Admin Certification notes

Manage Users

 Add users, multiple users (by entering the user’s details in one screen)
 Export Users to Google Apps
o Open the Active Users Export File.
o Add temporary passwords in the password column and save the file.
o Import the file into Google Apps with the Google Apps Bulk User Import Tool.
o Notify users of their Google Apps account information.
 Mass Email Users (send email to mass users)
o Select user view and select users from that
o Select email template
o Review and confirm (delivery options: now or schedule on future time)
 Roles (to control how your organization reports on and accesses data)
o Roles
o Role-based ‘Category Group’ Visibility Settings (products or services category) – can be
set with roles, permission sets, or profiles. Exclusive to articles and questions standard
objects, since they do not have organization-wide defaults, sharing rules, manual record
sharing, or object-level permissions.
 Public Groups (add users, roles, territories, other groups to a group; Used in sharing rules to
give record access) My Personal Groups - can be created by an individual user

 Queues (a location where object records can be routed to await processing by a group member
(users, roles, groups) records remain in the queue until a user accepts or transferred to other
Queue. The records can be assigned to a queue using assignment rules. The assigned record of
the queue can be viewed in that objects’ view screen and a new ‘Accept’ button is shown
 Login history
 Training history

Manage Apps

 Manage connected Apps (apps that connect to your SFDC org, ANT tool, Data loader,
workbench, [Link] IDE, Salesforce for Outlook, )
 Manage apps: see usage of the apps
 App Menu – shows all the apps and can change the order of apps displayed on top right corner

Company Profile

 Company Information
o Currency Setup – In multi-currency organizations, Salesforce displays converted
currency amounts to users whose personal currency is different from the currency of
 the record they’re viewing. Converted amounts appear in parentheses. (Active
currencies and currency rates)
o Dated exchange rates allows to map an exchange rate to a specific date range and are
currently applicable for opportunities, opportunity products, and related reports
 User Licenses – specify the number of license purchased, used and remained for Salesforce or
Salesforce platform or Chatter free license
 Feature Licenses – additional features that you want on top of user licenses like marketing users,
service cloud users, live agent user licenses

 Fiscal year (specify the start month of your org’s fiscal year ) which impacts forecast periods
 Business hours – Business hours are the days and hours that your support team is available and
are used in rules for escalating cases. Holidays are dates and times at which business hours are
suspended.
 Grant Login Access - grant your administrator or support personnel the ability to login as you
and access your data.

Security Controls

 Sharing Settings - specify the level of access users have to each other’s' object records.
o Organization-Wide Defaults ( all standard and custom objects record level access)
 Default access public/read/write/transfer/private/controlled by
parent/Use/Public Full Access/)
 Grant Access Using Hierarchies – role hierarchy is applicable
o Sharing Rules – works on top of default access to wider the accessibility of data
o Sharing Overrides - Profiles that override a specific Object Sharing. Shows any profiles
(usually sites profile) that ignore sharing settings of the object.

 Field Accessibility - view any objects field’s accessibility for a particular field, profile, or record
type.
 Password policies - Set the password restrictions and login lockout policies for all users.
 Delegated Administration - Assign limited administrative privileges to selected non-
administrator users in your organization. Added users will be authorized to act as administrators
for the designated user administration (assignable profiles and roles), custom object
administration, or both tasks.
 Login Access Policies - Control which support organizations your users can (Grant Login Access).

 Certificate and Key Management - Certificates are used for authenticated SSO with an external
website, or when using your org as an IdP. You only need to generate a Salesforce certificate if
an external website needs verification that a request is coming from a [Link] org.

 Permission Set Licenses - Some permissions require that you first assign a permission set license
to the user, and then add the permissions to permission sets.

 When a site is created with some name, a profile will be created with the site name and this
profile details are available through override sharing rules section in sharing settings screen.
  View Setup Audit Trail - Lists the last 20 ‘setup’ actions carried out by developer users in your
org, like creating object, changing layout, SML enable. Can download trail of last six months

 Expire All Passwords expires all users passwords and prompts to reset when they login next time

 All Remote Sites list of Web addresses that your organization can invoke from [Link]. If
we are making a call to external site from code or for OAuth, it should be listed here.

