Salesforce Course Material (Theoretical and Practical)

Salesforce ADMINISTRATOR 1(User Management, Company Setting, sObject Features

Customization, sObject Roles, Teams & Assignment Rules)
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User Management
User : A user is anyone who logs in to Salesforce. Users are employees at your company, such as sales reps, managers, and
IT specialists, who need access to the company's records.

Practical/Lab Task 1
Creating User
1. From Setup, enter Users in the Quick Find box, then select Users.
2. Click New User to add a single user or click Add Multiple Users to add up to 10 users at a time.
3. Enter each user's name, email address, and a unique username in the form of an email address. By default, the
username is the same as the email address, but you can overwrite this.
4. Select the user license (Salesforce/ Salesforce Platform) you want to associate with the users you create (the
license determines which profiles are available for each user).
5. Select a profile (Read-only/Administrator).
6. Select Generate passwords and notify user via email to email a login name and temporary password to each new
user.
7. Click Save.

Profiles : Profiles determine what users can do in Salesforce. They come with a set of permissions which grant access to
particular objects, fields, tabs, and records. Each user can have only one profile. Select profiles based on a user’s job
function (the Standard User profile is the best choice for most users). Don’t give a user a profile with more access than the
user needs to do their job. You can grant access to more items the user needs with a permission set.

Practical/Lab Task 2
Creating Profile and Assigning to Users
1. From Setup enter Profiles in the Quick Find box, and select Profiles.
2. Click New From the list of existing profiles, find Standard User/Adminstrator/ReadOnly.
3. Profile Name, enter ‘TEST Supervisor’.
4. Click Save.
5. Customize App, Tab, Administrative Permission, General User Permission, Standard Object Permission, Session and
Password policies, Page layout, Field level Security, Record Type setting.
6. From Setup, enter Users in the Quick Find box, then select User.
7. Click Edit – Change Profile to the one created is step3.

Roles : Roles determine what users can see in Salesforce based on where they are located in the role hierarchy. Users at
the top of the hierarchy can see all the data owned by users below them. Users at lower levels can't see data owned by
users above them, or in other branches, unless sharing rules grant them access. Roles are optional but each user can have
only one.

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Practical/Lab Task 3
Creating Role and Assigning to Users
1. From Setup, use the Quick Find box to find Roles
2. click Add Role.
3. In the Label text box, enter ‘Managing Director’.
4. The Role Name text box autopopulates with Managing_Director.
5. In the This role reports to text box, click the lookup icon Lookup icon and click Select next to the name of your org.
By choosing the name of the org in the This role reports to text box, we’re indicating that the role is a top-level
position in our role hierarchy and doesn't report to anyone.
6. Click Save. Repeat the exercise as per business requirement.

Permission Set:A permission set is a collection of settings and permissions that give users access to various tools and
functions. The settings and permissions in permission sets are also found in profiles, but permission sets extend users’
functional access without changing their profiles.
If a permission isn’t enabled in a profile but is enabled in a permission set, users with that profile and permission set
have the permission. For example, if “Manage Password Policies” isn’t enabled in Jane Smith’s profile but is enabled in
one of her permission sets, she can manage password policies.

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 Practical/Lab Task 4
Creating Permission Set and Assigning to Users

Step 1: Create a Permission Set

01. In Setup, click Home.
02. Enter Permission in the Quick Find box and select Permission Sets.
03. Click New, and create a Permission Set defined as follows.
04. Label: Test Permission Set Sales
05. API Name: Test_Permission_Set_Sales
06. Leave all other fields as-is and click Save.
07. Click Edit Configure Assigned Apps, Object Settings , App Permissions, Apex Class Access, Visualforce Page
Access

Step 2: Assign Permission Set to the User

08. In Setup, click Home.
09. Enter Permission in the Quick Find box and select Permission Sets.
10. Click Test Permission Set Sales.
11. Click Manage Assignments.
12. Click Add Assignments.
13. Select the checkbox of the newly created user and click Assign.
14. Click Done.

