SF4

User Profile Permissions

• Profiles determine what users can do within the platform.
• Profiles control object permissions, defining if users can create, read, edit, or delete records.
• Profiles control field-level security.
• Profiles control user interface settings like tab visibility.
• "Run Reports" and "Mass Email" are specific permissions or system-level features, not standard profile-level settings.

Role Functionality

• Roles control data access hierarchy, based on position in the hierarchy.
• Roles ensure higher-level users can view, edit, or report on data owned by users below them.
• Role hierarchy is optional but recommended for organizations needing structured access to records.
• Roles do not determine login hours, page layouts, or app visibility.

Report Grouping Feature

• Bucket fields group records based on custom criteria in reports.
• Bucket fields allow data segmentation into ranges or categories for better analysis.
• Buckets enhance report usability, especially for non-technical users.
• Buckets simplify complex data, ideal for dynamic reporting needs.

Data Import Tool for Small Volumes

• Data Import Wizard imports a relatively small volume of records, typically under 50,000.
• It supports standard and custom objects.
• It provides a step-by-step interface for mapping fields and reviewing errors.
• It is ideal for users without technical expertise and doesn't require installation like the Data Loader.

Storing Information About People

• The Contact object stores detailed information about individuals associated with accounts.
• Contacts typically represent existing customers or stakeholders.
• Contacts are linked to accounts to provide full visibility into relationships.
• The object includes fields such as name, phone number, email, and role within the organization.

Default Record Access

• Organization-Wide Defaults (OWDs) set the baseline level of access to records for all users.
• OWDs define default visibility and editability of records users do not own.
• Sharing rules or role hierarchy can grant more access from this baseline.

Validation Rules

• Validation rules enforce data integrity by ensuring certain conditions are met before a record can be saved.
• Validation rules use logical formulas to evaluate input.
• Validation rules return an error message if the data doesn't meet the defined criteria.

Page Layout Customization

• Page layouts control the user interface of record pages, including fields, sections, buttons, and related lists.
• Related lists show linked records such as contacts under an account or opportunities under a contact.
• Customizing these lists helps users interact more effectively with connected data.

Controlling Field in Dependent Picklists

• Picklist and checkbox fields can act as controlling fields in a dependent picklist.
• Only picklists can serve both roles—controlling and dependent.
• This setup is helpful when values in one field should change based on the user’s selection in another.
• Choosing a country could control what cities are available in the next picklist.

Automation Tool for Sending Emails

• Workflow Rules automate standard internal processes like sending emails, updating fields, or creating tasks without code.
• These rules respond to specific criteria being met in a record.
• Sending email alerts is one of the most common use cases for Workflow Rules.
• Workflow Rules make automation accessible to admins without programming knowledge.

Junction Objects

• A junction object is a custom object used to establish a many-to-many relationship between two other objects.
• It contains two master-detail relationships, each pointing to one of the related objects.
• A “Course Enrollment” object could connect Students and Courses
• This structure allows multiple students to enroll in multiple courses.

Controlling Field Visibility

• Field-Level Security (FLS) controls whether a user can view or edit a particular field on an object.
• FLS operates independently of page layouts.
• FLS is enforced at both the UI and API levels.

Standard Objects

• Campaign is a standard object in Salesforce.
• It tracks marketing efforts such as email blasts, trade shows, or webinars.
• Custom objects like Student or Vehicle must be created manually.

Determining User App Access

• Access to apps in Salesforce is primarily determined by a user’s profile.
• Profiles define app visibility, tab settings, and which objects the user can interact with.
• While permission sets can enhance access, the profile provides the base-level permissions.

Entering Data into Records

• Page layouts define the arrangement of fields, sections, and buttons on a record detail page.
• They control how data entry forms appear to users.
• They control which fields are required, read-only, or editable.

Purpose of Role Hierarchy

• The Role Hierarchy in Salesforce allows higher-level users to access records owned by users below them in the hierarchy.
• It doesn't grant access to fields or apps—only to records, based on ownership.

