Organization Set Up Global User Interface Standard and Custom Objects

1. Admin Workshop
DAY 1

2. Agenda
DAY 1
• Welcome / Introduction
• Organization Set Up
• Global User Interface
• Standard and Custom Objects
DAY 2
• User Set Up
• Security and Access
• Workflow Automation
DAY 3
Sales and Marketing Applications
Service and Support Applications
Activity Management
DAY 4
Data Management
Analytics, Reports and Dashboards
Content Management
DAY 5
Desktop and Mobile
Chatter
AppExchange

3. Introduction
• Partner Practice Development(PPD)
• Partner Community, Chatter Groups – partners.salesforce.com
• Trailhead – trailhead.salesforce.com
• Surveys
• Schedule, includingbreaks
• Venue details
• Certification Exam

4. Organization Setup
Describe the components of the company profile (eg fiscal year, business hours, currency
management, default settings, companyinformation).

5. Company Profile
A collection of information about a company mostly captured at contractual signup

6. Locale Settings – Locale

7. Locale Settings – Language

8. Locale Settings – Time Zone

9. How doLocale Settings Work?
User Record
(Personal)
Company Profile
(Defaults)
Locale = English US
Language = English
Time Zone =PDT
Locale = English US
Language = English
Time Zone =PDT
Locale = English UK
Language = English
Time Zone =GMT
Locale = Japanese
Language =Japanese
Time Zone =JST
Set your locale settings at
the company level and at
the userlevel
• Set your company defaults
for your organization’s head
office
• New usersautomatically
inherit the company
defaults
• Modify personal locale
settings for each useras
required

10. Standard FiscalYear
Default Fiscal YearSettings
Based on
Gregorian
Calendar

11. Custom FiscalYear
If calendar is
non-standard,
this cannot be
changedback

12. Custom FiscalYear
Define a custom fiscal year if you have:
• A 13-month fiscalyear
• 13-week fiscal quarters
• A fiscal year not starting on the first day of the month

13. Working with MultipleCurrencies

14. Working with MultipleCurrencies

15. What’s Happened to My Closed Opportunities?
Historical Opportunities have amount updated on new currency rates – providing bad
information
Multi-currency allows just one exchange rate per currency, by default. This means that when you
update an exchange rate, you are updating the converted amount on all records using that currency.

16. What is Advanced CurrencyManagement?
Allows you to “lock” the converted amount on closed opportunities
• You can give each new exchange rate a start date
• Closed opportunities use the rate that corresponds with the close date

17. Global UserInterface
Distinguish between the various UI features that an administrator controls, including the
implications (eg UI settings, search settings, list views, home page layouts).

18. What are User InterfaceSettings?
Global settings that let you configure
the way all usersinteract with
Salesforce and theirdata
Use them to:
• Speed upnavigation
• Enhance productivity

19. User Interface Settings for the Sidebar

20. User Interface Settings for Record Detail Pages

21. User Interface Settingsfor List Views

22. ListViews
Create list views for frequently performed searches
• Filter on aspecific field or fields
• Specify which groups of users have access to the list view
• Print listviews
• Edit records in list views. (Mass & In-line edit, Record Types)
• Enable enhanced lists to make inline editing available in list views too
• Follow records and view related Chatter posts

23. Salesforce Search
Customize search settings and search layouts to help users quickly find the information they
need
Sidebar Search:
• Only enabled with Chatteroff
• Searches only a subset of records and fields
• Phrase search, matches words inexact sequence
Global Search:
• Only enabled with Chatteron
• Searches more records and fields, including Chatter feeds, groups, and people
• Search words treated separately

24. Organization Setup
Sample Question
Whatisthe impact on a user if the organization level locale changes?
a. The default locale of the user is also set to the new organization level locale
b. The user is asked for a choice; if he would like to choose new organization locale or his own
locale
c. No impact on the user as he keeps using his own default locale
d. From a new session, user will see everything in the new organization locale
Answer:c