Permission Set Groups (Beta) : A permission set group streamlines permissions assignment and management. Use
a permission set group to bundle permission sets together based on job role. Users assigned the permission set group
receive the combined permissions of all the permission sets in the group. You can include a permission set in more
than one permission set group. Updates in a permission set propagate to all permission set groups that include the
permission set. You can also remove individual permissions from a group with the muting feature, to further customize
the group.

Practical/Lab Task 5
Creating Permission Set Group and Assigning to Users
Step 1: Create a Permission Set Group
01. From Setup, enter Permission Set Groups in the Quick Find box, then select Permission Set Groups.
02. Click New Permission Set Group.
03. Enter a label and description for the permission set group and click Save.
04. Select the Permission Set created in Task4 step3. (To see your new permission set group in a list view,
select Permission Set Groups in the Setup menu again, then choose All Permission Set Groups from the list view
dropdown menu.)
Step 2: Assign Permission Set Group to the User
05. In the Permission Set Group detail page, click Manage Assignments.
06. Select each user who you want to assign the group to, and then click Assign.
07. Click Done. When the update is complete, the permission set group status changes to Updated.
08. To remove a user from the permission set group assignment, select the user name, and click Remove
Assignments.
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 09. Click OK to confirm the removal, and click Done. When the update is complete, the permission set group status
changes to Updated.

Group: A group consists of a set of users. A group can contain individual users, other groups, or the users in a
particular role or territory. It can also contain the users in a particular role or territory plus all the users below that role
or territory in the hierarchy.
01. Public groups
Administrators and delegated administrators can create public groups. Everyone in the organization can use
public groups. For example, an administrator can create a group for an employee carpool program. All employees
can then use this group to share records about the program.
02. Personal groups
Each user can create groups for their personal use. For example, users might need to ensure that certain
records are always shared within a specified workgroup.

Practical/Lab Task 6
Creating Public Group
01. From Setup, enter public group in the Quick Find box
02. Click New. Enter Label ‘HYD Tech Support 1’.
03. Add members to Group by Search – By Group, By Users, By Role or Role & Subordinates
04. Click Save

Queue : Queues are groups of users who can own records. Queues help your teams manage leads, cases, service
contracts, and custom objects. Once records are placed in a queue manually or through an automatic case or lead
assignment rule, records remain there until they're assigned to a user or taken by one of the queue members. Any
queue member or users above them in the role hierarchy can take ownership of records in a queue.

Practical/Lab Task 7
Creating Queue
01. From Setup, enter Queues in the Quick Find box, then select Queues.
02. Click New.
03. Enter a label and queue name. The label is the name of the list view that users work from.
04. Choose whom to notify when new records are added to the queue.
05. Add which objects to include in the queue.
06. Add queue members. Members can be individuals, roles, public groups, territories, connections, or partner users.
07. Depending on your sharing settings, only queue members and users above them in the role hierarchy can take
ownership of records in the queue
08. Save the queue.
* If you want, set up assignment rules for your lead or case queues so that records that meet certain criteria are
automatically added to a queue.

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Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 Company Settings
Use the Company Information page in Setup to track what’s important about your company’s organization in
Salesforce.
Fiscal Year
01. Standard Fiscal Years
Standard fiscal years follow the Gregorian calendar, but can start on the first day of any month of the year.
02. Custom Fiscal Years
Some companies break down their fiscal years, quarters, and weeks into custom fiscal periods based on their financial
planning requirements. Salesforce allows you to flexibly define these periods using custom fiscal years. For example,
you can create a 13-week quarter represented by three periods of four, four, and five weeks, rather than calendar
months.
If you use a common fiscal year structure, such as 4-4-5 or a 13-period structure, you can rapidly define a fiscal year.

