Salesforce Admin

Introduction to CRM:

 Why CRM?
 Introduction to Cloud Computing & Salesforce.com
 Cloud Computing - Overview
 What is Software-as-a-Service (SAAS)?
 What is Platform-as-a-Service (PAAS)?
 What is Infrastructure-as-a-Service (IAAS)?

What is Salesforce.com?

 Salesforce.com CRM Editions

 Salesforce Architecture – Cloud Computing is a Better Model Multi-tenant
 Salesforce Editions / Pricing

Salesforce.com Navigation - Overview:

 Salesforce Certifications
 Certified Force.com Developer(401)
 Certified Administration (201)
 Certified Advanced Force.com Developer(501), etc.,

Database Introduction:

 Database Model - Object Creation

 Salesforce Building Blocks
 Standard Objects
 Create custom Objects
 CRM functionality in Salesforce and use of standard objects
 Custom Objects Vs. Standard Objects
 Create custom Fields
 Create custom Tabs

Types of Tab:

 Standard Objects – Account, Contacts, Leads, Campaigns, Opportunities etc.,

 Custom object Tabs
 Web Tabs
 Visual force Tabs

Custom Application:

 Limitations
 Field Creation and its Relationships a. Different Data types
 Standard Data types :

1. Text, Email, Number, Currency, URL, Text Area.

 2. Storage Limitations

 Read only Data types:

1. Auto Number, Formula and Rollup summary

2. Rollup summary Operations
3. Sum(), Min(), Max() and Count

Relational Data types:

 Lookup Vs. Master - Detail Relationship

 Limitations
 Required, External Id, Default Value and Unique fields

Salesforce Application elements: Home Page, Tabs, Tab Home Pages, Detail Page, Side
Bar, Apps, Record

Page Layouts:

 Defining Page layouts

 Field order changes
 Adding custom buttons and links
 Defining required and read only fields
 Adding related list

Record Types:

 To create and maintain record types for your organization.

 Display different page layouts and picklist values based on record types.
 Uses of Record Types

Field Dependencies:

 Controlling field/Dependent field?

 Making dependent pick list fields
 Limitations

Validation Rules:

 Defining Salesforce Data Validation

 Creating Custom Validation Rules
 Validation Vs. Trigger

Workflow rules:

 Define workflow
 Create Email template
 Set up workflow rules
 Set up workflow actions
Workflow Approval process:

 Plan approvals using workflow

 Use the approval wizard – standard vs. jump start
 Create workflow approvals

Email Templates:

 Email Templates – Sending Single emails and Mass emails.

 Types of Templates - HTML (Using Letter Head) , Custom HTML (without using letter
head), Visual force Email Templates

Data Management:

 Import Wizard Vs Data Loader

 Importing Overview
 Exporting Overview
 Import custom object records using the Data Loader
 Use mass delete
 Use storage

Personal Setup:

 Managing Personal Information

 Password Reset
 User Management Overview
 Roles, Users, Profiles & Sharing

Users, Roles and Profiles:

 Creating Users
 User Licenses Overview
 Understanding Record Ownership and Access
 Role Hierarchy
 Profiles

1. Overview and different profiles

2. User Permissions

Security:

 Managing the Users

 Set Organization Wide Defaults (OWD)
 Object-level Security
 Field-level Security
 Record-level Security
 Sharing Rules

1. Define Sharing rules

2. Discuss about types of sharing rules
Reports & Dashboards

AppExchange:

 Installing an App
 Uninstalling an App

Salesforce Material

Salesforce editions:

Contact Manager:
Group Edition:
Professional Edition
Enterprise Edition
Unlimited Edition

Free Edition: Developer

To Login : https://developer.salesforce.com/
Sandboxes:

Developer Sandbox:

Developer sandboxes are special configuration sandboxes intended for coding

and testing by a single developer. Multiple users can log into a single
Developer sandbox, but their primary purpose is to provide an environment
in which changes under active development can be isolated until they’re ready
to be shared. Just like Developer Pro sandboxes, Developer sandboxes copy all
application and configuration information to the sandbox. Developer
sandboxes are limited to 200 MB of test or sample data, which is enough for
many development and testing tasks. You can refresh a Developer sandbox
once per day.
REFRESH LIMIT :- Daily
DATA LIMIT :- 200MB