 Portal Health Check Reports show how much access your portal (customer/partner) users have
to the objects data in your org for objects, fields defined by profiles, org-wide defaults, and rules

Domain Management

 Domains ([Link])
 Custom URLs – domains + sites + with path
 Sites – public websites ([Link]/customers and [Link]/partners)

Communication Templates (used in sending email in workflows, apex code)

 Letterheads: sets header, footer and layout for html email templates
 Public Email Templates
o Html templates can inherit logo, color, text from letter heads
o Plain text
o Custom
o VF page (used only to send single emails; not for mass emails)
 Personal setup - My Templates - are user specific templates
 Mail Merge Templates are Microsoft Word documents with merge fields that reference
[Link] fields.
 Apex code
EmailTemplate template=[SELECT Id FROM EmailTemplate WHERE Name='My Template'];
[Link] mail = new [Link]();
[Link]([Link])

Translation Workbench

 The translation workbench allows you to create translations for the customizations you’ve made
to your [Link] organization. Everything from custom picklist values to custom fields can
be translated so your global users can use all of [Link] in their language.

Data Management

 Analytic Snapshots - allow users to run reports and save the report results as records on custom
objects and can be scheduled to summarize data at specific times
o Source report, Target custom object, Field mapping and Schedule time
o Running faster reports by reporting on data that is already summarized
 o Creating dashboards that refresh quickly by associating them with pre-summarized data
o Sorting and filtering specific data summaries via list views
o Viewing trends in data via custom object records
 SFDC Data import wizard
o Import up to 50k records at a time but one object at a time
o Prevent duplicates and options to turn off workflows
o No opportunity imports or export of other records
 Data Loader (uses API)
o Import/export any kind of records
o Import more than 50k
o Can specify batch size, if more than 50k records specify bulk import option
o Record Ids in URL, reports will be 15 digit (both cases) and Data loader Ids using API will
be 18 digits(all upper cases)
o Record owner is needed for import jobs
 If not specified, importer id is taken as owner of the record
 Import wizard recognizes the user name and also account names in place of
SFDC User Id/account id as owner
 Other tools will recognize only SFDC User id/account Id
o Create success files with 18 digit SFDC record ids and error files with error details
o Steps in importing contacts
 Add users and export users to get their user ids
 Match the retrieved User ids to account owners in in accounts import sheet
using vlookup option and import accounts
 Match the created account ids to company names in contacts import sheet
 Import contacts sheet which has contact ids and owner ids as user ids
 Same for opportunities, which needs account ids and owner ids

Monitoring

 Import Queue for My Organization

 Article imports
 Outbound messages Delivery Status (shows all out bound messages in queue and try to send to
end point in multiple attempts in each minute and finally will discard the message)
 Time-Based Workflow – when workflow rule met, its time-dependent actions are placed in the
workflow queue (Time-dependent workflow actions that queue and run after specified time when a record
matches the criteria)
 Automated Process Actions queues- When article transitions are scheduled, such as publishing
and archiving, their automated process actions are placed in the workflow queue
 Case Escalations queues – when an escalation rule is fired, its time-dependent escalation actions
are placed in the case escalation queue.
 API Usage Notification - Once the threshold percentage is exceeded, a notification is sent once
per the number of hours specified, until the limit is no longer exceeded.
 Entitlement Processes
 Mass Emails job delivery status
 Debug Logs
 Scheduled Jobs running status: also includes analytic, apex jobs
 Apex Jobs normal un-schedules jobs running now
  Bulk Data Load Jobs – data load jobs
 Email Log Files – email delivery status logs

Salesforce Knowledge
 users can easily create and manage content, known as articles
 Articles Management tab - users can write, edit, publish, and archive articles
 Articles tab - find and view published articles
 Using Article Types - custom containers for your articles- determines its content and structure
and can use template
 Data categories classify articles access by roles and profile level
 Supporting Multiple Languages
 Using Articles to Solve Cases
 Rating Articles


Entitlement management process lets your support agents on cases

 Verify if your customers are eligible for support
 Create and maintain service contracts for your customers
 Specify unique service levels for each customer, such as first response and resolution times
 Enforce service levels with time-dependent, automated processes that instruct agents how to
resolve cases

