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Salesforce Advanced Admin Exam

Flashcards used to pass the Salesforce Advanced Administrator exam.
What is a sandbox?
A sandbox is a replica of the production organization that allows users to develop code and configure changes as well as test and train in a separate organization without risking or compromising data.
True or False: Sandboxes are updated with new features a couple of weeks before each Salesforce release.
What is an encrypted text field?
An encrypted text field is a text field that can contain letters, numbers, or symbols which are encrypted.
Who are the users that can see values stores in encrypted fields?
Users that have the "View Encrypted Data" permission.
True or False: Encrypted fields CANNOT be included in report results.
False. Encrypted fields CAN be included in report results.
True or False: Encrypted fields can be modified irrespective of whether the user has the "View Encrypted Data" permission.
Name two limitations of encrypted fields when changing field types.
1. Existing custom fields can't be converted into an encrypted text field.
2. Encrypted text fields can't be converted into other data types.
What are the Territory Access Levels across for the Account object?
1. View Only
2. View and Edit
3. View, Edit, Transfer, and Delete
What are the Territory Access Levels for the following objects: Contact, Case, and Opportunity?
1. No Access
2. View Only
3. View and Edit
What are the three stages of the data quality lifecycle?
1. Assess
2. Cleanse
3. Maintain
Name 3 actions that are part of the "Assess" stage of the data quality lifecycle?
1. Analyze data
2. Identify problems
3. Determine next steps
Name 3 actions that are part of the "Cleanse" stage of the data quality lifecycle?
1. Standardize
2. Clean
3. Dedupe
Name 2 actions that are part of the "Maintain" stage of the data quality lifecycle?
1. Educate
2. Enforce
Analytic Snapshots
Can add up to 2,000 new records to the target object.

Any records over 2,000 are not added to the target object.

Tip #1: Use multiple source reports and analytic snapshots to add more than 2,000 records to a particular object.

Tip #2: Filter the source report accordingly to reduce the number of records.
What is a dynamic dashboard?
A dynamic dashboard displays the data accessible to the user viewing it, rather than the data accessible to the specified running user. Optionally, authorized users can change the running user directly from the dashboard view page.
What does a dashboard filter do?
A dashboard filter allows viewers to change the data visible on the dashboard by selecting a filter value from a dropdown list.
How many dashboard filters can be applied to a single dashboard?
True or False: Only fields that are common to all components on the dashboards can be used as a filter.
What does a combination chart do?
A combination chart lets you plot and compare multiple summary values on a single chart.
A function used in custom summary formulas to return the value of a summary field from a specified parent grouping or grand total. This 5-minute video teaches you how to use this function:
A function used in custom summary formulas to return the value of a summary field from a previous grouping.
What is bucketing?
Bucketing enables the segmentation of report data on the fly by defining a set of categories, or "buckets", to sort, group, or filter the records.
What types of fields can be used in bucketing?
Picklist, number, and text field types.
What is an exception report?
An exception report uses a "without" relationship to how where data doesn't exist (e.g. Accounts without opportunities)
What do cross filters do?
Cross filters enable filtering of the parent records in a report by their related child records (using WITH or WITHOUT conditions).
How many cross filters can be applied to a single report?
What is a sub-filter?
A sub-filter provides an option to extend a cross filter by including only child records that meet certain criteria.
How many sub-filters can be applied to a single cross filter?
What are two important aspects of the primary object?
1. It dictates which related objects can be included in the report type.
2. It controls which object appears in the show filter and other filters in the report builder.
What are report types?
Report types are predetermined combinations of related objects and their fields that are used as starting points when building new, custom reports.
True or False: Standard report types are available by defaults for standard objects only.
False. Standard report types are available by default for standard and custom objects as well as their related objects.
True or False: New custom fields are NOT automatically added to standard report types.
True or False: Standard report types show "with" relationships.
What is delegated administration?
Delegated administration allows the assignment of limited administrative privileges to non-administrators.
What are two areas of Salesforce a delegated administrator can manage?
1. Users
2. Custom Objects
What can delegated admins manage in terms of users?
For specified roles and subordinates roles, delegated admins can:

1. Log in as users, reset passwords, and unlock users.
2. Create and edit users.
3. Assign users to specified profiles
What can delegated admins manage in terms of custom objects?
For specified custom objects, delegated admins can customize most aspects including:

