Salesforce Administrator Tasks

Administrator Tasks in Salesforce

• To grant multiple users access to a new custom object with custom fields, utilize Permission Sets or assign users to a Permission Set Group.
• When changing a custom field type from Text to Picklist, note that assignment and escalation rules may be affected.
• Cloud Kicks wants to track and prevent deletion of shoe designs by products, create a custom object for shoe designs and add a custom master-detail field for shoe designs on the Product object.
• Use Assignment Rules to automatically route support cases to queues based on case priority, regardless of how the cases were created.
• Employ Flow Builder to automate a simple field update on the account to update the 'Audited date' field with today's date when a support agent changes the account status to 'Audited'.
• A user can't be deactivated if they are part of a territory hierarchy or assigned in workflow email alerts.
• The gauge dashboard component visualizes total sales for the year and proximity to the enterprise sales goal in a single value.
• To track ROI for contacts key to opportunities, customize the Campaign Member Role and add the Opportunity Contact Role related list to the Opportunity page layout.
• To restrict deletion access but allow read, create, and edit access for objects, create and assign a custom profile with delete access removed.
• The junction object is used to represent a Contact interested in multiple pieces of merchandise.
• To simplify opportunity editing, add a path for stage to the opportunity record page or utilize Kanban list view for Opportunity.
• Share cross-sell opportunities with subject matter experts by adding them to a public group and granting record access via a criteria-based sharing rule when organization-wide default is set to private.
• To enable support agents to run Helpdesk reports but restrict access to R&D reports, share the Helpdesk folder with Support Agents (View access) and the Support Reports folder with Support Managers (Edit access).
• The AppExchange provides solutions like Flow Solutions in cases of requiring a mortgage calculator, templated process, within a specific budget and timeline.
• Campaign Influence helps in determining which marketing efforts contribute to winning opportunities.
• An administrator finds the types and amounts of licenses purchased in the User Licenses Related List in Company information for budgeting.

Case Management and Automation

• For customer satisfaction, cases with a 'Installation' Case Reason should be acknowledged immediately via email, assigned to agents, and escalated if in 'New' status after 4 hours. This requires auto-response rules, queues, and escalation rules.
• The standard Lead Rating uses picklist values of Hot, Warm and Cold. Not restricting it with an unchecked "Restricted Picklist" option enables the value 'Unrated'.
• To determine why a user is having trouble logging in, it is recommended to review the login history for the user.
• To automate discount application to related opportunity products upon winning an opportunity, use the Flow Builder.
• Customize the Campaign Member Role and customize Opportunity Contact Role to track ROI for contacts in opportunities and make the information accessible and reportable.
• To enable split list views on the case homepage for the support team, include the Shipments tab on the app's navigation bar.
• To configure company settings for global Salesforce users, configure default language and currency locale.
• Use a Lookup Field to create a one-to-many relationship between two objects with restricted child records access.
• Use validation rules to required it's agents to follow the correct "Case" Status path and stop any agents from going back to a previous path.
• To enable picklist options unique to sales and marketing teams, set up one record type, and different record picklists.
• A hot lead should be converted from the campaign automatically and the data kept to keep any campaign member history.
• Add the knowledge component to a layout page without console, to give access to service articles for billing.
• Use the Lighting Usage App to track licenses for assigned salesforce users.
• Use External Ids to import to identify records from other systems.
• The assignment rules enable users in the case to set as available to the customer support team in conjunction to adding the queues to the existing object.
• When a flow needs to automatically use a pick list when and only when a certain variable is selected, setup a conditional visiblity on the pick list, and set the conditions when the pick list should show.
• If testing a new sales app use a test salesforce before going to production. However do note that data will not be transferred.
• To set business hours across the world, create one set of working hours per timezone. Set each one of the business hours needed.