 Account types (for customers, competitors, and partners)

o Business account (BTB model) will represent an org
o Person account (BTC model) will represent a person. Have a combination of fields from
accounts and contacts. Can be used as contacts in most situations like campaigns
o Partner accounts are used by channel managers to manage partner orgs (can see/create
the account using manage external account button)
o Social accounts – social network profiles

 Sandbox template - defines the object data you want in your sandbox. When you create or
refresh a Full sandbox, you’ll have the option to use your sandbox template. only available when
creating a full sandbox
 Case Teams: the cases using assignment rules can be assigned to a Queue/user or optionally to
predefined case teams (team members) who also can view/edit the case details.

 Group-Based Access to Folders and Views - Provide folder and list view privileges to groups,
users, or your entire organization. Control access to folders and list views.

 Chatter Answers brings together Cases, Questions and Answers, and Salesforce Knowledge
articles in a unified experience.

 Cloud Swarm - Allows users to automatically follow Leads, Opportunities, and Cases in Chatter
based on rule criteria

 License types
o User license: Salesforce or Salesforce platform
o Feature licenses: marketing user or Sales anywhere user

 Packages (list of components used to be shared with app-exchange, also shows dependencies)
o managed package: user cannot change anything. VF page code is viewable. Upgradeable
o un-managed package: user can change anything. Not upgradeable. No new version releases

 Custom Profiles and Permission Sets - Control permissions and functional privileges.
 Multiple Page Layouts and Field-Level Security - Personalize different pages for different teams
and restrict access to sensitive information.
 Multiple Business Processes and Record Types - Customize picklist values based on division or
workgroups.
 Workflow Automation - Automate your internal business processes and send real-time alerts.
 Approval Processes - Take automating your internal business processes one step further by
specifying a sequence of steps that are required to approve or reject submitted records.
 Person Accounts - Manage relationships with customers who are individual consumers rather
than companies.
 Team Selling and Account Teams - Track sales and account management efforts for a team of
reps with different roles.
 Record Sharing - Expand a private sharing model to allow granular sharing of records on an
individual basis.
 Territory Management - Expand a private sharing model on accounts, so users have access to
accounts that meet specified criteria.
 Additional Security Features - Control login hours and IP ranges for users and prevent IP shifting,
and manage password policies.
 [Link] Connect Offline - Enable users to work completely unplugged, remotely updating
data from the field.
 [Link] Data Loader - Download and use a client application that allows
Programming

 Schedule an Apex class that implements the 'Schedulable' interface to be automatically

executed on a weekly or monthly interval. (Setup – develop- apex - schedule)

global class Schedule_Batch_ApprovalReminderEmails implements Schedulable

global void execute(SchedulableContext SC)
integer batchSize = 1; String sch = '0 0 13 * * ?';
ApprovalReminderEmails batchProcessor = new ApprovalReminderEmails();
[Link](batchProcessor ,batchSize);

public class myBatch implements [Link]<sObject>,[Link]

public [Link] start([Link] bc)
query = 'Select id,DRP__c from DRP_Approval_Process__c
return [Link](query);

public void execute([Link] BC, List<sObject> scope){

DRP_Approval_Process__c approvalprocess;
for (SObject s : scope)
approvalprocess= (DRP_Approval_Process__c)s;

public void finish([Link] info)

Products, Price Books, and Schedules Overview
Products
Products are the individual items that you sell on your opportunities and quotes. You can create a product and
associate it with a price in a price book. Each product can exist in many different price books with many different
prices. A product that is listed in a price book with an associated price is called a price book entry.
The Products related list of an opportunity detail page and the Quote Line Items related list of a quote detail page list
the products for that record. Use this related list to associate a price book with the opportunity or quote, add or edit
products, and, for opportunities, establish or edit product schedules.

Price Books
A price book contains products and their associated prices. Each product with its associated price is referred to as a
price book entry. You can use the standard price book or create custom price books. The standard price book is
automatically generated to contain a master list of all products and standard prices regardless of the custom price
books that also contain them.

