Salesforce User Access and Customization: Profiles, Permissions, and Custom Fields, Assignments of Earth science

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Salesforce Interview Question

(1). What is the difference between public cloud and private cloud? Is salesforce.com is

a public cloud or private cloud?

Public Cloud : Could services are provided “as a service” over the Internet with little or no control over the underlying technology infrastructure. More than one tenant can use the same resources. Private Cloud: This also offers activities and functions “as a service” but is deployed over a company intranet or hosted datacenter. This is private product for a company or organization offering advance security. Salesforce.com: Is a public cloud as it is hosted on salesforce.com data centers and data of more than one tenant resides on same servers.

(2).What are different kinds of reports?

1. Tabular: Tabular reports are the simplest and fastest way to look at data. Similar to a spreadsheet, they consist simply of an ordered set of fields in columns, with each matching record listed in a row. Tabular reports are best for creating lists of records or a list with a single grand total. They can’t be used to create groups of data or charts, and can’t be used in dashboards unless rows are limited. Examples include contact mailing lists and activity reports.
2. Summary: Summary reports are similar to tabular reports, but also allow users to group rows of data, view subtotals, and create charts. They can be used as the source report for dashboard components. Use this type for a report to show subtotals based on the value of a particular field or when you want to create a hierarchical list, such as all opportunities for your team, subtotaled by Stage and Owner. Summary reports with no groupings show as tabular reports on the report run page.
3. Matrix: Matrix reports are similar to summary reports but allow you to group and summarize data by both rows and columns. They can be used as the source report for dashboard components. Use this type for comparing related totals, especially if you have large amounts of data to summarize and you need to compare values in several different fields, or you want to look at data by date and by product, person, or geography. Matrix reports without at least one row and one column grouping show as summary reports on the report run page.
4. Joined: Joined reports let you create multiple report blocks that provide different views of your data. Each block acts like a “sub- report,” with its own fields, columns, sorting, and filtering. A joined report can even contain data from different report types.

(3). What are different kinds of dashboard component?

1. Chart: Use a chart when you want to show data graphically.
2. Gauge: Use a gauge when you have a single value that you want to show within a range of custom values.
3. Metric: Use a metric when you have one key value to display. Enter metric labels directly on components by clicking the empty text field next to the grand total. Metric components placed directly above and below each other in a dashboard column are displayed together as a single component.
4. Table: Use a table to show a set of report data in column form.
5. Visualforce Page: Use a Visualforce page when you want to create a custom component or show information not available in another component type
6. Custom S-Control: Custom S-Controls can contain any type of content that you can display or run in a browser, for example, a Java applet, an ActiveX control, an Excel file, or a custom HTML Web form

(4). What actions can be performed using Workflows?

Following workflow actions can be performed in a workflow:

1. Email Alert: Email alerts are workflow and approval actions that are generated using an email template by a workflow rule or approval process and sent to designated recipients, either Salesforce users or others. Workflow alerts can be sent to any user or contact, as long as they have a valid email address.
2. Field Update: Field updates are workflow and approval actions that specify the field you want updated and the new value for it. Depending on the type of field, you can choose to apply a specific value, make the value blank, or calculate a value based on a formula you create.

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)

(9). What is PermissionSet?

PermissionSet represents a set of permissions that’s used to grant additional access to one or more users without changing their profile or reassigning profiles. You can use permission sets to grant access, but not to deny access. Every PermissionSet is associated with a user license. You can only assign permission sets to users who have the same user license that’s associated with the permission set. If you want to assign similar permissions to users with different licenses, create multiple permission sets with the same permissions, but with different licenses. Permission sets include settings for: Assigned apps Object settings, which include: Tab settings Object permissions Field permissions App permissions Apex class access Visualforce page access System permissions Service providers (only if you’ve enabled Salesforce as an identity provider)

(10). Profile Vs Permission Sets Permissions and Access Settings?

