Salesforce Certification Preparations Notes
May16

Salesforce Certification Preparations Notes

These are the list of Notes for various Topics I have used for preparations in various salesforce certification preparations. Most of the information is copied from various developer forums and salesforce certification preparations sites. Notes will be divided in the following sections. Content Sharing Security Territory Management Auditing & Monitoring Knowledge management Entitlements management Data Strategy Process Automation Analytical snapshots Collaborative forecast Report...

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Salesforce Advance Administrator Notes (Collaborative forecast)
May13

Salesforce Advance Administrator Notes (Collaborative forecast)

Forecasting Enabling Forecast Steps Enable Allow Forecast on User Record. <> Set up your Forecasts Hierarchy. <> Enable Quotas <> Enable forecasts adjustments <> Define your forecast range. <> Customize your forecast categories. <> Select the fields that appear in the opportunity pane for each forecast type. <> Set a forecast currency Make Forecast Tab Visible on the respective Profile. Enable Collaborative forecast for the Organization. Setup>> Customize >>Forecasts >>Settings COLLABORATIVE Forecast or Simply FORECAST Collaborative Forecast allows users to track Quota attainment. Forecast categories allow you to group Opportunities together based upon Opportunity Stage. Administrator can enable up to 4 different types of forecasts for your organization simultaneously. Opportunities, Opportunity splits, or Product families Forecast manager can view the forecasts of all the users below them in the Forecast Hierarchy. Forecast managers with “Override forecast” Permission can adjust the forecast of direct subordinates. For best viewing results, keep the Tab Bar Organizerenabled when using Collaborative Forecasts. Access related forecast details, including who made adjustments and original forecast amounts, and adjust these details. If your organization has more than one type of forecast enabled, each forecast type maintains its own separate adjustments. Move up and down through the forecasts hierarchy easily if you’re a forecast manager. View revenue– or quantity-based forecasts. View forecasts in multiple currencies. Use Collaborative Forecasts reports. Include the opportunities of your partner portal users in your forecasts. For Collaborative Forecasts, historical trending comes with a new custom report type designed to highlight forecast changes between five snapshot dates, Quota Data: must be uploaded through the API using version 28.0 or later. Data Loader Tool Quota Data: Revenue and Quantity Quota Data must be loaded separately. Product family as well. Quota Data must be formatted (UserId, Quarter, Currency, Amount, Units) before its loaded. https://help.salesforce.com/apex/HTViewHelpDoc?id=forecasts3_definitions.htm&language=en_US CUSTOMIZABLE Forecast Customizable forecasting is a flexible solution for estimating how much revenue your organization can generate or how many items your organization can sell. With it, you can forecast on a monthly or quarterly basis, use different dates when applying amounts to forecasts, forecast based on revenue or quantity or both, and define additional quotas based on product families. Use customizable forecasts to review your forecast and drill down through your forecast amounts to see the opportunities included in your forecast. Override forecast amounts directly from the opportunity, or override the forecast from the Forecasts tab without notifying users below you in the forecast role hierarchy. To submit a forecast, making a snapshot of the forecast data available in the forecast history and forecast reports Click Forecast History to display the forecast data you submitted in the past. Review your forecast and the forecasts of any direct reports or forecasts...

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Salesforce Advance Administrator Notes (Dashboards)
May13

Salesforce Advance Administrator Notes (Dashboards)

