161. Best Practices of Creating Contact Sharing Rules?
• Account Org-Wide Default must be set to at least “Public Read Only” in order to set the Contact Org-Wide Default to “Public Read/Write”.
• To share ALL contacts in the system with a group of users or a specific role, create a sharing rule that uses the “All Internal Users” (or “Entire Organization”) public group as the owned by option.
• Use “Roles and Subordinates” over “Roles” where possible to minimize the number of sharing rules.
162. What is a Public Group?
Public group is a grouping of:
• Users
• Public Groups (nesting)
• Roles
• Roles and Subordinates
• Mixture of any of these elements
Used in Sharing Rules – for simplification (when more than a few roles need to be shared to)
Also used when defining access to Folders and List Views
For example, if a new user is assigned a role that belongs to an existing public group, that user will be
automatically added to the public group
163. What is Manual Sharing?
Manual sharing is granting record access, one-off basis
Owner, anyone above owner in role hierarchy and administrator can manually share records
Available on Contacts, Leads, Cases, Accounts and Opportunity records and Custom Objects
Like sharing rules, irrelevant for Public Read/Write organizations
164. What are Folders in salesforce?
Folders are used for organizing email templates, documents, reports and dashboards
Access is defined – Read or Read/Write
Access is explicit – does NOT roll up through role hierarchy
Notes:
You can modify the contents of a folder if the folder access level is set to Read/Write.
Only users with the “Manage Public Documents” or “Manage Public Templates” can delete or change a Read Only folder.
The Documents tab does NOT contain version control capabilities
To search documents, users must use Documents search. The sidebar search does NOT search Documents, Solutions, Products, and Reports but does search Assets and Custom Objects
The Create New Folder link will only be visible to users with the “Manage Public Documents” permission
The size limit for documents uploaded is 5MB. The size limit for document filenames is 255 characters including the file extension
165. What are the difference between Sandbox and Developer Editions?
Sandbox Developer Edition
The salesforce.com Sandbox environment is an exact copy of your salesforce.com instance. Developer Edition was an edition created for development of integrations and apps, specifically for the AppExchange.
You can copy your live instance to a sandbox environment. You have to perform manually from sandbox to developer edition.
You can either copy your configuration and data into a sandbox environment or just the configuration. You cannot copy your configuration or data onto the Developer Edition, but you can customize it to match your instance’s look and feel.
166. How to restrict the user to see any record let’s say CASES?
Set up cases sharing to be private. If both users are admins or have view all records on cases, then that overrides private sharing.
167. What is External ID?
External ID is a field or flag on any custom field of type Text, Number or Email
External ID is Case INSENSITIVE
External ID are restricted to Three ID fields per object
External ID can be Custom fields only.
168. What are Relative Dates?
Related dates are dates used in Views and Reports for filtering.
These are dynamic date range, based on current date
Examples: This Week, Next Month, Last 90 Days
Available Relative Date Filters (not case sensitive)
• Today
• Yesterday
• Tomorrow
• This Week
• Last Week
• Next Week
• This Month
• Last Month
• Next Month
• Last x Days
• Next x Days
• Quarter
• Year
• Fiscal Quarter
• Fiscal Year
169. How is Role Different from the Profile?
Roles and Profiles are two different concepts in Salesforce.com, Some of the basic differences are:
• Profile helps to put restrictions on the Object where as the Role helps in opening the records to the users above the Role hierarchy
• Profile manages the Salesforce.com License, Tabs Settings, Record types, Page layouts, General Settings, Administrator Settings etc; Role hierarchy does not do any of these things
• Profile is Mandatory, Role is not
170. What are the different ways of making a field mandatory?
In salesforce we can make fields mandatory by 3 ways
1. Page Layout: - Field can be made mandatory from the page layout when it needs to be made mandatory for a set of users
2. Field Level Security: - Field can be made mandatory from the FLS when it needs to be made mandatory for all the users in the Organization and even from the API’s
3. Validation Rule: - Field can be made mandatory from the Validation Rule when it needs to be made mandatory for user who is using the same Page layout used by other users
Salesforce.com recommends using the Page Layout option for making the field mandatory.