25. Hands-on Exercises – 1 HOUR 50 MINUTES
Administration Essentials for New Admins “Getting Your Organization Ready forUsers”
https://lms.cfs-api.com/v1/content/528efcf0-2ff1-48c6-b5e5-
232015463e37/presentation_content/external_files/gettingyourorganizationreadyforusers.pdf
1: Check the Company Profile
2: Check the Fiscal Year and Set Up the Euro Currency 2-3:
Set Up theYen Currency
4: Update Exchange Rates
5: Update the Yen Exchange Rate with ACM 2-6:
Modify the UIto Improve User Experience 2-7:
Configure Searches
8 : Create a Technology Accounts ListView
9 : Create a Manufacturing Accounts ListView

26. Standard and CustomObjects
• Describe the standard object architecture and relationship model
• Explain how to create, delete, and customize fields, page layouts, and list views
• for custom and standardobjects
• For scenario, determine appropriate fields & page layouts for custom and standard objects
• Explain how to create, delete, and customize record types for custom and standard objects
• For scenario, determine appropriate record types & business processes for
custom/standard objects
• Explain the implications of deletingfields
• Describe when to use and how to create formula fields

27. Types of Objects*
Standard Objects
• Pre-defined objects included with Salesforce, by default
• Objects used to store data in standard tabs eg accounts, contacts, opportunities
Custom Objects
• New user-defined objects you create to store information unique to your organization
• Extend functionality that standard objectsprovide
• Eg for an app to track product inventory, the custom objects might be Merchandise and
Invoices
*Not counting External objects

28. What are CustomObjects?
Objects you create uniquely in your own org
• Custom Fields
• Relationships to otherObjects
• Page Layouts

29. Properties ofObjects
Objects can haverelationships
•Relationship fields define how records in one object relate to records in another object
•Similar to primary and foreign keys in a RDBMS
Objects power interface elements that allow users to interact with data
•Tabs, page layouts, lists of related records (Related Lists) Built-in
supportfor:
• Access management/security, validation
•Formulas
•History Tracking
Objects described usingMetadata
• Make easy to create and modify records and manage customizations

30. Object Fields
Fields are the ‘columns’in the spreadsheet analogy, eg Name, Email, Phone
Force.com automatically assigns a hidden Identity Field (called ID)
ID field is usually a case-sensitive 15-character (also an 18-character case-insensitive form) When
viewing a record you can see the ID at the end of the URL eg:
https://yourInstance.salesforce.com/0015000000Gv7qJ
If you need to convert the 18-character ID to a 15-character version, truncate the last three
characters. Salesforce recommends that you use the 18-character ID.

31. System Fields
Objects also have some read-only system fields automatically associated with them:
• Created Date – The date and time when the record was created
• Created By – The user who created the record
• Last Modified By —
The user who last modified the record
• Last Modified Date —
The date and time when the record was last modified by a user
• System Modified Stamp —
The date and time when the record was last modified by a user or
process, such as atrigger
Database automatically assigns values to these fields when object is created or modified

32. Custom Fields
Store information and data about custom objects
Some examples of available field types include
Text, Formula, Number, Checkbox andPicklist
Allow you to add field level help
Enable you to define additional properties,
including required, unique andExternal ID
Can be changed to another data type, but may
cause data loss
When you delete a custom field, both the field and
data aredeleted
There is a limit on the number of custom fields per
object depending on the Salesforce edition

33. Data Types
Numeric Field
• Number
• Currency
• Percent
Calendar
• Date
• Date/Time
Limited Option
• Checkbox
• Picklist
• Picklist (MS)
Formatted Text
• Email
• Phone
• URL
Text
• Text, TextArea
• Text Area (L), Text Area(R)
• Text Area (E)
Calculation
• Auto Number
• Formula
• Roll-Up

35. Data TypeConversion
Only convert custom fields for which no data exists or you risk losing your data. Changing data type
of an existing custom field can cause data loss in the following situations:
• Changing to or from type Date or Date/Time
• Changing to Number from any othertype
• Changing to Percent from any othertype
• Changing to Currency from any othertype
• Changing from Checkbox to any othertype
• Changing from Picklist (Multi-Select) to any othertype
• Changing to Picklist (Multi-Select) from any othertype
o Currently defined picklist values are retained when you change a picklist to a multi-select picklist. If records contain
values that are not in the picklist definition, those values will be deleted from those records when the data type changes.
• Changing from Auto Number to any other type
• Changing to Auto Number from any type except Text
• Changing from Text Area (Long) to any type except Email, Phone, Text, TextArea, or URL

