51). What is Time-Dependent Workflow?
Time-Dependent Workflow gives you the ability to
– execute time-sensitive actions before or after any date on the record
– perform a series of actions at various points in time
– use the Workflow Queue to manage all pending actions Use Time-Dependent workflow to
– send an email reminder to an account team if a high-value opportunity is still open ten days before the close date
– notify the VP of sales if a high value opportunity close date is fast approaching and its not been closed
– pro-actively notify support rep if an open case with Platinum Support SLA has not been worked for a period of time and take action before the case escalates
52). Working with Time-Dependent workflow
– are time values relevant to the record and are used to initiate a time-dependent action
*Time-Dependent Actions * – are any of the five workflow actions with an associated time-trigger
– are queued whenever a rule is triggered (see next page)
– can be reused in additional workflow rules as long as the object is the same
– are removed from the workflow queue if the corresponding record no longer meets rule trigger criteria.
– are dynamically updated in the workflow queue if the corresponding record field is updated.
53). Time-Dependent Workflow – Considerations
Maximum of 10 time triggers per rule
Maximum of 40 actions (10 x 4 types) per time trigger, and 80 actions per workflow rule
Workflow default user must be set up before creating time-based rules
Precision limited to hours or days
Cannot convert leads with time-dependent actions in the Workflow Queue
Time triggers cannot be added to or removed from activated workflow rules
Not possible to create a time-dependent action associated to a rule with a trigger type of Every time the record is created or updated
54). When The Add Time Trigger button is unavailable?
The evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited.
The rule is activated.
The rule is deactivated but has pending actions in the workflow queue.
55). Time-Dependent Workflow Limitations:
Time triggers don’t support minutes or seconds.
Time triggers can’t reference the following:
DATE or DATETIME fields containing automatically derived functions, such as TODAY or NOW.
Formula fields that include related-object merge fields.
You can’t add or remove time triggers if:
The workflow rule is active.
The workflow rule is deactivated but has pending actions in the queue.
The workflow rule evaluation criteria is set to Evaluate the rule when a record is: created, and every time it’s edited.
The workflow rule is included in a package.
56). What is Approval Processing?
An approval process is an automated Business Process that your organization can use to approve records in Salesforce
An approval process specifies the:
– Steps necessary for a record to be approved
– Who must approve it at each step
– The actions to take when a record is approved, rejected, or first submitted for approval
57). Approval Terminology
• Approval Request: An approval request is an email notifying the recipient that a record was submitted for approval and his or her approval is requested.
• Approval Steps: Approval steps assign approval requests to various users and define the chain of approval for a particular approval process.
– Each approval step specifies the attributes a record must have to advance to that approval step, the user who can approve requests for those records, and whether to allow the delegate of the approver to approve the requests.
– The first approval step in a process also specifies the action to take if a record does not advance to that step.
– Subsequent steps in the process also allow you to specify what happens if an approver rejects the request.
• Assigned Approver: The assigned approver is the user responsible for approving an approval request.
• Initial Submission Actions: are the actions that occur when a user first submits a record for approval.
– For example, an initial submission action can lock the record so that no users can edit it during the approval process.
– Initial submission actions can also include any approval actions such as assigning a task, sending an email, or updating a field.
• Final Approval Actions: are the actions that occur when all approval requests for a record are approved.
– Final approval actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages.
– For example, a final approval action can change the status to “Approved” and send a notification email.
• Final Rejection Actions: are the actions that occur when all approval requests for a record are rejected.
– Final rejection actions can include any approval actions such as email alerts, field updates, tasks, or outbound messages.
– For example, a final rejection action can change the status to “Rejected”, send a notification email, and unlock the record so that users can edit it before resubmitting.
• Record Locking: is the process of preventing users from editing a record regardless of field-level security or sharing settings.
– Records that are pending approval are automatically locked by Salesforce.
– Users must have the “Modify All Data” permission to edit locked records.
– The Initial Submission Actions, Final Approval Actions, and Final Rejection Actions related lists contain a record lock action that you can edit if necessary
• Outbound Messages: send the information you specify to an endpoint you designate.