Developer Pro Sandbox:

The main difference between this and Developer is the amount of data that
can be stored. It also grabs some product data from production. If those two
things are important, use this one. Otherwise, it's interchangeble with
Developer Developer Pro sandboxes copy all of your production
organization's reports, dashboards, price books, products, apps, and
customizations under Setup, but exclude all of your organization's standard
and custom object records, documents, and attachments. Creating a Developer
Pro sandbox can decrease the time it takes to create or refresh a sandbox from
several hours to just a few minutes, but it can only include up to 1 GB of data.
You can refresh a Developer Pro sandbox once per day
REFRESH LIMIT :- Daily
DATA LIMIT :- 1GB

Partial Copy:
Partial Data sandboxes include all of your organization’s metadata and add a
selected amount of your production organization's data that you define using
a sandbox template. A Partial Data sandbox is a Developer sandbox plus the
data you define in a sandbox template. It includes the reports, dashboards,
price books, products, apps, and customizations under Setup (including all of
your metadata). Additionally, as defined by your sandbox template, Partial
Data sandboxes can include your organization's standard and custom object
records, documents, and attachments up to 5 GB of data and a maximum of
10,000 records per selected object. A Partial Data sandbox is smaller than a
Full sandbox and has a shorter refresh interval. You can refresh a Partial Data
sandbox every 5 days.
REFRESH LIMIT :- 5 Days
DATA LIMIT :- 5GB

Full Sandbox:
Full sandboxes copy your entire production organization and all its data,
including standard and custom object records, documents, and attachments.
You can refresh a Full sandbox every 29 days.
Sandbox templates allow you to pick specific objects and data to copy to your
sandbox, so you can control the size and content of each sandbox. Sandbox
templates are only available for Partial Data or Full sandboxes.
REFRESH LIMIT :- 29 Days
DATA LIMIT :- Same as Production

Professional edition :
https://www.salesforce.com/form/signup/freetrial-sales-ee.jsp

Salesforce.com & Force.com:

Salesforce.com is SaaS(Software-as-a-Service) product while Force.com is a
PaaS product (Platform-as-a-Service). Salesforce.com has a selection of
prepackaged solutions such as the Sales & Service Cloud that are designed for
a specific purpose. While Force.com allows you to build your own
applications. Salesforce.com is built on the Force.com platform.

Users in Salesforce:
Freeze User: -
In some cases, you can’t immediately deactivate an account, such as when a
user is selected in a custom hierarchy field. To prevent users from logging in
to your organization while you perform the steps to deactivate them, you can
freeze user accounts

NOTE: - Freezing user accounts doesn’t make their user licenses

available for use in your organization. To make their user licenses
available, deactivate the accounts.

APPS :

Classic apps are a collection of standard and custom tabs, including:

Most standard objects, including Home, the main Chatter feed, Groups, and
People
Your org’s custom objects
Visualforce tabs
Lightning component tabs
Canvas apps via Visualforce tabs
Web tabs

TABS:

Custom Object Tabs: For your custom object data. Custom Object Tabs
display the data of your custom object in a user interface tab. Custom object
tabs look and function just like standard tabs.

Web Tabs: For other web content Custom Web Tabs display any external
Web-based application or Web page in a Salesforce tab. You can design Web
tabs to include the sidebar or span across the entire page without the sidebar.

Visualforce Tabs: For Visualforce pages Visualforce Tabs display data from a
Visualforce page. Visualforce tabs look and function just like standard tabs.

Flexible Page Tabs: For Flexible Pages, to include them in the Salesforce1
navigation menu. Flexible Page Tabs let you add Flexible Pages to the
Salesforce1 navigation menu.
Also,

Lightning Page tabs: let you add Lightning Pages to the Salesforce1
navigation menu.

Salesforce Objects:

Objects are database tables that allow us to store data specific to the
organization in salesforce.
Two type of objects in Salesforce. They are.

1.Standard Objects: The objects provided by salesforce.com is called

standard objects. Examples of standard objects are accounts, contacts,
opportunities, Leads, products, campaigns, cases, users, contracts, Report, and
dashboards, etc.

2. Custom Object: The objects created by us are called custom objects.

Custom objects store information that is unique and important to your
organization. Custom objects are the heart of any application. Custom objects
provide a structure for sharing data.

