Salesforce.

com Certified Administrator

Study Guide
Spring ‘11

training & CertifiCation

Salesforce.com Certified administrator – Study guide (Spring ‘11)

Contents
Section 1. Section 2. Section 3. Section 4. Section 5. Section 6. Section 7. Section 8. Section 9. Section 9-1. Section 9-2. Section 9-3. Section 9-4. Section 9-5. Section 9-6. Section 9-7. Section 9-8. Section 9-9. Section 9-10. Section 9-11. Section 9-12. Section 9-13. Section 9-14. Section 9-15. Section 9-16. Section 9-17. Section 9-18. Section 9-19. Section 9-20. Section 9-21. Section 9-22. Section 9-23. Section 9-24. Section 9-25. Section 9-26. Section 9-27. Section 9-28. Section 9-29. Section 9-30. Purpose of this Study Guide ...........................................................................................1 Audience Description: Salesforce.com Certified Administrator .................................1 About the Exam................................................................................................................2 Recommended Training ..................................................................................................2 Exam Outline ....................................................................................................................2 Sample Exam Questions..................................................................................................6 Answers to Sample Exam Questions..............................................................................8 Maintaining a Certification .............................................................................................8 Supplemental Study Material.........................................................................................8 Security and identity Confirmation ..........................................................................................................8 Customizing Your Display.............................................................................................................................10 enabling Custom fiscal Years ......................................................................................................................10 Managing email templates..........................................................................................................................11 Managing record types................................................................................................................................13 Setting field-Level Security .........................................................................................................................14 Custom field types .........................................................................................................................................15 Mapping Custom Lead fields .....................................................................................................................16 Changing the Label of a Standard object .............................................................................................17 User fields ...........................................................................................................................................................18 transferring records .......................................................................................................................................21 Setting Up Web-to-Lead ...............................................................................................................................22 exporting Backup Data..................................................................................................................................24 refreshing Dashboard Data ........................................................................................................................25 Scheduling a Dashboard refresh ..............................................................................................................25 general Permissions .......................................................................................................................................27 Search fields ......................................................................................................................................................31 Defining Custom report types ..................................................................................................................31 Updating Campaign History .......................................................................................................................33 Displaying and editing Campaigns ..........................................................................................................34 Deleting Cases...................................................................................................................................................36 What is the automated Case User used for?.........................................................................................36 Categorizing Solutions ..................................................................................................................................36 Creating Custom object tabs .....................................................................................................................37 Creating events .................................................................................................................................................38 organization-Wide Default Sharing rule for Calendar access ......................................................41 Creating Custom List Views .........................................................................................................................42 enabling territory Management................................................................................................................46 google adWords ..............................................................................................................................................46 Creating and Modifying Presentations in Salesforce CrM Content ............................................47

training & CertifiCation

Salesforce.com Certified administrator – Study guide (Spring ‘11)

Section 1.

This study guide is designed to help you evaluate whether you’re ready to successfully complete the Salesforce.com Certified Administrator exam. This guide provides information about recommended training from Salesforce.com Training and Certification, a complete list of exam objectives, supplemental study material, and several sample exam items—all with the intent of helping you achieve a passing score. Salesforce.com highly recommends a combination of course attendance and self-study to maximize your chances of passing the exam.

Purpose of this Study Guide

Section 2.

The Salesforce.com Certified Administrator exam is intended for an individual who has experience performing as a Salesforce CRM administrator, including practical application of the skills and concepts noted in the exam outline below. The candidate has successfully completed the Administration Essentials course (ADM 201) from salesforce.com or an Authorized Training Center or possesses the equivalent experience and knowledge. The candidate also has invested time in studying the materials from this course and the additional required study materials provided by salesforce.com. The candidate may administer only a few of the Salesforce CRM applications, but should have a general knowledge of the breadth of applications, the features/functions available to an end user, and the configuration and management options available to an administrator across the sales force automation, marketing automation, and service/call center applications. The candidate should be capable of performing administration functions and using Salesforce CRM features as described in the exam objectives in the current version of Salesforce CRM applications. The candidate should be able to perform the tasks outlined in the exam objectives successfully. These include (but are not limited to) the administrative features of the items listed below. The candidate should be able to:

Audience Description: Salesforce.com Certified Administrator

▪ ▪ ▪ ▪ ▪ ▪

Configure identity confirmation/login restrictions Configure user interface settings Configure the Company Profile Customize profiles; create custom fields Work with standard objects, business processes, and field-level security Create/modify: • Dependent picklists • Lookup fields • Formula fields • Roll-up summary fields • Page layouts • Record types Set security and access rights, including organization-wide defaults, roles, role hierarchy, sharing rules, public groups, Sales, Account, and Case teams, and folders Set up Workflow and Workflow Approval processing Perform data validation and use data utilities, including the Data Loader and Mass Delete Configure/use standard reports, custom reports, and custom report types
1

▪ ▪ ▪ ▪

training & CertifiCation

Salesforce.com Certified administrator – Study guide (Spring ‘11)

▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪

Configure/use dashboards and dashboard components Print and export reports; email and schedule reports and dashboard refresh Set up Marketing campaigns, campaign hierarchies, lead queues, assignment rules, and Web-to-lead and auto-response rules Configure campaign measurement, campaign influence, and lead conversion Set up Salesforce Console functionality and navigation Configure custom objects, applications, and tabs Install/uninstall packages from the AppExchange Manage tasks, events, public calendars, and multiday events Cases, case hierarchies, case queue, Web-to-case, and email-to-case Case escalation and auto-response rules and assignment rules Solutions and solution categories  Self-service portal Client management, territory management, and advanced currency management setup Products and price books

The candidate should be able to describe the capabilities of:

Section 3.

The Salesforce.com Certified Administrator exam has the following characteristics: Content: 60 multiple-choice/multiple-select questions Time allotted to complete the exam: 90 minutes Passing score: 67 percent References: No hard-copy or online materials may be referenced during the exam. Prerequisites: None required; course attendance highly recommended

About the Exam

Section 4.

Salesforce.com Training and Certification recommends the following course as preparation for this exam: Administration Essentials (ADM 201). To register, go to: http://www.salesforce.com/training

Recommended Training

Section 5.

The Salesforce.com Certified Administrator exam measures a candidate’s knowledge and skills related to the objectives listed below. A candidate should have hands-on experience administering Salesforce CRM and have demonstrated the application of each of the following features/functions.

Exam Outline

Objective
Salesforce CRM Overview
Describe the software-as-a-service (SaaS) model List and describe the different Salesforce applications List and describe the standard objects

Weighting
3%

training & CertifiCation

2

Salesforce.com Certified administrator – Study guide (Spring ‘11)

Identity Confirmation (setting login restrictions)
Describe the identity Confirmation feature Describe the differences between logging in through the aPi versus the Ui explain the concept of Login Hours and Login iP ranges add and delete an iP range Describe the methods to allow access to the application

2%

Navigation – User Interface (UI) Settings
identify specific areas of the Salesforce Home tab Configure Search settings for your organization Customize the tabs a user can access or select from tab settings Locate, identify, and explain the Ui features an administrator controls

3%

Organization Administration
List what information is included in the Company Profile List the places where Currency is specified Describe the effect of changing your company’s default time Zone, Currency, Locale, and Language Describe the effect of enabling the Custom fiscal Year setting Create and manage letterheads and email templates

5%

Customization
Describe a Profile explain what a Profile controls List the Standard Profiles List the features available for managing profiles evaluate when to create a Custom Profile explain the differences between a Custom field and a Standard field List the different types of Custom fields Set up a Custom field Map Custom Lead fields re-label a Standard object List objects for which you can enable fields History tracking Define the dependencies when using a Dependent Picklist Create and modify a Dependent Picklist Describe the capabilities of Custom Lookup fields Create and modify a Lookup field Describe the capabilities of formula fields Create and modify a formula field Describe roll-up Summary fields Create and modify a roll-up Summary field Describe the elements within a Page Layout Create and modify a Page Layout Create, customize, and print a List view Customize a related List Describe how to use record types Create and modify a record type List the objects that require a business process explain how field-Level Security affects page layouts and visibility Set up field-Level Security

17%

training & CertifiCation

3

modify. and test the approval Process identify the settings in creating Workflow approval Processing 3% Data Validation Define Data Validation List common use cases for Data Validation Describe when Data Validation rules are enforced Create Data Validation rules 3% Data Utilities Describe the function of an external iD List and describe the different tools and use cases for data migration Update existing data via import Define when to use the Data Loader List the functions of the Data Loader Mass Update records 5% training & CertifiCation 4 .Salesforce.com Certified administrator – Study guide (Spring ‘11) Security & Access List the information captured on the User record Create and maintain User records explain the record owner concept Describe the elements of the Sharing model Describe the scope and capabilities of organization-Wide Defaults explain how access is granted through the role Hierarchy Set up organization-Wide Defaults Describe the use of roles Build a role Hierarchy assign users to roles Mass-transfer records from one user to another List the objects that may have Sharing rules Build Sharing rules Share records manually Describe the use cases of Public groups and where to use them Compare and contrast Sales with account teams List the places to use folders Describe how folder access differs from record access Create folders to organize and provide access to data 13% Workflow explain how Salesforce implements Workflow and when to use Salesforce Workflow List and describe use cases for the four Workflow actions explain the capabilities and settings of a Workflow rule Describe the differences between immediate and time-dependent Workflow actions Set up a Workflow rule and associated actions 5% Workflow Approval Processing Define the basics of the Workflow approval Process Compare and contrast the approval Processes versus Workflow List the differences between the Jump Start Wizard and the Standard approval Process Wizard explain how to route approvals Create.

assignment rule.Salesforce. Web-to-Lead. and corresponding auto-response rule Measure Campaign results Describe the process and effects of converting a Lead 5% Service & Support Administration Define a Case Describe use cases for Case Hierarchies Describe how to use Case Queues to manage Cases Describe how to use a Case assignment rule to assign and route Cases Describe use cases for Web-to-Case Describe uses cases for email-to-Case Describe the functionality of the Case escalation rule Describe the functionality of the Case auto-response rule Describe the functionality of the Business Hours 5% training & CertifiCation 5 .com Certified administrator – Study guide (Spring ‘11) Data Utilities (continued) Mass Delete records Describe the capabilities of the recycle Bin request and download a weekly export explain how Salesforce allocates storage 5% Analytics Describe the administrative restrictions on Standard reports run a Standard report Create a Custom report Search for Custom reports and Dashboards explain the differences among report types explain Custom report types Create charts to display report results Use advanced filter criteria to narrow report results Create Custom Summary formulas for Summary reports Choose settings for Conditional Highlighting Describe the capabilities and purpose of a Dashboard List Dashboard component types Create a Dashboard and add components to it Print and export reports email and schedule reports and Dashboard refresh Define running User and how it affects the Dashboard results 13% Marketing Administration Define a Campaign Describe when to use Campaign Hierarchies Create a Campaign targeting both existing customers and new Leads List the features used to create an automated Campaign List the methods to associate Leads and Contacts to a Campaign Describe how to use Lead Queues to manage Leads Describe how to use a Lead assignment rule to assign and route Leads Describe the use cases for Web-to-Lead Describe the functionality of a Lead auto-response rule Build a Lead Queue.

com Certified Administrator exam. & Tabs Describe a Custom object Describe the types of relationships that can exist between objects Create a Custom object Describe a Custom object tab and a Web tab Create a Custom object tab Create a Web tab Describe a Custom app Create a Custom app 7% The AppExchange Describe the appexchange Describe the characteristics of Managed Packages install a package Uninstall a package 2% Activities Compare and contrast tasks and events Manage Public Calendars and resources identify and describe the activity Settings Describe the capabilities of Multiday events 2% Advanced Configuration Options Describe the Client Management feature Describe the territory Management feature Describe advanced Currency Management 5% Section 6. Applications. The following questions are representative of those on the Salesforce. These questions are not designed to test your readiness to successfully complete the certification exam. but should be used to become familiar with the types of questions on the exam.Salesforce. and the use of email templates Define Solutions and how they can be associated with Cases Build a Solution Category tree and assign Solutions to Categories Define suggested solutions and explain where to use them Describe what content is accessible via the Self-Service Portal Describe the ways to access the Self-Service Portal Build a Case Queue.com Certified administrator – Study guide (Spring ‘11) Service & Support Administration (continued) Configure the settings and rules for Case processing. including Business Hours. escalation rules. Sample Exam Questions training & CertifiCation 6 . The actual exam questions may be more or less difficult than this set of questions. Web-to-Case. assignment rule. and corresponding auto-response rule Describe use cases for Case teams 5% Salesforce Console Describe the functionality of the Salesforce Console Describe the components of the Console tab Set up the Salesforce Console navigate within the Salesforce Console 2% Custom Objects.

Change their language personal preference to Spanish. Time-dependent workflow will not work with which type of workflow evaluation criteria? A. D. D. 3.) A. C.) A.com Enable Customizable Forecasting Enable Multiple Currencies 6.com Certified administrator – Study guide (Spring ‘11) 1. C. What must end users do to see this change? A. D. B. A single user Multiple users The record owner The record creator A Sales team role An Account team role training & CertifiCation 7 .) A. C. Nothing—they’ll see the application in Spanish immediately. Which profile is a standard Profile? (Select all that apply. B. then log in again. F. Who may be assigned a workflow task? (There are five correct answers. What must an Administrator do to enable Advanced Currency Management for an organization? A. Only when a Record is created Every time a Record is created or edited Every kind of workflow evaluation criteria When a Record is edited and it didn’t previously meet the rule criteria 5. C. Which feature does Salesforce CRM provide for restricting login access to the application? (There are three correct answers. C. D. Refresh their browser. Sales User Marketing User Invoice Manager Contract Manager 4. B. Profile-based IP restrictions Organization-wide IP restrictions Profile-based login hour restrictions Organization-wide login hour restrictions 2. B. An administrator changed the organization’s default language from English to Spanish.Salesforce. D. D. B. Purchase Unlimited Edition licenses Request a feature license from salesforce. C. E. Logout. B.