36. Implications of DeletingFields
• Before deleting a custom field, consider where it is referenced. You can’t delete a custom field that
is referenced elsewhere. For example, you cannot delete a custom field that is referenced by a
field update orApex.
• When you delete a custom field, all of the field history data is deleted and changes are no longer
tracked.
• A background process periodically runs that cleans up metadata associated with deleted custom
fields. This process will affect the Last Modified Date and Last Modified By fields on page layouts,
record types, andcustom objects.
• Deleted custom fields and their data are stored until your organization permanently deletes them
or 15 days has elapsed, whichever happens first. Until that time, you can restore the field and its
data. However, the field still counts against the maximum number of custom fields allowed in your
organization.

37. What can you do to Standard and Custom Fields?
Standard Fields
• Change the fieldlabel
• Add help text
• Add, edit and reorder values in picklists
Custom Fields
• Can be deleted
• Changing the data type of a custom field will result in data lost
• List views based on the field will be deleted, and assignment and escalation rules may be
affected. Only modify fields with no data, or consider using new fields.
• Deleting a field will also result in data loss
• Salesforce stores deleted fields and their data for a maximum of 15 days, during which you can
undelete or permanently erase them

38. More on StandardFields
ID
Provides a unique identifier for each record Is
system-generated and cannot bemodified
Is indexed
First three characters identify the type of
object
Owner
Represents an individual or group of users
Default owner of a record is its creator
Name
Is a short description to identify a record’s
content
Is indexed
Is a requiredfield
Can have two datatypes:
• Text: User assigned, not necessarily unique,
modifiable
• Auto-Number: System-generated, unique (usually), not
modifiable
Appears as the first column by default in list
views and relatedlists

39. Standard and CustomObjects
Sample Question
What are the basic steps when adding anew custom field?
a. Select field type, enter field details, set field level security, select page layouts
b. Select field type, enter field details, set sharing rules, select field level security
c. Select field label, select field type, set sharing rules, select page layouts
d. Select field label, select field type, select field level security, select record types
Answer:a

40. Picklists
Select values from a predefined list
Use pickliststo:
• Speed up dataentry
• Maintain data quality byallowing
only permissiblevalues
• Facilitate searching,reporting
and filtering
Allow users to select either single or multiple values from a predefined list during data entry
Dependent picklists give you the ability to create multi-level dependencies

41. Dependent Picklists
With custom fields, you can define dependencies
between picklists
When implementing field dependencies, you
select which picklist is dependent and which is
controlling
Using dependent picklists enables you to create
simple lists to categorizedata

42. Picklists
Additional Limits for Custom Picklists
Within the 15,000 total character limit, custom picklists can have:
• Up to 1,000entries
• Up to 255 characters perentry
Custom multi-select picklists canhave:
• Up to 150values
• Up to 40 characters pervalue
NOTE: For multi-select picklists, users can select up to 100 values at a time on a record.
Picklist Field Max Number ofEntries
Lead Status 100
Task Status 100
Task Priority 50
Case Status 100
Case Priority 50
Opportunity Stage 100

43. Picklists
Sample Question
What types of fields can be used asthe controlling field in a dependent picklist(2):
a. Standard Checkbox
b. Custom Picklist
c. Custom Multi-SelectPicklist
d. Formula field
Answer: a, b

44. Field Dependencies
Multi-select picklists
Multi-select picklists can be dependent picklists but NOT controlling fields
Standard versus custom picklists
Custom picklist fields can be either controlling or dependent fields Standard
picklist fields can be controlling fields but NOT dependent fields
Picklist limitations
Acontrolling field can have up to 300 values
If a field is both a controlling field and dependent picklist, it can’t contain more than 300 values

45. Field HistoryTracking
Can be enabled on objects to track changes up to 20 standard/custom fields
Changes viewed on record’s History related list or through History reports Track date
and time ofchange
Track the user making thechange
Track old and new values (not multi-select picklists or large text fields)
Can be performed on all custom objects and following standard objects: Accounts, Contacts, Leads,
Cases, Solutions, Contracts,Opportunities

