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Most Common Interview Q&A Part2(26-50)

26. How many controllers can be used in a visual force page?
Salesforce come under SAAS so, we can use one controller and as many extension controllers.

27. What is difference between Action support and Action function?
Action function: Invoke the controller method from java script using AJAX and we can use action function from different places on visual force page.

Action support: Invoke the controller method using AJAX when even occurs on page like onMouseOver, onClick, ect… and we can use action support for particular single apex component.

28. What are Login Hours and Login IP Ranges?
– Sets the hours when users with a particular profile can use the system
– Sets the IP addresses from which users with a particular profile can log in

Notes:
• You can customize profiles to restrict users’ ability to log in to Salesforce.
• You can set the hours when users can log in and the IP addresses from which they can log in.
If a user logs in before the restricted hours, the system will end the user’s session when the restricted hours begin.

Two Options for Restricting Access via IP Ranges
Option 1: Add Trusted IP Ranges for your entire org
Option 2: Add Trusted IP Ranges on a Profile by Profile basis

29. What is a User Record?
– Key information about a user
– Each has its own unique username
– User logs in with username and password
– Users can be active or inactive; an active user uses a license
– Users are associated with a Profile
– Users are usually associated with a Role

30. What is a Record Owner?
– The user (or queue for Cases and Leads) who controls or has rights to that particular data record
– An Owner has the following special privileges:
• View and edit capabilities
• Transfer capability – change ownership
• Deletion capabilities
– Important assumption: Object permissions enabled
– The Account Owner, Opportunity Owners and Case Owners may or may not be the same user.

31. What are Organization Wide Defaults?
– Defines the baseline level of access to data records for all users in the Organization (not including records owned by the user or inherited via role hierarchy)
– Used to restrict access to data

Access levels:
-Private
-Public Read/Write
-Public Read/Write/Transfer
-Controlled by Parent
-Public Read Only

32. What is a Role and Role Hierarchy?
Role:
– Controls the level of visibility that users have to an organization’s data
– A user may be associated to one role

Role Hierarchy:
– Controls data visibility
– Controls record roll up – forecasting and reporting
– Users inherit the special privileges of data owned by or shared with users below them in the hierarchy
– Not necessarily the company’s organization chart

Notes:
• If using Customizable Forecasting, there is a separate forecast role hierarchy.
• EE can create Account, Contact, Opportunity and Case Sharing Rules. PE can ONLY create Account and Contact Sharing Rules.
• Assuming no sharing rules have been created, users in the same role cannot access one another’s records.
Example: Org Wide Default settings for opportunities are private. Creating a role and adding two users to that role does not allow those users access to one another’s opportunities.
• “Grant Access Using Hierarchies” allows you to disable the default sharing access granted by your role and territory hierarchies. This option can be changed for custom objects that do not have their organization-wide default sharing setting set to Controlled by Parent.

33. What is Access at the Role Level?
– Defined when creating a role
– Level of access to Opportunities associated to Accounts owned by the role
– Level of access to Contacts associated to Accounts owned by the Role
– Level of access to Cases associated to Accounts owned by the role
– Level of access options depend on OWD

Notes:
• You can create up to 500 roles for your organization
• Every user must be assigned to a role, or their data will not display in opportunity reports, forecast roll-ups, and other displays based on roles
• All users that require visibility to the entire organization should belong to the highest level in the hierarchy
• It is not necessary to create individual roles for each title at your company, rather you want to define a hierarchy of roles to control access of information entered by users in lower level roles
• When you change a user’s role, any relevant sharing rules are evaluated to add or remove access as necessary

34. What is a Sharing Rule?
– Automated rules that grant access to groups of users
– Exceptions to Organization Wide Defaults
– Irrelevant for Public Read/Write organizations
– Levels of Access that can be granted
• Read Only
• Read/Write

Notes:
• Sharing rules should be used when a user or group of users needs access to records not granted them by either the role hierarchy setup or the organization wide default settings.
– Sharing rules open up access whereas organization wide defaults restrict access.
– You can use sharing rules to grant wider access to data. You cannot restrict access below your organization-wide default levels.
• Sharing rules apply to all new and existing records owned by the specified role or group members.
• Sharing rules apply to both active and inactive users.
• When you change the access levels for a sharing rule, all existing records are automatically updated to reflect the new access levels.
• When you delete a sharing rule, the sharing access created by that rule is automatically removed.
• When you transfer records from one user to another, the sharing rules are reevaluated to add or remove access to the transferred records as necessary.
• When you modify which users are in a group or role, the sharing rules are reevaluated to add or remove access as necessary.
• For contact, opportunity and case sharing rules, if the role or group members do not have access to the account associated with the shared contact, opportunity or case the rule automatically gives them access to view the account as well.
• Managers in the role hierarchy are automatically granted the same access that users below them in the hierarchy have from a sharing rule.
• You can edit the access levels for any sharing rule. You cannot change the specified groups or roles for the rule.