Record Deletion

• When a record is deleted in Salesforce, it is sent to the Recycle Bin.
• Records can be recovered within 15 days.
• The Recycle Bin applies to most standard and custom objects.

Customized User Interfaces

• Visualforce Pages allow developers to create custom user interfaces that are hosted on the Salesforce platform.
• These interfaces can include forms, data views, and interaction logic tailored to business needs.

Lookup Relationships

• Lookup Relationship in Salesforce loosely links two objects in a one-to-one or one-to-many relationship.
• Facilitates object referencing without making the child record dependent on the parent.

Report Formats for Grouping

• Matrix reports allow grouping data by rows and columns, offering a cross-tabulated view.
• Matrix reports support subtotals and grand totals in both directions.

Automating Multi-Step Business Processes

• Flow Builder is Salesforce’s powerful automation tool used to create flows that guide users through screens or automate background processes.
• It allows multi-step logic such as if/else branches, loops, record creation, and data updates.

Picklist Value Label Changes

• Changing a picklist value label in Salesforce automatically updates all existing records that use that value.
• The underlying API name remains unchanged.

Data Import Tool for Large Volumes

• Data Loader is a client application that allows users to insert, update, upsert, or delete large volumes of data.
• Data Loader can handle up to millions of records at once.
• Data Loader also supports command-line execution for automated jobs.

Permission to Create Report Folders

• To create or modify report folders in Salesforce, a user must have the "Manage Reports in Public Folders" permission.
• This permission allows organizing and sharing reports across users and teams.

Primary Use of Permission Sets

• Permission sets allow administrators to assign additional access rights to users without modifying their profiles.
• Permission sets help in maintaining the principle of least privilege while also accommodating exceptions.

Grant Access Using Hierarchies Setting

• The “Grant Access Using Hierarchies” setting in Salesforce allows users higher in the role hierarchy to access records owned by users beneath them.
• Disabling this setting on custom objects prevents automatic record access via the role hierarchy.

Schema Builder Functionality

• Schema Builder is a graphical tool that lets administrators visualize and customize object relationships.
• Schema Builder allows for the modification of custom objects, fields, and relationships.

Master-Detail Relationship Field

• A master-detail relationship in Salesforce requires a custom relationship field on the child object.
• This field links the child to the parent and enforces rules like record ownership and deletion cascading.

Child Records and Master Records

• In a master-detail relationship, deleting the master record also deletes all related child records.
• This is because the child record’s existence depends on the parent.

Preventing Logins Outside of Business Hours

• Login hours are set on user profiles to define the specific times users can log into Salesforce.
• If a login is attempted outside of the designated hours, it is blocked.

Standard Salesforce License

• The standard “Salesforce” license grants users full CRM capabilities, including access to standard and custom objects.
• It supports record creation, editing, and reporting across all objects.

Data Trend Analysis

• A Matrix report allows users to view data grouped by both rows and columns, enabling complex trend analysis.
• Matrix reports are ideal for comparing performance across multiple dimensions, such as time periods versus product categories.

Track Field History

• The "Track Field History" feature in Salesforce records any changes made to specified fields.
• This helps admins and users monitor how data evolves over time and who made the changes.

Page Layout Control

• Page layouts determine how information is displayed on a Salesforce record.
• They control which fields are visible, read-only, or required, and can vary by profile or record type.

Sandbox Benefit

• Sandboxes in Salesforce provide a safe environment to test changes without affecting live data.
• Admins and developers can trial new features, workflows, or custom code without risk.

Deploying Changes Between Environments

• Change Sets allow administrators to package and deploy metadata from one Salesforce org to another.
• Change Sets support components like custom objects, fields, workflows, and page layouts.

Master-Detail Relationships for Custom Objects

• A custom object in Salesforce can have up to two master-detail relationships.
• This limit ensures manageability of record-level dependencies and cascading behavior.