Fields:

Custom Field Types

Auto Number
Checkbox
Currency
Date
Date/Time
Email
External Lookup Relationship
Formula
Geolocation
Hierarchical Relationship
Lookup Relationship
Master-Detail Relationship
Number
Percent
Phone
Picklist
Picklist (Multi-select)
Roll-Up Summary
Text
Text (Encrypted)
Text Area
Text Area (Long)
Text Area (Rich)
Time
URL

External ID:

You can designate up to 25 External ID fields per object.

External ID fields must be Custom text, number or email fields.

External ID fields contain record IDs from systems outside Salesforce.

You can use the upsert call to match against External ID fields during import
or integration.
External ID fields are indexed, so selective filters on them should run quickly.
What are Field Dependencies?
Field dependencies are the special type of filters that help us to change the content of a
picklist based on the value of another field. For example, instead of displaying the all
possible options for a country in a single picklist, this is always great to limit the values to
display based on the value of other fields like State. This is an excellent style to pick the
right option quickly and more conveniently.

Another example can be taken for the food items where deciding from the long list is
usually time-consuming and boring, you can limit the search by keywords like breakfast,
lunch, dinner etc. The values for picklist could be defined as controlling fields and
dependent fields as shown below:

 Controlling Fields – It is able to control the available values in one or

more corresponding dependent fields.
 Dependent Fields – It is able to display the values based on the values
selected for the correspondent controlling fields. In the case of above
example, the country will be the controlling field and the state will be the
dependent field. Controlling field is the checkbox and dependent field is
always a picklist.

More considerable facts for dependent fields –

 The values that are selected for the controlling fields have a direct impact
on the dependent field.
 Both dependent fields and controlling fields work in conjunction to filtration
of values.
 The custom picklists can either be defined as the controlling fields or
dependent fields.
 The standard picklist is usually defined as the controlling fields only and
we cannot define then as dependent fields.
 The default values can be defined for controlling fields only not for the
dependent fields.
 The checkbox can be defined as controlling fields, not the dependent
fields.
 The multi-select picklist can be defined as the dependent fields not
controlling fields.

Relationships in salesforce:

Master-Detail Relationship (1:n):-

It is a parent-child relationship in which the master object controls the

behavior of the dependent child object. It is a 1:n relationship, in which there
can be only one parent, but many children.The main concept you need to be
know is that, being the controlling object, the master field cannot be empty. If
a record/ field in master object is deleted, the corresponding fields in the
dependent object are also deleted. This is called a cascade delete. Dependent
fields will inherit the owner, sharing and security settings from its master.You
can define master-detail relationships between two custom objects, or
between a custom object and standard object as long as the standard object is
the master in the relationship.

Lookup Relationship (1:n):-

Lookup relationships are used when you want to create a link between two
objects, but without the dependency on the parent object. Similar to Master-
Detail relationship, you can think of this as a form of parent-child relationship
where there is only one parent, but many children i.e. 1:n relationship.The
difference here is that despite being controlling field, deleting a record will not
result in automatic deletion of the lookup field in the child object. Thus the
records in the child object will not be affected and there is no cascade delete
here. Neither will the child fields inherit the owner, sharing or security
settings of its parent.

Junction Relationship (Many-To-Many):-

This kind of a relationship can exist when there is a need to create two
master-detail relationships. Two master-detail relationships can be created by
linking 3 custom objects. Here, two objects will be master objects and the
third object will be dependent on both the objects. In simpler words, it will be
a child object for both the master objects.

Hierarchical
A special lookup relationship available for only the user object. It lets users
use a lookup field to associate one user with another that does not directly or
indirectly refer to itself. For example, you can create a custom hierarchical
relationship field to store each user's direct manager.
IQ: Account and contact relationship in salesforce.

Account and contact behave as master detail in business logics but on UI it is a

lookup relationship. Let me explain you a bit more.
You can create a contact without filling account i.e it shows that there is a
lookup relationship between account and contact.
If you have created a contact with account and you delete that account then
contact will be deleted, this shows that it is in Master-Detail relationship. This
is a standard behavior.