35. Types of Sharing Rules in Salesforce and Explain it?
Account Sharing Rules:
– Based on who owns the account
– Set default sharing access for accounts and their associated cases, contacts, contracts, and opportunities

Contact Sharing Rules:
– Based on who owns the contact (must be associated with an account)
– Set default sharing access for individual contacts and their associated accounts
– Cannot use with: Territory Management and B2I (Person Account) enabled orgs

Opportunity Sharing Rules (EE/UE):
– Based on who owns the opportunity
– Set default sharing access for individual opportunities and their associated accounts

Case Sharing Rules (EE/UE):
– Based on who owns the case
– Set default sharing access for individual cases and associated accounts

Lead Sharing Rules (EE/UE):
– Based on who owns the lead
– Set default sharing access for individual leads

Custom Object Sharing Rules (EE/UE):
– Based on who owns the custom object
– Set default sharing access for individual custom object records

36. Uses cases for Sharing Rules in salesforce?
– Organizations with organization-wide defaults of Public Read Only or Private can create sharing rules to give specific users access to data owned by other users.
– Cases Sharing Example: To use cases effectively, customer support users must have read access to accounts and contacts. You can create account sharing rules to give your customer support team access to accounts and contacts when working on cases.
– Account Sharing Example: The Western and Eastern Regional Directors need to see all of the accounts created by each others’ sales reps. You can create two public groups – one that includes the Western and Eastern Regional Director roles and one that includes the Western and Eastern Sales Rep roles. Then create an account sharing rule so that records owned by the Western and Eastern Sales Rep group are shared with the group containing the Western and Eastern Regional Director roles.

37. Best Practices of Creating Contact Sharing Rules?
– Account Org-Wide Default must be set to at least “Public Read Only” in order to set the Contact Org-Wide Default to “Public Read/Write”.
– To share ALL contacts in the system with a group of users or a specific role, create a sharing rule that uses the “All Internal Users” (or “Entire Organization”) public group as the owned by option.
– Use “Roles and Subordinates” over “Roles” where possible to minimize the number of sharing rules.

38. What is a Public Group?
– A grouping of:
• Users
• Public Groups (nesting)
• Roles
• Roles and Subordinates
– Mixture of any of these elements
– Used in Sharing Rules – for simplification (when more than a few roles need to be shared to)
– Also used when defining access to Folders and List Views

For example, if a new user is assigned a role that belongs to an existing public group, that user will be
automatically added to the public group

39. What is Manual Sharing?
– Granting record access, one-off basis
– Owner, anyone above owner in role hierarchy and administrator can manually share records
– Available on Contacts, Leads, Cases, Accounts and Opportunity records and Custom Objects
– Like sharing rules, irrelevant for Public Read/Write organizations

40. What is a Sales Team? (EE/UE)
– Used for collaborative selling
– Used for sharing as well as reporting purposes
– Ad hoc or may use Default Sales Team (defined for user)
– Default Sales Teams may be automatically added to a user’s opportunities
– Who can add a Sales Team?
• Owner
• Anyone above owner in role hierarchy
• Administrator
Adding Default Sales Team Members:
– Click Setup | My Personal Information | Personal Information
Please note that the Professional Edition does NOT have access to the Team Selling Feature.

41. What is an Account Team? (EE/UE)
– Used for collaborative account management
– Used for sharing as well as reporting purposes
– Manually added to Account records
– Default Account Teams may be automatically added to a user’s accounts
– Who can add an account team?
• Owner
• Anyone above owner in role hierarchy
• Administrator
Please note that Account Teams are not available for Professional Edition.

42). What is an Case Team? (EE/UE) Case teams enable full communication and collaboration on solving customer issues. You can:
– Add teams of users to cases
– Create a workflow for case teams
– Predefine case teams for users
– Determine the level of access
– Administrators can predefine case teams for users and determine the level of access each team member has to a case, such as Read/Write or Read/Only.
– Click Path: Setup | Customize | Cases | Case Teams

43). List examples of custom field types?