Schedules
You can establish default schedules on a product, as well as schedules for individual line items (opportunity
products) on an opportunity
Your administrator determines which types of schedules your organization can use: quantity schedules, revenue
schedules, or both. Your administrator also specifies which types of schedules can be established for each separate
product.
• Quantity Schedule–Outlines the dates, number of units, and number of installments for payments,
 shipping, or other use as determined by your organization.
• Revenue Schedule–Outlines the dates, revenue amounts, and number of installments for payments,
recognizing revenue, or other use.

Choosing a Price Book for an Opportunity or Quote

To include products on an opportunity or quote, you must first choose a price book that contains the products you
want to add. You can add products or quote line items only from a single price book. Click Choose Price Book in
the Products related list on an opportunity or the Quote Line Items related list on a quote to select a price book. This
button appears when you have access to more than one price book.
Note :

The last price book you used on an opportunity or quote is selected by default.
If you change the price book for an opportunity that has products, all products are deleted from the Products related
list, but the value in the opportunity's Amount field remains.

Adding Products to Opportunities

To add products to an opportunity:
1. Select a price book.
2. Click Add Product in the Products related list.
3. Select one or more products.
4. Enter the attributes for each product.
Your administrator may have customized this page to include fields specific to your business.
5. Enter the Sales Price for the product.
The Sales Price is automatically filled in with the List Price specified in the price book. Depending on your user
permissions, you may be able to override this value.
6. Optionally, enter the number of products at this price in the Quantity field.
7. Click Save.
Note :

If the product has default schedules, the schedules are automatically created when you add the product to the
opportunity. The opportunity Amount is the sum of the related products. You cannot directly edit the Amount unless
you first delete all of the products from the opportunity. For multicurrency organizations, the opportunity Currency
is tied to the currency of the associated price book entry. You cannot directly edit the Currency unless you first
delete all of the products from the opportunity.

Deleting Opportunity Products

If the opportunity is synced with a quote, deleting the opportunity products also deletes the corresponding quote line
items from the quote's Quote Line Items related list.
To delete a product:
• Click Del next to the product in the Products related list on the opportunity.
• Click Delete on the product detail page.
To delete all products on an opportunity, click Delete All on the Products related list.

Sorting Products on Opportunities and Quotes

Products appear in alphanumeric order by default on the Products and Quote Line Items related lists, but you can
sort them into any order you like. For example, you might want to group related line items together on a quote
you're sending to a customer. Syncing a quote with an opportunity also syncs product sort order.
1. Click Sort in the Products related list on an opportunity or the Quote Line Items related list on a quote.
2. Select a product, and use the arrows to move it up or down the list.
3. Click Save.

Establishing Schedules on Opportunity Products

To create a new schedule for a product on an opportunity:
1. Click the product name in the Products related list.
2. Click Establish to create a new schedule, or click Re-Establish to delete the old schedule and create a new
one. (See Editing Schedules to edit an existing schedule.)
3. Select the type of schedule to create: quantity, revenue, or both. Your choices are limited by your
organization’s schedule settings, and by the schedule types your administrator has enabled for the product.
4. Set the schedule details. See Schedule Fields for a description of scheduling fields.
For example, if the product unit price is $100 and you specify a revenue schedule with ten monthly installments, a
Schedule Type of “Divide” will create ten installments of $10 each, and “Repeat” as the Schedule Type will create
ten installments of $100 each for a total of $1000.
5. Click Save to display the schedule installments.
6. If necessary, edit the installments as described in Editing Schedules.
If you have a quote line item with a discount, you can't edit the Discount field if the corresponding opportunity
product has an individual schedule.

Products with Default Schedules

If a product has default schedules established on the product record, the schedules are automatically created when
you add the product to the opportunity. The dates of the installments begin with the date you specified when adding
the product. If you left the product date blank, the installment dates begin with the opportunity Close Date.
If you add or change a default schedule for a product, opportunities with that product are not updated. If a product
has both a default quantity schedule and a default revenue schedule, the quantity schedule is calculated first to
determine the total product revenue, and then the revenue schedule is applied to that amount.
If you have a quote line item with a discount, you can't edit the Discount field if the corresponding product record
has a default schedule.