Practical/Lab Task 8
Creating Fiscal Year
01. From Setup, enter Fiscal Year in the Quick Find box, then select Fiscal Year.
02. Select Standard Fiscal Year or Custom Fiscal Year.
a. To create a standard fiscal year, choose the start month. Then specify whether the fiscal year name is based
on the year in which it begins or ends.
b. If you want to apply the new fiscal year settings to your existing forecasts and quotas, select Apply to All
Forecasts and Quotas. Whether this option is available depends on your forecast settings.
c. To create a custom fiscal year, click Enable Custom Fiscal Years, click OK, and define your fiscal year.
03. Click Save

Company Information: Update your company's information and set up multiple currencies.
Navigation : Setup > Company Settings > Company Information.

Manage Currencies: Set up multiple currencies.

Navigation : Setup > Company Settings > Manage Currencies

Practical/Lab Task 9
Creating Multiple Currencies

1. From Setup search for Company Information in the Quick Find, then select Company Information.
2. Click Edit.
3. Check Activate Multiple Currencies.

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 4. Active Currencies, click New.

5. Select a Currency Type. Currencies are alphabetized using their ISO currency codes.
6. Enter the conversion rate relative to your corporate currency. (More on conversion rates coming up.)
7. Specify the number of decimal places to display for amounts in this currency.
8. Click Save.

Business Hours: Set up business hours for your customer support team.
Navigation : Setup > Company Settings > Business Hours

Practical/Lab Task 10
Creating Business Hours
1. From Setup, enter Business Hours in the Quick Find box, then select Business Hours.
2. Click New Business Hours
3. Type a name for the business hours.
4. Click Active to allow users to associate the business hours with cases, escalation rules, milestones,
and entitlement processes.
5. Set your business hours for each day of the week.
6. Click Save.

Holidays: Set up holidays during which business hours for your customer support team don't apply.
Navigation : Setup > Company Settings > Holidays
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 Practical/Lab Task 11
Creating Holidays and Assigning to Business Hours

1. From Setup, enter Holidays in the Quick Find box, then select Holidays.
2. Click New, or click Clone next to the name of an elapsed holiday.
You can only clone elapsed holidays.
3. Type a name for the holiday.
4. Type a date for the holiday
5. Click Save.
6. Click Add/Remove on the Business Hours related list.
7. Use the Add and Remove to choose the business hours you want to associate with the holiday. You can
associate the holiday with multiple business hours.

My Domain: Set up a custom Salesforce domain name, which appears in the URLs that you use to login to
and use the application.
Navigation : Setup > Company Settings >My Domain

Practical/Lab Task 12
Creating Domain
01. From Setup, enter My Domain in the Quick Find box, then select My Domain.
02. Enter the name for your subdomain. Eg : OFF88
03. Click Check Availability
04. When you get the green light (3), click Register Domain (4).

sObject Features Customization

Account Setting & Account Customization
Account Setting : To Specify default account behavior for Accounts in an organization.
01. To activate Hierarchy link
02. Enable News
03. Enable Automated Account Fields
04. Enable Account Logos
05. to relate a contact to multiple accounts

Practical/Lab Task 13
Account Setting
Step1 : Enabling Account Setting
Navigation: Setup > Feature Settings > Sales > Account Settings
01. From Setup, in the Quick Find box, enter Account Settings and then click Account Settings.
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 02. Click ‘Edit’. Check all the box under General Settings.
03. Check the Box under Contacts to Multiple Accounts Settings
04. Click Save

Step 2 : Displaying Account settings in Account , Contacts and Cases.

01. Setup> Object and Fields >Object Manager > Click on Account
02. Click on Page Layout. Click on Account Layout.
03. Click on Related List

04. Drag and Drop ‘Related Contacts’

05. Click ‘Save’
06. Test at end user Account screen.
07. Repeat step 1 to 6 with Contact and Case (Contact Roles) Object.
08. Test at end user Contact and Case screen. (Case – Related List given Below)

Account Team & Contact Roles

Account Team : An account team is a team of users who work together on an account. Use account teams to easily track
collaboration on accounts. Account teams aren’t the same as opportunity teams, although they have the same team
member roles.

