula fields cannot accept imported data because they are read-only.

Answer 35

Salesforce runs validation rules on records before they are imported. Records that fail validation aren’t imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.

Answer 36

this is an in-browser wizard, accessible through the Setup menu. It allows you to export data manually once every six days (for weekly export) or 28 days (for monthly export). You can also export data automatically, at weekly or monthly intervals.

Answer 37

this is a client application that you must install separately. It can be operated either through the user interface or the command line. The latter option is useful if you want to automate the export process, or use APIs to integrate with another system.

Answer 38

An app is a collection of items that work together to serve a particular function. In Lightning Experience, Lightning apps give your users access to sets of objects, tabs, and other items all in one convenient bundle in the navigation bar. Lightning apps let you brand your apps with a custom color and logo. You can even include a utility bar and Lightning page tabs in your Lightning app. Members of your org can work more efficiently by easily switching between apps. What’s most important to sales reps? Accounts, events, and organizations. How about sales managers? Reports and dashboards make the top of the list.

Answer 39

``` Most standard objects, including Home, the main Chatter feed, Groups, and People Your org’s custom objects Visualforce tabs Lightning component tabs Canvas apps via Visualforce tabs Web tabs ``` You can even include Lightning page tabs and utilities like Lightning Voice. If your org uses utility features, you can enable a utility bar in your app that allows instant access to productivity tools, like integrated voice, in the Lightning Experience footer. You can also build your own on-demand apps by grouping items into new custom apps.

Answer 40

control which fields your users see in the highlights panel at the top of a record. They also control the fields that appear in the expanded lookup card you see when you hover over a link in record details, and in the details section when you expand an activity in the activity timeline. Compact layouts also control how records display in the Salesforce mobile app.

Answer 41

Control which fields, lists of related records, and custom links users see Customize the order that the fields appear in the page details Determine whether fields are visible, read only, or required Control which standard and custom buttons appear on records and related lists Control which quick actions appear on the page

Answer 42

Actions let your users quickly do tasks, such as create records, log calls, send emails, and more. With custom actions, you can make your users’ navigation and workflow as smooth as possible by giving them quick access to information that’s most important.

Answer 43

shortcuts. They offer a fast way for mobile users to launch a specific workflow in the Salesforce mobile app, like creating records, logging calls, or sharing files.

Answer 44

let users create or update records in the context of a particular object. In the Salesforce app, object-specific actions show up on record detail pages.

Answer 45

let users create records, but the new record has no relationship with other records. And they’re called global actions because they can be put anywhere actions are supported—on record detail pages, but also places like the feed or Chatter groups.

Answer 46

Object-specific actions have automatic relationships to other records and let users quickly create or update records, log calls, send emails, and more, in the context of a particular object. Object-specific actions live on the page layout for the object.

Answer 47

You create global actions in a different place in Setup than you create object-specific actions. They’re called global actions because they can be put anywhere actions are supported. Use global actions to let users log call details, create or update records, or send email, all without leaving the page they’re on. Global actions live on a special layout of their own, known as the global publisher layout. It isn’t associated with an object, and it populates the global actions menu in Lightning Experience. Users can access the global actions menu by clicking "+" Global Actions menu icon in the Salesforce header.

Answer 48

a list of records (like opportunities or accounts) that meet the criteria you define Every report is stored in a folder. Report folders determine how reports are accessed, and who can access them to view, edit, or manage. Folders can be public, hidden, or shared. You control who has access to the contents of the folder based on roles, permissions, public groups, and license types.

Answer 49

dashboards for which the running user is always the logged-in user. This way, each user sees the dashboard according to his or her own access level. If you’re concerned about too much access, dynamic dashboards might be the way to go.

Answer 50

If the running user is a specific user, all dashboard viewers see data based on the security settings of that user—regardless of their own personal security settings. For this reason, you’ll want to choose the running user wisely, so as not to open up too much visibility.

Answer 51

Standard filters are applied by default to most objects. Different objects have different standard filters, but most objects include the standard filters Show and Date Field. Show filters the object around common groupings (like “My accounts” or “All accounts”). Date Field filters by a field (such as Created Date or Last Activity) and a date range (such as “All Time” or “Last Month”).

Answer 52

Field filters are available for reports, list views, workflow rules, and other areas of the application. For each filter, set the field, operator, and value. With tabular, summary, and matrix reports, you can drag a field from the Fields pane to the Filters pane to add a report filter.