B. The following information is drawn from Help & Training in Salesforce CRM and is provided as supplemental study material. the login is allowed. All certifications include access to new release content for subsequent releases. you can restrict users’ ability to log in to Salesforce CRM by customizing User Profiles and your organization’s list of trusted IP addresses. E. After 1 year. D 4. Salesforce confirms the login is authorized as follows: ▪ ▪ ▪ Salesforce CRM checks whether the user’s profile has login hour restrictions. The browser will have the Salesforce cookie if the user has previously used that browser to log in to Salesforce CRM and has not cleared the browser cookies. there is a maintenance fee of $100 to keep the certification current for the following year. When users log in to Salesforce. If profile-based IP address restrictions aren’t set. If IP address restrictions are defined for the user’s profile. or a desktop client such as Salesforce Connect for Outlook. 2. then Salesforce CRM checks whether the user is logging in from an IP address she or he hasn’t used to access Salesforce CRM before: • If the user’s login is from a browser that includes a Salesforce cookie. C Answers to Sample Exam Questions 6. D 1. training & CertifiCation 8 . Maintaining a certification requires successful completion of release-level certifications for the major Salesforce CRM releases throughout the year. Security and Identity Confirmation To help protect your organization’s data against unauthorized access. Organization-Wide Trusted IP Address List For all users. any login outside the specified hours is denied.com Certified administrator – Study guide (Spring ‘11) Section 7. Salesforce Connect for Lotus Notes. If login hour restrictions are specified for the user’s profile. along with the associated exams. B. Salesforce CRM then checks whether the user’s profile has IP address restrictions.com Certified Administrator exam. Supplemental Study Material Profile-Based Login Hours and IP Addresses For each profile. A. B 5. C. Salesforce Connect Offline. Note that this material is complementary to the ADM 201 Administration Essentials course materials and does not cover the same material.com professionals will be notified automatically when new release content and exams become available. either via the user interface. please study the material in the ADM 201 Administration Essentials student manual and this supplemental material. A. for 1 year. F Section 8. you can set a list of IP address ranges from which they can log in. D. or the Data Loader. you can set the hours when users can log in and the IP addresses from which they can log in. any login from an undesignated IP address is denied and any login from a specified IP address is allowed. the API.Salesforce. Certified salesforce. Maintaining a Certification Section 9. Section 9-1. C 3. In preparing for the Salesforce. Salesforce Connect for Office.

and the security token is XXXXXXXXXX. When a user changes his/her password or resets the security token. see the Core Data Types Used in the API Calls topic in the Force. For more information on API login faults. Whenever a login is blocked or returns an API login fault. the single sign-on authority usually handles login lockout policies for users with the “Is Single Sign-On Enabled” permission. as defined in your organization’s login lockout settings: ▪ ▪ Each time a user is prompted to click the Send Activation Link button Each time a user incorrectly adds his/her security token to the end of his/her password to log into the API or a client training & CertifiCation 9 . the user’s security token is automatically reset. Tips on Setting Login Restrictions Consider the following when setting login restrictions: ▪ ▪ ▪ ▪ When a user’s password is changed. The following events count toward the number of times a user can attempt to log in with an invalid password before being locked out of Salesforce. or has the password reset. A security token is an automatically generated key from Salesforce CRM. API and desktop client users cannot log in to Salesforce CRM unless their IP address is included on your organization’s list of trusted IP addresses or on their profile. the login is blocked. then your organization’s login lockout settings determine the number of times a user can attempt to log in with an invalid security token before being locked out of Salesforce CRM. After 24 hours. the user is prompted to click a Send Activation Link button to send an activation email to the address specified on the user’s Salesforce CRM record. For example. if the security token is enabled for your organization.com Web Services API Developer’s Guide. Salesforce CRM sends a new security token to the email address on the user’s Salesforce CRM record. If single sign-on is enabled for your organization. Salesforce CRM must verify the user’s identity: ▪ ▪ For access via the user interface. However. For access via the API or a client. if their profile has IP address restrictions set. • If the user’s login is from neither a trusted IP address nor a browser with a Salesforce cookie.Salesforce. The user may experience a blocked login until he or she adds the automatically generated security token to the end of his or her password when logging in to Salesforce CRM via the API or a client. The email instructs the user to copy and paste an activation link into the browser to activate the computer for logging in to Salesforce CRM. changes the password. the activation link expires and users must repeat the activation process to log in. Furthermore. the login is allowed. if a user’s password is mypassword. Partner portal and customer portal users aren’t required to activate computers to log in.com Certified administrator – Study guide (Spring ‘11) • If the user’s login is from an IP address in your organization’s trusted IP address list. Tip: It’s recommended that you obtain your security token via the Salesforce UI from a trusted network prior to attempting to access Salesforce CRM from a new IP address. The activation link included in the email is valid for up to 24 hours from the time the user clicked the Send Activation Link button. Users can obtain their security token by changing their password or resetting their security token via the Salesforce UI. users must add their security token to the end of their password to log in. then the user must enter mypasswordXXXXXXXXXX to log in. The security token is valid until a user resets the security token.

For all other tabs. the system ends the user’s session when the restricted hours begin. Click Edit in the Login Hours related list. you’ll see the tabs that are set for your profile. Select an object from the drop-down list and click Customize My Pages to customize your display. select a related list title and click the Add or Remove arrow. By default. 3. if you have multiple apps. Add each tab you want to display. To prohibit users from using the system on a specific day. 1.Salesforce. to change which tabs display in each app. make sure you’ve exported any data related to fiscal periods. 6. Select “None” for the start and end times to allow users to be logged in at any time. Click Save when finished. To change the order of the related lists. Note: The first tab that displays when you select an app may change if your administrator changes the app’s default landing tab. 5. and click Save. Click Setup | Manage Users | Profiles and select a profile. For your Home tab. 4. change the display order if desired. You can: ▪ Click Customize My Tabs to change which tabs display when you log in or. select a related list title in the Selected List box and click the Up or Down arrow. Enabling Custom Fiscal Years If your fiscal year definition is not met by a standard fiscal year. Note: If a user logs in before the restricted hours. Select the dashboard to use and click Save.com Certified administrator – Study guide (Spring ‘11) Setting Login Hours Permission Needed: “Manage Users” You can set the hours when users with a particular profile can use the system. training & CertifiCation 10 . Click Save. The hours are exact times based on the Default Time Zone of the company as specified at Setup | Company Profile | Company Information. The link to customize your Home tab is available only if your administrator has customized your home page layout to include a dashboard. To add or remove related lists. you can enable custom fiscal years that will let you define a more complex and flexible fiscal year structure. customize the dashboard snapshot that displays on the Home tab. Set the days and hours when users with this profile can use the system. Section 9-3. Note: Before enabling custom fiscal years. ▪ Note: Your personal related list customization may change if your administrator alters the page layout for a particular tab. The hours are always applied at those exact times even if a user is in a different time zone or if the company’s Default Time Zone is changed. Customizing Your Display available in: All editions Click Setup | My Personal Information | Change My Display to change various personal display options. Section 9-2. You can also access the Customize My Display page via the Customize Page link in the Dashboard section of the Home tab or on any record detail page. 2. set the start and end times to the same value. set which related lists display on your detail pages.

forecasts. If you understand the effects of enabling custom fiscal years and you’ve exported all your data.com pages email templates allow for advanced merging with a recipient’s data. merge fields. Run and export these reports to Excel: • Opportunity Pipeline • Quarterly Forecast Summary • Quota vs. Managing Email Templates available in: All editions Mass email not available in: Personal.com pages (Visualforce) email templates not available in: Personal edition User Permissions Needed to create or change HtML email templates: to create or change force. click Cancel. Click Setup | Company Profile | Fiscal Year. You must either know HTML or obtain the HTML code to insert in your email template. Back up your current data. If you aren’t certain you want to enable custom fiscal years. See Creating Custom HTML Email Templates. Enabling custom fiscal years impacts your reports. generate weekly export data. 3. See Creating HTML Email Templates.com pages email templates: to create or change public email template folders: “edit HtML templates” “Customize application” “Manage Public templates” You can create four different types of email templates: 1. Force. Do not enable custom fiscal years unless you understand and are prepared for all the implications. 2. Warning: Custom fiscal years cannot be disabled once enabled. You can use email templates when you send an email from the training & CertifiCation 11 . We suggest you generate weekly export data because changing the fiscal year will cause fiscal periods to shift. See Creating Text Email Templates. click OK. Once you’ve enabled custom fiscal years. 5. and Group editions HtML and force. Click Enable Custom Fiscal Years.com pages. where the content of a template can contain information from multiple records. HTML with letterhead – Administrators and users with the “Edit HTML Templates” permission can create HTML email templates based on a letterhead. 4.com pages templates. See Creating Visualforce Email Templates. define your fiscal year. Optionally. 2.com Certified administrator – Study guide (Spring ‘11) To enable custom fiscal years: 1. This change will affect opportunities and forecasts organization-wide. You can also include images on your HTML and Force. Custom HTML – Administrators and users with the “Edit HTML Templates” permission can create custom HTML email templates without using a letterhead. All these email templates can include text. Section 9-4. Contact Manager. 4.com pages (Visualforce) – Administrators and developers can create templates using Force. quotas. and attached files. 3. Select Custom Fiscal Year. Actual b.Salesforce. and other date-sensitive material. Text – All users can create or change text email templates. Force. 6. a.

• Click Edit Text Version to change the content or merge fields of the text-only version.com pages templates without HTML tags. click Edit to change the message content. HTML. Salesforce automatically creates the text-only content based on the current HTML version. a custom object. ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ Click on the name of any email template to go to the Viewing Email Templates page. The options vary depending on the template type (custom.com pages email template. or text): For text templates. edits to the HTML version are not reflected in the text-only version.com Certified administrator – Study guide (Spring ‘11) Activity History related list of a record. You can also use text and HTML templates when you send mass email. training & CertifiCation 12 . the text-only version is automatically generated when you edit the HTML version. Force. Note: You cannot send a mass email using a Force. the Version Settings related list shows the package versions of the installed managed packages containing the referenced components. If you choose not to leave the text-only version blank and instead manually create a text-only version. click Your Name | Setup | Communication Templates | Email Templates. click Edit or Del next to the template name in the list. • The Visualforce Attachments related list indicates which attachments are being generated through Force. When you leave the ▪ text-only version blank.com pages. click the template name in the list. To edit or delete a template. ë Note: Salesforce. If you have permission to manage public email templates. Click New Template to create any type of email template. ë Note: All custom and HTML email templates include a text-only version for recipients who are unable to read HTML emails. and so on.com pages (Visualforce) markup references components in installed managed packages such as another class. For Force.Salesforce. To manage your personal email templates. Web-to-Lead Web-to-Case Email-to-Case or On-Demand Email-to-Case Assignment rules Escalation rules Auto-response rules Note: Email templates used in the following features must be both public and active: To view a template. subject.com pages templates: • Click Edit Template to change the markup of the template page.com recommends that you leave the text-only version blank. • If the Force. A button to check the spelling of your template is available for text templates and Force. or merge fields.com pages (Visualforce) markup. If you leave the text-only version blank. For custom and HTML templates: • Click Edit HTML Version to change the content or merge fields of the HTML version. click Your Name | Setup | Email | My Templates. a trigger.

Person accounts are account records to which a special kind of record type has been assigned. ë Click Attach File from the Attachments related list to add an attachment to the template. and you can create additional person account record types. and solution Status. Unlimited. Create record types for cases to display different page layouts for your customer support cases versus your billing cases. To select a file: • Click the Search in Documents link to search for files in the Documents tab. see Cloning Email Templates. • If you have the “Manage Public Templates” permission. lead processes. Person account record types allow contact fields to be available on the account and allow the account to be used in many situations as if it were a contact. • If “Developer Mode” is enabled. A default person account record type named “Person Account” is automatically created when person accounts are enabled for your organization. Section 9-5. for example: ▪ ▪ Create record types for opportunities to differentiate your regular sales deals from your professional services engagements.com Certified administrator – Study guide (Spring ‘11) ë Click Send Test and Verify Merge Fields to view a sample of the template populated with data from records you choose and send a test email. You can change the name of this record type. picklist values. case Status. and offer different picklist values for each. • Click Clone to clone a template. 13 ▪ training & CertifiCation . If you select an image logo or other graphic file.com code (Apex) script. and solution processes: opportunity Stage. The attached file is included in every email that uses the template. you can click [Change] next to the Author field to select a different author. • Alternatively. For more information.Salesforce. You cannot delete all the record types for an object if the object is referenced in a Force. Initially. and Developer editions User Permissions Needed to create or change record types: “Customize application” Record types let you offer different business processes. make sure the document is marked as Externally Available on the Documents tab so all email recipients can view the image. the author is the person who created the email template. Lead Status. Record Type Considerations Keep the following considerations in mind when creating or changing a record type: ▪ ▪ The following special picklist fields are not available for record types because they’re used exclusively for sales processes. For more information. click Show Dependencies to see what components the template references. see Understanding Dependencies. Managing Record Types available in: Enterprise. and page layouts to different users based on their profiles. • Click Delete to remove the template. choose an option from the File Location drop-down list to select a file from your computer or from a document folder. These record types are called person account record types. support processes. Record types can be used in various ways.

reports. and when synchronizing data or importing personal data.Salesforce. or editable (visible without read only) for users based on their profile. Force. 3. For example. read only. and Developer editions User Permissions Needed to set field-level security: “Customize application” You can define which fields users can access. To define field-level security: 1. training & CertifiCation 14 . click a tab or activity link. and then click Fields. The most restrictive field access settings of the two always apply. The settings also override any lessrestrictive field access settings on the page layouts. list views. Field-level security settings let administrators restrict users’ access to view and edit specific fields on detail and edit pages and in related lists. email and mail merge templates. ë Select a profile to change the field access for users with that profile. Unlimited.com Connect Offline. search results. After setting field-level security for users based on their profiles. and then click Edit. the Salesforce CRM customer portal. Setting Field-Level Security Section 9-6. ë Click Set Field-Level Security. Specify whether the fields should be visible. hidden. ë In the Field-Level Security section. if a field is required in the page layout and read only in the field-level security settings. 2. the field-level security overrides the page layout and the field will be read only for the user. Do one of the following: • To set field-level security for all fields on a particular profile: ë Select Setup | Manage Users | Profiles. ë Select the field you want to modify. The fields users see on detail and edit pages are a combination of page layouts and field-level security settings. Note: These field access settings apply throughout Salesforce CRM. the Salesforce CRM partner portal. custom links. you can: ▪ Create page layouts to organize the fields on detail and edit pages.com Certified administrator – Study guide (Spring ‘11) ▪ You cannot deactivate a record type if it is in use by an email routing address for Email-to-Case or On-Demand Email-to-Case. • To set field-level security for a particular field on all profiles: ë Select Setup | Customize. click View next to the tab you want to modify. available in: Enterprise. Important: The following user permissions override field-level security: ▪ ▪ ▪ “Modify All Data” “View All Data” “View Encrypted Data” You can define field-level security from a profile or from a particular field. Click Save.