171. What are the Different Ways in which leads can be created in salesforce.com?
Some of the ways in which leads can be generated and created in salesforce.com are
• Walk In to a company: User comes to the company office and then Salesforce.com rep manually creates the Lead
• Data Base bought by the company and then leads loaded via Data Loader/Import Wizard in salesforce.com
• Leads created because of the Campaigns, Seminars, and Tradeshows
• Web to Lead: Users registering on the website of the company.
• Email to Lead & SMS to Lead can be custom build for the Organization
172. Can a Contact be part of Partner Portal as well as Customer Portal in salesforce.com?
Yes, a contact can be part of a Partner Portal as well as Customer portal in salesforce.com.
Customer Portal and Partner portal depend on the user object and are not related to the contact object.
So to enable both portals for a Contact we need to create two users which will utilize two different salesforce.com licenses, one license for Customer portal and other for Partner portal.
Both users created for a same contact will have two different profiles, One for Customer portal and other for Partner Portal.
173. When are the Record types used?
Record Types are used in the following two cases
• To assign the different Page layouts to different users based on their profiles
• To enable different sets of Standard/Custom Picklist values for two different users using the same page layout
174. What are Profile Components?
Profiles Components:
• Which standard and custom apps users can view
• Which tabs users can view
• Which record types are available to users
• Which page layouts users see
• Object permissions that allow users to create, read, edit, and delete records
• Which fields within objects users can view and edit
• Permissions that allow users to manage the system and apps within it
• Which Apex classes and Visualforce pages users can access
• Which desktop clients users can access
• The hours during which and IP addresses from which users can log in
• Which service providers users can access (if Salesforce is enabled as an identity provider)
175. Explain Profile Vs Permission Sets Permissions and Access Settings?
The following table shows the types of permissions and access settings that are specified in profiles and permission sets. Some profile settings aren’t included in permission sets.
Permission or Setting Type In Profiles? In Permission Sets?
Assigned apps TRUE TRUE
Tab settings TRUE TRUE
Record type assignments TRUE
Page layout assignments TRUE
Object permissions TRUE TRUE
Field permissions TRUE TRUE
User permissions (app and system) TRUE TRUE
Apex class access TRUE TRUE
Visualforce page access TRUE TRUE
Service provider access (if Salesforce is enabled as an identity provider) TRUE TRUE
Desktop client access TRUE
Login hours TRUE
Login IP ranges TRUE
176. What are the Standard Profiles available in Salesforce?
There are Six (6) Standard Profiles available in salesforce (EE/UE and PE)
• Standard User – Can view, edit, and delete their own records
• Solution Manager – Standard User permissions + Can manage published solutions + Can manage categories
• Marketing User – Standard User permissions + Can import leads for the organization
• Contract Manager – Standard User permissions + Can edit, approve, activate, and delete contracts
• Read-Only – Can only view records
• System Administrator – “Super User,” can customize and administer the application
177. What are Standard Business Objects?
Standard Business objects are mentioned below.
Object Description
Campaigns A Campaign is any marketing project that you want to plan, manage, and track in Salesforce.
Leads A Lead is any person, organization or company that may be interested in your products. Sometimes Leads are referred to as Prospects or Suspects. Leads are not yet customers.