1. User permissions and access settings specify what users can do within an organization.
2. Permissions and access settings are specified in user profiles and permission sets. Every user is assigned only one profile, but can also have multiple permission sets.
3. When determining access for your users, it’s a good idea to use profiles to assign the minimum permissions and access settings for specific groups of users, then use permission sets to grant additional permissions. 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

Permission or Setting Type In Profiles? In Permission Sets? 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

11). What are the Standard Profiles available in Salesforce?

Six (6) Standard Profiles (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

(12). What is the Force.com Platform?

• Customize, integrate and create enterprise applications as a service and without software.
• Customize standard applications provided by salesforce.com or build their own on-demand applications
• Group standard and custom tabs into new custom applications

(13). Salesforce Editions and Limits?

• Personal Edition
• Contact Manager
• Group Edition
• Professional Edition
• Enterprise Edition
• Unlimited Edition
• Developer Edition

(14). What are Standard Business Objects?

• 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

You can change the display labels of standard tabs, objects, fields, and other related user interface labels so they better reflect your organization’s business requirements. Renamed labels – for example, “Accounts” changed to “Companies” – display on all user pages, in Outlook Edition, and in Offline Edition. It’s important to note that all pages in the Setup area use the default, original labels. Reports and views are not renamed based on the new label value. Custom Fields What is a Custom Field?

• Capture information unique to your business process by creating custom fields with custom field help for each of the tabs that your organization uses – Limits:
• Recycle Bin for Deleted Custom Fields
• Custom fields are deleted permanently after 45 days

(18). Is it possible to change the existing data types of custom fields, if Yes please

explanin?

Yes. Its possible but Changing the data type of an existing custom field can cause data loss in the following situations: Changing to or from type Date or Date/Time Changing to Number from any other type Changing to Percent from any other type Changing to Currency from any other type Changing from Checkbox to any other type Changing from Picklist (Multi-Select) to any other type Changing to Picklist (Multi-Select) from any type except Picklist Changing from Auto Number to any other type Changing to Auto Number from any type except Text Changing from Text Area (Long) to any type except Email, Phone, Text, Text Area, or URL

(19). What is a dependent picklist?

• Dependent fields can help make your data more accurate and consistent by applying filters.
• A dependent field works in conjunction with a controlling field to filter its values. The value chosen in the controlling field affects the values available in the dependent field.
• 300 is the maximum number of values allowed in a controlling picklist
• A custom multi-select picklist cannot be the controlling field for a dependent field Field Type Controlling Field Dependent Field

Standard Picklist Yes No

Custom Picklist Yes Yes

Custom Multi-Select No Yes

Standard Checkbox Yes No

Custom Checkbox Yes No

(20). What is Page Layout and Record Types?

Page Layout:

• How detail and edit pages are organized
• Page section customizations
• Which fields, related lists, and Custom Links a users sees
• Field properties – visible, read-only and required Record Types:
• Allows you to define different sets of picklist values for both standard and custom picklists
• Record Types help you implement your custom business processes

21). What is a Business Process?

• Allows you to track separate sales, support, and lead lifecycles across different divisions, groups, or markets Available Business Processes:
• Sales Processes – Create different sales processes that include some or all of the picklist values available for the Opportunity Stage field
• Support Processes – Create different support processes that include some or all of the picklist values available for the Case Status field
• Lead Processes – Create different lead processes that include some or all of the picklist values available for the Lead Status field
• Solution Processes – Create different solution processes that include some or all of the picklist values available for the Solution Status field

(22). What are the Objects available in the Salesforce Business Process and Give some

Business Process Example?

Lead Opportunity Case Solution

(28). What are Login Hours and Login IP Ranges?

• Sets the hours when users with a particular profile can use the system
• Sets the IP addresses from which users with a particular profile can log in Notes:
• You can customize profiles to restrict users’ ability to log in to Salesforce.
• You can set the hours when users can log in and the IP addresses from which they can log in. If a user logs in before the restricted hours, the system will end the user’s session when the restricted hours begin. Two Options for Restricting Access via IP Ranges Option 1: Add Trusted IP Ranges for your entire org Option 2: Add Trusted IP Ranges on a Profile by Profile basis

(29). What is a User Record?