Contacts and Accounts have a lookup relationship, but this relationship has a
property called Cascade Delete set to true. This is why the contact is deleted
when the parent object is deleted.
Page Layouts:

The page layout editor lets you:

 Control which fields, lists of related records, and custom links users see
 Customize the order that the fields appear in the page details
 Determine whether fields are visible, read only, or required
 Control which standard and custom buttons appear on records and
related lists
 Control which quick actions appear on the page

Record Types:

 Record types allow you to associate different business processes and

subset of pick list value to different users based on their user profile.
 They are used to drive which page layouts users see when viewing
records, based on their user profile.

 Benefits of record types:
 Tailors user interaction experience to specific business needs.
 Allows for easier administration as there are fewer fields to maintain.

Validation Rules:

Validation Rules help you improve the quality of your data by verifying that
the data entered by a user meets the standards you specify. If the data doesn’t
meet your specifications, then the user cannot save their changes to the
record.

IQ:

ISBLANK() or ISNULL()

 ISNULL() works only for number data type fieds, if we don't populate with value for
number fields it will return true.
 ISNULL() won't support TEXT data type fields because text fields never become null.
 ISBLANK() supports both number as well as text data types.

Workflows :

Workflows in Salesforce are a fantastic way to automate certain business

processes. You can create a rule, and based on certain criteria that you set,
Salesforce can do a few things, like send an email, create a task, or update a
field.
Evaluation criteria :

Next, decide on your evaluation criteria. There are 3 options here.

Salesforce will evaluate the rule when a record is:

1. created
2. created, and every time it’s edited
3. created, and every time it’s edited to subsequently meet criteria.

The first option will only check if the rule applies when the lead is created,
which means it will ignore updates to existing leads. This definitely doesn’t
apply, since we want our rule to apply to existing records.

The second option means that if the rule criteria is met, the rule will run, no
matter what. Say we have a lead whose lead score is greater than 50. The rule
will run when the record is edited to show that the lead score is above 50, but
the rule will also run every single time that record is edited for any reason and
the lead score is still above 50. This will result in an email about that lead,
even after it’s already been determined that they’re a hot lead.

The third option means that the rule will run if a new record is created that
meets the criteria, or if an existing record is changed from not meeting the
criteria to meeting the criteria. This is the best option for our rule. If a hot lead
is added as a new record, we’ll receive an alert. If a record is subsequently
updated to have a lead score over 50, we’ll receive an alert only once that
happens.

Rule criteria:

EX :

Field: Act-On Lead Score

Operator: greater or equal
Value: 50

Setting up workflow actions

New Task
New Email Alert
New Field Update
New Outbound Message (this action allows you to send a SOAP message with
field values to an endpoint such as an external server)

IQs:

1. There is a time-based workflow which will update one of the fields if the
criteria meet. User submits the record with valid criteria, workflow triggered
so that the field update is queued in the 'time based flow' queue which will
fire after one day. If the user modifies the record which is submitted before
the scheduled date, after modification, a record criterion is not meeting.
Whether the field will be updated or not in schedule date?
Sol: It won't trigger in the schedule date because if we modify the record to
not meeting criteria that queued field update will be removed from the 'time
based flow' queue.

2. For the same scenario explained in the above question what happens when
we deactivate or modify the criteria of the workflow to different criteria?
Whether the field will be updated or not in schedule date?

Sol: Yes, It will trigger in scheduled date.

3. There are two workflow rules on the same object say namely wf1 and wf2.
If wf1 fires then a field will be updated on the same object, if the field updated
and due to this wf2 criteria meets then what will happen, wf2 will fire or not?

Sol : It won't fire. To fire wf2 we should enable 'Re-evaluate Workflow Rules'
checkbox of the field update which is there in wf1.

4. What is recursive workflow rule? How to avoid recursive workflow rules?

Sol : Whenever we enable Re-evaluate Workflow Rules after Field Change

checkbox in the Field Update of a workflow rule, due to this field update other
workflow rules on the same object will be fired if the entry criteria of those
workflow rules satisfied.

In case, in other workflow rules also if we enable Re-evaluate Workflow Rules

after Field Change checkbox in the Field Update recursive workflow rules will
come in some scenarios.
We can take two steps to avoid recursive workflow rules :

For the workflow Evaluation Criteria if you choose created, and any time it’s
edited to subsequently meet criteria option, we can avoid recursive workflow
rules.

If you don't enable Re-evaluate Workflow Rules after Field Change checkbox
in the Field Update of a workflow rule we can avoid.
5. Can we update parent record with workflow field update?