– You can set up workflow rules and approval processes to send outbound messages to an endpoint as a means of getting information to an external service.
58). Approval Process Checklist
Use the following checklist to plan your approval process:
– Prepare an Approval Request Email
– Determine the Approval Request Sender
– Determine the Assigned Approver
– Determine the Delegated Approver
– Decide if your approval process needs a filter
– Decide initial submission actions
– Decide if users can approve requests from a wireless device
– Determine if users can edit records that are awaiting approval
– Decide if records should be auto-approved or rejected
– Determine how many levels your process has
– Determine the actions when an approval request is approved or rejected
59). 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.
• 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.
60). Parallel Approval Routing
– Send approval requests to multiple approvers in a single step Wait for approval from all the approvers or wait for approval from any one
– Configure an approval step to request approval from any combination of multiple users and related users
– Configure 25 parallel approvers at each step
61). Data Validation Rules contain
– A Boolean formula or expression that evaluates the data in one or more fields to either “True” or “False”
– A user defined error message that displays when the rule returns a value of “True”
– Data Validation Rules execute when
– A User Saves a Record
– Before records are imported
– Using the Force.com Data Loader and the Force.com API
Data Validation Rules are enforced on Area Impact
Supported Objects All except Forecasts & Territories
Reporting & Dashboards No impact
API Validation rules enforced via API
Import & Data Loader Validation rules enforced via Import & Data Loader
Lead Convert Validation Rules Enforced – must be turned on in Org
Record Merge Not enforced
Offline & Outlook Editions Validation rules enforced when data is synchronized with server
Salesforce Mobile Validation rules enforced when data is synchronized with server
Web To Case
Web To Lead
Validation rules enforced but no feedback to user
Admin notified of any errors
Self Service Portal Validation rules enforced
Apex Packaging Can be packaged
62). What is the Import Wizard?
– An easy-to-use multi-step wizard for importing new Accounts, Contacts, Leads, Custom Objects or Solutions
– Can be used for Account, Contact, Lead, Custom Objects or Solutions updates based on matching ID
– Contact and Leads may be updated based on matching email address
– Custom Objects or Solutions may be updated based on Custom
Object names, Solutions titles, Salesforce ID or external ID
What is a CSV file?
– File type required when using the Import Wizard
– Values are separated by commas and each row indicates a record of data
What is a record of data?
– One unique unit of related information
– Row of data in a table or spreadsheet
Standard users can import up to 500 account or contact records per session. Organization-wide imports
(system administrators) are limited to 50,000 accounts, contacts, leads, custom objects, or solutions per
• During a lead import, you can choose to enable active or inactive assignment rules and/or trigger workflow rules as part of the import
– Only imports data. Object and fields must be created first.
– Only available for System Administrators
– Must load parent objects first if lookup fields are included
– Loading for multiple record types requires file chunking
Affected Objects and Functions
– Custom Objects, Accounts, Solutions, Contacts, and Leads
63). What is External ID?
– Flag on any custom field of type Text, Number or Email
– Available on all objects that support custom fields
– Why is it important?
• Increases Report and API SOQL performance
• Allows customers to use the record ID from an external system like the salesforce ID in Import and the API (new “Upsert” call)
– Import supports External ID field that can be used to load and/or synchronize data sourced in external systems
– Customer System of Record master exists in SAP with an SAP customer number. The External ID field may be used to maintain the SAP number
– Migrating large amounts of data, the External ID field may be used to track migration data and run data validation tests before going live
Example of an External Id flow where the update or insert is determined based on an import flow from a
system of record such as Oracle.
• The value proposition here is that we can de-duplicate not only based on our IDs (which are unknown to an external system), but that we can flag an external id (of type text, email, or number) custom field for the purposes of helping to de-duplicate (ie. Update/Insert = Upsert) during the import process; especially when trying to keep multiple systems synchronized
– Case INSENSITIVE
– Three ID fields per object
– Custom fields only
64). Force.com Data Loader – Features
– An easy-to-use wizard interface
– An alternate command line interface
– A batch mode interface with database connectivity
– Support for large files with up to millions of rows
– Drag-and-drop field mapping
– Support for all objects, including custom objects
– Detailed success and error log files in CSV format
– A built-in CSV file viewer
– Platform independence, by virtue of being written in Java®
Force.com Data Loader is an application for the bulk import or export of data.