Dashboards Dashboard formats and what type of data is best displayed in each format: Horizontal bar/vertical column charts are great for showing geographical data, stage or status information, or any data that’s part of a single grouping. Pie and donut charts are useful for displaying data that shows proportions of a total, such as the number of leads by lead source. Funnel, is best used for showing ordered pick lists such as opportunity stage, case status, or lead stage.   In Enterprise Edition, Unlimited Edition, and Performance Edition, you can schedule dashboards to refresh daily, weekly, or monthly. You can also set up Salesforce to send an email with an HTML version of the dashboard when the refresh completes. For email applications that don’t support HTML, the email includes text and a link to the dashboard. Each dashboard has a running user, whose security settings determine which data to display in a dashboard.If the running user becomes inactive, the report is not run. The system administrator receives an email notification to either activate the user, delete the report schedule, or change the running user to an active one in the scheduled report. Portal users receive report and dashboard refresh email notifications when the Allow Reports and Dashboards to Be Sent to Portal Users option is enabled. Schedule the refresh. Set the Frequency Click the Daily, Weekly, or Monthly fields to show more options. Enterprise, Unlimited, and Performance Editions can have up to 200 scheduled dashboard refreshes. Unlimited and Performance Edition users can schedule up to two dashboard refreshes an hour per day. Enterprise Edition users can schedule up to one dashboard refresh an hour per day. Specify dates in the Start and End Dashboards refresh in the time zone of the user who scheduled the refresh. Under Preferred Start Time, click Find available options…to choose a time.The dashboard refresh runs within 30 minutes of your preferred start time. For example, if you select 2:00 PM, the refresh may happen any time between 2:00 PM and 2:29 PM, depending on availability. Refresh Limits If you schedule a dashboard to refresh on a specific day of every month, it only refreshes on months that have that specific day. For example, if you schedule a refresh for the 31st of every month, the dashboard won’t refresh on 30-day months. To refresh on the last day of every month, choose “Last” from the On day of every month drop-down list. Dashboards won’t refresh as scheduled if the running user doesn’t have access to the dashboard folder. If a dashboard has filters, only the unfiltered version is refreshed. You can’t schedule refreshes for dynamic dashboards. They must be refreshed manually. DYNAMIC Dashboards To set up a dynamic dashboard, create a folder to hold...

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Salesforce Advance Administrator Notes (Process Automation)
May12

Salesforce Advance Administrator Notes (Process Automation)

Process Automation Order of Execution-TRIGGER Loads the original record from the database or initializes the record for an upsert statement. Loads the new record field values from the request and overwrites the old values. If the request came from a standard UI edit page, Salesforce runs system validation to check the record for: Compliance with layout-specific rules Required values at the layout level and field-definition level Valid field formats Maximum field length Salesforce doesn’t perform system validation in this step when the request comes from other sources, such as an Apex application or a SOAP API call. Executes all before triggers. Runs most system validation steps again, such as verifying that all required fields have a non-null value, and runs any user-defined validation rules. The only system validation that Salesforce doesn’t run a second time (when the request comes from a standard UI edit page) is the enforcement of layout-specific rules. Saves the record to the database, but doesn’t commit yet. Executes all after triggers. Executes assignment rules. Executes auto-response rules. Executes workflow rules. If there are workflow field updates, updates the record again. If the record was updated with workflow field updates, fires before update triggers and after update triggers one more time (and only one more time), in addition to standard validations. Custom validation rules are not run again. If there are workflow flow triggers, executes the flows. Flow trigger workflow actions and trigger-ready flows are currently available through a pilot program. For information on enabling this feature in your organization, contact salesforce.com. Executes escalation rules. If the record contains a roll-up summary field or is part of a cross-object workflow, performs calculations and updates the roll-up summary field in the parent record. Parent record goes through save procedure. If the parent record is updated, and a grand-parent record contains a roll-up summary field or is part of a cross-object workflow, performs calculations and updates the roll-up summary field in the parent record. Grand-parent record goes through save procedure. Executes Criteria Based Sharing evaluation. Commits all DML operations to the database. Executes post-commit logic, such as sending email. The following actions don’t trigger workflow rules: Mass replacing picklist values Mass updating address fields Mass updating divisions Changing the territory assignments of accounts and opportunities Converting leads to person accounts Deactivating Self-Service Portal, Customer Portal, or Partner Portal users Converting state and country data using the Converttool in Setup | Data Management | State and Country Picklists Making changes to state and country picklists using AddressSettings in the Metadata API Workflow Rule Limitations You can’t create email alerts for workflow rules on activities. You can’t package workflow rules with time triggers. You can’t create outbound...