5 becomes 24.Salesforce sets the lookup field to null. you can create a custom hierarchical relationship field to store each user’s direct manager. if a lookup field references a record that is deleted. users can choose the address when clicking Send an email. Custom Field Types The first step in creating a custom field is choosing the type of the field. in lookup dialog search results. 12. however. When using a checkbox field for a report or list view filter. -22. the time of day includes aM or PM notation. Email Formula Hierarchical Relationship Creates a hierarchical lookup relationship between users. Creates a relationship between two records so you can associate them with each other.com (apex) triggers. opportunities have a lookup relationship with cases that lets you associate a particular case with an opportunity. use “true” for checked values and “false” for unchecked values. the maximum length of any autonumber field is 30 characters. Note: Salesforce uses the round half even tie-breaking rule for currency fields. workflow rules. allows users to enter a date or pick a date from a popup calendar and enter a time of day. You can create lookup relationship fields that link to users. note that you can’t use custom email addresses for mass emails. Note: Salesforce uses the round half up tie-breaking rule for numbers in formula fields.5 becomes -22. Section 9-7. Note: Roll-up summary and formula fields are always read only on detail pages and are not available on edit pages.345 becomes 12. you can limit the data by specific dates and times using any custom date field.Salesforce. for example. see overview of relationships. lookup relationship fields from campaign members to other objects are available. 23. allows users to automatically calculate values based on other values or fields such as merge fields. allows users to enter a currency amount. then use page layouts primarily to organize detail and edit pages within tabs. allows users to use a lookup field to associate one user with another that does not directly or indirectly refer to itself. the system automatically formats the field as a currency amount. or roll-up summary fields. or custom objects. Field Type Auto Number Checkbox Description automatically assigns a unique number to each record. 22. Set the fields that display in search results. you can then display a related list to show all of the records that are linked to it. in reports. and in the key lists on tab home pages. Lookup relationship fields to campaign members are not available. and -23. indicating a true or false attribute of a record. and does not run any force. you can limit the data by specific dates using any custom date field. validation rules. standard objects. They also may be visible to users even though they reference fields your users can’t see. Currency Date Date/Time allows users to enter a date or pick a date from a popup calendar.5 becomes -24. Field types not listed in custom field types may appear if your organization installed a package from the AppExchange that uses those custom field types. Universally required fields always display on edit pages regardless of field-level security. for example. and the lookup field is not required in the page layout. Verify users’ access to fields by checking the field accessibility grid. in reports. Values lose precision after 15 decimal places. for example. allows users to check a box. Below is a description of each custom field type. 20 of which are reserved for prefix or suffix text. a lookup relationship has no effect on record deletion or security. This process reduces the number of page layouts for you to maintain. The relationship group wizard lets you create and edit relationship groups regardless of field-level security. this can be useful if you export data to excel or another spreadsheet. Lookup relationship fields are not available in Personal edition.35 and -12. if this field is specified for contacts or leads. a lookup relationship creates a field that allows users to click a lookup icon and select another record from a popup window.5 becomes 22. Lookup Relationship training & CertifiCation 15 . for example. which is validated to ensure proper format.34. for more information on relationships. See Building formulas and operators and functions. allows users to enter an email address.345 becomes -12. they can also add the current date and time by clicking the date and time link next to the field.com Certified administrator – Study guide (Spring ‘11) ▪ ▪ Tip: Use field-level security as the way to restrict users’ access to fields. the import wizards and the weekly export tool use “1” for checked values and “0” for unchecked values. on the associated record.

com Certified administrator – Study guide (Spring ‘11) Field Type Master-Detail Relationship Description Creates a relationship between records where the master record controls certain behaviors of the detail record such as record deletion and security. for more information on relationships. minimum. the UrL will open in a separate browser window. allows users to enter up to 32.35 and -12. allows users to select more than one picklist value from a list you define. this data type is not available for activities or products on opportunities. or symbols. see Using rich text area fields. users can format the field content and add images and hyperlinks. these fields display each value separated by a semicolon. Salesforce automatically formats it as a phone number. note that only the first 50 characters are displayed on the record detail pages. See entering Phone numbers. Note: Salesforce uses the round half up tie-breaking rule for number fields. numbers. a line break and a return character are added to the text. modify alignment.com. any length from 256 to 32. see overview of relationships. Master-detail relationships cannot be used with campaign members. allows users to enter any combination of letters. automatically displays the record count of related records or calculates the sum. and Developer editions training & CertifiCation 16 . allows users to enter any combination of letters. Note: if the decimal value is greater than 15. although you can create a master-detail relationship field on a custom object that links to a standard object. these 2 characters count toward the 32. allows users to enter up to 255 characters that display on separate lines similar to a Description field.34. a custom account field called “total number of guests” displays the number of guest custom object records in the guests related list for accounts.345 becomes 12. Percent allows users to enter a percentage number. up to 255 characters. if desired. Number allows users to enter any number. Text Text (Encrypted) Text Area Text Area (Long) Text Area (Rich) URL Section 9-8. the maximum size for uploaded images is 1MB.345 becomes -12. the system automatically adds the percent sign to the number.000 characters. You can set a maximum length. allowing click-to-dial functionality. inclusive of all the formatting and HtML tags. You can set the length of this field type to a lower limit. the toolbar allows the user to undo. to enable encrypted fields for your organization. Note: if you are using the Service Cloud’s call center. Picklist Picklist (Multiselect) Roll-Up Summary allows users to select a value from a list you define. contact salesforce.000 characters that display on separate lines similar to a Description field. the records must be directly related to the selected record and on the detail side of a custom master-detail relationship with the object that contains the roll-up summary field. and you add a percent sign to the number. redo. underline. Salesforce rounds numbers referenced in merge fields according to the user’s locale. note that every time you press Enter within a long text area field. for example. or maximum value of related records. Professional. this is treated as a real number and any leading zeros are removed. With the use of a toolbar. jpeg and png file types are supported. a runtime error occurs. Unlimited. Consequently. and outdent. indent. Mapping Custom Lead Fields available in: Group.000 character limit. available for custom objects only. When users click on the field. You can set a maximum length of up to 175 characters. bold. Phone allows users to enter any phone number. numbers. ‘10’. only gif.000 characters is allowed. for more information. salesforce.Salesforce. for example. Enterprise. allows users to enter up to 255 characters of any valid website address. strike-out. add a numbered or non-numbered list. upload or link to an image. add a hyperlink.com recommends that you do not use a custom phone field for fax numbers. the maximum field size is 32. custom phone fields are displayed with the button. italicize. 12. Values lose precision after 15 decimal places. not the number of decimal of spaces specified in the number field configuration. or symbols that are stored in encrypted form. for example.

currency. training & CertifiCation 17 . ë You can map auto-number fields to fields of type Text. you can specify how you want that custom information converted into custom account. Click Save. However. To specify the mapping for custom lead fields: 1. Which standard application terminology can be renamed? Only the following standard tabs and objects can be renamed: Accounts. Partners. contact.com’s standard application terminology will have some implications on your Salesforce CRM administration and your users’ experience in the application. Cases. • Remember to map custom lead fields to other custom fields of the same data type. If you’re ready to move ahead with this feature. Opportunities. your data may become truncated if the mapped text field is not large enough to hold the entire lead picklist value. ë You can map fields of type Text or Text Area to long text area fields. the information from the standard lead fields is inserted into standard account.Salesforce. support. For each custom lead field. map numeric lead fields to other numeric fields or long text area fields to other long text area fields. Assets. contact. or opportunity field into which you want the information inserted when you convert a lead. or Picklist. and opportunity. choose a custom account. If your organization has custom lead fields. that is. Text Area. Currency. Leads. training. Contacts. and Solutions. • Remember to map custom lead fields of type Number. that lead field mapping will be deleted. Please review the information below in detail.com Certified administrator – Study guide (Spring ‘11) User Permissions Needed to map lead fields: “Customize application” When you convert a qualified lead. and release communications. ë Do not map custom formula fields to other formula fields or any other type of field. contact. There are some exceptions: ë You can map between text and picklist fields. Salesforce. Documents. • Any standard lead picklist fields that are blank are mapped to the default picklist values for the account. Note: If you change the data type of any custom field used for lead conversion. Select Setup | Customize | Leads | Fields | Map Lead Fields.com disable this feature): Renaming salesforce. Products. or opportunity fields. Campaigns. map it to another custom currency field with a length of 3 and 2 decimal places. or percent fields of exactly the same length and decimal places. please follow the instructions at the end of this message. For example. Price Books. Section 9-9. ë Roll-up summary fields are not available for mapping lead fields of converted leads. if your lead currency field has a length of 3 and 2 decimal places. or Percent to other number. Changing the Label of a Standard Object Here are some considerations involving renaming standard fields and tabs (you can still open a case and have salesforce. Contracts. especially in the areas of help. contact.com wants to make sure you’re aware of this limitation before we activate the feature for your organization. and opportunity fields.

If your organization renames tab and object names. This list includes but is not limited to custom fields. page layouts. will automatically reflect the new terminology you define. and field names show up within the application? All Salesforce CRM pages accessible by your end users. For example. Salesforce CRM will let you point our context-specific help links on each end-user page to your own online help. including Personal Setup pages. This new page will provide the mapping between Salesforce CRM’s standard names and your renamed terminology. In other words. For example. object.Salesforce. You will need to rename each tab manually. you can also create your own online help and user documentation. Where will the new tab. if you already have a custom email template titled “Account Health Check. What impact does renaming standard objects have on the administration of Salesforce CRM? Renaming standard names will create some additional administrative work for Salesforce CRM administrators. views. all references to “accounts” will be changed automatically to “companies. Section 9-10. if you rename Accounts to Companies. Here’s a description of the fields (in alphabetical order) that make up a user’s personal information in Salesforce CRM. and communication templates. your users will first see a new overview page when they click on our online help links.” you’ll have to change it to “Company Health Check” to reflect your new terminology. Field Accessibility Mode Active Description Checkbox that enables or disables a user interface mode designed for visually impaired users. In addition.com Certified administrator – Study guide (Spring ‘11) Note: You cannot rename the Forecasts tab. Note: This functionality does not apply to context-specific help links within administrator setup pages or to the Help & Training link on the top right of every page. record types. Some fields are only displayed to administrators when creating or editing users. all labels and sentences on these pages will be automatically reconstructed to reflect your new terminology. training & CertifiCation 18 . What about Salesforce CRM’s online help and user documentation? Salesforce CRM’s online help and user documentation will be written using our standard tab and object names and will not reflect any new terminology your organization defines for your company deployment. ▪ ▪ ▪ ▪ The standard list views on every Salesforce tab will continue to use the standard object names even if you change them. Titles and descriptions of all standard reports will continue to use the standard object names even if you change them. User Fields The available fields vary according to which Salesforce CRM edition you have. however. This limitation should be an important consideration in deciding whether to rename Salesforce CRM’s standard terminology. reports. administrative checkbox that enables or disables user login to the service. Titles and descriptions of all standard email templates will continue to use the standard object names even if you change them. Any customizations you previously implemented where you used the standard Salesforce terminology will need to be changed manually.” Please note that all Administrator Setup pages will continue to use standard Salesforce CRM names even if you change them.