46. Relationship Fields
Objects can haverelationships:
• Relationship fields define how records in one object relate to records in another object
• Similar to primary and foreign keys in a RDBMS
• Force.com database differs from RDBMS in way that record relationships are implemented
• Instead of primary/foreign keys, to define relationships, Force.com uses relationship fields
• Relationship field stores ID of parent record in a relationship, as well as optionally
providing user interface representations in both the parent and child records

47. Master-Detail Relationships
• A relationship between two different types of records that associates the records with each other
• The master object can be a standard object, such as Account or Opportunity, or a custom object
• Standard objects cannot be on the detail side of the relationship
• When a master record is deleted, related detail records are also deleted
• The Owner field on the detail record is automatically set to the owner of the master record
• Custom objects on the detail side of a master-detail relationship can't have sharing rules, manual
sharing, or queues, as these require the Owner field
• Security settings for the master record control the detail record
• Master-detail relationship field is required on the page layout of the detail record
• The relationship is created in Salesforce starting on the detail (child) object

48. Master-Detail Relationships
• Maximum 2 Master-Detail relationships can be created (many-many/junction object)
• By default, records can’t be reparented in master-detail relationships. Administrators can, however,
allow child records in master-detail relationships on custom objects to be reparented to different
parent records by selecting the Allow reparenting option in the master-detail relationship
definition
• As a best practice, don't exceed 10,000 child records for a master-detail relationship
• If you delete a detail record and later, separately, delete its master record, you cannot
undelete the detail record, as it no longer has a master record to relate to

49. Lookup Relationships
• Arelationship between two records to associate records with each other
• Allows users to click a lookup icon on a record and select another record from a popup window
• On the associated record, you can display a related list to show all records that have been linked
to it
• If a lookup field references a record that has been deleted, by default Salesforce clears the lookup
field
• Alternatively, you can prevent records from being deleted if they’re in a lookup relationship.
• Security is controlled byOWD
• Can be a self-relationship. One example is user hierarchy (both of type User)
• Can be used to create one-to-one and one-to-many relationships

50. Lookup Filters
Limit search results for relatedfields
Can compare fields to other fields or static values Can
be required oroptional

51. Relationship Conversion
Can convert a master-detail relationship to a lookup relationship:
If no roll-up summary fields exist on the masterobject
Can convert a lookup relationship to a master-detail relationship:
If the lookup field in all records contains avalue

52. Relationship Types

53. Entity Relationship Diagram

54. Many-to-Many Relationships
• A many-to-many relationship allows each record of one object
to be linked to multiple records from another object and vice
versa
• Many-to-many relationships are implementedthrough the use
of junctionobjects

55. Adam wants to delete an account and the 15 contacts associated with it. Which method
should he choose to delete the records in the most efficient way?
a. Select each contact record and delete one-by-one. Once all of the contact records have been
deleted, the account record can be deleted manually.
b. Use Data Loader to mass delete the records.
c. Ask a developer to write a query in the developer console to delete the records.
d. Delete the account record; the contact records will be automatically deleted.
Relationships
Sample Question
Answer:d

56. Schema Builder
Visual tool for viewing, modifying all objects and relationships
Schema/Entity RelationshipDiagram
Simplifies designing, implementing and modifying datamodel/schema View
existing/create newinteractively
Let’s you create:
• Custom Objects
• Lookup relationships
• Master-Detail relationships
• All custom fields except Geolocation
Accessed via Setup | Schema Builder
Schema cannot be exported to use in another org
Enabled bydefault

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58. Working with SchemaBuilder
Click objects to move them around canvas. Schema Builder saves the layout. Click
Auto-Layout to sort the object layout (cannot undo)
Elements tab – drag and drop new custom objects
Objects tab – select which objects to display in the canvas, egAll, Selected, Standard, Custom Search
for objects in Quick Find box

59. Schema Builder
Sample Questions
All of the following are advantages of the Schema Builderexcept:
a. All object and field relationship details are available from one screen
b. You can view fields and relationships for custom, but not standard objects
c. Schema Builder shows details like field values, required fields, and how objects are related
d. It's easy to build objects and fields directly from the Schema Builder, allowing you to visualize
and change relationships withease
Answer: b
Tocreate a custom object from the SchemaBuilder:
a. From the Objects tab, select New > Object
b. From the Elements tab, drag Object onto the canvas
c. Right-click in the canvas and select 'New Object'
Answer: b