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Salesforce Advance Administrator Notes (Data Strategy)
May12

Salesforce Advance Administrator Notes (Data Strategy)

Data Strategy Top data quality Steps Step 1: Profile your data Data profiling is all about understanding your data. You should know where your data comes from: spreadsheets, backend systems, or sticky notes all over reps’ desks. Step 2: Control your data Data control is about achieving data accuracy and ensuring the right users have access to the right information, which also means blocking access, as needed. To control your data, you first need to “clean” it by removing duplicates and errors, and then set up processes and use technologies to keep it clean. Step 3: Integrate your data Most organizations have data in more than one system. Whenever there’s duplicated data in several systems, it’s easy for information to get out of synch. One way to avoid this problem is to integrate your systems so that updates in one system automatically update the others, resulting in a single source of “truth” and making it easier for end users to access information. Step 5: Monitor your data Achieving high-quality data isn’t a one-shot effort, but requires ongoing vigilance. Establishing policies, processes, and tools for monitoring data is crucial to maintaining data quality. Step 6: Assign ownership, train users, and commit to a data-quality process Users need to know the importance of data integrity and how to do their part in any data-quality initiative. In training users, show them how data quality directly affects their work. It’s also a good idea to assign ultimate responsibility for each region’s data to a super user, geographic lead, or other business owner. Salesforce.com offers native connectors to Oracle and  SAP systems for easy integration of customer-master records. Metadata Migration Tool The Force.com Migration Tool is a Java/Ant-based command-line utility for moving metadata between a local directory and a Salesforce organization. You can use the Force.com Migration Tool to retrieve components, create scripted deployment and repeat deployment patterns. Migration can happen in two ways. Manual migration—Changes to components that are not available in the Metadata API must be manually migrated in each environment. That is, you must repeat the exact same modifications in every production or development organization. Manual migration is made easier by diligently tracking changes. Metadata migration—Components that are available in the Metadata API can be migrated using desktop tools or change sets. Best Practices for Loading Data Identify the data you want migrate. Create templates for the data. Populate the templates. Migrate the data. Validate the data. Re-migrate or update data as needed. Data Migration Tools Salesforce.com is replacing individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. Tool Editions supported Number of records Import Export Additional information Data Import...

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Salesforce Advance Administrator Notes (Knowledge management)

Knowledge management Salesforce Knowledge is a knowledge base where users can easily create and manage content, known as articles, and quickly find and view the articles they need. Salesforce Knowledge provides the following features and tasks to help you efficiently manage your knowledge base and its users: Using Article Types Article types are custom containers for your articles. Every article belongs to a type that determines its content and structure. Administrators define article types by Creating custom fields to capture article data, Grouping or reorganizing the fields as needed on the layout, and Choosing an article-type template. Salesforce provides two standard article-type templates, Tab and Table of Contents, and you can use Visualforce to create custom templates. Data Categories for Articles Data categories classify articles in Salesforce Knowledge. This classification helps users find articles and allows administrators to control article visibility. When end users are searching for published articles in any channel—Internal App, Customer, Partner, or Public Knowledge Base—they can use the categories to help locate information. Managing Articles On the Article Management tab, article managers can create new articles as well as find and manage existing articles in any phase of the knowledge life cycle: Create and save a new article. Reassign the article to an editor, translator, reviewer, or any other collaborator as needed. That person can reassign the article as many times as necessary until the content is ready for publication. If an approval process is set up for the article type, you or the person you reassign to submits the article for approval. The article is routed to the appropriate approver or set of approvers, who either approve or reject it. Publishthe completed draft to one or more channels, depending on the audiences you’ve configured: the Articles tab in yourSalesforce organization, a customer portal, a partner portal, or a public knowledge base. You can schedule the article to be published on a future date. Update the article as needed. When modifying a published article, you can either remove it from publication so that the original is no longer visible to users, or leave the original published and work on a copy until you’re ready to replace the original with your update. Archivethe article when it is obsolete to remove it from publication. As with publishing an article, you can archive immediately or on a future date. Delete the article as needed, or turn it into a draft and begin a new publishing cycle. Supporting Multiple Languages Multiple languages for Salesforce Knowledge lets an administrator selects your language settings. Two translation methods are available: translating articles in-house using the editing tool in the knowledge base, or sending articles to a localization vendor. You can’t remove a...

