- Users, Profiles and Permission Sets

Profiles and Permission Sets provides security for meta-data (Structure) components.

1. Is it possible to delete the user in sales force?

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

2. What is 'Grant Account Login Access'? How to enable 'Grant Account Login Access'

If we enable 'Grant Account Login Access' for a user then we can see 'Log in' button on the detail
page of that user. By clicking on that 'Log in' button without giving that user's username and
password we can log in.

To enable the 'Grant Account Login Access' follow the below steps -

Log in as a user to whom you want to enable Log in access.

At top right corner click on name (Which should be left to Setup) > My Settings

User should be able to see user's personal set up page.

Left side, click on Personal Information > Grant Account Login Access

User should be able to see Grant Account Login Access page

In Access Duration column select '1 Year' for all the records and click on 'Save' button.

Log out and Log in as any other user in the organization then click on Manage Users > Users.

User should be able to see list of records and verify the user to whom we enabled the Grant
Account Login Access

User should be able to see the Login link beside Edit link.

Click on Login then user should be able to login as that user mode

Observe at top right corner, user should be able to see Logged in as 'Name of the user' which
should be high light in black colour.

Click on Logout

User should be come back to original user's mode, Observe at top right corner, user should not be
able to see Logged in as 'Name of the user'

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

Using Profiles and Permission Sets.

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4. What is Profile?

Profile deals with CRED (Create, Read, Edit and Delete) permissions over Apps, Tabs, Objects, Fields,
Record Types, etc...

We can map only one profile for one user and without mapping the profile we cannot create the
user.

5. What is Permission Set?

To improve the permissions for the users over profiles we should go for Permission Sets.

Example- To give additional permissions to few users who belongs to different profiles over Apps,
Tabs, Objects and fields.

6. How to give permissions to two fields for different users who belongs to different profiles?

Permission sets.

7. How many users are there in your project sales force instance?

1000 (It will depends upon the number of licenses taken by the client, it will be like up to 4000 like
that based on the client)

8. 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.

9. What is role?

Role deals with authorization to access data.

10. What is OWD?

OWD is the default access level on records for any object in sales force.

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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 every one can have Read/Write permissions on the
records.

11. What is Grant Access Using Hierarchies?

Say there are three roles

Role A

Role B

Role C

Role A is higher in hierarchy, Role B is in middle and Role C is lower in hierarchy

If the Role A user through Manual Sharing or Sharing Rules, shares the record to Role C user who is
in lower hierarchy, then the Role B user who is above in hierarchy to Role C user can see the records,
if we enable Grant Access Using Hierarchies at sharing settings else Role B user cannot see the
record.

Import Wizard and Data Loader

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To process bulk records.

1. What is Import wizard?

Import wizard is a web based tool to process bulk records.

With import wizard we can process maximum of 50,000 records.

In import wizard we can't see few objects (ex: if there is master detail relationship between two
objects then child object we can't see).

2. What is Data Loader?

Data Loader is a stand-alone tool to process bulk records. With Data loader we can process
maximum of 5 million records. Most of the time we use only Data loader. Default batch size of the
Data loader is 200.

3. Which operations we can perform on data loader?

Insert (Inserting brand new records, no need of ID)

Update (Updating the existing records based on the record ID)

Up set (To Up set we should have one external ID field on the object, based on the external id field
if the value already exists it will update, if doesn't exist then it will insert)

Delete (Delete the records based on the id provided, to delete we need only id, deleted records
can be found in recycle bin)

Hard delete (Delete the records based on the id provided, to delete we need only id, deleted
records can't be found in recycle bin, Note: If we enable bulk API in data loader settings then only we
can perform Hard delete.)

Export (From any object we can export records based on the SOQL query, Note: We can't export
deleted records which are there in the recycle bin)

Export all (From any object we can export records based on the SOQL query, Note: Using Export all
we can export deleted records which are there in the recycle bin also)

4. Data loader or Import wizard supports which file format?

.CSV (Comma Separated Values)

5. What is the filed mapping file format of the data loader?

.SDL

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6. How to insert null values into data loader?

In data loader settings we should enable 'insert null values' checkbox otherwise we can't insert null
values.

7. What is external ID?

Suppose we have account table in Sales force and account table outside of the Sales force (ex: .csv
file, sql database). In Sales force all the records can be identified with record id and outside of the
Sales force we can't recognize records with Sales force id that is the reason to compare outside table
and sales force table in Sales force for one of the field we have to enable external ID (we can enable
external id for text, number, auto number and email). If we enable external id we can compare that
particular column with the column which is available in external table. While comparing if the both
column values are same then it will update otherwise it will insert.