Answer 53

Add Boolean conditions to control how field filters are evaluated. You must add at least 1 field filter before applying filter logic.

Answer 54

Filter a report by the child object using WITH or WITHOUT conditions. Add subfilters to further filter by fields on the child object. For example, if you have a cross filter of Accounts with Opportunities, click Add Opportunity Filter and create the Opportunity Name equals ACME subfilter to only include those opportunities.

Answer 55

or tabular reports, select the maximum number of rows to display, then choose a field to sort by and the sort order. You can use a tabular report as the source report for a dashboard table or chart component, if you limit the number of rows it returns.

Answer 56

If you don’t already have standards for account names, now is a great time to establish some. It’s important to consider how best to record an account’s name, and how you can use naming to denote relationships between accounts. For example, if you work with multiple franchises, you might need to use names that make sense in a hierarchy but also help you differentiate between two stores with the same name in a similar geographic area.

Answer 57

Always associate contacts with an account. Contacts without accounts—private contacts—are like a forgotten boat adrift at sea. They’re hidden from all users except their owner and system administrators, which makes them easy to forget, hard to find, and useless to colleagues.

Answer 58

Use exception reporting in Salesforce to find accounts and contacts without activities in the last 30, 60, or 90 days. Or create an “inactive” checkbox field on your account and contact objects, and use mass update to denote inactive accounts. Set up an automated process to mark accounts and contacts inactive for you, based on criteria you specify.

Answer 59

After you’ve located inactive accounts and contacts, you can handle them in many different ways. For example, Organize an outreach campaign to re-engage with them. Exclude them from list views, reports, automated processes, campaigns, and more so you can focus marketing, sales, and service efforts on active customers .

Answer 60

It’s hard to actively manage an account if it’s assigned to someone who isn’t using Salesforce. When an employee moves to a different position or leaves your company, assign that person’s accounts and contacts to new owners.

Answer 61

Use features like Social Accounts, Contacts, and Leads, and Data.com to gather up-to-date information. Make it a policy that all updated data is entered into Salesforce.

Answer 62

You could establish one global account and link all contacts, opportunities, cases, and so on to that single overarching account. Using one global account makes it easy to find that account’s records and to report on that account at the enterprise level. But it’s harder to manage a large mass of information, and not being able to easily view the big picture might make it hard to see what each location needs from you for your relationship to be successful.

Answer 63

Establish accounts for each location and create contacts, opportunities, cases and so on separately for each location. With this option, you maintain more accounts and need to set up a few more complex reports to get the big picture. But using multiple accounts means you can take advantage of account ownership, hierarchies, specific sharing settings, and more granular reporting. You can also more easily track and report on opportunities, cases, and other interactions for each account. We recommend establishing accounts for each separate location, rather than squeezing all locations into a single global account. This arrangement lets you concentrate on customer success in each location while still giving you the ability to put the big picture together.

Answer 64

a bit like Account Teams. Both allow you to relate particular people at your company to accounts or opportunities. But where Account Team members can be expected to form a long-term relationship with the customer, an Opportunity Team is a temporary group composed of people who can help you close the deal. Being a part of the Opportunity Team gives the team members special visibility into the opportunity, such as updates on Chatter. Salesforce offers the Opportunity Splits feature to incentivize team members to complete the deal.

Answer 65

Choosing the right report type is one of the most important steps in building a report. When you pick a report type, you’re picking the records and fields you’ll be able to see in your report. Each report type has a primary object and one or more related objects. For standard report types, you will typically see this represented in the report type name. For example, with the 'Contacts & Accounts' report type, 'Contacts' is the primary object and 'Accounts' is the related object. For custom report types, from Setup, enter Report Types in the Quick Find box, then select Report Types to see the primary and related objects. As a best practice, consider following the standard report type naming convention when creating custom report types.

Answer 66

Records returned are only those where the primary object has at least one related object record. In our example of ‘Contacts & Accounts’, the only records that would be displayed on the report would be ‘Contacts’ that have at least one related ‘Account’ record.

Answer 67

Records returned are those where the primary object may or may not have a related object record. If we were to create a custom report type ‘Contacts with or without Accounts’, then ‘Contacts’ would be displayed whether or not they have a related ‘Account’ record. You can have up to four related objects, and each can have the “with” or “with or without” distinction.