Creating and Editing Default Schedules

Before creating default schedules, make sure the appropriate schedule types are enabled.
To create and edit default schedules:
1. Select the product from the products home page.
2. Click Edit above the product detail.
3. Set the schedule details.
Field Description
Schedule Type Defines whether the product revenue or quantity will be divided into multiple
 Field Description
installments or repeated for multiple installments.
Installment Period Sets the interval for installments; for example, Weekly, Monthly.
Number of
Number of installments in the schedule.
Installments

Note :
For example, if the product unit price is $100 and you specify a revenue schedule with ten monthly installments, a
Schedule Type of “Divide” will create ten installments of $10 each, and “Repeat” as the Schedule Type will create
ten installments of $100 each for a total of $1000.
4. Click Save.
If you add or change a default schedule for a product, opportunities with that product are not updated. If a product
has both a default quantity schedule and a default revenue schedule, the quantity schedule is calculated first to
determine the total product revenue, and then the revenue schedule is applied to that amount.
If you have a quote line item with a discount, you can't edit the Discount field if the corresponding product record
has a default schedule.

Examples
The following examples illustrate some common uses of default schedules.
Default Revenue Schedule Only–Your ASP company sells yearly contracts of product licenses at $1200 per license
per year. When a customer buys licenses, the licenses are all “delivered” at one time, but you recognize the revenue
on a monthly basis. In this case, you would set a revenue schedule of Schedule Type=Divide, Installment
Period=Monthly, and Number of Installments=12.
With this default revenue schedule, a salesperson sells 200 licenses at a unit price of $1200 per license per year on
an opportunity on March 15. The 200 licenses are all “delivered” on March 15. The total revenue for this product is
the quantity of 200 multiplied by the unit price of $1200 per year, for a total yearly revenue of $240,000. The
revenue schedule automatically divides the total revenue into monthly installments of $20,000 on the 15th of every
month for the next year.
Default Quantity Schedule Only–Your medical supplies company sells a box of tongue depressors for $10 per box.
You normally have yearly contracts with hospitals to deliver boxes every month. In this case, you would set a
quantity schedule of Schedule Type=Repeat, Installment Period=Monthly, and Number of Installments=12.
With this default quantity schedule, a salesperson sells 1000 boxes on an opportunity on January 1. The quantity
schedule automatically creates 12 monthly installments of 1000 boxes each, for a total quantity of 12,000 boxes. The
total revenue from this opportunity is calculated using the unit price and the total quantity, so $120,000 is booked on
January 1.
Default Quantity and Revenue Schedules–Your manufacturing company sells widgets for $10 each. You normally
have yearly contracts to deliver widgets on a weekly basis, but your customers pay quarterly. In this case, you would
set a quantity schedule of Schedule Type=Repeat, Installment Period=Weekly, and Number of Installments=52. You
would also set a revenue schedule of Schedule Type=Divide, Installment Period=Quarterly, and Number of
Installments=4.
With these default schedules, a salesperson sells 2000 widgets on an opportunity on January 1. The quantity
schedule is applied first, and it schedules 2000 widgets to be delivered every week for a year, for a total quantity of
104,000. The total revenue is calculated using the unit price and the total quantity. The total revenue of $1,040,000 is
then divided into quarterly installments of $260,000 each.

Editing Schedules
To edit an existing schedule for a product on an opportunity:
1. Click the product name in the Products related list.
2. Click Edit on the Schedule related list of the product detail.
3. In the list of installments, add comments or change the dates, quantities, and revenue amounts.
4. Click Recalculate to preview the new total revenue and/or quantity of the product.
The product totals are the sum of the installments. Any changes you make will override the product totals currently
stored for the product.
5. Click Save to finish.
Note :If you cannot easily obtain the results you want by manually editing the schedule installments, you can return
to the product detail and click Re-Establish to delete the old schedule and create a new one.

Creating Price Books

A price book contains products and their associated prices. Each product with its associated price is referred to as a
price book entry. You can use the standard price book or create custom price books. The standard price book is
automatically generated to contain a master list of all products and standard prices regardless of the custom price
books that also contain them.
To create a custom price book for your organization:
1. In the Maintenance section on the Products home page, click Manage Price Books.
2. Click New.
3. Enter a name for your price book.
4. Optionally, enter a description.
5. Check Active to make the price book available from opportunities and quotes.
6. Optionally, select an existing price book to add its products and prices to the new price book.
7. Click Save.