1. Fields, page layouts, and record types.
2. Validation rules.
3. Custom tabs.
What is a custom app?
A grouping of tabs that gives users access to just the objects, records, and features they need for a specific business function.
True or False: Custom apps have custom logos and defined landing tabs.
What is a junction object?
A junction objects links two objects in a many-to-many relationship.
What are the two types of relationships between objects?
1. Master-Detail
2. Lookup
What is a master-detail relationship?
A "strong" relationship. Record ownership and access are controlled by the parent. If the parent record is deleted, the child record gets deleted.
What is a lookup relationship?
A "loose" relationship where parent records have no control over child records. In a lookup relationship, if you make the lookup field required, parent records cannot be deleted. If it's optional, you can select one of the following:
- keep the child records, clear the values in the lookup field
- delete the child records too (call Salesforce to enable)
- do not allow deletion of parent records in a lookup relationship
Schema Builder
Used to view relationships between objects and create new custom objects and fields.
What are three benefits of creating a custom tab for a custom object
1. Establishes a home page for the object, which allows users to view records through list views.
2. Records can be searched for using search bar.
3. Users can create new records from the "Create New" section on the side bar.
What are three deployment tools?
1. Change sets
2. IDE
3. Migration Tool
Notes about Change Sets
Available from the Setup menu

Used to migrate changes between related organizations.
Notes about the IDE
Standard development environment

Used to migrate changes between related or unrelated orgs.

Modify or delete metadata.

Manage changes in a source-code control system.
Notes about the Migration Tool
Utilizes Apache ANT script.

Used to migrate changes between related or unrelated orgs.

Modify or delete metadata.

Manage changes in a source-code control system.
What are the three types of sandboxes?
1. Full
2. Configuration-Only
3. Developer
How often can a full sandbox be refreshed?
Every 29 days.
How often can a configuration-only sandbox be refreshed?
Once per day.
How often can a developer sandbox be refreshed?
Once per day.
What are the storage limits of each sandbox type?
Full: Has a storage limit based on its production org.

Configuration-only: Does not copy data but you can load up to 500MB of data separately.

Developer: Does not copy data but you can load up to 10MB of data separately.
What does a sandbox template do?
A sandbox template allows an administrator to choose the objects whose data they want replicated in their sandbox.
What is metadata?
Metadata contains the information about the look and feel of the application along with its functionality. Metadata includes:
- fields
- page layouts
- record types
- profiles
- permission sets
- reports
- dashboards
- report types
- apps
- objects
Metadata vs Data
Metadata = Field Label, API Name, Data Type
Data = Field Value
Order of Execution
1. System Validation Rules
2. Apex BEFORE triggers
3. Custom validation rules
4. Apex AFTER triggers
5. Assignment rules
6. Auto-response rules
7. Workflow rules
8. Escalation rules
9. Roll-up summary fields
Notes on Collaborative Forecasts
Quota data must be loaded through the API using version 28.0 or later.

Date format is yyyy-mm-dd, must be 1st of month.

Currency field must be ISO code (e.g. USD).

Revenue quota data and quantity quota data must be loaded separately.