60. OPTION 1: Hands-on Exercise - 60 MINUTES
Data Modelling
https://trailhead.salesforce.com/modules/data_modeling
• Understand Custom & StandardObjects
• Create Custom Objects &Fields
• Create Object Relationships
• Work with Schema Builder
NOTE: Part of the
pre-workTrailhead

61. Option 2: Hands-onExercise
Building Your DataModel
Building Applications with Force.com - Part 1 “Building Your Data Model” Exercise Guide
https://lms.cfs-api.com/v1/content/866451e8-66c8-496d-b5e1-
6cf54063d7bd/presentation_content/external_files/buildingyourdatamodelexerciseguide.pdf
Exercise 3-1: Creating Custom Objects
Exercise 3-2: Creating Custom Fields Exercise
3-3: Creating Lookup Relationships
Exercise 3-4: Create Master-Detail Relationships
Exercise 3-5: Creating a Custom Junction Object
Exercise 3-6: Creating a LookupFilter

62. Custom App
There are three declarative ways to make
changes to the userinterface:
• custom applications
• custom tabs
• page layouts
AForce.com custom app consists of a name, a
description, an ordered set of tabs and optionally
a custom logo and landing page
Salesforce provides standardapplications
such as Sales and CallCenter
You can create custom applications to meet
your unique businessneeds

63. Custom Tabs

64. Page Layouts
Apage layout controls the position and organization of the fields, sections, buttons and related
lists that are visible to users when viewing or editing a record
Page layouts also help us control the visibility and editability of the fields on a record
We can set fields as read-only or hidden, and we can also control which fields require users to enter a
value and which don't

65. Page Layouts
Page Layout defines the organizationof:
• Fields
• Custom Links/Buttons
Page Layout customizationsinclude:
• Field locations
• Page sectioncustomizations
• Field properties

66. Adding Chatter to the Page Layout
• Enable Chatter to allow
users to follow recordsand
see updates on therecords
they follow
• Configure what fields
trigger a Chatterupdate
• Setup | Customize | Chatter
| FeedTracking

67. Page Layout
Sample Question
You created a new custom field on the Contact object, but it is not visible on the page layout.
You want to display it in a new ‘Additional Information’ section – how canyou add it?
a. Add it to allprofiles
b. Use fieldaccessibility
c. Create the new section then add the field using the page layout editor
d. Edit the page layout and add the field
Answer:c

68. Option 1: Hands-on Exercise – 40 MINUTES
• Customizing Navigation, Buttons and Links
• Modifying Page Layouts
• Creating List Views
UI Customization
https://trailhead.salesforce.com/modules/customizing_user_interface
NOTE: Part of the
pre-workTrailhead

69. Option 2: Hands-onExercise
NOTE: Focus only on exercises 3-1 to3-4
Building Your UserInterface
Building Applications with Force.com “Building Your User Interface” Exercise Guide
https://lms.cfs-api.com/v1/content/3369d5e3-7116-4772-ad54-
b90d9eace3bc/presentation_content/external_files/buildingyouruserinterfaceexerciseguide.pdf
Exercise 3-1: Creating a Custom Application
Exercise 3-2: Creating Custom Tabs Exercise 3-
3: Customizing Page Layouts
Exercise 3-4: Enable Chatter on the Position Object

70. What are RecordTypes?
Different views of the same object with
differing data showing depending onthe
profile of the userviewing
Arecord type is assigned one page layout
type perprofile
Determines the required fields bypage
layout and the valid pick list values by
business process to ensure users only
complete valid fields andvalues.
Define different sets of values for
Standard and Custom picklistfields
Implement custom business process by
associating them to specific page layouts

71. What are RecordTypes?
On which objects can Icreate multiple record types?
• Multiple record types may be created for every tab, with the exception of the Home,
Forecasts, Documents, Reports, Consoles, and Web tabs.
What happens if I need to add a picklist value?
• You will be prompted to select which record types should include the new value.
If I’m looking at a detail page, how do I know what record type it is?
• For tabs that have multiple record types defined, you can look at the Record Type field on the
page. This field needs to be added to all the page layouts used by all the record types.
Do users have to display the jump page every time they create a newrecord?
• No, users can choose to accept their profile’s default record type.