Dashboards and Visualizations

• Outbound Messages are the tool to use when needing to create a message once business process has been created.
• You can customize the help test and the pick list values out of objects.
• Chatter Broadcast Groups enables admin to post without people responding or having access to posting.
• Schedule flows to automate business process in the backend and set the appropriate time on when to start these schedule flows.
• Component Visibility lets admins fulfill requests from the CLient Services to restrict the retention related list.
• Hierarchy Access enable admins to see access to users to see feedback from their staff.
• Flows are inactive until activated or missing a trigger, the will not create the record.
• It is enabled by default the recycle bin, everything sent to the recycle bin is kept until permanently deleted.
• When creating a relationship between accounts and customers, always have the the shipments use look up to account.
• Enabled recurring task , to be able to repeat task.
• Case escalation rules, make sure that people respond quickly to the support cases.

Reporting

• To group separate record types and sales process for different opportunities.
• To have quick visibility on opportunities, create a kanban view on the opportunity object.
• To get a set criteria value, use scheduling flow within a set time.
• Set the account to be notified when amount is is over a set amount.
• Opportunity splits enable your team to split what the value and set the value of each member.
• To give access app builder and mobile, set page record or app page.
• If you customer user is lock, they need permissions to login to salesforce.
• To make to sure the status are what there are on a path, use validation to fulfill.
• Always have a field editable on reports.
• To have all items and new import in the data loader when using the api, append a security token to that account.
• To prevent others from logging in, do ip restrictions.
• Lightning App Builder and flow.
• Ensure the setting in chatter allows people to allow approve.
• You can get help and more to your forms when having a customer list or check for a validation error.

Security

• IP restriction enable the admins to stop unauthorized users logging in from salesforce outside of the network.
• New record sales process, can be created for new opportunities when you need a new sales process.
• Auto creation, will allow you to run a flow on different scenarios or create custom emails.
• Pick list values and help text standard fields that are customisable.
• Always set a record type, when needed to get new templates and to be more efficient.
• Ensure the security check is done periodically, to check if there and not to have users login via the same salesforce.
• To make an auto populated field value on a record set the record to the appropriate field and validate the specific.
• For external reporting , the assignment should be set to the correct values.
• Set the critical updates to the sand box, test and test for compatibility.
• Best practise is to check the assignment check list should be checked for the user.
• When needing to create one set of the requirements for your team. Ensure your setting everything what you want it too set to in you team.
• Ensure the the security health check is all good, make sure your data is always secure.

Data Management

• When updating, have the existing numbers there.
• To help sales rep close more deals Einstein Oppty. scoring helps.
• Component visibility helps set the right variables and appropriate list filters.
• To help guide your team create a new list, and follow those requirements.
• Always test and use multi factor authentication for increased security.
• Lightning themes enable salesforce customers to set there logo.
• Mass data delete is important.
• You have to turn on the data that has been changed!
• If you forget to tag a new tag to a lightning page it will show incorrect variables.
• To display, ensure you you set email template trigger for each setting.
• Ensure the correct sharing model the private settings are set correctly.
• Use the the data tool check and ensure what the right data there, can be changed and used and set to the right amount of time.
• In order to send to the old user, it needs to be converted to the required field for the user.
• If a flow is broken check the available check box.
• Test the data values and report for each item.
• Make sure the market check box in selected.
• When needing an action run, select and choose validate rules for all steps.

Flows and Automation

• In Lightning if needing new app, set to utlity bar for access easy access.
• Report types enable setting fields and appropriate amount for new items and for new data sets.
• Muting , with a permission that gets you to access what you need it and what the person needs it for.
• Run a health check!

Reports

• Check each data chart, set value for what you need and where to go.
• set it on the correct objects.
• Create a new data type.
• For flows, have then run in stages.
• Always, have everything set to standard or to multi approval process.
• To stop unwanted login, is to validate the credentials.
• Record the values for all data.

Customisation

• Map, for the account and for and for lead.
• Have dynamic rules for the opportunity.
• Security, what the admin has set.
• Always create a custom report, based on the needs.

User Management

• Custom field allows you to see data and set a value before going on path.
• Use delegated groups for users for approvals.
• Data check on user for the record and have appropriate rules settings for there appropriate levels!
• For multiple fields its to check mark if all the values or there.
• For new users must have access to to what they need when starting new.