8. Maximum batch size of data loader?

10,000 records and minimum 1 record.

9. What is default batch size if we enable bulk API?

2,000 records.

Workflows and Approvals

1. What are the different kinds of evaluation criteria’s (events)?

Created

Created and every time edited to meet the criteria

Created and edited to subsequently meet the criteria

2. What is the difference between Created and every time edited to meet the criteria and Created
and edited to subsequently meet the criteria?

If we select 'Created and every time edited to meet the criteria' whenever we create a record or edit
a record if the criteria of the workflow rule meets then it will trigger every time. If we select 'Created
and edited to subsequently meet the criteria' -
While creating the record criteria meets so that workflow will fire and while editing the record
again criteria meets workflow won't fire (meeting the criteria to meeting the criteria)

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 While creating the record criteria doesn't meet so workflow won't fire and while editing the
record workflow criteria meets then workflow will fire (not meeting the criteria to meeting the
criteria)

Conclusion: Previous state of record should be not meeting criteria and current state of record
should be meeting the criteria then only in current state workflow will fire.

3. What are the types of rule criteria’s?

Criteria meet (field - operator - value, if there are multiple criteria’s then in filter criteria we can
give conditions like ( 1 or 2) and 3, field to field comparison is not possible, we can't fetch the
previous state information of the field )

Formula evaluated (we can write formulas with this we can do field to field comparison and we
can fetch previous state value of the record)

4. What is immediate workflow action?

The action which will be performed immediately after the record criteria meets.

5. What is time dependent workflow action?

The action which will be performed in future based on the any of the date field. To create time
dependent workflow action we should create one time trigger. in time trigger we can give either
days or hours with the maximum of 999 value and we can select either before or after.

6. For which event we can't create time dependent workflow action?

Created and every time edited to meet the criteria.

7. What are the different kinds of workflow actions?

New field update (we can update a field of the same object or the fields of the parent objects
which are at master side in master-detail relationship, only for master-detail parent objects we can
update the field and for lookup we can't update)

New email alert (we can send emails if the criteria meets)

New task (we can create new task)

New outbound Message (we can make a call out)

8. What are the types of email templates?

Text

HTML (with letter head)

Custom HTML (without letter head)

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 Visual Force

9. 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?

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.

10. 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?

Yes, It will trigger in scheduled date.

11. Scenario: 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?

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

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

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.

13. What is Approval Process?

If the criteria of the record meets then by clicking on submit for Approval button user can submit the
record for approval (Note: Approval history related list should be displayed on the record detail
page)

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14. How to configure Approval Process?

Before creating the Approval Process we should select the object after that we should follow below
steps -

Give the Approval Process name

Give the criteria of the Approval Process

Select the email template (If we don't select any email template sales force by default send an
email notification to the target approver else with our selected email template target approver will
be notified)

Select the users who can submit for the approval (If we do not select any user by default all the
users who can access to that record can submit)

Select the user to whom record should be submitted

Initial submission actions ( after submitting the record for approval immediately whatever the
actions included in the initial submission actions section will be triggered)

Approval Steps (we can add multiple steps)

For each and every step we can see 'Approval actions' and 'rejection actions' sections where we
can add actions to be performed

If the Approver approves the record then actions which are under 'approval actions' section will be
triggered

Final approval actions section (If all the steps approved then actions which are under 'final
approval actions' section will be triggered)

Final rejection actions section (If any one of the step rejected then actions which are under 'final
rejection actions' section will be triggered)

Recall approval actions ( After submitting record for approval if you want to revoke we click on
recall approval action on the detail page, after clicking on that button actions which are under recall
approval actions section will be triggered )

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

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

Reports and Dashboards

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To summarize the information.

1. What is Report?

To summarize the information of an object we use reports.

2. What are the types of Reports?

Tabular (Displays records just like a table)

Summary (we can summarize the information based on certain fields)

Matrix (we can summarize the information in two dimensional manner, both rows and columns)

Join (we can summarize information in different blocks on the same object and the related
objects)

3. How many blocks we can create for join reports?

5 blocks.

4. How many maximum groupings we can do for summary, matrix and join reports?

3 groupings

5. What is bucketing in reports?

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

See in detail here

6. 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 all
records.