SALESFORCE

CRM

Administration
Material
By Feroz Baig

Shyamala plaza, Opp. Annapurna Block,

Behind Huda Maitrivanam

Ameerpet, Hyd

+91 8686864286, 040 66028688

 SALESFORCE CRM BASICS
Each organization will use, few set of applications to automate their business processes.

Applications using by the organizations to automate the business processes, has been categorized into 2 types as
below.

1. On-Premise Applications: It requires the pre-installation of the Application / Software into our local
device, before it's usage. (Ex: in Laptop / Desktop / Mobile / Smartphone / Tab/ Organization’s Network
/ Server, etc)

Ex: C Language, C++, Java, .Net, MS Office, Oracle, SQL Server, etc.

2. On-Demand Applications: (Cloud Applications): It Doesn't requires any pre-installations.

We can access the cloud applications just by using "Browser and Internet Connection".

To automate the business processes of an organization, we need to buy the licenses of required Software’s /
Platform / Servers by investing huge amount. Which can’t be afford by all the organizations. To avoid this
investment, we are using Cloud Computing.

Cloud Computing is a concept, which provides the various approaches, to access each IT services over the internet
by using any device, and by paying the rental amount to the vendor.

By using Cloud Computing, we can access Servers, Storage, Databases, Networking, Software, Analytics and more
over the Internet (“the Cloud”).

Companies offering these computing services are called Cloud Providers. And charge for cloud computing services
based on usage, similar to how you are billed for water or electricity at home.

Uses of Cloud Computing: By using Cloud Computing, we can achieve the below services.

∙ We can Build New Applications and Services

∙ We can Store, back up and recover data
∙ No Upgradation cost.
∙ No Pre-Requisite software’s to install
∙ We can Host our own websites and blogs to the internet
∙ Stream audio and video
∙ Deliver software on demand

Benefits of Cloud Computing: Here are 6 common reasons organizations are turning to cloud computing services.

1. Cost:
Cloud computing eliminates the capital expense of buying hardware and software and setting up
and running on-site datacenters.
2. Speed:
Most cloud computing services are provided self service and on demand, so even vast amounts of
computing resources can be provisioned in minutes.

3. Performance:
The biggest cloud computing services run on a worldwide network of secure datacenters, which
are regularly upgraded to the latest generation of fast and efficient computing hardware.
4. Reliability:
 Cloud computing makes data backup, disaster recovery and business continuity easier and less
expensive, because data can be mirrored at multiple redundant sites on the cloud provider’s network.

Classifications of Cloud Services:

Most cloud computing services fall into three broad categories. These are sometimes called the cloud computing
stack

1. Software As a Service (SAAS):

∙ When the customers are accessing the "Readymade Applications" on rental basis, then it is
called as "Software As a Service".
∙ Software-as-a-service (SaaS) is a method for delivering software applications over the Internet,
on demand and typically on a subscription basis.
∙ Cloud providers host and manage the software application and underlying infrastructure and
handle any maintenance, like software upgrades.

2. Platform As a Service (PAAS):

∙ When the customers are accessing the "Development Platform" on rental basis, then it is called
as "Platform as a service".
∙ PAAS supply an on-demand environment for developing, testing, delivering and managing
software applications.
∙ PaaS is designed to make it easier for developers to quickly create web or mobile apps, without
worrying about setting up or managing the underlying infrastructure of servers, storage,
network and databases needed for development.

3. Infrastructure As a Service(IAAS):
∙ When the customers are accessing the "Server Resources (Memory, Performance, Security)" on
rental basis, then it is called as "Infrastructure as a service".
∙ With IaaS, you rent IT infrastructure—servers and virtual machines (VMs), storage, networks,
operating systems—from a cloud provider on a pay-as-you-go basis.

Cloud Computing Vendors:

Few Companies offer Cloud Computing services to their customers, hence named as “Cloud Computing Providers/
Companies”. They charge its users for utilizing such services and the charges are based on their usage of services.
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We have the top Cloud Computing Vendors like Amazon, Microsoft, Salesforce.com, Google, Adobe, VMware, IBM,
Rackspace, Red Hat, Oracle, SAP, Verizon, Navisite, Dropbox, Egnyte

CRM Basics:
CRM stands for Customer Relationship Management

A CRM system is an Application / Tool, that allows you to manage all your customers, partners and prospects
information all in one place.

By using CRM applications, we can track the existing customer and new customers information of an organization.