Answer 68

Standard filters are applied by default to most objects. Different objects have different standard filters, but most objects include the standard filters Show and Date Field. Show filters the object around common groupings (like “My accounts” or “All accounts”). Date Field filters by a field (such as Created Date or Last Activity) and a date range (such as “All Time” or “Last Month”).

Answer 69

Field filters are available for reports, list views, workflow rules, and other areas of the application. For each filter, set the field, operator, and value. With tabular, summary, and matrix reports, you can drag a field from the Fields pane to the Filters pane to add a report filter.

Answer 70

Add Boolean conditions to control how field filters are evaluated. You must add at least 1 field filter before applying filter logic.

Answer 71

Filter a report by the child object using WITH or WITHOUT conditions. Add subfilters to further filter by fields on the child object. For example, if you have a cross filter of Accounts with Opportunities, click Add Opportunity Filter and create the Opportunity Name equals ACME subfilter to only include those opportunities.

Answer 72

For tabular reports, select the maximum number of rows to display, then choose a field to sort by and the sort order. You can use a tabular report as the source report for a dashboard table or chart component, if you limit the number of rows it returns.

Answer 73

Tabular reports are the simplest and fastest way to look at your data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. While easy to set up, they can't be used to create groups of data and there are limits to how you can use them in dashboards. Consequently, they're often best used for tasks like generating a mailing list.

Answer 74

Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. These will take you a bit more time to set up, but summary reports give us many more options for organizing the data, and are great for use in dashboards.

Answer 75

Matrix reports allow you to group records both by row and by column. These reports are the most time-consuming to set up, but they also provide the most detailed view of our data. Like summary reports, matrix reports can have graphs and be used in dashboards.

Answer 76

Joined reports let you create different views of data from multiple report types. In a joined report, data is organized in blocks. Each block acts like a “sub-report,” with its own fields, columns, sorting, and filtering. You can add a chart to a joined report.

Answer 77

Filters can’t be added to dashboards that contain Visualforce components. It’s not possible to filter on bucket fields. However, it is possible to use a report filtered on a bucket field on the dashboard page. Filters aren’t applied when you schedule or email a dashboard. You can’t filter data on a joined report in dashboard view or add a filter to a dashboard that only has joined reports.

Answer 78

Feed tracking in Salesforce highlights changes to records by automatically announcing them in the record’s feed. Feed tracking has many uses, but one of the most powerful is the visibility provided when you're on the go and using the Salesforce mobile app. You can track fields on the user, group, and topics objects, custom and external objects, and the following standard objects: account, article type, asset, campaign, case, contact, contract, dashboard, event, lead, opportunity, product, report, solution, task, and work order. If you enable feed tracking for certain objects, some fields are automatically tracked by default.

Answer 79

Actions add functionality, like post, poll, and question, to the Chatter publisher. Use global actions to customize publisher layouts that appear on global pages, like the Home page and the Chatter page. Publisher layouts also drive the actions that users see in the action bar and action menu on the Feed and People pages in the Salesforce app.

Answer 80

are actions that you create and customize yourself.

Answer 81

are actions that are automatically included when Chatter is enabled—such as Post, File, Link, and Poll. You can customize the order in which these actions appear, but you can’t edit their properties.

Answer 82

Salesforce predefined actions for getting you and your users started using actions in your organization. Make default actions available to your users by adding them to publisher layouts.

Answer 83

preconfigured actions, just like default actions, and are supported on the same list of objects.

Answer 84

invoke Lightning components, Visualforce pages, or canvas apps with functionality that you define. For example, you can create a custom action to enable users to write comments that are longer than 5,000 characters. You can create an action that integrates a video-conferencing application for face-to-face meetings between support agents and customers.

Answer 85

predefined by Salesforce and are attached to a limited set of objects. Productivity actions aren’t editable, nor can they be deleted.

Answer 86

The simplest way to control data access is to set permissions on a particular type of object. You can set object permissions with profiles or permission sets. A user can have one profile and many permission sets. A user’s profile determines the objects they can access and the things they can do with any object record (such as create, read, edit, or delete). Permission sets grant additional permissions and access settings to a user.

Answer 87

can only add permissions. To take away a permission, you have to remove it from the user's base profile and from any permission sets the user may have.

Answer 88

Record access determines which individual records users can view and edit in each object they have access to in their profile. First ask yourself these questions: Should your users have open access to every record, or just a subset? If it’s a subset, what rules should determine whether the user can access them?