72. Page Layouts and RecordTypes

73. Record Types
Sample Questions
What are some uses for record types?(2)
a. Allows or different page layouts for different types of records
b. Allows for different picklist values for different types of records
c. Allows different validation rules for different types of records
d. Allows different approval processes for different types of records
Answer: a, b
Apicklist value has been added to custom field but it is not visible in the UI. Why?
a. There are record types defined for the object and the picklist value has not been added to the record type of the record the
user isviewing
b. The picklist value has not been made active
c. Access has to be added to the new picklist value for the user’s profile
d. There are record types defined for the object and the picklist value has not been added to all record types
Answer: a

74. Formula Fields
Custom Formula Fields allow you to define calculations that reference other fields to display new
numeric, text, or datevalues
They are read-only, and do not display on record edit pages
Can reference fields on the same object, or a parent or lookup object
Cannot reference currency codes, description or custom long text area fields, or multi-select picklists
Are not searchable, or available for lead conversion or data exports
Can return types Checkbox, Currency, Date, Date/Time, Number, Percent, Text Fields
referenced by formulas cannot be deleted

75. Formulas
A type of custom field. Formula fields automatically
calculate their values based on the values of merge
fields, expressions, or other values.
Use the Simple Formula tab for basic calculations
involving numerical fields from the same object.
Use the Advanced Formula tab for more complex
calculations involving functions, non-numerical fields,
or fields from parentobjects
Use the Insert Field browser on the Advanced
Formula tab to access fields from up to 10 parent
levels

76. Cross-Object Formulas
Across-object formula references fields from parent objects
Span two or more objects by referencing merge fields from related records Maximum
of ten (10) unique relationships per object in cross-object formulas.
• Limit is cumulative across all formula fields, rules, and lookup filters.
• Eg if two different formulas on opportunities reference two different fields of an associated account, only one unique
relationship exists (opportunities toaccounts)
Cross-object formulas that reference currency fields convert the value to the currency of the record
that contains theformula
You cannot reference cross-object formulas in roll-up summary fields

77. Formulas
Sample Questions
When are formula fieldsrecalculated?
a. Every 15 minutes
b. Every time they are seen(viewed)
c. After every DMLoperation
d. Admin can set the time of refresh
Answer: b
Custom formula fields can reference other custom formula fields includingthemselves.
a. TRUE
b. FALSE
Answer: b

78. Creating Roll-Up SummaryFields
Calculate values from a set of related
records, such as those in a related list
Are read-only fields that candisplay the
Sum, Minimum or Maximum value or
record Count of a field in a related list
Can be added for all custom master-detail
relationships and for some standard
relationships
Can be created to automatically display a
value on a master record based on the
values of records in a detail record

79. Roll-up SummaryFields
Creatable on any object (standard/custom) on master side of the master-detail
• Opportunities: Roll-up using values of products related to the opportunity
• Accounts: Roll-up values of relatedopportunities
• Campaigns: Campaign member status or campaign member custom fields
Number, currency, percent fields are avail when you select SUM
Number, currency, date, percent, and date/time fields are available when you select the
MIN/MAX
Changes in value can trigger auto-assign rules to run Can
trigger workflow and fieldvalidations
If there is a reason to do a mass recalculation then these rules do not fire
Amaster can roll up fields on detail records; cannot rollup sub-detail records

80. Roll-up SummaryField
Sample Question
You have created two custom objects, Job and Job Applications. You would like HR users to be
able to see how many applications there have been when they look at a job. Other users should
not have visibility to this. How can this bedone?
a. Create a count type roll-up summary field on the Job object and use Field Level Security to
make it visible to only users with the HR profile.
b. Create a sum type rollup summary field on the Job Application object and create a
separate page layout for HR profile users.
c. Create a cross-object formula field on the job object and use a permission set to limit visibility
to the field for certain users.
d. Create a trigger on the Job application object to update a field on the Job object and limit visibility
to the field using Field Level Security.
Answer: a

81. Hands-on Exercise – 45 MINUTES
Formula & Roll-Up SummaryFields
https://trailhead.salesforce.com/modules/point_click_business_logic
• Using Formula Fields
• Implementing Roll-Up SummaryFields
• Creating Validation Rules

82. Thank Y u