Sol: Yes, only if relationship is master detail. If it is look-up relationship, then

it is not possible.

6.We have “Time Based Workflow” and there is action scheduled to be

executed. Can we delete that workflow?

Sol: It is not possible to delete the workflow when the workflow is having any
pending time dependent actions.

7.How to clear the Time based workflow action queue?

Sol: We can clear time based workflow action queue in two ways they are
1.Make the criteria false.
2.Removing scheduled actions from the queue.

Approval Process:

Salesforce approval process is an automated process and your organization

can use to approve records in Salesforce, An approval process is combination
of steps for a record to be approved and person has to approve it each step.A
step can apply to all the records to that object or just record that meets the
certain criteria. An approval process also specifies the actions to take when a
record is approved, rejected, recalled, or first submitted for approval.

Types:

Jump Start Wizard

Standard Setup Wizard

Jump Start Wizard vs. Standard Wizard

– The Jump Start wizard creates a one-step approval process for you in just a
few minutes
– The Standard Wizard is useful for complex approval processes.
Jump Start Wizard
• The jump start wizard is useful for simple approval processes with a single
step.
• Use the jump start wizard if you want to create an approval process quickly
by allowing Salesforce to automatically choose some default options for you.

Standard Wizard
• The standard wizard is useful for complex approval processes.
• Use it when you want to fine tune the steps in your approval process.
• The standard wizard consists of a setup wizard that allows you to define
your process and another setup wizard that allows you to define each step in
the process.

To create an approval process, follow the steps:

1. Launch the approval process wizard.

2. Specify Name, Unique Name, and Description.
3. Specify Criteria for Entering Process.
4. Specify Approver Field and Record Editability.
5. Select Email Notification Template.
6. Configure Approval Request Page Layout.
7. Specify Initial Submitters.
8. Activate the approval process.

IQ : Scenario: After activating the approval process, I want to add one more
step. Is it possible?

Sol : It’s not possible, to add one more step deactivate the approval process
and clone the deactivated approval process and add the new steps.

IQ : Is it possible to start approval process after records is created in

salesforce without clicking on submit for approval button?

Sol: Yes. Process builder or apex trigger can be used to initiate approval
process when record is created.
IQ. How we can achieve dynamic approval process like approve of position
record should be user defined in hiring manager field of position?

Sol : It is possible through apex triggers because in standard approval process,

you need to define approver while creating approval process.

IQ. Can we implement multilevel approval process in salesforce?

Sol :Yes. Define different steps in approval process.

Profiles and permission sets

Profiles:
A profile is a collection of settings and permissions that define what a user can
do in Salesforce. A profile controls
App settings,
Tab settings,
Object permissions,
Field permissions,
User permissions,
Apex class access,
Visualforce page access,
Page layouts,
Record Types,
Login hours & Login IP ranges.
Standard profiles cannot be deleted, and permissions cannot be edited.

System Administrator View and modify all data, customize app.

Standard User View, edit, and delete records they can access.
Solution Manager Standard User plus they can manage published
solution.
Marketing User Standard User plus they can import leads.
Contract Manager Standard User plus they can manage contracts.
Read Only Only view records they can access.

You have one profile assigned to 20 different users.

Now Suppose you want to give some extra permission to one of user.
You have two options here.
a) To change Profile permissions: By this way those extra permissions will
received by every user who is having that profile

b) Second way is to create a permission set having those extra permission.

You need to assign this permission set to particular user by navigating to User
detail page. In this way, you dont have to worry about other users, as only
specific user is getting those extra permissions.

You can assign permission set as many users you want.

The difference between Profile and Permission Sets is Profiles are used to
restrict from something where Permission Set allows user to get extra
permissions.
IQs:

1. Is it possible to delete the user in salesforce?

No, once we create an user in salesforce we cannot delete the user record. We
can only deactivate the user record.

2. View All and Modify All ?

There are administrative permissions for View All Data and Modify All
Data that are assigned via profile or permission set. View All Data will grant
read access to all objects and records (ability to see all data in
Salesforce). Modify All Data will grant create, read, edit, and delete to all
objects as well as full access to all records (ability to edit and delete all data in
Salesforce).
View All and Modify All can also be enabled on a per-object basis. View All
grants read access to the object and read only access to all records within that
object. Modify All grants create, read, edit, and delete access to the object and
full access to records within that object.