indicates whether the user is allowed to use customizable forecasting. including creation date and time. for example. Country portion of the user’s address. the primary language for the user. this setting does not restrict the user from viewing or creating records in other divisions.Salesforce. to all new accounts and leads created by the user. Up to 40 characters are allowed in this field. enterprise. available only for organizations that use multiple currencies. the name of the call center to which this user is assigned. the default currency for all currency amount fields in the user record. first name of a user. reports. but is not supported by some older email software. unless he or she explicitly sets a different division. UTF-8 (Unicode) represents all characters for all the world’s languages. as displayed on the user edit page. Employee Number End of day Fax Federation ID First Name Information Currency Language Last Login Date of last login. and Unlimited edition.com. Up to 80 characters are allowed in this field. PC Sales group. this user can also approve approval requests for users. the new record is assigned to the existing record’s division. Short name to identify a user on list pages. fax number for a user. this field is not available if your organization has disabled your choice to receive emails from salesforce. User’s default currency setting for new records. Up to 8 characters are allowed in this field.com pages enabled. Users can change their division at any time. by default. Salesforce. Shift_JIS. forecasts. Up to 40 characters are allowed in this field. Shown only in organizations using multiple currencies. (read only) training & CertifiCation 19 . Character set and encoding for outbound email sent by a user from within Salesforce. available only for organizations that use multiple currencies. EUC-JP. ISO8859-1 represents all Latin characters and should be used by english-speaking users.com pages (Visualforce). name of the associated contact if the user is a partner user. a user’s individual Language setting overrides the organization’s Default Language. all text and online help is displayed in this language. identifying number for a user. and reports. Up to 40 characters are allowed in this field. the value used to identify a user for federated authentication single sign-on. the default division is not used. User who created the user. When users create records related to an account or other record that already has a division.com uses this field to help you troubleshoot issues related to aPi tokens if issues should occur. the organization’s Display Language applies to all users. Used to define the times that display in the user’s calendar.com Certified administrator – Study guide (Spring ‘11) Field Address Admin newsletter Alias Allow Forecasting Api Token Call Center City Company Contact Country Created By Currency Default Currency ISO Code Default Division Description Street address for a user. group that user works for. Up to 40 characters are allowed in this field. not available in Personal edition or group edition.com. (read only) User’s default currency for quotas. and other pages where the entire name does not fit.com. enables development mode for creating and editing force. email address of a user. Up to 40 characters are allowed in this field. Depending on the approval process settings. opt in to receive administrator-targeted promotional emails from salesforce. time of day a user generally stops working. available only in organizations that use divisions to segment their data. such as Customer Support. Delegated Approver Department Development Mode Division Email Email Encoding User lookup field used to select a delegate approver for approval requests. Up to 255 characters are allowed in this field. City portion of the user’s address. indicates whether an aPi token has ever been reset. Company division to which user belongs. in organizations using Professional. and ISO-2022-JP are useful for Japanese users. Must be a valid email address in the form: jsmith@acme. this field is only visible to organizations that have force. Company name where the user works. Up to 80 characters are allowed in this field. Division that is applied. this must be one of the active currencies for the organization.

Checkbox that specifies if the user was created via self-registration to a customer portal. administrative field that defines a user’s permission to perform different functions within the application. tags. for example. Marketing User Checkbox that indicates whether a user has access to create. overrides the organization setting. to receive real-time email alerts.com Certified administrator – Study guide (Spring ‘11) Field Last Name User License Locale Description Last name of a user.Salesforce. to prevent users from activating Salesforce CrM on their mobile devices before you’re ready to deploy Salesforce CrM mobile in your organization. date/time. whereas in the english (United Kingdom) locale. if selected. Up to 80 characters are allowed in this field. for all other users. Country or geographic region in which user is located. opt in to receive user-targeted promotional emails from salesforce. to use the campaign import wizards. this field is especially useful for creating hierarchical workflow rules and approval processes without having to create additional hierarchy fields. Modified By Name Newsletter Offline User Phone Self-Registered via Customer Portal Profile Receive Salesforce Content Daily Digest Receive Salesforce Content Email Alerts training & CertifiCation 20 . as displayed on the user detail page. if no mobile configuration is specified. this field defaults to the mobile configuration assigned to the user’s profile. this field is not available if your organization has disabled your choice to receive emails from salesforce. administrative checkbox that indicates whether a user has access to use force. workspaces. for Personal and group edition users. select this checkbox and do not select the Receive Salesforce Content Daily Digest checkbox. their personal locale. Up to 40 characters are allowed in this field. leads. and number fields. the user must also select the Receive Salesforce Content Email Alerts checkbox. the Locale setting also affects the first and last name order on Name fields for users. allocates one Salesforce CrM mobile license to the user. the locale is set at the organization level via Setup | Company Profile | Company Information.com. this field is only visible to organizations that use Salesforce CrM to manage mobile configurations. edit. Phone number of a user.com. and contacts. Bob Johnson in the english (United States) locale displays as Bob Johnson. Salesforce CrM lets you inactivate users who are referenced in the Manager field. to receive email. 14:00). available at Setup | My Personal Information | Personal Information. specifies that a user with Salesforce CrM Content subscriptions will receive email notifications if activity occurs on his or her subscribed content.com offline. preventing you from selecting a user who directly or indirectly reports to himself/herself. whereas the Chinese (China) locale displays the name as Johnson Bob. dates in the english (United States) locale display as 06/30/2000 and as 30/06/2000 in the english (United Kingdom) locale. if selected. times in the english (United States) locale display using a 12-hour clock with aM and PM (for example. Note: Unlike other hierarchy fields. or authors. Marketing Users must also have the Marketing User profile (or the “import Leads” permission and the “edit” permission on campaigns in organizations using enterprise and Unlimited editions). User who last changed the user fields. and delete campaigns and configure advanced campaign setup. granting the user access to Salesforce CrM’s mobile capabilities. Mobile Mobile User Cellular or mobile phone number. this field establishes a hierarchical relationship. including modification date and time. or authors. (read only) Combined first and last name of a user. disable the checkbox for all your users. Mobile Configuration the mobile configuration assigned to the user. the Mobile User checkbox is enabled by default for Unlimited edition users. available in enterprise and Unlimited editions only. for example. specifies that a user with Salesforce CrM Content subscriptions will receive a oncedaily email summary if activity occurs on his or her subscribed content. Manager Lookup field used to select the user’s manager. workspaces. Up to 40 characters are allowed in this field. the Locale setting affects the format of date. 2:00 PM). tags. the number of user records with this checkbox enabled cannot exceed the total number of mobile licenses in the organization. indicates the type of user license. they display using a 24-hour clock (for example. as displayed on the user edit page.

When transferring accounts. Choose Setup | Data Management | Mass Transfer Records. For leads.. Enterprise. State or province portion of a user’s address. Professional.com Certified administrator – Study guide (Spring ‘11) Field Role Description administrative field that specifies the position of a user within an organization. Up to 80 characters are allowed in this field. Up to 20 characters are allowed in this field..com code (apex) that surpasses more than 50% of allocated governor limits. 3.. select the Change division. and Unlimited editions only. you can transfer from users or queues. Click the link for the type of record to transfer. you can: • Select the Transfer open opportunities. If your organization uses divisions. Listing of custom links for users as set up by your administrator. For leads. training & CertifiCation 21 . Zip code or postal code portion of a user’s address. 2. administrative field that defines the user’s login. fill in the name of new record owner.” and users in parts of indiana that do not follow Daylight Savings time should select the setting with “america/indianapolis. make sure the new owner has sharing access and at least “Read” permissions to the record you’re transferring and all associated records. Up to 20 characters are allowed in this field. Before transferring a record. if selected. Primary time zone in which a user works. time of day a user generally starts working.” Salesforce Content User Send Apex Warning Emails Start of day State/Province Time Zone Title Used Space Custom Links Username Zip/Postal Code Job title of a user. Used to define the times that display in the user’s calendar. Unlimited. fill in the name of the existing record owner in the Transfer from field. Optionally. specifies that the user will receive email notification whenever he or she executes force. 5. 7. checkbox if you want to transfer open opportunities owned by other users that are associated with the account. enterprise. In the Transfer to field.Salesforce. roles are selected from a picklist of available roles. not available in Personal edition or group edition. checkbox to set the division of all transferred records to the new owner’s default division. you can transfer to users or queues. Transferring Records available in: Group. 4. and Developer editions User Permissions Needed to transfer multiple accounts or leads: to transfer multiple leads: “transfer record” “transfer Leads” To transfer multiple records from one user or queue to another: 1. 6. which can be changed by an administrator. such as Western region Support Manager. Section 9-11. amount of disk storage space the user is using. administrative checkbox that indicates whether a user has access to use Salesforce CrM Content.. Users in arizona should select the setting with “america/Phoenix. available in Developer. Up to 80 characters are allowed in this field.

This option applies only to closed opportunities owned by the account owner. you could search accounts in California by specifying “Billing State/Province equals CA. Transfer of Associated Items When you change record ownership. or sales teams is removed. 2.com Certified administrator – Study guide (Spring ‘11) • Select the Transfer closed opportunities checkbox if you want to transfer closed opportunities associated with the account.Salesforce. notes. Deselect this checkbox if you want to remove the existing account team associated with the account. some associated items that are owned by the current record owner are also transferred to the new owner. open activities are not transferred. Choose Find to look for records that match. and Developer editions User Permissions Needed to set up Web-to-Lead: “Customize application” To set up Web-to-Lead: 1. sharing rules. open opportunities owned by the current account owner. checkbox if you want to transfer open cases that are owned by the existing account owner and associated with the account. 8. Enterprise. Leads Access to Transferred Items When transferring accounts and their related data in Professional. open activities. closed opportunities and open opportunities owned by other users. For example. Enterprise. Setting Up Web-to-Lead available in: Group. closed opportunities owned by other users aren’t changed. 11. 10. Fill in search conditions that the records you’re transferring must match. • Select the Transfer closed cases checkbox if you want to transfer closed cases that are owned by the existing account owner and associated with the account. and Developer Editions. When transferring leads to a queue. all previous access given by manual sharing. The new owner may need to manually share the transferred accounts and opportunities as necessary to grant access to certain users.” 9. open activities. Click Edit to enable or modify the following Web-to-Lead settings: training & CertifiCation 22 . attachments. • Select the Keep account teams checkbox if you want to maintain the existing account team associated with the account. Select the checkbox next to each record you want to transfer. • Select the Transfer open cases. Professional.. and optionally. Click Transfer. Any relevant sharing rules are then applied to the data based on the new owners.. Record Accounts Associated Items that are Also Transferred Contacts (on business accounts only). Unlimited. Optionally. check the box in the column header to select all currently displayed items. Note: Mass transfers do not trigger workflow rules. Unlimited. Click Setup | Customize | Leads | Web-to-Lead. Section 9-12.

the member status of the new leads is set to the Member Status value specified in the form or to the “default” member status if the Member Status field is not included in the form. In addition. training & CertifiCation 23 . • Be sure to select the Campaign field (and optionally. all amounts will be captured in your corporate currency. Don’t forget to remove it before releasing the Web-to-Lead page to your website. Click Save. 6. If you want to test the Web-to-Lead form. Users can select the My Unread Leads list view to quickly locate all their new leads. Tip: Use a custom multiselect picklist to allow potential customers to express interest in several products.Salesforce. the Campaign Member Status field) if you’re using Web-to-Lead as part of a campaign. • For organizations using record types on leads. The source of your Web-to-Lead form is always in your personal language. this template must be marked as “available for Use. use the Add and Remove arrows to move fields between the Available Fields list and the Selected Fields list. 9. 4. 8. add the line <input type=”hidden” name=”debug” value=”1”> to your code. • For organizations using multiple currencies.com Certified administrator – Study guide (Spring ‘11) Web-to-Lead Setting Web-to-Lead Enabled Default Lead Creator Default Response Template Description enables Web-to-Lead. Copy the generated HTML code and provide it to your company’s Webmaster so he or she can incorporate it into your website. click Create Web-to-Lead Form. select the Lead Record Type field if you want users submitting Web-generated leads to select a specific record type.” Note: auto-response rules are not available in group edition. select the language for the form labels displayed on your Web-to-Lead form. 7. This line redirects you to a debugging page when you submit the form.” and are changed to “Read” only when the lead owner views or edits that lead. the default response template to use for the email response that is automatically sent to prospects when they submit an online lead. all new leads are marked as “Unread. and click Generate. 5. To select the fields to include on your Web-to-Lead form. this user must have the System administrator profile or the “Modify all Data” and “Send email” permissions. To create and generate a Web-to-Lead form. Specify the complete URL to which users should be directed after they submit their information. Use the Up and Down arrows to change the order of the fields on your form. otherwise. 3. For Web leads that are generated as part of a campaign. This URL could be a “thank you” page or your company’s home page. the default response template is used when no response rules apply. if you set up response rules to use different email templates based on the information submitted. If your organization uses the translation workbench or has renamed tabs. add the Lead Currency field if you add any currency amount fields. Leave this option blank if you don’t wish to send emails when no response rules apply. the user who will be listed as the creator of online leads and who will appear as the sender of email responses. All leads generated from your website are initially marked with the “default status” specified by the Lead Status picklist. Click Finished.

the contact data only includes the fields shared by contacts and person accounts. Select Replace carriage returns with spaces if you want your export files to have spaces instead of carriage returns or line breaks. indicate who should be notified by email when the backup files are ready. and Unlimited editions available for an additional cost in: Professional edition User Permissions Needed to export data: “Weekly Data export” Your organization can sign up to receive backup files of your data. • If your organization uses person accounts and you’re exporting accounts. training & CertifiCation 24 . he or she has view access to all data that is exported and can see all custom objects and fields in the Weekly Export Service page.Salesforce. Default Locale and Currency Locale. if a new lead cannot be generated due to errors in your Web-to-Lead setup. which is needed to export data. All universally required fields must have a value before a record can be created via Web-to-Lead. 1. You can export all your organization’s data into a set of comma-separated values files. Select the types of data to include in your export.com. If your organization exceeds its daily Web-to-Lead limit. Note the following: • Formula and roll-up summary fields are always excluded from exports.. • If your organization uses divisions. data from all divisions is included in the export. and time of day for your scheduled export. Also. This option is only available if a week has passed since your last export. if you want your export data to include attachments. Click Setup | Data Management | Data Export and Export Now or Schedule Export. you can generate backup files manually once every 6 days or schedule them to generate automatically at weekly or monthly intervals. Also. 2.com Certified administrator – Study guide (Spring ‘11) Note: The format for date and currency fields captured online is taken from your organization’s default settings. • If your organization uses person accounts and you’re exporting contacts. Section 9-13. We recommend that you include all data if you’re not familiar with the terminology used for some of the types of data. start and end dates. Exporting Backup Data available in: Enterprise. Note: If you give a user the “Weekly Data Export” permission. 6. If your organization is configured for data export. Salesforce CRM runs field validation rules before creating records submitted via Web-to-Lead and only creates records that have valid values. If you’re scheduling your export. select the frequency. the Default Lead Creator (specified in the Web-to-Lead setup) will receive an email containing the additional lead information. 3. contact salesforce. 4. The Export Now option prepares your files for export immediately. To sign up for the Data Export Service. This permission is granted by default only to the System Administrator profile because of the wide visibility it enables. all account fields are included in the account data. Customer Support is notified of the problem so we can help you correct it. If desired. Select the desired encoding for your export file. you can include all data in your export file. However. The Schedule Export option lets you schedule the export process for weekly or monthly intervals. Select Include attachments. person account records are included in the contact data. This functionality may be useful if you plan to use your export files for importing or other integrations.. 5.