Example: an account team can include an executive sponsor, dedicated support agent, and project manager. Using
account teams makes it easy to track collaboration on accounts.

Contact Roles: Contact roles specify the part that each contact plays in an account, case, contract, or opportunity. When
you use contact roles, your sales team always knows who to contact and when.

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Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 Practical/Lab Task 14
Creating Account Team, Case Team ; Contact Role on Contracts , Opportunities & Cases
Team :
Account Team:
01. Setup > Feature Setting >Sales > Account Teams
02. Click on New , Type ‘Solution Architect’ Click Save
03. Test End Users Screen . Go To Account > Go To Account Team > Add Users with role created in Step 2.

Case Team:
01. Setup > Feature Setting >Service > Case Team >Contact Role in Cases
02. Click on New , Type ‘Technical Approver’ Click Save
03. Test End Users Screen. Go To Cases > Case Team> Add Users with role created in Step 2.

Contact Role:
Contract Contact Role
01. Setup > Feature Setting >Sales > Contract Contact Role
02. Click on New , Type ‘Financer’ Click Save
03. Test End Users Screen . Go To Contract > Contact Roles> Add Users with role created in Step 2.

Contact Roles on Opportunities

01.Setup > Feature Setting >Sales > Contact Roles on Opportunities
02. Click on New , Type ‘Finance Approver’ Click Save
03. Test End Users Screen. Go To Opportunity > Contact Roles> Add Contact with role created in Step 2.

Contact Role on Cases

01. Setup > Feature Setting >Service > Case Team >Contact Role in Cases
02. Click on New , Type ‘Technical Approver’ Click Save
03. Test End Users Screen. Go To Cases > Contact Roles> Add contact with role created in Step 2.

Assignment Rules

An assignment rule in Salesforce is used to define to whom case or lead is assigned based on the specified criteria.

Lead Assignment Rules – This rule will dictate you how leads are assigned to the users and how to create them manually.

Case Assignment Rules – This will rule specify how cases can be assigned to the users that are arranged in queues or
created manually

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Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286
 Practical/Lab Task 15
Creating Lead & Case Assignment Rules
Lead Assignment Rules:
01. Setup > Feature Setting >Marketing > Lead Assignment Rules
02. Click on New , Type ‘Interested Leads’ in rule name , Click Active ,Click Save.
03. Click on the rule created in step 02.
04. Click New under Rule Entries.
05. Enter in Step 1 : Sort Order : 01
06. Step 2 : Enter the criteria a) Lead:City Contains Hyd
07. Step 3 : Select the user or queue to assign the Lead to : Rahul Dravid (User) or Queue created in Task 7 , Check ‘Do
Not Reassign Owner’
08. Test End User Screen – Creating Lead with the above criteria and check for assignment.

Case Assignment Rules:

01. Setup > Feature Setting >Service > Case Assignment Rules
02. Click on New , Type ‘VIP Cases’ in rule name , Click Active ,Click Save.
03. Click on the rule created in step 02.
04. Click New under Rule Entries.
05. Enter in Step 1 : Sort Order : 01
06. Step 2 : Enter the criteria a) Priority: Includes : High
07. Step 3 : Select the user or queue to assign the Lead to : Rahul Dravid (User) or Queue created in Task 7 , Check ‘Do
Not Reassign Owner’
08. Test End User Screen – Creating Case with the above criteria and check for assignment.

Material Authored, Written and Prepared by

RUPOM CHAKRABORTY

Shyamla Plaza, Behind Mythrivanam, Ameerpet ,

Hyderabad, Telangana State India
Ph : 86 86 86 42 86

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Capital Info Solutions
Shyamala Plaza, Behind Mythrivanam, Amerpet, Hyderabad, Telangana State, INDIA. Ph: 8686864286