Sharing Settings:

OWD is the default access level on records for any object in sales force.
For custom objects we can see below access levels -
Private
Public Read only
Public Read/Write
By default after creating custom object OWD access level is Public Read/Write.

Private: only owner and above hierarchy users can have Read/Write access
and below hierarchy users don't have any access.
Public Read only: only owner and above hierarchy users can have Read/Write
access and below hierarchy users can have only Read Only.
Public Read/Write: Irrespective of role hierarchy everyone can have
Read/Write permissions on the records.
1. OWD(Organization Wide Default )
Private.
Public Read.
Read / Write.
Read/Write & Transfer.

2. Role Hierarchy
3. Sharing Rules
4. Manual Sharing

IQ. Can we use sharing rules to restrict data access?

No, sharing rules cannot restrict data access.
IQ. Is it possible to create sharing rules for detail object?
No, we can create sharing rules for details objects because they don’t have owner field.

IQ.How to provide security for Meta-Data files (Schema)?

ANS:Using Profiles and Permission Sets.

IQ. I want to have read/write permission for User 1 and read only for User 2, how can
you acheive?

ANS:Create a Permission Set with read/write and assign it to User 1.

IQ. I have an OWD which is read only, how all can access my data and I want to give
read write access for a particular record to them, how can i do that?

ANS:All users can just Read the record.

Create a Sharing Rule to give Read/Write access with "Based on criteria" Sharing
Rules.

IQ. How we can change the Grant access using role hierarchy for standard objects?

ANS:Not possible.

IQ.What is manual sharing?

ANS:Manual sharing is to share a record to a particular user manually.

Go to detail page of record and click on manual sharing button and assign that record to
other user with Read or Read/Write access.

Manual Sharing button enables only when OWD is private to that object.
IQ.Can you tell the difference between Profile and Roles?

ANS:Profiles are used for Object level access settings.

Roles are used for Record level access settings.

IQ. How to provide security for the Records(Instance)?

Roles

OWD(Organigation Wide Defaults)

Sharing Rules.

Manual Sharing

Apex Managed sharing

View all.

Modify all.

View all data.

Modify all data.

 Process Builder vs Workflow

Process Builder:

The Lightning Process Builder is a new workflow tool that helps you easily automate
your business processes by providing a powerful and user-friendly visual representation
of your process as you build it. Instead of doing this repetitive work manually, you can
configure processes to do it automatically. The Process Builder’s simple and powerful
design allows you to automate processes.

You can use the Process Builder to perform more actions than with workflow:

Create a record
Update any related record
Use a quick action to create a record, update a record, or log a call
Launch a flows
Send an email
Post to Chatter
Submit for approval
Call apex methods
But the process builder doesn’t support outbound messages.

Workflow
Workflow is business logic that evaluates records as they are created and updated and
determines if an automated action needs to occur. In a way it allows records to speak
up or do something – update data, notify people or external systems.
Workflow does only 4 actions

Create Task
Update Field
Email Alert
Outbound Message

The process starts when

A record changes: The process will start when a record of the specified object
changes.
It's invoked by another process: The process will start when another process
'invokes' it. The benefit of this option is that it allows complex processes to be split into
smaller, more specific processes that can be re-used.

Interview Questions:

1. Is it possible to edit the process once it is activated?

No, you need to clone and while cloning you can create new process or create
new version.
 Salesforce Reports and Dashboards

What is a report type?

A report type is like a template which makes reporting easier. The report type
determines which fields and records are available for use when creating a report. This is
based on the relationships between a primary object and its related objects. For
example, with the ‘Contacts and Accounts’ report type, ‘Contacts’ is the primary object
and ‘Accounts’ is the related object.

What is a report?
A report is a list of records that meet the criteria you define. It’s displayed in Salesforce
in rows and columns, and can be filtered, grouped, or displayed in a graphical chart.
Every report is stored in a folder. Folders can be public, hidden, or shared, and can be
set to read-only or read/write. You control who has access to the contents of the folder
based on roles, permissions, public groups, and license types. You can make a folder
available to your entire organization, or make it private so that only the owner has
access.