or monthly so that you can work in Salesforce CRM without having to wait for the most recent data to refresh. Enterprise. If your dashboard data does not refresh after 10 minutes. has correctly entered the text into the overlay. the refresh automatically stops. and emails you when the file is ready. Professional. Click Refresh to replenish your dashboard with the most recent data. Salesforce CRM uses CAPTCHA technology provided by reCaptcha to verify that a person. Section 9-14..Salesforce. Furthermore. This simple. you may have to make adjustments to the export file before viewing it. Refreshing Dashboard Data available in: Group. Additional refreshes submitted during a refresh and up to 1 minute after the completion of a refresh are ignored. a Refreshing Dashboard field displays at the top right corner of the dashboard. and Developer editions User Permissions Needed to refresh dashboard data: “run reports” anD access to view dashboard folders The data in each dashboard is as current as the date and time displayed in the As of. Unlimited. CAPTCHA is an acronym that stands for “Completely Automated Public Turing Test To Tell Computers and Humans Apart. You can leave the dashboard and perform other functions in Salesforce CRM while the data refreshes. You have 48 hours to download the zip file from this page. When you refresh a dashboard. Scheduling a Dashboard Refresh available in: Enterprise and Unlimited editions User Permissions Needed to schedule and email a dashboard refresh: to delete the schedule to refresh a dashboard: “Schedule Dashboards” “Modify all Data” You can schedule an existing dashboard to refresh daily. rather than the position of the columns. you can send an email notification to yourself and other users that includes the dashboard in HTML format. users must type the two words displayed on the overlay into the overlay’s text box field and click the Submit button.” Tip: Any automated processes that process the export files should rely on the column headings in the CSV files. Note that the words entered into the text box field must be separated by a space. after a refresh completes.com Certified administrator – Study guide (Spring ‘11) 7. zips them into one archive. When dashboard data is refreshing. the dashboard data refreshes for anyone else in your organization that has access to that dashboard. Depending on the encoding selected. Salesforce CRM may require users to pass a user verification test to export data from their organization. Note: Enterprise and Unlimited Edition users can schedule dashboard refreshes. field at the top right corner of the dashboard. If you’re running the export now. users view the most current data. text-entry test helps prevent malicious programs from accessing your organization’s data.. If you scheduled the export. Note: For security purposes. click Refresh again. To pass the test. If necessary. as opposed to an automated program. Section 9-15. Salesforce CRM creates CSV files of your data. click Start Export. training & CertifiCation 25 . after that. weekly. click Save. You can follow the link in the email or use the Data Export link to download a zip file of your backup data. it will be deleted.

Schedule the dashboard refresh: • In the Frequency field. Tips on Scheduling a Dashboard Refresh Consider the following when scheduling a dashboard refresh: training & CertifiCation 26 . To view the All Scheduled Jobs page. • In the Preferred Start Time drop-down list. To schedule a dashboard refresh: 1. 5. This functionality bypasses all security settings.. 3. Click Del to permanently delete all instances of the scheduled dashboard refresh. Select the dashboard that has a scheduled refresh you want to delete from the View Dashboard drop-down list on the Dashboards tab. You can perform the following actions on the All Scheduled Jobs page next to a specific dashboard refresh: ▪ ▪ Click Edit to update the notification and frequency settings of all instances of the scheduled dashboard refresh.. users with the “Schedule Dashboards” and “View Setup and Configuration” permissions can view all the dashboards scheduled to refresh for your organization on the All Scheduled Jobs page.. from the drop-down button. Click Refresh and choose Schedule Refresh. or Monthly fields. select the frequency at which the dashboard refreshes. the notification displays text that includes a link to the dashboard in Salesforce CRM. link to choose a preferred start time for the dashboard refresh. The scheduled refresh is permanently deleted and not sent to the Recycle Bin.. Users can view the dashboard after they log in. from the drop-down button. To delete a scheduled dashboard refresh: 1. click the Find available options. • Your preferred start time may not be available if other users have already selected that time to refresh a dashboard. to send an email that includes the refreshed dashboard to additional users.com Certified administrator – Study guide (Spring ‘11) In email applications that do not support HTML. The user in the Running User field determines the dashboard’s level of access to data.. click Setup | Monitoring | Scheduled Jobs. 3. more options display that allow you to refine the frequency criteria.Salesforce. On the Dashboards tab.. Tip: Optionally. Click Save to schedule the dashboard refresh. specify the dates during which you wish to schedule dashboard refreshes. You can only send dashboard refresh notifications to email addresses included on Salesforce user records. Select a notification setting to send an email when the dashboard refresh finishes: • Click Me to send an email that includes the refreshed dashboard to the email address specified on your Salesforce CRM user record. select a dashboard from the View Dashboard drop-down list. giving all users who can view the dashboard access to data they might not be able to see otherwise... When you click the Daily. • In the Start and End fields. 4. Click Delete. 2. • Click Others. Click Refresh and choose Schedule Refresh. 2. Weekly.

Contract Manager administrator.Salesforce. Users must log in to Salesforce CRM to view S-control data displayed in real time. and you schedule a dashboard to refresh every day at 2:00 PM. If you want a dashboard to refresh on the last day of every month. the dashboard must be in a public folder with access granted to others. General Permissions The following table shows the general permissions associated with each standard profile. Unlimited Edition users can schedule up to two dashboard refreshes per hour per day. users can click the name of the dashboard to log in to Salesforce CRM and view the dashboard directly. For example. General User Permissions Permission Name Activate Contracts Approve Contracts Functions Controlled Change contract status to activate. The dashboard refresh runs within an hour of the time you select in the Preferred Start Time drop-down list. if you schedule a dashboard to refresh on the 31st day of every month. then the dashboard will refresh every day at 2:00 PM Pacific Standard Time. For example. edit. if you select 2:00 PM as your preferred start time. To view the report that a table or metric dashboard component represents. and delete contracts apply an approved status to a contract Profiles administrator. Users can click any dashboard component in a dashboard refresh notification to view the report the dashboard component represents. Other users cannot access dashboards in your personal folders. Dashboards will not refresh as scheduled if the user in the Running User field does not have access to the folder in which the dashboard is stored. Enterprise Edition users can schedule up to one dashboard refresh per hour per day. After users receive dashboard refresh notifications in their email clients. the dashboard will only refresh on months that have that specific day. If you schedule a dashboard to refresh on a specific day of every month. Note that users must log in to Salesforce CRM to view the report the dashboard component represents. To send a dashboard refresh notification to other users. they view the notifications when the email clients are not connected to the Intern ▪ ▪ Section 9-16. choose “last” from the On day of every month drop-down list. For example. Dashboards refresh in the time zone of the user who schedules the refresh. Contract Manager training & CertifiCation 27 . then the dashboard will only refresh on months that have 31 days.com Certified administrator – Study guide (Spring ‘11) ▪ ▪ Your organization is limited to no more than 200 scheduled dashboard refreshes. ▪ ▪ ▪ Tips on Dashboard Refresh Notifications Consider the following when scheduling dashboard refresh notifications: ▪ ▪ ▪ ▪ Dashboard refresh notifications may not display properly in Microsoft Outlook 2007. Dashboard components that include S-controls may not display in dashboard refresh notifications. users must click the name of the first column on the table or the metric label. if the Time Zone field on your user record is set to Pacific Standard Time. Create. In HTML-formatted dashboard refresh notifications. the dashboard may refresh any time between 2:00 PM and 2:59 PM. depending on how many other dashboards are scheduled to refresh at that time.

Standard User. Solution Manager. this permission is not available for customizable forecasts. create. Contract Manager Create and Customize Reports View the reports tab. Marketing User. Marketing User. and edit contracts install or uninstall appexchange packages from the appexchange Create.Salesforce. Contract Manager administrator. Marketing User. Contract Manager administrator administrator administrator administrator administrator. Solution Manager. Marketing User. Solution Manager. Standard User. Edit Self-Service Users enable and disable contacts for self-service and Salesforce CrM customer portal access Edit Tasks Create. save. Solution Manager. View dashboards based on reports Create AppExchange Packages Create Workspaces Delete Activated Contracts Download AppExchange Packages Edit Events Create appexchange packages Create Salesforce CrM Content workspaces Delete contracts regardless of status. Contract Manager administrator. Standard User. Solution Manager. Marketing User administrator. Marketing User. and delete events Edit Forecasts Create. Standard User. When you convert to customizable forecasts. edit. and delete tasks Export Reports Use the Export Details to Excel and Printable View links to export reports to excel Import Leads Import Personal Contacts import leads and update campaign history using import wizards import personal accounts and contacts training & CertifiCation 28 . Marketing User. Solution Manager. Edit Opportunity Product Sales Prices enable users to change the sales price on products Edit Personal Quota Change your individual quota.com Certified administrator – Study guide (Spring ‘11) Permission Name Convert Leads Functions Controlled Convert leads into accounts. read only. contacts. edit. Contract Manager administrator. Standard User. Contract Manager administrator. Standard User. edit. Standard User. Contract Manager administrator. activate. Solution Manager. this permission is only available for customizable forecasts. and delete forecasts. and delete reports. Marketing User. create. Contract Manager administrator. Standard User. Standard User. edit. Marketing User. run. and opportunities Profiles administrator. custom profiles that have the “edit forecasts” permission will get the “edit Personal Quota” and “override forecasts” permissions. Solution Manager. Contract Manager administrator. Contract Manager administrator. Standard User. Marketing User. Solution Manager. Marketing User. Solution Manager.

Manually assign accounts to territories.com Certified administrator – Study guide (Spring ‘11) Permission Name Import Solutions Mange Analytic Snapshots Functions Controlled import solutions for the organization Set up and schedule analytic snapshots to run (also requires the “Schedule Dashboards. View dashboards based on reports training & CertifiCation 29 . Marketing User. Standard Platform User. Standard Platform one app User administrator. Perform actions on multiple cases in a list view.” and “View Setup and Configuration” permissions) Set support business hours. Standard User.com offline Run Reports View the reports tab. Contract Manager administrator. Configure organization-wide territory management settings allow users to edit two or more records simultaneously from a list with inline editing Profiles administrator. Contract Manager Mass Email Send bulk emails to contacts and leads. edit. such as mass transfer of cases Create. Solution Manager. Products show in Offline Specify if products and price books are available in force. and delete content types in Salesforce CrM Content Change Status of multiple leads in a list view Create. Solution Manager administrator Manage Self-Service Portal Manage Territories administrator Mass Edit from Lists administrator. Solution Manager.Salesforce. Solution Manager. Set up email-to-Case. Contract Manager administrator. run Self-Service reports Create and edit territories. read only. add and remove users from territories. edit the Support Settings. Standard User. edit. and delete custom fields in Salesforce CrM Content Create. this permission is only available for customizable forecasts. Standard User. Contract Manager. Solution Manager. edit. Marketing User. Send mass Stay-in-touch update emails Override Forecasts override your own forecast as well as forecasts for users that report directly to you in the role hierarchy. Marketing User.”“run reports. Marketing User. read only. Create and edit account assignment rules. Contract Manager administrator. and delete workspace permissions in Salesforce CrM Content Create. Standard User. run reports. Solution Manager. Solution Manager administrator Manage Cases administrator Manage Content Permissions Manage Content Properties Manage Content Types Manage Leads Manage Published Solutions administrator administrator administrator administrator administrator. Standard User. Categorize solutions Set up and maintain Self-Service settings (also requires the “Customize application” permission to modify Self-Service page layouts and delete your organization’s Self-Closed Case Status value). edit. and delete solutions that are accessible to the public on your self-service portal or website. Marketing User.