• Key information about a user
• Each has its own unique username
• User logs in with username and password
• Users can be active or inactive; an active user uses a license
• Users are associated with a Profile
• Users are usually associated with a Role

(30). What is a Record Owner?

• The user (or queue for Cases and Leads) who controls or has rights to that particular data record
• An Owner has the following special privileges:
• View and edit capabilities
• Transfer capability – change ownership
• Deletion capabilities
• Important assumption: Object permissions enabled
• The Account Owner, Opportunity Owners and Case Owners may or may not be the same user.

31). What are Organization Wide Defaults?

• Defines the baseline level of access to data records for all users in the Organization (not including records owned by the user or inherited via role hierarchy)
• Used to restrict access to data Access levels:
• Private
• Public Read/Write
• Public Read/Write/Transfer
• Controlled by Parent
• Public Read Only

(32). What is a Role and Role Hierarchy?

Role:

• Controls the level of visibility that users have to an organization’s data
• A user may be associated to one role Role Hierarchy:
• Controls data visibility
• Controls record roll up – forecasting and reporting
• Users inherit the special privileges of data owned by or shared with users below them in the hierarchy
• Not necessarily the company’s organization chart Notes:
• If using Customizable Forecasting, there is a separate forecast role hierarchy.
• EE can create Account, Contact, Opportunity and Case Sharing Rules. PE can ONLY create Account and Contact Sharing Rules.
• Assuming no sharing rules have been created, users in the same role cannot access one another’s records. Example: Org Wide Default settings for opportunities are private. Creating a role and adding two users to that role does not allow those users access to one another’s opportunities.
• “Grant Access Using Hierarchies” allows you to disable the default sharing access granted by your role and territory hierarchies. This option can be changed for custom objects that do not have their organization-wide default sharing setting set to Controlled by Parent.

(33). What is Access at the Role Level?

• Defined when creating a role
• Level of access to Opportunities associated to Accounts owned by the role
• Level of access to Contacts associated to Accounts owned by the Role
• Level of access to Cases associated to Accounts owned by the role
• Level of access options depend on OWD Notes:
• You can create up to 500 roles for your organization
• Every user must be assigned to a role, or their data will not display in opportunity reports, forecast roll-ups, and other displays based on roles
• All users that require visibility to the entire organization should belong to the highest level in the hierarchy
• It is not necessary to create individual roles for each title at your company, rather you want to define a hierarchy of roles to control access of information entered by users in lower level roles
• When you change a user’s role, any relevant sharing rules are evaluated to add or remove access as necessary

(34). What is a Sharing Rule?

• Automated rules that grant access to groups of users
• Exceptions to Organization Wide Defaults

and one that includes the Western and Eastern Sales Rep roles. Then create an account sharing rule so that records owned by the Western and Eastern Sales Rep group are shared with the group containing the Western and Eastern Regional Director roles.

(37). 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.

(38). What is a Public Group?

• 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

(39). What is Manual Sharing?

• 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

(40). What is a Sales Team? (EE/UE)

• Used for collaborative selling
• Used for sharing as well as reporting purposes
• Ad hoc or may use Default Sales Team (defined for user)
• Default Sales Teams may be automatically added to a user’s opportunities
• Who can add a Sales Team?
• Owner
• Anyone above owner in role hierarchy
• Administrator Adding Default Sales Team Members:
• Click Setup | My Personal Information | Personal Information

(41). Org Wide Defaults Vs Role Hierarchy Vs Sharing Models?

(42). What is an Account Team? (EE/UE)

• Used for collaborative account management
• Used for sharing as well as reporting purposes
• Manually added to Account records
• Default Account Teams may be automatically added to a user’s accounts
• Who can add an account team?
• Owner
• Anyone above owner in role hierarchy
• Administrator

(43). What is an Case Team? (EE/UE)

Case teams enable full communication and collaboration on solving customer issues. You can:

• Add teams of users to cases
• Create a workflow for case teams
• Predefine case teams for users
• Determine the level of access
• Administrators can predefine case teams for users and determine the level of access each team member has to a case, such as Read/Write or Read/Only.