Automation Tool for Outbound Messages

• Workflow Rules in Salesforce can be configured to send outbound messages to external systems.
• This is one of their unique capabilities, enabling integration with third-party services.

Deactivating Users

• When a user is deactivated in Salesforce, they can no longer log in, but their data remains intact.
• Records they created or own are preserved and still accessible by others based on sharing settings.

Unique Identifiers for Records

• External ID fields in Salesforce act as unique identifiers from external systems.
• They help with data integration and deduplication during imports.

Managing Customer Issues

• The Case object in Salesforce is designed to manage and track customer issues, requests, or inquiries.
• It’s a core component of Service Cloud and is commonly used in customer support workflows.

Junction Object Use

• A junction object is a custom object used to create a many-to-many relationship between two other objects.
• This structure allows a single record from one object to relate to multiple records of another, and vice versa.

Background Automation

• Workflow Rules in Salesforce are automation tools that run in the background without user interaction.
• They trigger actions like field updates, task creation, email alerts, or outbound messages when specified conditions are met.

IP Address Login Ranges

• Login IP ranges restrict the IP addresses from which users can access Salesforce.
• These settings are configured at the profile level and help enhance system security.

Collecting and Tracking Potential Customers

• Leads in Salesforce represent unqualified prospects—individuals or businesses that may be interested in your product or service.
• They are collected from marketing efforts like web forms, events, or campaigns.

Salesforce "Objects"

• In Salesforce, an "object" is equivalent to a database table that stores data.
• Each object consists of records (rows) and fields (columns).

Large Volume Data Loading

• The Data Loader is a client application used to import, update, delete, or export large volumes of Salesforce data.
• Data Loader can handle up to 5 million records.

User Permission Profiles

• A profile in Salesforce determines what users can see and do within the platform.
• It defines object-level permissions, field-level access, app visibility, tab settings, and login hours.

Record Types

• Record Types in Salesforce allow you to offer different business processes, picklist values, and page layouts to different users based on their profiles.
• Record Types enhance data customization without creating new objects.

Data Validation Rules

• Validation rules in Salesforce check whether data entered into a record meets specific criteria.
• If the rule condition is true, an error message appears and prevents the record from being saved.

App in Salesforce

• In Salesforce, an App is a container for a group of objects, tabs, and other components tailored to specific business needs.
• Apps help organize the user interface for different departments or functions.

Email Template Tools

• Salesforce provides Classic and Lightning Email Template Builders to design standardized messages.
• Templates can include merge fields, images, and formatting.

Queue Assignments

• Queues in Salesforce allow groups of users to share the workload by collectively owning records like Leads, Cases, or custom objects.
• Records in a queue are not assigned to a specific user until someone claims them.

UI Record Updates

• Mass Edit from List View lets users update multiple records at once directly from a filtered list view.
• This feature improves productivity by eliminating the need to open and edit each record individually.

Revenue Tracking Object

• Opportunities represent potential revenue in the Salesforce sales cycle.
• They track the value, close date, and stage of a deal.

Visual Automation Flow Representation

• Flow Builder offers a drag-and-drop interface to automate business processes visually.
• Each element—like decisions, loops, and assignments—is shown on a canvas.

Company Information Storage

• Accounts in Salesforce represent companies or organizations you do business with.
• They store key details like address, industry, and number of employees.

Lead Conversion Requirements

• The Company field must be filled in before converting a Lead in Salesforce.
• This is because Salesforce needs to create or link an Account during the conversion.

Configuration Setting Tracking

• The Setup Audit Trail in Salesforce logs administrative changes made in Setup.
• It records who made the change, when it occurred, and what was changed.

Recycle Bin Functionality

• The Recycle Bin in Salesforce allows users to restore deleted records within 15 days (for most editions).
• Both standard and custom object records can be recovered unless permanently deleted.