Accounts An Account is an organization, individual or company involved with your business such as customers, competitors and partners that you wish to track in Salesforce
Contacts A Contact is any individual or influencer associated with an account that you want to track in Salesforce
Opportunities An Opportunity is any potential revenue-generating event (“sales deal” ) that you want to
track in Salesforce
Cases A case is a detailed description of a customer’s feedback, problem or question
Solutions A solution is a detailed description of a customer issue and the resolution of that issue. The
collection of your organization’s solutions is sometimes referred to as the solution knowledge base
Forecasts A forecast is your best estimate of how much revenue you can generate in a quarter
Documents
Reports Reports are summaries and analyses of your data, which you can display or print
Dashboards Dashboards give you a real-time snapshot of corporate metrics and key performance
indicators. A dashboard is a group of different charts (or components) that graphically display your custom
report data
Calendar and Task Activities are both tasks and scheduled calendar events. You can define and track activities for many different objects, including campaigns, accounts, contacts, and leads
Products Products are the individual items that you sell on your opportunities. (Please note that Products are available in EE/UE and Developer and in PE for an additional fee.)
178. What is a Company Profile?
Company profile contains core information for your company.
Below are the key information includes in company profile
• Language, Locale and Time Zone
• Licenses
• Storage and Used Space
• Fiscal Year
• Primary Contact and Address information
• Manage Currencies
179. What is a Fiscal Year in Salesforce?
Financial year in salesforce is used for an organizations financial planning.
This is usually a year in length and impacts forecasts, quotas and reports
Salesforce allows two types:
• Standard Fiscal Years are periods that follow the Gregorian calendar, but can start on the first day of any month of the year. (A Gregorian Year is a calendar based on a 12 Month Structure and is used throughout
much of the world.)
• Custom Fiscal Years are for companies that break down their fiscal years, quarters and weeks in to custom fiscal periods based on their financial planning requirements.
180. Can we use Custom financial year in forecasting?
We can NOT use Custom financial year in forecasting. But Customizable Forecasting must be enabled for use with Custom Fiscal Years
• Account Org-Wide Default must be set to at least “Public Read Only” in order to set the Contact Org-Wide Default to “Public Read/Write”.
• To share ALL contacts in the system with a group of users or a specific role, create a sharing rule that uses the “All Internal Users” (or “Entire Organization”) public group as the owned by option.
• Use “Roles and Subordinates” over “Roles” where possible to minimize the number of sharing rules.
162. What is a Public Group?
Public group is a grouping of:
• Users
• Public Groups (nesting)
• Roles
• Roles and Subordinates
• Mixture of any of these elements
Used in Sharing Rules – for simplification (when more than a few roles need to be shared to)
Also used when defining access to Folders and List Views
For example, if a new user is assigned a role that belongs to an existing public group, that user will be
automatically added to the public group
163. What is Manual Sharing?
Manual sharing is granting record access, one-off basis
Owner, anyone above owner in role hierarchy and administrator can manually share records
Available on Contacts, Leads, Cases, Accounts and Opportunity records and Custom Objects
Like sharing rules, irrelevant for Public Read/Write organizations
164. What are Folders in salesforce?
Folders are used for organizing email templates, documents, reports and dashboards
Access is defined – Read or Read/Write
Access is explicit – does NOT roll up through role hierarchy
Notes:
You can modify the contents of a folder if the folder access level is set to Read/Write.
Only users with the “Manage Public Documents” or “Manage Public Templates” can delete or change a Read Only folder.
The Documents tab does NOT contain version control capabilities
To search documents, users must use Documents search. The sidebar search does NOT search Documents, Solutions, Products, and Reports but does search Assets and Custom Objects
The Create New Folder link will only be visible to users with the “Manage Public Documents” permission
The size limit for documents uploaded is 5MB. The size limit for document filenames is 255 characters including the file extension
165. What are the difference between Sandbox and Developer Editions?
Sandbox Developer Edition
The salesforce.com Sandbox environment is an exact copy of your salesforce.com instance. Developer Edition was an edition created for development of integrations and apps, specifically for the AppExchange.
You can copy your live instance to a sandbox environment. You have to perform manually from sandbox to developer edition.