When you convert to customizable forecasts. That user will not be able to view the Contacts tab when selecting the custom app that contains it. this permission is only available for customizable forecasts. Change ownership of multiple leads in a list view Upload appexchange packages to the appexchange. Standard User. you can specify the following user permissions: ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ Read – Users can only view records of this type Create – Users can read and create records Edit – Users can read and update records Delete – Users can read.com Certified administrator – Study guide (Spring ‘11) Permission Name Send Email Functions Controlled Send email to a single contact or lead. Marketing User. a user who does not have the “Read” permission on contacts will still be able to create custom apps that include the Contacts tab. Contract Manager administrator. users with that profile will not see that type of data anywhere. training & CertifiCation 30 . the “Show Customer Sidebar on all Pages” permission is not available. Create test drives Username and password authentication is delegated to a corporate database such as active Directory or LDaP. and delete records Note: If you remove the “Read” permission from a profile. Send Stay-in-touch update emails Profiles administrator. edit. Standard User. Transfer Leads Upload AppExchange Packages Uses Single Sign-On administrator administrator none View All Forecasts administrator Standard Object Permissions For each type of data. For example. displays your custom sidebar on all pages in Salesforce CrM. Mass transfer leads via the Mass transfer feature. Solution Manager. Contract Manager none Send Stay-in-Touch Requests Send Stay-in-touch email requests Show Custom Sidebar On All Pages if you have custom home page layouts that include components in the sidebar.Salesforce. including: Tab will not be visible Fields of that type will not be visible on other tabs Related lists of that type will not be visible on other tabs Search results will not return records of that type Report data for records of that type will not be available Merge fields of that type will not be available Custom links of that type will not be visible The only exception is within the setup area. if the Show Custom Sidebar Components on All Pages user interface setting is selected. Solution Manager. instead of the Salesforce user database View any user’s forecast regardless of the forecast role hierarchy. custom profiles that have the “View all Data” permission will get the “View all forecasts” permission. Marketing User.

users can create custom reports from it. For example. From the Primary Object drop-down list. ë Enter the Report Type Label and the Report Type Name field.com Certified administrator – Study guide (Spring ‘11) Section 9-17. then users can view their report results by All Accounts or My Accounts from report builder’s Show drop-down list. Once you have defined a custom report type. if you select accounts as the primary object for your custom report type. For example. If you want to change the primary object. 2. including those you do not have permission to view. To define custom report types: 1. • After you save a custom report type. object relationships. • Enter a description for your custom report type. The description can be up to 1.000 characters long. Click New Custom Report Type. and Developer editions User Permissions Needed to create or update custom report types: to delete custom report types: “Manage Custom report types” “Modify all Data” You define custom report types by objects. • Select the category to store the custom report type in. Unlimited. The Report Type Label can be up to 255 characters long. you can’t change the primary object associated with it. • All objects display in the Primary Object drop-down list. Click Your Name | Setup | Create | Report Types. • Select a development status: training & CertifiCation 31 . and fields. Enterprise. even if you do not have permission to view leads. select the primary object from which you want to build your custom report type. 3.Salesforce. Report Fields Fields Searched in Both Sidebar Search & Advanced Search Report Name Description Section 9-18. The Report Type Name is used to refer to the component when using the Web services API. For more information on permissions. see Overview of Profiles. Defining Custom Report Types available in: Professional. you must define a new custom report type. The column lists fields searched in both the Sidebar Search and Advanced Search. leads are available in the Primary Object drop-down list so that you can build lead report types for other users. You can search for information within any of the fields listed below. • The primary object you choose determines the views available to users creating or running reports from your custom report type. Search Fields The types of records you can search vary according to which edition you have.

For more information. but select no fields from account owner. the account owner’s manager.com recommends including with or with or without between object names so that users can easily understand what data will display in reports run from your custom report type. These objects can be used as the main four objects. Opportunities. and Opportunity Products. Each referenced object counts toward the maximum limit even if no fields are chosen from it. the manager’s role. Furthermore. making the status “In Development” prevents all users except those with the “Manage Custom Report Types” permission from creating and running reports from the report type. ▪ training & CertifiCation 32 . and the custom object is deleted. Furthermore. run reports from the custom report type. Making the status “In Development” hides the custom report type and any reports created from it from all users except those with the “Manage Custom Report Types” permission. consider describing that report as This allows you to report on accounts and their contacts. such as Accounts. choose the object relationships a report can display when run from a custom report type. ë Choose “Deployed” as the Deployment Status when you want to allow users to create and • Click Next. you can get the account owner. if you do a lookup from account to account owner to account owner’s role. • You can add up to 1. For example. as sources of fields via lookup. if you are defining a custom report type from which users can run reports that include accounts that may or may not have contacts. see Managing Deleted Custom Objects and Salesforce Editions and Limits. After deploying a custom report type. considering naming that report Accounts with or without Contacts. or as objects used to traverse relationships. giving four related objects.Salesforce. then the custom report type and any reports created from it will automatically be deleted. When entering a description for your custom report type. custom report types associated with custom objects in the Deleted Custom Objects list count against the maximum number of custom report types you can create. For example. we also recommend that you clarify how the object relationships affect report results. For example. Accounts will display if they have no contacts.000 fields to each custom report type. • Next. for an account.com Certified administrator – Study guide (Spring ‘11) ë Choose “In Development” as the Deployment Status when first creating your custom report type to hide it from users while you are designing and testing it. and that role’s parent role. salesforce. If you have too many fields. if you are defining a custom report type from which users can run reports that include accounts that may or may not have contacts. When entering a name for your custom report type. ▪ Custom report types have some limits on the number of items included: • A custom report type can fetch objects in three levels of related lists away from the primary object. change the Deployment Status back to “In Development” if you want to make more enhancements to it. • A custom report type can contain fields available via lookup through four levels of lookup relationships. For example. Contacts. all the referenced objects still count toward the limit of 60. you cannot save the layout. Tips on Defining Custom Report Types Consider the following when defining custom report types: ▪ ▪ If the primary object on a custom report type is a custom object. A counter at the top of the Page Layout step shows the current number of fields included. • A custom report type can contain up to 60 object references.

lead. lead.” A developer can edit a custom report type in a managed package after it is released. and click Save. and click Save. To update the member status for a contact. To associate a contact. However. However. Campaign FAQ available in: Enterprise. lead.com Certified administrator – Study guide (Spring ‘11) ▪ ▪ A custom report type’s Deployment Status will automatically change from “Deployed” to “In Development” if its primary object is a custom object whose Deployment Status changes from “Deployed” to “In Development. 4. Subscribers automatically receive these changes when they install a new version of the managed package. users in your organization can view campaigns. or person account plus the individual’s current status on the campaign. you can manually link a contact. Select the Status of the individual for the campaign. click Add Campaign. lead. click Edit next to the campaign name. Unlimited. or person account. such as via a phone call to a sales rep. 2. In the Campaign History related list. and add new fields. Unlimited. view the advanced campaign setup. and click Next. In the Campaign History related list. The list does not retain the previous status for any campaign nor does it include any campaign that you don’t have access to view via sharing settings. or run campaign reports. or person account with a campaign: 1. or person account on an existing campaign: 5. and Developer editions available for an additional cost in: Professional edition User Permissions Needed to update contact campaign history: “read” on campaigns anD “read” on contacts to update lead campaign history: “read” on campaigns anD “read” on leads to update person account campaign history: “read” on campaigns anD “read” on accounts and contacts For campaigns that elicit responses one-by-one. Any user can do this via the Campaign History related list on a contact. Updating Campaign History available in: Enterprise. or person account to a campaign and update that individual’s campaign status. 3. View the detail page of the individual associated with the campaign. lead. Note: The Campaign History related list shows the associated campaigns for a contact.Salesforce. Select the campaign. Change the Status of the individual. developers cannot remove objects or fields from the report type once the package is released. View the detail page of the individual you want to link to the campaign. 6. Section 9-19. only designated Marketing Users with the appropriate user permissions training & CertifiCation 33 . 7. and Developer editions available for an additional cost in: Professional edition Who has access to campaigns? Depending on your sharing settings.

000 per report 50. We recommend that you use a third-party email-execution vendor to send emails for marketing campaigns. Edit Members – Search to view. Displaying and Editing Campaigns available in: Enterprise. and delete campaigns and configure advanced campaign setup. In addition. Update & Add Members – Import File to edit campaign member status using an import file. edit. editing.000 per import file 250 per list page 1 Adding Leads to Campaigns Lead Source a report of existing leads a CSV file of new leads a list view of existing leads an individual lead detail page Recommended Campaign Member Tool Maximum Number of Records adding Campaign Members from reports Lead import Wizard adding Contacts or Leads from a List View to a Campaign adding. then selecting one of the following options: ▪ ▪ ▪ ▪ Add Members – Search to add campaign members from a search. not for marketing purposes. Unlimited. The following tables describe additional methods to add campaign members. You can easily add members from a campaign member detail page by clicking the Manage Members drop-down button in the campaign detail section or in the Campaign Members related list. Marketing Users can import leads and use the campaign import wizards if they also have the Marketing User profile (or the “Import Leads” permission and “Edit” on campaigns).Salesforce. or Cloning individual Campaign Members 50. or Cloning individual Campaign Members 50. Adding Contacts to Campaigns Contact Source a report of existing contacts a CSV file of existing contacts a list view of existing contacts an individual contact detail page Recommended Campaign Member Tool Maximum Number of Records adding Campaign Members from reports Campaign Update Wizard adding Contacts or Leads from a List View to a Campaign adding. update.csv). Both contacts and leads can be associated with your campaigns as campaign members. or delete existing campaign members. Add Members – Import File to add campaign members by importing leads from a comma-delimited text file (.com Certified administrator – Study guide (Spring ‘11) can create. How can I track which opportunities resulted from campaigns? Your company’s campaigns typically will target existing customers (contacts) and/or prospective customers (leads).000 per import file 250 per list page 1 Section 9-20. Can I use mass email for my email campaigns? Mass email is designed for small-scale sales and support mailings. and Developer editions available for an additional cost in: Professional edition User Permissions Needed to view campaign lists: “read” on campaigns training & CertifiCation 34 .000 per report 50. editing. An administrator must select the Marketing User checkbox on a user’s personal information to designate that user as a Marketing User.

You can also click a related list hover link to jump down to the content of the related list without having to scroll down the page. You can also click Save & New to save the current campaign and create another. groups. If you have campaign hierarchies enabled. Mouse over a related list hover link to display the corresponding related list and its number of records in an interactive overlay that lets you quickly view and manage the related list items. click Add Tags or Edit Tags in the Tags area directly under the colored title bar to tag the current record. click Printable View on the campaign detail page. contact. If the record has already been tagged. Printing Campaigns – To view a printable display of all information for the campaign. Tagging Campaigns – If tags have been enabled. In the lookup dialog. click Save. Editing Campaigns – To update a campaign. click the campaign name to display detailed information.” “Responded. you can use the Parent Campaign lookup field to assign a parent to your campaign. click one of the tag names to view a list of all records with that tag. training & CertifiCation 35 . Sharing – To share a campaign with other users. you can edit fields directly on the detail page. Leads. Advanced Setup – Click Advanced Setup to customize the Member Status values for a campaign. Linking Contacts. Note: If enabled by your administrator. click Edit.” or “Attended. Tip: If your organization has enabled hover details. or person account. Note: If your organization has enabled inline editing. related list hover links display at the top of each detail page. You can click individual items to display additional detail.com Certified administrator – Study guide (Spring ‘11) User Permissions Needed to change campaigns: “edit” on campaigns anD Marketing User checked in your user information Displaying Campaigns – Once you’ve located a campaign on the campaigns home or list pages. You can also select a campaign name from the Campaign History related list of an associated lead. campaign hierarchies.Salesforce.” Campaign Related Lists – The lower portion of the display provides information related to the campaign. When you’ve finished. or roles. To return to the last list page you viewed. and the opportunities that resulted from the campaign. attachments. and then change the fields you want to update. mouse over any lookup field on the detail page to view key information about a record before clicking into that record’s detail page. Calculating Campaign Statistics – The campaign detail includes campaign statistic fields. The Member Status values are the possible responses that a member can have to the campaign such as “Sent. click Back to list at the top of the campaign detail page. Creating Campaign Hierarchies – When creating or editing a campaign. or Person Account to Campaigns – Click Manage Members on the campaign detail page to associate leads. contacts. If your organization has enabled collapsible page sections. click Sharing. use the arrow icons next to the section headings to expand or collapse each section on the detail page. the Campaign Hierarchy related list contains aggregate statistics for a parent campaign and all the campaigns below it in the campaign hierarchy. which are updated automatically and include values from all associated records regardless of whether you have read access to those records. Click more at the bottom of the page or View More below a related list to display more items. The related lists you see are determined by your personal customization and by any customization your administrator has made to page layouts or your permissions to view related data. you can search for an existing campaign or create a new parent campaign. Use your browser’s Print function to print the display. or person accounts with a campaign or to update the status of existing campaign members. including activities.