(44). What are Folders?

• 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

• Workflow Tasks may be assigned to a user, role, record owner, record creator, sales team role, or account team
• Tracked in Activity History and can be reported on
• Can be re-used within the same object
• Tasks can be immediate or time-dependent

(49). What is a Workflow Alert?

• Workflow Alerts are emails generated by a workflow rule whenever specific Business Actions trigger the rule
• Can send alerts to Users, Roles, Customer in a Contact Field, Email Field on Page Layout – please see picklist for options…
• Not tracked in Activity History
• Can be re-used within the same object
• Alerts can be immediate or time-dependent

(50). What is a Workflow Field Update?

• Field updates allow you to automatically change the value of a field to a value you specify
• Depending on the type of field you can:
• apply a specific value
• make the value blank
• calculate a value based on a formula you create
• Field updates can be immediate or time-dependent

(51). What is Time-Dependent Workflow?

Time-Dependent Workflow gives you the ability to

• execute time-sensitive actions before or after any date on the record
• perform a series of actions at various points in time
• use the Workflow Queue to manage all pending actions Use Time-Dependent workflow to
• send an email reminder to an account team if a high-value opportunity is still open ten days before the close date
• notify the VP of sales if a high value opportunity close date is fast approaching and it has not been closed
• pro-actively notify support rep if an open case with Platinum Support SLA has not been worked for a period of time and take action before the case escalates

(52). Working with Time-Dependent workflow

Time Triggers

• are time values relevant to the record and are used to initiate a time-dependent action Time-Dependent Actions
• are any of the five workflow actions with an associated time-trigger
• are queued whenever a rule is triggered (see next page)
• can be reused in additional workflow rules as long as the object is the same
• are removed from the workflow queue if the corresponding record no longer meets rule trigger criteria.
• are dynamically updated in the workflow queue if the corresponding record field is updated.

(53). Time-Dependent Workflow – Considerations

Maximum of 10 time triggers per rule Maximum of 40 actions (10 x 4 types) per time trigger, and 80 actions per workflow rule Workflow default user must be set up before creating time-based rules Precision limited to hours or days Cannot convert leads with time-dependent actions in the Workflow Queue Time triggers cannot be added to or removed from activated workflow rules Not possible to create a time-dependent action associated to a rule with a trigger type of Every time the record is created or updated

(54). When The Add Time Trigger button is unavailable?

The evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited. The rule is activated. The rule is deactivated but has pending actions in the workflow queue.

(55). Time-Dependent Workflow Limitations:

Time triggers don’t support minutes or seconds. Time triggers can’t reference the following: DATE or DATETIME fields containing automatically derived functions, such as TODAY or NOW. Formula fields that include related-object merge fields. You can’t add or remove time triggers if: The workflow rule is active. The workflow rule is deactivated but has pending actions in the queue. The workflow rule evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited. The workflow rule is included in a package.

(56). What is Approval Processing?

An approval process is an automated Business Process that your organization can use to approve records in Salesforce An approval process specifies the:

• Steps necessary for a record to be approved
• Who must approve it at each step
• The actions to take when a record is approved, rejected, or first submitted for approval

(57). Approval Terminology

• Approval Request: An approval request is an email notifying the recipient that a record was submitted for approval and his or her approval is requested.
• Approval Steps: Approval steps assign approval requests to various users and define the chain of approval for a particular approval process.
• Each approval step specifies the attributes a record must have to advance to that approval step, the user who can approve requests for those records, and whether to allow the delegate of the approver to approve the requests.
• The first approval step in a process also specifies the action to take if a record does not advance to that step.
• Subsequent steps in the process also allow you to specify what happens if an approver rejects the request.
• Assigned Approver: The assigned approver is the user responsible for approving an approval request.
• Initial Submission Actions: are the actions that occur when a user first submits a record for approval.
• For example, an initial submission action can lock the record so that no users can edit it during the approval process.
• Initial submission actions can also include any approval actions such as assigning a task, sending an email, or updating a field.
• Final Approval Actions: are the actions that occur when all approval requests for a record are approved.
• Final approval actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages.
• For example, a final approval action can change the status to “Approved” and send a notification email.
• Final Rejection Actions: are the actions that occur when all approval requests for a record are rejected.
• Final rejection actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages.
• For example, a final rejection action can change the status to “Rejected”, send a notification email, and unlock the record so that users can edit it before resubmitting.