There are no standard reports or standard report types for collaborative forecasts.
Order of Workflow Action Triggers
1. Field Updates
2. Tasks
3. Email Alerts
4. Outbound Messages - 7 key characteristics
1. Provides access to company profiles.
2. 80+ fields on company records.
3. Requires an additional license.
4. Compare existing accounts to a record in
5. "Clean" process examines Salesforce accounts, contacts, and leads data.
6. Flag records based on selected preferences.
7. Automatically fill in blank values w/ fields.
True or False: Duplicates can be prevented through custom development?
True. A developer can build an Apex trigger to prevent a duplicate record from being saved when a lead is created or updated.
What is an Apex Trigger?
An Apex Trigger is code that executes before or after specific system events.
What are 4 ways duplicate leads are created?
1. Web-to-lead (doesn't check for dupes).
2. Importing from lists using the Data Loader.
3. Forgetting to search first.
4. Private sharing model (users can't see that the lead already exists because records they don't own are private).
What are 3 ways to make a field required?
1. Select the "Required" checkbox while defining a custom field.
2. Set the field to required on the page layout.
3. Create a validation rule to make sure it's never left blank.
What are 3 tools to process data?
1. Connect for Office
2. Excel Connector
3. Workbench
What is Apex?
Apex is an object-oriented programming language which allows developers to add business logic to system events, such as button clicks, related record updates, and data loads.
What does Visualforce allow?
Visualforce allows developers to create new custom pages to replace standard page layouts within the Salesforce UI. Visualforce pages can be incorporated by:
- Creating a custom button or link
- Overriding a standard button
- Overriding a tab overview page
- Creating a custom tab
- Embedding the page into a page layout
What are the 6 resources in a flow?
1. Variable
2. Constant
3. Formula
4. Text Template
5. Choice
6. Dynamic Choice
What is a variable?
A variable allows you to define an updatable value. Variables can be used to set and store Salesforce data when running the flow. Variables CAN be modified during execution of the flow.
What is a constant?
A constant allows you to define a fixed value. Constants can be used to set variables and Salesforce data when running the flow. Constants CANNOT be modified during execution of the flow.
What is a formula?
A formula calculates a value using numeric elements in the flow.
What is a text template?
A text template allows you to create formatted text that you want to share across your flow.
What is a choice?
A choice creates an individual choice option that you can reuse throughout your flow.
What is a dynamic choice?
A dynamic choice looks up data from an object's records and dynamically generates a set of choices at runtime. Throughout your flow, you can reuse a Dynamic Choice resource for choice fields, and you can reference the stored value of a Dynamic Choice resource.
Where can a flow be run from (4 areas)?
1. Custom buttons
2. Custom links
3. VF tabs
4. Flow URLs
True or False: A joined report can be displayed on a dashboard.
True or False: Managed packages can be updated by the provider and DO NOT count toward custom App, tab, or object limits.
True or False: Unmanaged packages DO count towards system limits.
What are the 10 designer elements available in flows?
1. Subflow
2. Apex Plug-In
3. Step
4. Screen
5. Decision
6. Assignment
7. Record Create
8. Record Update
9. Record Lookup
10. Record Delete
What are faults?
Faults are exceptions that can happen during the processing of a flow.
What is a debug log?
A debug log records database operations, system processes, and errors for a specified user every time that user executes a transaction.
4 questions to ask yourself before customizing Salesforce
1. Can it be done using Setup tools?
2. Is there an App Exchange app?
3. Can it be done with Apex?
4. Can it be done with Visualforce?
What are article types?
Article types are a template for an article. Applications must have at least one article type.
True or False: For master-detail relationships, the related field is required on the page layout.
How many relationships deep can a cross object formula reference data from?
A cross object formula can reference data from objects 10 relationships away.
Notes about Content
- Content files cannot exceed 2GB in size.
- Users must be added to a library in order to contribute to it.
- Content fields display info about contributed content.
- Content types control fields on content detail page.
- Content packs are content bundled together
What are content deliveries?
Content deliveries allow users to view delivered content in a web browser, track views, and track downloads.
What are the four different types of library access?
1. Author
2. Viewer
3. Workspace Administrator
4. Custom library permissions
What are the two profile permissions needed to manage change sets?
1. Manage Inbound Change Sets
2. Create and Upload Change Sets
True or False: All metadata components and profile settings are supported by change sets.
False. Not all metadata components and profile settings are supported by change sets and must be manually added to the target org.
What is territory management?
Territory management is an account sharing system that lets users access accounts based on the characteristics of the accounts, such as geography, product line, or business unit.
Notes about Territory Management
- Users and accounts can be manually assigned to one or more territories.
- Accounts can also be assigned automatically using account assignment rules.
- If only one territory is common to both the account and opportunity owner, Salesforce automatically assigns the opportunity to the territory in common. If multiple territories are common, the opportunity owner must assign the opportunity manually.
What is field-level security?
Field-level security restricts what fields users can view and edit based on their profiles.
What are the areas of Salesforce where field-level security restricts a user's access to a field?
1. Record detail pages
2. Record edit pages
3. Related lists
4. Search results
5. Reports
6. List views
Territory Management Considerations
- Once territory assignment has been enabled, it cannot be disabled.
- Territory management works in parallel with other sharing functionality.
- Both role and territory hierarchy must be managed simultaneously.
- Forecasts are derived from territory hierarchy, not role hierarchy (customizable forecasting must be enabled).
- Forecast data is derived from the opportunities associated with a user's territory.
- Users will have a different forecast for each territory to which they are assigned.
Notes on Cross-object Workflow Field Updates
Cross-object workflow field updates work with:
- custom-to-custom master-detail relationships
- custom-to-standard master-detail relationships
- some standard-to-standard master-detail relationships
What do Entitlements do?
Entitlements do the following:
- Define service levels of support
- Manage entitlements and service contracts
- Verify if customers are eligible for support
- Enforce levels via automated processes
What are 3 models for Entitlements?
1. Entitlements Only
2. Entitlements and Service Contract
3. Entitlements, Service Contracts, and Line Items
What are Entitlement Processes?
Entitlement Processes are timelines that include all of the steps that a support team must complete to resolve a case.
What are Milestones?
Milestones are required steps in a support process. Examples include first response and resolution times.
What are Milestone-actions?
Milestone-actions are time-dependent, workflow actions that occur at every milestone.