You can either copy your configuration and data into a sandbox environment or just the configuration. You cannot copy your configuration or data onto the Developer Edition, but you can customize it to match your instance’s look and feel.
166. How to restrict the user to see any record let’s say CASES?
Set up cases sharing to be private. If both users are admins or have view all records on cases, then that overrides private sharing.
167. What is External ID?
External ID is a field or flag on any custom field of type Text, Number or Email
External ID is Case INSENSITIVE
External ID are restricted to Three ID fields per object
External ID can be Custom fields only.
168. What are Relative Dates?
Related dates are dates used in Views and Reports for filtering.
These are dynamic date range, based on current date
Examples: This Week, Next Month, Last 90 Days
Available Relative Date Filters (not case sensitive)
• Today
• Yesterday
• Tomorrow
• This Week
• Last Week
• Next Week
• This Month
• Last Month
• Next Month
• Last x Days
• Next x Days
• Quarter
• Year
• Fiscal Quarter
• Fiscal Year
169. How is Role Different from the Profile?
Roles and Profiles are two different concepts in Salesforce.com, Some of the basic differences are:
• Profile helps to put restrictions on the Object where as the Role helps in opening the records to the users above the Role hierarchy
• Profile manages the Salesforce.com License, Tabs Settings, Record types, Page layouts, General Settings, Administrator Settings etc; Role hierarchy does not do any of these things
• Profile is Mandatory, Role is not
170. What are the different ways of making a field mandatory?
In salesforce we can make fields mandatory by 3 ways
1. Page Layout: - Field can be made mandatory from the page layout when it needs to be made mandatory for a set of users
2. Field Level Security: - Field can be made mandatory from the FLS when it needs to be made mandatory for all the users in the Organization and even from the API’s
3. Validation Rule: - Field can be made mandatory from the Validation Rule when it needs to be made mandatory for user who is using the same Page layout used by other users
Salesforce.com recommends using the Page Layout option for making the field mandatory.
171. What are the Different Ways in which leads can be created in salesforce.com?
Some of the ways in which leads can be generated and created in salesforce.com are
• Walk In to a company: User comes to the company office and then Salesforce.com rep manually creates the Lead
• Data Base bought by the company and then leads loaded via Data Loader/Import Wizard in salesforce.com
• Leads created because of the Campaigns, Seminars, and Tradeshows
• Web to Lead: Users registering on the website of the company.
• Email to Lead & SMS to Lead can be custom build for the Organization
172. Can a Contact be part of Partner Portal as well as Customer Portal in salesforce.com?
Yes, a contact can be part of a Partner Portal as well as Customer portal in salesforce.com.
Customer Portal and Partner portal depend on the user object and are not related to the contact object.
So to enable both portals for a Contact we need to create two users which will utilize two different salesforce.com licenses, one license for Customer portal and other for Partner portal.
Both users created for a same contact will have two different profiles, One for Customer portal and other for Partner Portal.
173. When are the Record types used?
Record Types are used in the following two cases
• To assign the different Page layouts to different users based on their profiles
• To enable different sets of Standard/Custom Picklist values for two different users using the same page layout
174. What are Profile Components?
Profiles Components:
• Which standard and custom apps users can view
• Which tabs users can view
• Which record types are available to users
• Which page layouts users see
• Object permissions that allow users to create, read, edit, and delete records
• Which fields within objects users can view and edit
• Permissions that allow users to manage the system and apps within it
• Which Apex classes and Visualforce pages users can access
• Which desktop clients users can access
• The hours during which and IP addresses from which users can log in
• Which service providers users can access (if Salesforce is enabled as an identity provider)
175. Explain Profile Vs Permission Sets Permissions and Access Settings?
The following table shows the types of permissions and access settings that are specified in profiles and permission sets. Some profile settings aren’t included in permission sets.
Permission or Setting Type In Profiles? In Permission Sets?