Data Validation Rules are enforced on Area Impact

Supported Objects All except Forecasts & Territories Reporting & Dashboards No impact API Validation rules enforced via API Import & Data Loader Validation rules enforced via Import & Data Loader Lead Convert Validation Rules Enforced – must be turned on in Org Record Merge Not enforced Offline & Outlook Editions Validation rules enforced when data is synchronized with server Salesforce Mobile Validation rules enforced when data is synchronized with server Web To Case Web To Lead Validation rules enforced but no feedback to user Admin notified of any errors Self Service Portal Validation rules enforced Apex Packaging Can be packaged

(62). What is the Import Wizard?

• An easy-to-use multi-step wizard for importing new Accounts, Contacts, Leads, Custom Objects or Solutions
• Can be used for Account, Contact, Lead, Custom Objects or Solutions updates based on matching ID
• Contact and Leads may be updated based on matching email address
• Custom Objects or Solutions may be updated based on Custom Object names, Solutions titles, Salesforce ID or external ID

(63).What is a CSV file?

• File type required when using the Import Wizard
• Values are separated by commas and each row indicates a record of data

What is a record of data?

• One unique unit of related information
• Row of data in a table or spreadsheet Standard users can import up to 500 account or contact records per session. Organization-wide imports (system administrators) are limited to 50,000 accounts, contacts, leads, custom objects, or solutions per session
• During a lead import, you can choose to enable active or inactive assignment rules and/or trigger workflow rules as part of the import

Import Wizard

• Only imports data. Object and fields must be created first.
• Only available for System Administrators
• Must load parent objects first if lookup fields are included
• Loading for multiple record types requires file chunking

Affected Objects and Functions

• Custom Objects, Accounts, Solutions, Contacts, and Leads

What is External ID?

• Flag on any custom field of type Text, Number or Email
• Available on all objects that support custom fields

- Why is it important?

• Increases Report and API SOQL performance
• Allows customers to use the record ID from an external system like the salesforce ID in Import and the API (new “Upsert” call)
• Import supports External ID field that can be used to load and/or synchronize data sourced in external systems
• Customer System of Record master exists in SAP with an SAP customer number. The External ID field may be used to maintain the SAP number
• Migrating large amounts of data, the External ID field may be used to track migration data and run data validation tests before going live Example of an External Id flow where the update or insert is determined based on an import flow from a system of record such as Oracle.
• The value proposition here is that we can de-duplicate not only based on our IDs (which are unknown to an external system), but that we can flag an external id (of type text, email, or number) custom field for the purposes of helping to de- duplicate (ie. Update/Insert = Upsert) during the import process; especially when trying to keep multiple systems synchronized

External ID

• Case INSENSITIVE
• Three ID fields per object
• Custom fields only

(64). Force.com Data Loader – Features

• An easy-to-use wizard interface
• An alternate command line interface
• A batch mode interface with database connectivity
• Support for large files with up to millions of rows
• Drag-and-drop field mapping
• Support for all objects, including custom objects
• Detailed success and error log files in CSV format
• A built-in CSV file viewer
• Platform independence, by virtue of being written in Java® Force.com Data Loader is an application for the bulk import or export of data.
• Use it to insert, update, delete, or extract, or upsert Salesforce records.
• Force.com Data Loader can move data into or out of any salesforce.com object.

(65). Use the Data Loader when:

• You need to load 50,000 or more records.
• You need to load into an object that is not yet supported by web-based importing.
• You want to schedule regular data loads, such as nightly imports.
• You want to be able to save multiple mapping files for later use.
• You want to export your data for backup purposes.
• Use web-based importing when:
• You are loading fewer than 50,000 records.
• The object you need to import is supported by the web-based import wizards.
• You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.