Section 9-23. Customers can also browse published solutions by category in public solutions. any related items are also restored. The deleted case is moved to the Recycle Bin. and users with the “Manage Categories” permission. task. Categorizing Solutions available in: Professional. case comment. and solutions are not deleted with the case. including: ▪ ▪ ▪ When a case is automatically assigned using assignment rules When a case is escalated When a case is created online via Web-to-Case To change the Automated Case User. Each solution can belong to more than one category. all related events and tasks. and Developer editions User Permissions Needed to delete cases: “Delete” on cases To delete a case. case comment. The Del link and Delete button do not display for users who do not have the “Delete” permission on cases.Salesforce. Once solution category browsing is enabled. you can browse for and find solutions by category from the Solutions tab or when solving a case. Enterprise. Deleting Cases available in: Group. training & CertifiCation 36 . Note: If you delete an event. Choose the new Automated Case User by typing his/her full name in the field or by using the lookup icon. can categorize solutions prior to enabling solution categories for the entire organization. or attachment cannot be restored via undelete. Enterprise. 2. When you delete a case. and the Customer Portal. What is the Automated Case User used for? The Automated Case User is the user who will be listed in the Case History for all automated case actions in Salesforce. the event. follow these directions: 1. case comments. Administrators. 4. or attachment from a case and then delete the case. the Self-Service portal. Associated contacts. Unlimited. Click Edit to change any of the listed support settings. All automated case actions will now have this new Automated Case User listed on the Case History. Click Save. Section 9-22. If you undelete the case. Once your solutions are categorized. and Developer editions User Permissions Needed to categorize solutions: “edit” on solutions Use solution categories to group similar solutions together. or click Delete on the case detail page. Professional. task. all users with the appropriate permissions can categorize solutions. click Del next to the case on the cases list page. and attachments are also deleted.com Certified administrator – Study guide (Spring ‘11) Section 9-21. 3. This user will be listed on the case history for all actions that are system defined. Unlimited. accounts. Click on Setup | App Setup | Customize | Cases | Support Settings.

click Deselect to remove a category from the solution. Mouse over the style name to view the tabs that use the style. Unlimited. Click the Tab Style lookup icon to display the Tab Style Selector. If necessary. This related list is not visible unless your administrator has defined and enabled categories. solution category information is not available in list views. 2. In the solution category hierarchy. The categories on a translated solution are synchronized with the categories on the master solution.com Certified administrator – Study guide (Spring ‘11) If multilingual solutions is enabled for your organization. Optionally. click Create a new custom object now and follow the instructions in Defining Custom Objects. as described in Defining Custom Objects. see Customizing Solution Settings. a number enclosed in brackets [] appears next to the tab style name. If a tab style is already in use.Salesforce. 1. 2. they will be easier for users and customers to find. Creating Custom Object Tabs Custom object tabs and Web tabs available in: Group. View the solution you want to categorize. If you put solutions into only the most relevant categories. Note: You can create a custom report on solution categories. Professional. translated solutions inherit solution categories from their master solutions. click Create your own style on the Tab Style Selector dialog if you want to create a custom tab style and your organization has access to the Documents tab. Unlimited. Enterprise. click Del in the Solution Categories related list on the solution detail page. Enterprise. Click Setup | Create | Tabs. 4. Select the custom object to display in the custom tab. To later remove a category from a solution. We recommend that you limit the number of categories to which a solution belongs. 4. To modify a translated solution’s categories. Click Hide styles which are used on other tabs to filter this list. and Developer editions apex Page tabs available in: Group. However. If you haven’t already created the custom object. Click Save. 3. Section 9-24. To create your own tab style: • Click the Color lookup icon to display the color selection dialog and click a color to select it. training & CertifiCation 37 . Repeat until you have added all applicable categories. 3. Click Select Categories in the Solution Categories related list. Professional. you have to modify the categories of its master solution. and Developer editions User Permissions Needed to create and edit custom tabs: “Customize application” To define a new tab to display the data stored in your custom object records: 1. For more information on how to enable category browsing. Click New in the Custom Object Tabs related list. 5. The label of the new tab is the same as the plural version of the custom object label. Click a tab style to select the color scheme and icon for the custom tab. click Select to add a category to the solution.

7. The page layout controls which fields are visible and editable when users are entering data in the custom tab. click New Event. select the document folder. or Tab Hidden from the drop-down list for each profile. 9. an Expense option appears in this list. training & CertifiCation 38 . Specify Tab Visibility. • Select a file and click OK. Default Off. if desired. and click Next. If the document used for the icon is later deleted. Default Off. Section 9-25. tab visibility is automatically set to Default On. For Enterprise. • Click Save. If you choose Default On or Default Off. • From the Open Activities related list of an associated record. Note: This dialog only lists files in document folders that are less than 20KB and have the Externally Available checkbox selected in the document property settings. Begin creating an event by doing one of the following: • From the Calendar section of the Home tab.Salesforce. Salesforce CRM replaces it with a default multicolor block icon. or Tab Hidden in Tab Visibility to determine whether the custom tab is visible to users with that profile. Enter a description of the tab. Specify which fields display to users in the key lists section of the custom object tab home page. For example. and select the image you want to use. an option is added to the Create New drop-down list in the sidebar so users with the “Create” permission can quickly create a new record. if the custom object displayed in the custom tab is named Expenses. 6. • Alternatively. The New Custom Tab wizard reappears. • Check Append tab to users’ existing personal customizations to add the new tab to your users’ customized display settings if they have customized their personal display. Optionally.com Certified administrator – Study guide (Spring ‘11) • Click Insert an Image. click New Event. and click Next. Choose the user profiles for which the new custom tab will be available: • Select Apply one tab visibility to all profiles and choose Default On. To further customize the tab: ▪ ▪ Define the page layout for records displayed in the tab. choose Default On. Default Off. enter a search term. 8. choose a custom link to use as the introductory splash page when users initially click the tab. click Search in Documents. select Apply a different tab visibility for each profile and choose Default On. • Alternatively. Unlimited. and click Go! to find a document file name that includes your search term. • Specify the custom apps that should include the new tab. and Developer Edition organizations. Creating Events available in: All editions User Permissions Needed to create events: “edit events” 1. or Tab Hidden from the drop-down list. For Professional Edition organizations.

Note: Each occurrence in a series of recurring events can’t last longer than 24 hours. 5. Creating Recurring Events available in: All editions User Permissions Needed to create recurring events: “edit events” A recurring event is an event that repeats in a series. contacts. • On the week view or the month view of the calendar. the maximum number of occurrences is as follows: • Daily: 100 • Weekly: 53 • Monthly: 60 • Yearly: 10 3. Optionally. or resources are invited. Optionally. This topic describes how to complete the Recurrence section on the New Event page. 3. 4. 1. Once you’ve created the recurring event series. click on a time to create an event for that time. select the users to invite and click New Event. Optionally. Select the Create recurring series of events checkbox. • On a multiuser calendar. set a reminder on the event by selecting Reminder and choosing how long before the event you want to be reminded. Enter the details of the event such as subject. you can create events that last up to 14 days. you can extend the length of individual occurrences beyond 24 hours if multiday events are enabled. Set the start date and end date. Alternatively. start date and time. Note: Each occurrence in a series of recurring events can’t last longer than 24 hours. Note: Depending on the type of series you’re creating. you can extend the length of individual occurrences beyond 24 hours if multiday events are enabled. click Save & New Task to save the event and create a new task or Save & New Event to save and create an additional event. 2. Note that the Check Spelling button must be enabled by your administrator.Salesforce. leads.com Certified administrator – Study guide (Spring ‘11) • On the day view of the calendar. such as a weekly staff meeting that occurs every Monday at 11:00 a. training & CertifiCation 39 . Note: If multiday events are enabled for your organization. select Create recurring series of events to specify how often the event repeats.m. click Add Invitees to make the event a group event to which users. 2. and end date and time. Click Save. Select the frequency of recurrence. click the Add Event Icon ( ) next to a date to create an event on that date. such as Japanese. Once you’ve created the recurring event series. click Check Spelling to spell-check the contents of the Description field. Optionally. Spell checker does not support double-byte languages.

Picklist that determines how this event appears when another user views your calendar: busy. indicates whether users other than the event owner can see the event details when viewing the event owner’s calendar. Planned end date and time of the event. this field is for online meetings only and is not available for trial meetings. this option is not available when you associate the event with a lead instead of a contact. this field can hold up to 32KB of data. Division to which the activity belongs. contracts. Webex meeting type. case. the phone number of the contact or lead associated with the event. including modification date and time. You can enter the name of the person or use the lookup icon to select the name. User who last changed the event. to assign the event to another user. Unlimited. this value is automatically inherited from the related account. amounts display in the activity currency and are also converted to the user’s personal currency. or choose a date from the calendar that displays when you put your cursor in the field. this field only displays if you have the “read” permission for that type of record. if any. this field is not available in Personal edition. this field appears only if multiday events are disabled. this field is for online meetings only. cases. Contact or lead associated with the event. this field only displays if you have the “read” permission for that type of record. assigned owner of the event. additionally. such as an account. or custom object. users with sharing access to the record can click it to view more details. out of office. However. opportunity. including creation date and time. lead. the activity belongs to the global division. name of the field that determines what picklist values are available for the record. (read only) Location of the event. Description Division Duration Email End Event Record Type Last Modified By Location Meeting Number Meeting Password Meeting Type Phone Private Related To Response Show Time As training & CertifiCation 40 . the event is assigned to the creator. this field appears only if multiday events are enabled. accounts. this field is automatically filled in with the value from the corresponding contact or lead record. leads. Checkbox that specifies whether the event lasts all day. By default. the record that the event is associated with. this field is not available in Personal edition. text note describing the event. the length of a timed event in hours and minutes. You can enter a date. available only in organizations that use divisions to segment their data. otherwise. this field is for online meetings only. and Developer editions. or contacts. the number identifying the meeting. the email address of the contact or lead associated with the event.com Certified administrator – Study guide (Spring ‘11) Event Fields Field Activity Currency All Day Event Assigned To Attendee URL Contact or Lead Created By Date Description the default currency for all currency amount fields in the activity. optional field that allows users invited to a group event to enter a note when they accept or decline the event. available only for organizations that use multiple currencies. (read only) Planned date of the event. You can enter a date or choose a date from the calendar that displays when you put your cursor in the field. or custom object. User who created the event. this field cannot be set for group events or when adding or modifying an event in another user’s calendar. this field is automatically filled in with the value from the corresponding contact or lead record. this field appears only if multiday events are disabled. users with the “View all Data” or “Modify all Data” permission can see private event details in reports and searches or when viewing other users’ calendars.Salesforce. exported data files will always contain private events. Link used to attend an online meeting. Private events cannot be associated with opportunities. or free time. available in enterprise. you can add the current time by clicking the time link next to the field. enter a user’s name or select a user with the lookup icon. campaigns. users with sharing access to the record can click it to view more details. this field is for online meetings only. enter the password that meeting attendees should use to log in to the online meeting.

entry describing subject of activity. • Click New Task from the Open Activities related list of an associated record. click Save & New Task to save the task and begin creating another new task. this field appears only if multiday events are disabled. such as “Meeting. Choose a Webex teleconferencing service. Subject Teleconference Details Teleconference Type Time Type Visible in Self-Service Creating Tasks available in: All editions User Permissions Needed to create tasks: “edit tasks” Tasks allow you to track the specific actions you plan to perform or have performed. • Use the Send Notification Email checkbox to specify whether or not to send a notification email to the task’s assignee when you save the task. You can enter a date or choose a date from the calendar that displays when you put your cursor in the field. or click Save & New Event to save the task and begin creating an event. type of the event. Organization-Wide Default Sharing Rule for Calendar Access System administrators have four options to choose from for the organization-wide default sharing rule for calendar access: 1.” You can enter a subject or select from a list of previously defined subjects. this field is for online meetings only. but cannot see any other information about the nature of events in the user’s calendar.Salesforce. 3. each picklist value can have up to 40 characters. follow these steps: 1. Spell checker does not support double-byte languages such as Japanese. Alternatively. 2. this field is available for Webex customers only. To save the current state of the checkbox as your personal default. training & CertifiCation 41 . click Check Spelling to spell-check the contents of the Comments field. enter any dial-in instructions or details. Note that the Check Spelling button must be enabled by your administrator. Section 9-26. you can add the current time by clicking the time link next to the field. Hide Details – Others can see whether the user is available at given times. Enter the details of the task: • Tip: To assign independent copies of a new task to multiple users. drop-down menu in the sidebar.com Certified administrator – Study guide (Spring ‘11) Field Start Description Planned start date and time of event. additionally. Click Save. To get started: • Click New from the My Tasks section of the Home tab. such as email or Meeting. select Make this the default setting. such as making phone calls or sending mail. To create a new task. Checkbox that specifies whether the completed event is visible in the Self-Service Portal. see “Creating Group Tasks.. • Click Task from the Create New.” • Optionally. You can add the current time by clicking the time link next to the field.. time of a planned event. this field appears only if multiday events are enabled.

or My. manage. 3. Enter the name to appear in the View drop-down list. • If your organization has territory management. you can use additional tools to customize.” To change this setting: 1. leads. training & CertifiCation 42 . In general. For example. or opportunities above a particular Amount. You can create new list views to see a specific set of records such as contacts. Show Details and Add Events – In addition to the sharing levels set by Show Details. users. To edit or delete any view you created. Enter View Name. • Activity list views have several options. or delete public list views: “read” on the type of record included in the list “Manage Public List Views” Note: If your administrator has enabled enhanced lists. navigate. You can also create views of contacts. 2. to specify the set of records to search. or campaigns. depending on the kind of record. Click Setup | Administration | Security Controls | Sharing Rules | Edit. 2. click Edit next to the View drop-down list.. To create a new view. users can insert events in other users’ calendars..Salesforce. Administrators and users with the “Manage Public List Views” permission can also edit or delete public views and some of the standard Salesforce CRM views. Note: By default. leads with a specific Lead Source. Fill in the following: 1. edit. Show Details – Users can see detailed information about events in other users’ calendars. or cases to use for mass email recipient lists.. Creating Custom List Views available in: All editions User Permissions Needed to create custom list views: to create. and edit list data. • Price book list views can be restricted by price book. users can insert events in other users’ calendars. documents.com Certified administrator – Study guide (Spring ‘11) 2.. create a list view of accounts in your state. 4. Specify Filter Criteria Filter by Owner These options vary. select All. click Create New View at the top of any list page or in the Views section of any tab home page. this setting is set to “Hide Details and Add Events. Hide Details and Add Events – In addition to the sharing levels set by Hide Details. My Territories means records associated with territories to which you belong. account and opportunity list views can be restricted by My Territories or My Territory Teams.” Section 9-27. There may be additional options: • Lead and case list views can be restricted by queue. Select the appropriate drop-down value for “Default Calendar Access. My Territory Teams means records associated with either territories to which you belong or territories below you in the territory hierarchy.