Assigned apps TRUE TRUE
Tab settings TRUE TRUE
Record type assignments TRUE
Page layout assignments TRUE
Object permissions TRUE TRUE
Field permissions TRUE TRUE
User permissions (app and system) TRUE TRUE
Apex class access TRUE TRUE
Visualforce page access TRUE TRUE
Service provider access (if Salesforce is enabled as an identity provider) TRUE TRUE
Desktop client access TRUE
Login hours TRUE
Login IP ranges TRUE
176. What are the Standard Profiles available in Salesforce?
There are Six (6) Standard Profiles available in salesforce (EE/UE and PE)
• Standard User – Can view, edit, and delete their own records
• Solution Manager – Standard User permissions + Can manage published solutions + Can manage categories
• Marketing User – Standard User permissions + Can import leads for the organization
• Contract Manager – Standard User permissions + Can edit, approve, activate, and delete contracts
• Read-Only – Can only view records
• System Administrator – “Super User,” can customize and administer the application
177. What are Standard Business Objects?
Standard Business objects are mentioned below.
Object Description
Campaigns A Campaign is any marketing project that you want to plan, manage, and track in Salesforce.
Leads A Lead is any person, organization or company that may be interested in your products. Sometimes Leads are referred to as Prospects or Suspects. Leads are not yet customers.
Accounts An Account is an organization, individual or company involved with your business such as customers, competitors and partners that you wish to track in Salesforce
Contacts A Contact is any individual or influencer associated with an account that you want to track in Salesforce
Opportunities An Opportunity is any potential revenue-generating event (“sales deal” ) that you want to
track in Salesforce
Cases A case is a detailed description of a customer’s feedback, problem or question
Solutions A solution is a detailed description of a customer issue and the resolution of that issue. The
collection of your organization’s solutions is sometimes referred to as the solution knowledge base
Forecasts A forecast is your best estimate of how much revenue you can generate in a quarter
Documents
Reports Reports are summaries and analyses of your data, which you can display or print
Dashboards Dashboards give you a real-time snapshot of corporate metrics and key performance
indicators. A dashboard is a group of different charts (or components) that graphically display your custom
report data
Calendar and Task Activities are both tasks and scheduled calendar events. You can define and track activities for many different objects, including campaigns, accounts, contacts, and leads
Products Products are the individual items that you sell on your opportunities. (Please note that Products are available in EE/UE and Developer and in PE for an additional fee.)
178. What is a Company Profile?
Company profile contains core information for your company.
Below are the key information includes in company profile
• Language, Locale and Time Zone
• Licenses
• Storage and Used Space
• Fiscal Year
• Primary Contact and Address information
• Manage Currencies
179. What is a Fiscal Year in Salesforce?
Financial year in salesforce is used for an organizations financial planning.
This is usually a year in length and impacts forecasts, quotas and reports
Salesforce allows two types:
• Standard Fiscal Years are periods that follow the Gregorian calendar, but can start on the first day of any month of the year. (A Gregorian Year is a calendar based on a 12 Month Structure and is used throughout
much of the world.)
• Custom Fiscal Years are for companies that break down their fiscal years, quarters and weeks in to custom fiscal periods based on their financial planning requirements.
180. Can we use Custom financial year in forecasting?
We can NOT use Custom financial year in forecasting. But Customizable Forecasting must be enabled for use with Custom Fiscal Years
Hi There,
ReplyDeleteThis is indeed great! But I think perhaps you are generally referring What is Sharing Rules,Sandbox and Developer Editions,External ID in salesforce which is getting unsustainable.
I have an apex datatable returning some User fields from a list in my apex class. I would like to include a column "This Month's Sales" which would return the total $ of opps closed won this month. I can run the SOQL in my class but I'm not sure how to get the correct result per user into the table, i.e. how to put it into the correct row and column in my table. Can I attach this $amount to each user without creating a custom field?
I am so grateful for your blog. Really looking forward to read more.
Kind Regards,
Preethi.