With the help of CRM, we can maintain 360 degree view of your customer. (i.e. from Capturing the customer to,
till offering the services to the customer)
Benefits of using CRM Application:

∙ Improved customer relations

∙ Increase customer revenues
∙ Better internal communication
∙ CRM Improves Your Customer Service
∙ Automation of Everyday Tasks
∙ Improved Analytical Data and Reporting

CRM Terminology / Vocabulary:

Campaign:

It is a way to promote the organization products / services. We can use the other ways to do the
marketing like Conducting Stalls, Trade Shows, TV Advertisements, Theatre Advertisements, Posters, Pamphlets,
Banners, Hoardings, Digital Marketing, Email Marketing, Tele Marketing, Free Samples, etc.

Lead:

∙ Lead is nothing but a person or an Organization or a Business, who just showed interest in your
organization product or service.
∙ Lead is also called as "Prospect" or "Potential Customer". Lead is not our customer. ∙ By conducting the
Campaigns we can capture one or more Leads. (i.e. Between Campaign and Lead, we have One- Many
association)

Note: Once the Leads has been Captured, then Leads information will be shared with “Sales Team”. Sales Team
will contact the Leads over the Phone / Sending an Email / Meeting Directly and provide the required information
and offer the discounts and close the deals.

And they will convert the Leads as Customers, once the Lead person is ready to buy the product. Upon converting
the Lead as a Customer, Salesforce will generate 3 records as below.

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1. Account Record: It describes the basic details of the customer.

Ex: Customer Name, Rating, Industry, Type, Phone, Fax, Billing Address, Shipping Address, active,
Annualrevenue, etc.

2. Contact Record: It describes the Contact details of the customer. An account can be associated with one
or more contact records.
Ex: First Name, lastname, title, department, Birthdate, phone, fax, mobile, home phone, other phone,
email, mailing address, etc.

3. Opportunity Record: It describes, how much business we did with the customer. It describes about the
 products purchased by the customer and revenue generated from the customer.
Between Account and Opportunity, we have One-Many association. i.e. An Account record can have one
or more associated opportunities.

Case:

∙ Case is nothing but the detailed information of the problem, which my customer is facing with my product /
service.
∙ Between Account and the Case, we have One-Many association. i.e. A customer can raise one or more
cases / complaints.

Solutions:

∙ Solution is nothing but the detailed information of the resolution of the case.
∙ Note: Solution is associated with the "case" raised by the customer. A Case can have one or more
solutions associated with it.

Salesforce Cloud Services:

Salesforce provides the below cloud services to the customer.

1. Sales Cloud:

∙ By using Sales Cloud Features, we can automate all the Processes followed during the sales of our
products / services.
∙ To automate sales processes, salesforce provides "Marketing and Sales" applications.

Objects: Campaign, Lead, Account, Contact, Opportunity, Product, Order, Quote, PriceBook, etc. and
Analytics (Reports, Dashboards).

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2. Service Cloud:
By using service cloud features, we can automate all the business processed following upon giving the
services to the customers.
Ex: SLA's, Feedbacks, Suggestions, Cases, Solutions, etc.

Salesforce provides a set of applications, to automate the service processes as below.

1. Service Application.
2. KnowledgeBase
3. Customer Portal / Communities
4. Live Agent
5. CTI (Computer Telephony Integration)

Objects: Account, Contact, Case, Solution, KnowledgeBase, Knowledge Article Version, Feedback,
FeedbackQuestion, FeedbackQuestionset, FeedbackResponse, Performance Cycle, Goal, Metric, Macro,
etc. Analytics (Reports & Dashboards)

3. Marketing Cloud:
∙ By using Marketing cloud we can automate Campaign Management, Lead Management, Contract
Management, Order Management, etc.
∙ Salesforce provides a Marketing Cloud feature by using “Exact Target” Tool. Which offers the
features like Email Studio, Mobile Studio, Jouney Builder, Web Studio, Social Studio, SMS Studio,
 etc.
4. App Cloud :
By using this feature, We can built our own custom applications. Salesforce provides the below 2 features
as part of App Cloud.

1. Force.com Platform:
Platform provides a set of resources, to build your custom application.

By using Force.com,
1. We can customize the existing salesforce CRM application.
2. We can leverage / extend the salesforce CRM functionalities, by adding the
Additional features based on the need.
3. We can build the custom application.

By using Force.com platform, we can build and deploy the next generation cloud
applications. Force.com Platform offers 2 Programming Languages as below.
1. Apex Programming:
It is a Cloud based Object Oriented programming, used to build the custom business
logic based on the need.

2. Visualforce Programming:
It is a web development framework, used to design attractive and dynamic user interfaces.

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3. By using Force.com platform, we can have the integration of salesforce application with any
third party external system.