  • Text, Pick list, Pick list (multi select), Date, Email, Date/Time, Date, Currency, Checkbox, Number, Percent, Phone, URL, Text Area, Geolocation, lookup relationship, master detail relationship etc…..

44). What are Folders?
– Used for organizing email templates, documents, reports and dashboards
– Access is defined – Read or Read/Write
– Access is explicit – does NOT roll up through role hierarchy

Notes:
– You can modify the contents of a folder if the folder access level is set to Read/Write.
– Only users with the “Manage Public Documents” or “Manage Public Templates” can delete or change a Read Only folder.
– The Documents tab does NOT contain version control capabilities
– To search documents, users must use Documents search. The sidebar search does NOT search Documents, Solutions, Products, and Reports but does search Assets and Custom Objects
– The Create New Folder link will only be visible to users with the “Manage Public Documents” permission
– The size limit for documents uploaded is 5MB. The size limit for document filenames is 255 characters including the file extension

45). What is Workflow?
Salesforce Workflow gives you the ability to automatically:
– Create and send email alerts
– Create and assign tasks
– Update field values to either specific values, or based on formulas
– Create and send outbound API messages
– Create and execute time-dependent actions

*Workflow Important Points: * • Your sales organization operates more efficiently with standardized internal procedures and automated business processes – workflow.
• You can set up Salesforce to automatically send email alerts, assign tasks, or update field values based on your organization’s workflow.
• Workflow rules can be used to assign follow-up tasks to a support rep when a case is updated, send sales management an email alert when a sales rep qualifies a large deal, change the owner of a contract when it has been signed by the customer, or trigger an outbound API message to an external HR system to initiate the reimbursement process for an approved expense report.

46). What are Workflow Components available?
Workflow consists of the following components:

  • Workflow Rules – trigger criteria for performing various workflow actions
  • Workflow Tasks – action that assigns a task to a targeted user
  • Workflow Email Alerts – action that sends an email to targeted recipients
  • Workflow Field Updates – action that updates the value of a field automatically
  • Workflow Outbound Messages – action that sends a secure configurable API message (in XML format) to a designated listener (not covered in this class)

Notes:
• Workflow Rules use workflow actions when their designated conditions are met. Workflow rules can be triggered any time a record is saved or created, depending on your rule settings. However, rules created after saving records do not trigger those records retroactively.
• Workflow Tasks are like task templates, containing the information a workflow rule uses to assign a task to specified users whenever specific business actions trigger the rule. Workflow tasks provide the Subject, Status, Priority, and Due Date for the tasks a rule assigns.
• Workflow Email Alerts are emails generated by a workflow rule using an email template. The emails are sent to designated recipients, either Salesforce users or others, whenever specific business actions trigger a workflow rule.
• Workflow Field Updates specify the field you want updated and the new value for it. Depending on the type of field, you can choose to apply a specific value, make the value blank, or calculate a value based on a formula you create.
• Workflow Outbound Messages send the information you specify to an endpoint you designate, such as an external service. An outbound message sends the data in the specified fields in the form of a SOAP message to the endpoint.

47). What is a Workflow Rule?
– Defined trigger criteria based on your business requirements
– Evaluated when record is created, when created/updated, OR when created/updated and did not previously meet trigger criteria
– When trigger criteria is met workflow actions, such as email alerts, tasks, field updates, or outbound messages are generated

To get started using workflow rules, click
• Setup | Create| Workflow & Approvals | Workflow Rules

48). What is a Workflow Task?
– When a Workflow Rule is met, a Task may be assigned to designated users to follow-up and respond to the Business Conditions in the Workflow Rule
– Workflow Tasks may be assigned to a user, role, record owner, record creator, sales team role, or account team
– Tracked in Activity History and can be reported on
– Can be re-used within the same object
– Tasks can be immediate or time-dependent

To create your workflow tasks:
Click Setup | Customize | Workflow & Approvals | Tasks

49). What is a Workflow Alert?
– Workflow Alerts are emails generated by a workflow rule whenever specific Business Actions trigger the rule
– Can send alerts to Users, Roles, Customer in a Contact Field, Email Field on Page Layout – please see picklist for options…
– Not tracked in Activity History
– Can be re-used within the same object
– Alerts can be immediate or time-dependent

50). What is a Workflow Field Update?
– Field updates allow you to automatically change the value of a field to a value you specify
– Depending on the type of field you can:
• apply a specific value
• make the value blank
• calculate a value based on a formula you create
– Field updates can be immediate or time-dependent
To get started using workflow Filed Updates, click
Click Setup | Create | Workflow & Approvals | Field Updates

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