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Salesforce Advance Administrator Notes (Auditing & Monitoring)

Auditing & Monitoring Auditing Auditing features do not secure your organization by themselves, but these features provide information about usage of the system, which can be critical in diagnosing potential or real security issues. Auditing features include: Record Modification Fields (Owner, Created By, Modified By, Last Modified Date, Created Date) Login History ( 6 Months History. 20,000 recent Logins) Field History Tracking (Accounts, Cases, Contacts, Entitlements, Service contracts, Contract line items, Contracts, Leads, Opportunities, Articles, Solutions) Setup Audit Trail (180 Days, 20 Most recent changes, Changes of Administration , Customization , Security & Sharing , Data Management , Development , Various Setup , Using the Application is tracked ) Dreamfactory Snapshot (Compare and diff Orgs, Analyze changes to Orgs, and push customizations between Orgs, all with no coding required) Debug Logs A debug log can record database operations, system processes, and errors that occur when executing a transaction or running unit tests. Debug logs can contain information about: Database changes HTTP callouts Apex errors Resources used by Apex Automated workflow processes, such as: Workflow rules Assignment rules Approval processes Validation rules The system generates a debug log every time a transaction that is included in the defined filter criteria is executed. Transactions can be generated from the following: Salesforce user interface API executeanonymouscalls Web services Email services Debug logs don’t include transactions that are triggered by lead conversion. For example, suppose a converted lead triggers a workflow rule. The debug log won’t show that this workflow rule fired.   Debug Log Limits The following are the limits for debug logs: Once a user is added, that user can record up to 20 debug logs. After a user reaches this limit, debug logs stop being recorded for that user. ClickReset on the Monitoring Debug logs page to reset the number of logs for that user back to 20. Any existing logs are not overwritten. Each debug log can only be2 MB. Debug logs that are larger than 2 MB are reduced in size by removing older log lines, such as log lines for earlier debug statements. The log lines can be removed from any location, not just the start of the debug log. Each organization can retain up to50 MB of debug logs. Once your organization has reached 50 MB of debug logs, the oldest debug logs start being overwritten. The newest log entries are always preserved. The debug log is truncated by200 KBytes when it reaches its maximum size of 2 MB.  Salesforce Advance Administrator...

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Salesforce Advance Administrator Notes (Territory Management)

Territory management Territory management is an Account sharing system (also its Related List objects) that grants access to accounts based on the characteristics of the accounts. It provides a powerful solution for structuring your users, accounts, and their associated contacts, opportunities, and cases. Territory Management is available only for organizations that use Customizable Forecasting. Enabling Territory management can be reversed. Enable, implement, and test Territory Management in a sandbox environment before enabling it in production. There are two different options for enabling territory management. Enable Territory Management: your organization’s current forecast hierarchy and forecast data are automatically copied to the territory hierarchy Enable Territory Management from Scratch: All preexisting forecast data is deleted. An empty territory hierarchy is created Accounts & Users can be associated with multiple territories. An Opportunity can be associated with only one Territory. When you edit groups, roles, and territories, sharing rules are automatically recalculated to add or remove access as needed. When architecting a territory management solution, consider the following to determine whether Territory Management is a good fit with your organization’s business requirements. Forecasting Rule source Sales structure Rule complexity Sharing performance Managing your organization’s territories involves the following tasks: Organize territories into hierarchies that represent your organization’s forecasting requirements and how users work in your organization. Configure organization-wide settings for territory management. Create new territories and edit existing territories. Assign users to territories. Define account assignment rules that evaluate accounts and assign them to territories. Select accounts from lists and manually assign them to territories. Key benefits of territory management include: The ability to use account criteria to expand a private sharing model. Support for complex and frequently changed sales organization structures. Support for transferring users between territories, with the option to retain opportunities. Multiple forecasts per user, based on territory membership. Territory-based sales reports. Territory hierarchy vs Role hierarchy Yes. The territory hierarchy and the role hierarchy are independent. See the following comparison: Territory Hierarchy Role Hierarchy Is available by contacting salesforce.com Is available by default Determines forecasts Has no impact on forecasting when territory management is enabled. Supports assigning a user to multiple territories Supports assigning a user to only one role Affects account and opportunity reports Affects all other reports Grants access to records regardless of ownership. Users receive whatever access is most permissive across both hierarchies. Grants access to records based on ownership. Users receive whatever access is most permissive across both hierarchies.     Territory Related Lists Each territory detail page has the following related lists: Assigned Users– Lists the users in the territory. Inherited Account Assignment Rules– Lists the account assignment rules for this territory that...