To add or remove fields. 3. select a field name and click the Add or Remove arrow. This option is disabled if you aren’t searching all records. Filter by Additional Fields Optionally. Enterprise.to show records in your current working division. role.Salesforce. specify whether everyone or just you can see the custom view. up to 255 characters are displayed in the list view. 4. you’ll receive an error when attempting to save the list view. users must also have the appropriate “Read” permission on the type of records within the list view. Select Fields to Display The default fields are automatically selected. Filter by Division If your organization uses divisions to segment data and you have the “Affected by Divisions” permission. To create list views that only your Salesforce CRM users can see. and then share it with the All Internal Users group or a selected set of internal groups and roles. Note: List views are visible to your customers in the Salesforce CRM customer portal if the Visible to all users radio button is selected for views on objects assigned to customer portal users’ profiles. and click Add. and Developer Edition users can specify a public group. To see a list view. Select --Current-. select Visible to certain groups of users. or role including all users below that role to see the custom view. such as Lead Source equals Web. This option is not available in Personal Edition. select the division that records in the list view must match. To share the list view. specify conditions that the selected items must match. select Visible to certain groups of users. When you select a long text area field. choose the type of group or role from the drop-down list. You can choose up to 15 different fields to display in your view. training & CertifiCation 43 .com Certified administrator – Study guide (Spring ‘11) Filter by Campaign This option is available on the following list views: • Contacts home • Leads home • Mass email contacts • Mass email leads • Mass add campaign members wizard • Mass update campaign members wizard If you’re editing a list view that is filtered by campaign and don’t have at least “Read” access to the campaign. You can display only the fields that are available in your page layout. You can also use special date values in your filter criteria. Use the arrows to arrange the fields in the proper sequence. Restrict Visibility If you are an administrator or a user with the “Manage Public List Views” permission. Unlimited. select the group or role from the list below it. Alternatively.

not tasks.” For example. applies only to tasks. (Field-level security is available only in Enterprise. or records owned by or shared with users in roles below you in the role hierarchy. to show all opportunities you’ve won. Campaign is active and can be chosen from various campaign picklists. you can manually enter “True” or “False” in the filter criteria. you can use special picklist values for your search criteria. the account is a business account. this field displays as the person account icon.Salesforce.) Archived activities are not included in activity list views. the event has a specific time.” Alternatively. activity is a task. These are special picklists with values of either “True” or “False. To show all closed/lost opportunities. Unlimited. Click the lookup icon to choose the value “True” or “False. click Back to list at the top of any detail page. the account is a partner account or the lead or opportunity owner is a partner user. create custom views that contain only relevant information for customer portal users and then make those views visible to customer portal users by sharing them with the All Customer Portal Users group or a selected set of portal groups and roles. Note: The information you see in list views is only the data to which you have access— records you own or have read or read/write access to. The view appears in the View drop-down list so you can access it later.” Note: If you are creating filter criteria for a report or list view. you can view only those fields that are visible in your page layout and field-level security settings. Filtering on Special Picklist Values The available fields vary according to which Salesforce CRM edition you have. applies only to events. enter “Closed equals True” and “Won equals False. the task Status field has a “Closed” value. the event is marked as an all-day event. not an event. the task has been closed. In addition. note that your administrator may have customized the name of this field. task is still open. the lookup icon automatically displays when you choose to filter on one of the special picklists. Note: You can rename an existing list view and click Save As to save the criteria of the list view without altering the original view. Click Save. such as in the campaign import wizards. the event is the meeting invite sent to another user for a group event. Campaign is inactive. When creating filter criteria.com Certified administrator – Study guide (Spring ‘11) When implementing a customer portal. not tasks. 5. records that have been shared with you. enter “Won equals True” as your search criteria. such as in a list view or report or when mass-deleting records. applies only to events. To return to the last list page you viewed. and Developer Editions. Activities: Closed Campaigns: Active training & CertifiCation 44 . activity is an event. not events. leads. These are the available fields and their values: Special Picklist Field Value Accounts and contacts: Is Person Account Accounts. the account is not a partner account or the lead or opportunity owner is not a partner user. that is. and opportunities: Partner Account Activities: All-day true false true false true false true false Activities: Event Invitation (Only for reports) Activities: Task true false false true false true false Description the account is a person account. the event is the original group event assigned to the event host. activity does not have a green sheet.

Product has a default revenue schedule. that is. the opportunity has not been won. Case has been automatically escalated via your organization’s escalation rule. the Stage field has a value of the type Closed/Won or Closed/Lost. the case Status has a value that is not equivalent to “Closed. the lead may receive mass email. the lead cannot be included in a mass email recipient list. Case does not have a Self-Service comment. the Stage field may have a value of the type open or Closed/Lost. the opportunity owner has checked the Private box on the opportunity edit page. the contact is enabled to log in to your Self-Service Portal. Product is inactive and cannot be added to opportunities. the solution has been marked Visible in Self-Service Portal and is visible to Self-Service Portal users. that is.Salesforce. Case has a new comment added by a Self-Service user. the contact is not enabled for Self-Service. the lead has been converted. that is.” Case has been closed. Product is active and can be added to opportunities in enterprise and Unlimited edition organizations. Product does not have a default revenue schedule.com Certified administrator – Study guide (Spring ‘11) Special Picklist Field Value Cases: Closed true false true false Cases: New SelfService Comment Cases: Open (Only for reports) Cases: Self-Service Commented Contacts: Email Opt Out Contacts: Self-Service Active (Only for reports) Leads: Converted (Only for reports) Leads: Email Opt Out true false true false true false true false true false true false true false true Leads: Unread false true Opportunities: Closed false Opportunities: Primary (Only for Partner Opportunities report) Opportunities: Private false true Opportunities: Won false true Products: Active false Product: Has Quantity Schedule Product: Has Revenue Schedule Solutions: Visible in Self-Service Portal true false true false true false true false true Description the case is closed. the partner for the opportunity has been marked as the primary partner. the case Status field has a “Closed” value. Case does not have a new Self-Service comment. Case has a comment added by a Self-Service user. the Stage field has a value of the type Closed/Won. the opportunity is still open. the contact may receive mass email. the lead has been viewed or edited at least once by the owner since it was assigned. the opportunity is closed and won. Case has not been escalated. that is. the contact cannot be included in a mass email recipient list. the lead has not yet been viewed or edited by the owner since it was assigned to that user. the Private box on the opportunity is not checked. Cases: Escalated training & CertifiCation 45 . Case is still open. Solution is not marked Visible in Self-Service Portal and is not visible to Self-Service Portal users. the case is open. the opportunity is closed. Product has a default quantity schedule. the lead has not been converted. the partner for the opportunity has not been marked as the primary partner. Product does not have a default quantity schedule.

Salesforce. Solution is not reviewed. User is active and can log in. User is not enabled for force. (Field-level security is available only in Enterprise. you can: ▪ ▪ ▪ Take advantage of Google AdWords as a lead-generation tool Correlate clicks on Google advertisements with Salesforce CRM leads Track the results of Google AdWords campaigns from Salesforce CRM 46 training & CertifiCation . Section 9-29. User is inactive and cannot log in. Follow the steps in the Deploying Territory Management Guide to prepare your organization for territory management. Salesforce CRM and Google AdWords Connecting Salesforce CRM with Google AdWords lets you track the effectiveness of your online advertising investments. you’ll be ready to turn on territory management for your organization. User can manage campaigns. Users: Active Users: Offline User Users: Marketing User User: Is Partner Note: The special picklists you can view are only those that are visible in your page layout and field-level security settings. Unlimited. To request territory management for your organization. User is not a partner user. User has access to use force.com offline use. contact salesforce. Google AdWords What is Google AdWords? Google AdWords (http://adwords. the translated solution has not been updated to match the master solution with which it is associated. After you’ve completed the prerequisites. Unlimited. Enabling Territory Management available in: Enterprise.com offline. User is a partner user. User is not enabled to manage campaigns. Many salesforce.com) is an online advertising service used to create advertisements that display on major search engines.google. that is. With Salesforce CRM and Google AdWords. and Developer Editions.) Section 9-28. You must meet the following prerequisites before enabling territory management: ▪ ▪ Your organization must be using customizable forecasting.com.com customers advertise online with Google AdWords as a mechanism to generate leads. the solution Status field has a “reviewed” value. and Developer editions User Permissions Needed to enable territory management: “Manage territories” Territory management is not enabled by default in Salesforce CRM. including Google. the translated solution has been updated to match the master solution with which it is associated.com Certified administrator – Study guide (Spring ‘11) Special Picklist Field Value true Solutions: Reviewed false true Solutions Out of Date false true false true false true false true false Description the solution has been reviewed.

If you do not have Flash installed.com provides a link to Adobe’s website where you can download Flash for free. and Developer editions User Permissions Needed to create presentations: Manage Workspaces checked in your workspace permission definition or add Content checked in your workspace permission definition Note: Microsoft Office 2007 file previews are currently available through a pilot program. click the Workspaces tab and then choose Create New | Presentation.Salesforce. Salesforce. version 9. it may time out. You can publish the presentation to a public workspace or keep it in your personal content area. training & CertifiCation 47 . In this case.11. In Salesforce CRM Content. The assembly tool allows you to create or modify the custom presentation by dragging and dropping individual slides. Enterprise. you can create a custom Microsoft® PowerPoint presentation by searching for and previewing slides.5 or higher. • To modify a presentation and save it as a new version. Professional. use one of the following options: Note: The following options are only available if Enable presentation assembly is selected on the Setup | Customize | Salesforce CRM Content | Settings page. and new customers Measure effectiveness using the Google AdWords dashboard and intelligently optimize your AdWords campaigns Creating and Modifying Presentations in Salesforce CRM Content Section 9-30. Depending on whether you want to create. or modify a presentation. Salesforce. When you publish a PowerPoint file. then easily assembling them in whatever sequence you choose using a simple drag-anddrop assembly tool. • To create a new presentation. Group. or modify a presentation. on the content details page click Edit | Edit Presentation.com Certified administrator – Study guide (Spring ‘11) ▪ ▪ Analyze which keywords and advertisements are generating leads. on the content details page click Clone & Customize. sales opportunities. Creating and Modifying Presentations in Salesforce CRM Content available in: Contact Manager. Note: Working with presentations requires Adobe Flash® Player. clone & customize. To work with presentations: 1. Unlimited. If presentation assembly is disabled after presentations have been created. Note: When you create.com does not delete existing presentations but they cannot be customized or modified. copy. we recommend that you assemble the presentation outside of Salesforce CRM Content and then upload it into the appropriate workspace. Salesforce CRM Content not only uploads the entire file to your workspace but also extracts the individual slides so they are available when you assemble or modify a presentation. Salesforce CRM Content can perform a full-text search of each slide and return only slides applicable to your purpose.0. or you can browse all slides published into your workspaces. • To create a new presentation by copying an existing presentation.

) to view all the slides in the ) to view all the presentations ) to remove that • In the assembly section. add or modify the presentation’s description. you can choose from the list of suggested ë If your administrator assigned the restricted tagging rule. d. you must choose from the list of training & CertifiCation 48 . for example if your work is still in progress. Note: Some slide thumbnails may not be visible or may only be partially visible. • Click Clear at any time to revert your changes. hover over a document and click the garbage can icon ( document from the presentation you are assembling. you can enter tags in the Tags field. e. To publish the content on behalf of another author. suggested tags. If you do not choose a language. To refine your results. Choose Add to presentation or Hide preview as needed. If you are modifying the presentation. choose that author from the drop-down list.com Certified administrator – Study guide (Spring ‘11) 2. but you can click on them to see the preview in the lower half of the window. only content associated with that language is displayed in the search result set. Your tagging permission depends on the tagging rule assigned to the workspace: ë If the workspace does not have a tagging rule or if your administrator assigned the open tagging rule. assign or change the presentation’s name. Tag your content. Optionally. f. c. • In search results. Click Search presentations to display all the PowerPoint files in your workspaces or click Search slides to display all the individual slides in your workspaces. Click a suggested tag to add it to the Tags field automatically. As you type a tag. Drag the desired files or slides from the search results into the assembly section in the lower half of the window. tags or enter a new tag. When you select a tag it turns green. Optionally. When you are done assembling your presentation. Salesforce CRM Content autosuggests tags based on your My Recent Tags list and the Popular Tags section on the Workspaces tab. click Save. a. 3. complete the Reason for Change field. Select a workspace. Click a tag to add it to the Tags field automatically. • In search results. The My Recent Tags list on the Contribute window shows the 20 tags you have used most recently. The following options help you assemble your presentation: • In search results. If users restrict their content searches to a particular language. In the Save or Publish Content dialog: 4. Note that any PowerPoint 2007 files in your workspaces do not appear in search results and cannot be assembled into presentations. click Cancel to return to your starting point. select a specific workspace to search or enter a search term in the text box before clicking either button. ë If your administrator assigned the guided tagging rule. 5. hover over a slide and click the presentation icon ( that use that slide. If you do not want the presentation to be visible to other users in your organization. choose Save in my personal workspace. You can re-upload the slide if you want the thumbnail to be visible. hover over a presentation and click the slides icon ( presentation. choose a language. click a file or slide to preview it in the lower half of the window. Salesforce CRM Content associates your content with your personal language setting.Salesforce. The Language drop-down list is displayed if multi-language support is enabled. b.

inc. salesforce.com owns other registered and unregistered trademarks. You can’t have two tags with the same name even if they use different upper and lowercase letters.com.salesforce.com.ë You can’t change or delete tag names. The case of the original tag is always used. You can then view the content details page. Other names used herein may be trademarks of their respective owners. The content type determines which custom fields appear for you to categorize and define your content.. g. Click Publish. CA. Salesforce. All rights reserved. choose one from the drop-down list. return to the Workspaces tab. 94105 United States 1-800-NO-SOFTWARE www. but that doesn’t delete the tag. You can remove tags from a document. Sg_Certifiedadmin_Spring11_2011-03-16 . Corporate Headquarters The Landmark @ One Market Suite 300 San Francisco. inc. h. or publish another file. If multiple content types are available.com and the “no software” logo are registered trademarks of salesforce. ë Tags are case insensitive.com Global Offices Latin America Japan Asia/Paci c EMEA +1-415-536-4606 +81-3-5785-8201 +65-6302-5700 +4121-6953700 Copyright ©2011. and salesforce. For More Information Contact your account executive to learn how we can help you accelerate your CrM success.

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