– Use it to insert, update, delete, or extract, or upsert Salesforce records.
– Force.com Data Loader can move data into or out of any salesforce.com object.
65). Use the Data Loader when:
– You need to load 50,000 or more records.
– You need to load into an object that is not yet supported by web-based importing.
– You want to schedule regular data loads, such as nightly imports.
– You want to be able to save multiple mapping files for later use.
– You want to export your data for backup purposes.
– Use web-based importing when:
– You are loading fewer than 50,000 records.
– The object you need to import is supported by the web-based import wizards.
– You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.
66). What is the Recycle Bin?
– Houses deleted data for approximately 30 days
– Data can be recovered during this time period
– Not counted against storage limit
If your organization reaches its Recycle Bin limit, Salesforce automatically removes the oldest records if
they have been in the Recycle Bin for at least two hours.
– You cannot delete a product that is used on an opportunity
– You cannot delete the Standard Price Book or a price book that is on an opportunity.
67). What is a Standard report and Custom Report?
– Out-of-the-box reports, e.g., Account and Contact Reports
– May be used as a starting point for Custom Reports
– May not be deleted or removed (folder can be hidden)
What is a Custom report?
– Created with your specific criteria
– Saved in the My Personal Folder, Unfiled Public folder or custom folder but not in a Standard Folder
– May be edited or deleted
– Can be searched for in Custom Report search
What is the Report Wizard?
– An easy-to-use, multi-step wizard used to create a custom report
– Number of wizard steps depends on Report Type selected
68). What is a Tabular Report?
– Provides a simple listing of your data without subtotals
– Examples: Contact mailing list report
69). What is a Summary Report?
– Provides a listing of data, like a Tabular Report, plus sorting and subtotaling of data
– Example: Report showing all opportunities for current FQ, grouped by Stage
70. What is a Matrix Report?
– Summarizes data in a grid against horizontal and vertical criteria
– Use this report type for comparing related totals
– Similar to a pivot table in Excel
– Example: Report showing all opportunities for your team for current FQ, subtotal by Stage and Owner
71. What are Trend Reports?
– Report on opportunity history data by filtering on “as of” date
– Only monthly “as of” dates – displays the report monthly within the interval selected
– Example: Interval = Current FQ will display 10/1/07, 11/1/07, 12/1/07
72. What are Charts?
– Graphical representation of data of a single Summary or Matrix Report
– Types: Horizontal Bar, Vertical Bar, Line and Pie
– “Grouped” or “Stacked” charts can be created from Summary reports & Matrix reports
73. What are Relative Dates?
– Used in Views and Reports for filtering
– Dynamic date range, based on current date
– Examples: This Week, Next Month, Last 90 Days
Available Relative Date Filters (not case sensitive):
• This Week
• Last Week
• Next Week
• This Month
• Last Month
• Next Month
• Last x Days
• Next x Days
• Fiscal Quarter
• Fiscal Year
74. What are Custom Report Types?
– Custom report types allow you to build a framework in the report wizard from which users can create and customize reports.
– You build custom report types off of the relationships (masterdetail and lookup) between objects so that you can:
• Choose which standard and custom objects to display to users creating and customizing reports
• Define the relationships between objects displayed to users creating and customizing reports
• Select which objects’ fields can be used as columns in reports
– Define custom report types to display results from an object with or without its related objects
• See which cases were closed with solutions, and which were not.
75. What is Conditional Highlighting?
– Set thresholds for report analysis
– 3 conditions maximum per report
– Only apply to summary rows
– Numerical analysis only
– First condition is <; second condition <, third condition >=
• You can use conditional highlighting for summary and matrix reports.
• On the Select Chart and Highlights page of the report wizard, you can choose up to three number ranges and colors to conditionally highlight summary data in your report cells.
• If you do not want to highlight a particular range, choose White as the color for that conditional highlighting