Answer 89

Org-wide defaults specify the baseline level of access that the most restricted user should have. Use org-wide defaults to lock down your data, and then use the other record-level security and sharing tools (role hierarchies, sharing rules, and manual sharing) to open up the data to users who need it. Object permissions determine the baseline level of access for all the records in an object. Org-wide defaults modify those permissions for records a users doesn't own. Org-wide sharing settings can be set separately for each type of object. Org-wide defaults can never grant users more access than they have through their object permission.

Answer 90

Ensure managers have access to the same records as their subordinates. Each role in the hierarchy represents a level of data access that a user or group of users needs.

Answer 91

Automatic exceptions to org-wide defaults for particular groups of users, to give them access to records they don’t own or can’t normally see. Sharing rules can be based on who owns the record or on the values of fields in the record. For example, use sharing rules to extend sharing access to users in public groups or roles. As with role hierarchies, sharing rules can never be stricter than your org-wide default settings. They just allow greater access for particular users.

Answer 92

lets record owners give read and edit permissions to users who might not have access to the record any other way.

Answer 93

a collection of individual users, other groups, individual roles, and/or roles with their subordinates that all have a function in common. Using a public group when defining a sharing rule makes the rule easier to create and, more important, easier to understand later, especially if it's one of many sharing rules that you're trying to maintain in a large organization. Create a public group if you want to define a sharing rule that encompasses more than one or two groups or roles, or any individual.

Answer 94

It doesn’t matter if your support team receives a customer issue by email, Web chat, or any other channel: all issues are tracked as cases.

Answer 95

If the business process you’re automating requires user input, use the Cloud Flow Designer to build a flow. That way, you can provide a rich, guided experience for your users, whether in your Salesforce org or in a Lightning community.

Answer 96

Process Builder is the simplest Lightning Flow tool for the job. For a given object, Process Builder lets you control the order of your business processes without any code. In Cloud Flow Designer, you can’t define a trigger. For a flow to start automatically, you have to call it from something else, like a process or Apex trigger.

Answer 97

If your behind-the-scenes business process should start when a user clicks something, use Cloud Flow Designer to build a flow. Then distribute that flow with a custom button or link on the appropriate page.

Answer 98

To automate your company’s business processes for approving records, use Approvals to build an approval process. Approvals isn’t included in Lightning Flow, but it’s a declarative way to automate something that Lightning Flow doesn’t cover. That said, Lightning Flow does support automating how a record gets submitted for approval.

Answer 99

The trigger identifies when the process should run. For record change processes, the trigger determines which object and which of the following changes the process should pay attention to. Process Builder can automate a few kinds of business processes. The main difference is the trigger: when the process starts. Record Change >>> A record is created or edited Invocable >>> It’s called by another process Platform Event >>> A platform event message is received

Answer 100

While a process gets one trigger, you can add as many criteria nodes as your heart desires. Each criteria node controls whether or not the process executes the associated actions. If the record doesn’t meet the criteria, the process skips those actions and moves on to the next criteria node in the process.

Answer 101

When a criteria node evaluates to true, the process executes the associated actions or waits to execute them at a scheduled time. Each immediate action is executed as soon as the criteria evaluates to true. Each scheduled action is executed at the specified time, such as 10 days before the record’s close date or 2 days from now.

Answer 102

appear on the canvas. To add an element to the canvas, drag it there from the palette.

Answer 103

define the path that the flow takes at runtime. They tell the flow which element to execute next.

Answer 104

are containers that represent a given value, such as field values or formulas. You can reference resources throughout your flow. For example, look up an account’s ID, store that ID in a variable, and later reference that ID to update the account.

Answer 105

Display data to your users or collect information from them with Screen elements. You can add simple fields to your screens, like input fields and radio buttons and out-of-the-box Lightning components like File Upload.

Answer 106

Control the flow of... well, your flow. Create branches, update data, loop over sets of data, or wait for a particular time.

Answer 107

Do something in Salesforce when you have the necessary information (perhaps collected from the user via a screen). Flows can look up, create, update, and delete Salesforce records. They can also create Chatter posts, submit records for approval, and send emails. If your action isn’t possible out of the box, call Apex code from the flow.

Answer 108

In addition to connecting with external systems by calling Apex code, the Cloud Flow Designer has a couple of tie-ins to platform events. Publish platform event messages with a Record Create element. Subscribe to platform events with a Wait element.