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Salesforce Advance Administrator Notes (Sharing Security)

Sharing Security Every user in Salesforce has a profile Standard profile OR Custom profile. A user’s profiles determines access to objects, and fields in objects. Standard profiles – Profiles control- Standard userSystem AdministratorContract ManagerMarketing UserRead Only Solution Manager Site.com Only User Partner User Customer Portal UserCustomer Portal ManagerStandard Platform One App UserHigh Volume Customer PortalChatter Only User Chatter Free User Chatter External User Chatter Moderator User The objects the user can accessThe fields of the object the user can accessThe tabs the user can accessThe apps the user can accessThe page layout that is assigned to the user The record types available to the user   Standard profiles cannot be deleted. Access permissions to objects (and their fields) of standard profiles cannot be edited. Standard profiles have access to all standard objects. Read-only profile have read-only access to objects. However access to tabs and applications can be configured for standard profiles. Access permissions of Custom profiles can be edited. Custom Profiles are created by developers by cloning from a standard profile. Security in Salesforce is defined at multiple levels. These levels are – Object level security: It is given to profile level. Object level security is set up via Manage Users–>Profile section. Access for Read, Create, Edit & Delete can be set at standard and custom objects. Field-level security: It is applied at profile level. The field-level security is available via the “Set Field-level security” button in the field definition page. At field level, for each profile valid settings are Visible and Read-only. When a user logs in the list of objects that are displayed to her is determined by object level security, and list of fields that are displayed to the user is determined by field level security settings of that profile. Record level Security: There are 3 tiers of record-level permissions: Read Only Read/Write Full Access “Read Only” and “Read/Write” access can be granted through a variety of means (Org-wide defaults, Role Hierarchy, Sharing Rules, Manual Sharing.).  Users with the object-level permission “View All” (pictured unchecked above) are granted “Read Only” record-level permissions to all records of that object. “Full Access” is granted to: The record owner. Users higher in the role hierarchy than the record owner (when “Grant Access Using Hierarchies” is enabled). Users with “Modify All” object-level permission (this includes system administrators). Members of a queue to all records owned by the queue.   Organization wide defaults. This setting is defined at object level. OWD defined the default record level sharing for objects. All profiles get at least the privileges defined in OWD. OWD takes three different values – Private (Cant view and edit) Public Read only (Can view)...

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Salesforce Advance Administrator Notes (Content)

Content With Salesforce CRM Content you can organize, share, search, and manage content within your organization and across key areas of the Salesforce application. Content can include all file types, from traditional business documents such as Microsoft® PowerPoint presentations to audio files, video files, Web pages, and Google® docs. Organizing Rather than keep files in folders that make content difficult to find, Salesforce CRM Content stores files in fully searchable file repositories known as libraries. Administrators can create multiple libraries based on any classification, such as department name, job function, or team. Authors assign descriptive labels called tags to help classify and organize content across libraries. Salesforce CRM Content also provides Personal libraries, which allow users to reduce the clutter on their desktops while using content-management benefits such as document search and version control. Searching The powerful Salesforce CRM Content search engine scans the entire body of the document as well as content properties such as the title, description, tags, categorization data, author name, featured content, file format, author, tags, libraries, or custom fields. Subscribing Once a file is located, subscribing to it ensures that you receive an email notification when new versions are published or changes are made to the file’s properties. You can also subscribe to authors, tags, and libraries, thus reducing the time spent searching for new or updated content. Notification emails will arrive real-time or once daily, depending on your preferences. Previewing In Salesforce CRM Content you do can preview document details at a glance, including document title, author, description, tags, libraries, comments, votes, versions, subscribers, and downloads. If the document is a Microsoft PowerPoint, Word, Excel, or Adobe® PDF file, you can preview the entire file in your browser without downloading it. Contributing Uploading new or revised files in Salesforce CRM Content is fast and easy. During the upload process you choose a library and content type for your file or Web link, write a description, assign one or more tags, and fill out any customized fields that help categorize and define your content. Version management is by simply upload a new version of the file. You can download past versions of a file and read all reason-for-change comments that an author may have included with a new version. Reviewing Usage and Providing Feedback Salesforce CRM Content provides several methods for determining whether content is valuable to readers. Featuring a piece of content increases its visibility in search results. Voting thumbs up or thumbs down on a file, Web link, or Google doc and adding comments You can also see who has subscribed to a file, link, or doc and how many times files have been downloaded. The Reports tab allows you to create standard or custom reports on Salesforce CRM Content data....

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