Salesforce Reports Presentation Styles

Based on the presentation following styles can be used to generate report in salesforce.
Tabular Report: The basic form of presentation of user data is tabular report. It has
simple listing of data without any subtotals. One can use this report if the presentation is
simple.
Summary Report: Summary report is little bit advanced report as compare to tabular
report having grouping of information with subtotals.

Matrix Report: Matrix report has groups of data based on columns and rows. This
report can be used to represent comparison between related total with total by row and
total by column.

Join Report: Join report has the more advanced way to represent data. This report will
allow you to relate different blocks and show them in single report. Each block has
unique attributes like name, filters, columns, data, and summary fields.

Features of the Salesforce Reports

Salesforce Reports is one of the most powerful features to represent business and easy
understanding of the relationship among objects. Every report in salesforce support
following features.

Custom Summary Formula field: User can define formula based on summary report is
generated.

Exception Reports (Cross Filters): These reports are used to show highlight the
position where data doesn’t exist. These reports are created using cross filters.

Custom Summary Formulas: These formulas are used on reports to calculate complex
data from summary level.

Analytical Snapshots: Snapshot captures data at schedule point with respect to time.

Historical Trend Reporting: This will allow you to track your data. This will allow you to
track upto 8 fields on Opportunity object and 3 fields up to custom objects.

Bucket Field: Salesforce allows us to categorize records without using any formula.
This is known as Bucketing. In bucketing user defines the bucket field (or bucket
multiple categories) to group report value.

Condition High-lighting : To highlight field values on summary or matrix reports based

on some criteria like value ranges user can apply conditional highlighting. To enable
this, report must have custom summary formula or at least one summary field.
Scheduling report for future run : Once you create a new report we can schedule
report by using following steps:
1. Set the frequency field to run report. It can be any value you want to run the report number
of times like Daily, Weekly or Monthly.
2. Mention the dates in Start and End fields.
3. To run the report you must select start time. Click on Find available options to choose a
start time.
4. To save report schedule click on Save Report Schedule.

IQ : Who can run reports?

Users with permission “Run Report” and access to report folder can only run the report.

IQ : What is the use of bucket field in Reports in Salesforce?

Bucket field in Reports in Salesforce is used to group values to the name we specify.

It can group only the below data types fields

1. Picklist
2. Number
3. Text

IQ:How many maximum groupings we can do for summary, matrix and join reports?

3 groupings

IQ:How many blocks we can create for join reports?

5 blocks.

IQ: How many records we can display on page for a report?

 We can display up to 2000 records on a page. If more records are there to display we
cannot see those through user interface. If you export the records to a excel sheet then you
can export up to to 50000 records.

IQ. What All Things Are Not Supported In Joined Reports?

The following items aren’t supported in joined reports, and aren’t converted:
 Bucket fields
 Cross filters
 The Rows to Display filter

IQ: Can We Create A Formula Type In Reports?

Yes.
Formula are not available in tabular reports but available for other report types.
Formula can be only in number, currency and percent format.

IQ: What Is Analytical Snapshot?

Analytical snapshot allows reports run at scheduled time to be stored as objects. Analytical
snapshots are used to perform trend analysis. As an example if we want to view how
monthly sales are growing, fields in a report with sales figure can be stored in a custom
object every month using Analytical snapshot. Data in this custom object can then be used
to perform trend analysis.
Analytical snapshot are available from the Data Management menu option. Source report in
Analytical snapshot can be of the type Tabular or Summary.
Setup Analytical reports require a four step process:
 Select source report
 Select custom object
 Map source report fields to custom object fields
 Schedule the frequency for taking the snapshots

IQ: What is Difference between “printable View” and “Export Details” button on
report?

Printable View: formatting, grouping and subtotals are persisted.

Export Details: formatting, grouping and subtotals are lost.
IQ: Which permission is required to set the running user other than you in
dashboard?
“View All Data” in profile.

IQ. Who can access “drag and drop dashboard” ?

User with permission “manage dashboard” .

Dashboards :

A dashboard shows data from source reports as visual components, which can be charts,
gauges, tables, metrics, or Visualforce pages. The components provide a snapshot of key
metrics and performance indicators for your organization. In Salesforce Classic, you can edit
dashboards in Accessibility mode.

IQ: What All Reports Can Be Used To Generate Dashboards?

Summary and Matrix reports