2. Database.com:
∙ It is a customized database of Salesforce, where the actual objects and records will get
resides. Which supports ORM Technology (Object Relationship & Mapping)
∙ It ensures the Data Security, by having the ISO 27001 & SAS 70 Type II Certifications. ∙
Which are purely concentrating on "Information Security and Confidentiality".
∙ Salesforce maintains a Disaster Recovery Center in each region (NA/EU/AP), to get back the
Data if any data loss due to some environmental issues.
∙ All Salesforce implemented applications will use the "Database.com" as the Backend.

5. Data.com (Jigsaw):
By using Data.com, we can purchase the required Leads / Organization's information without conducting
the marketing approaches.

Data.com contains 2 objects as below.

1. DataCloudContact: Which holds all the people's information.
Ex: firstname, lastname, email, phone, fax, mailing address, SSN Number, Zip code, City, NAICS Code,
etc.
2. DataCloudCompany: It contains the information of All the organizations available in different
geographical locations.

To buy the Data from Data.com, Salesfore provides the 2 below Licenses.
 1. Data.com Prospector License:
Which is used to connect to the Data.com and to buy the required records.

2. Data.com Clean License:

This is used to synchronize the data from Data.com to our local organization.

6. Collaboration Cloud / Chatter:

∙ By using this feature, we can provide the internal communication between the various employees in
our organization (like Skype, Lotus Sametime, etc).
∙ Chatter tool, will collect the contact history from the LDAP.
∙ All conversation histories will be stored inside the "Cloud Platform".

Salesforce Releases:
Salesforce keep on providing the latest features as part of new releases. Salesforce provides 3 releases per a year,
which are seasonal basis.

1. Winter Release.
2. Spring Release
3. Summer Release

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∙ Each release contains the latest features associated with SAAS (Salesforce CRM), PAAS (Force.com) and
Infrastructure.
∙ Salesforce provides the latest releases of salesforce features on Free of cost to all customers. ∙
Each release name will be post-fixed with the Current Financial year number.

Spring '19 --> (Previous Release)

Summer '19 --> (Current Release)
Winter '20 --> (Next Release)

Server Instances Of Salesforce:

Salesforce has spread across their business into the 3 Regions.

1. North America Region (NA)

2. Europe Region (EU) / EMEA
3. Asia Pacific Region (AP)

Whenever, if any of the customer showed interest to utilize the Salesforce services, then they will allocate some
amount of memory from the associated region’s available server.

In each region, salesforce has established a set of servers (Instances) in which, salesforce will allocate some
amount of memory for each customer.

In a single instance, salesforce will allocate the memory for 8000+ customers. i.e. 8000+ customers Applications,
Data, files, records will exist inside the same server.

Salesforce provides the shared infrastructure, which allows us to share a single server among the multiple
customers.

We have the server instance ranges as below.

 NA Region 🡪 NA0 – NA196
EU Region 🡪 EU0 – EU30
AP Region 🡪 AP0 – AP28

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For each customer, salesforce will creates an account inside the server instance. Each salesforce account will be
called as an "Salesforce.com Organization / Org.

Each salesforce organization will be identified by using an unique Identification Number called as "Salesforce.com
Organization Id", Which starts from "00D".

The customers can extend their memory space, by contacting the salesforce / partners, by paying additional
amount to salesforce.

The extended memory space will be allocated in the same server instance.

We can cross-check the server instance status, maintenance calendar by using the website
"https://status.salesforce.com".

Upon creating the Salesforce account, based on the country name selected by the user, Salesforce will allocate the
required amount of space in the associated Region's available server.

Note: Salesforce maintains the "Disaster Recovery Centers" in each region wise, to provide the backup / re-store
facilities to the customs, if something went wrong due to environmental issues.

Multi-Tenant Architecture:
∙ Salesforce supports MultiTenant Architecture, will allows to share the Salesforce resources to the multiple
customers.
∙ Salesforce provides the common infrastructure for a set of customers. They won't provide a dedicated
server for each customer.
∙ MultiTenant Architecture allows the customers to access the resources on rental basis. It

provides the various features as below.

1. Shared Infrastructure:
∙ Which allows us to share a single salesforce server / instance to the multiple customers. ∙
Each customer is called as a Tenant. For each customer salesforce will creates a Salesforce
Account. Each salesforce Account is also known as an Organization.
∙ Each organization will be identified by using a unique identification number called as
 "Organization Id".
∙ Inside the Organization, the customer can install their custom applications, they can store the
data, files, records, etc.

2. Only One Platform at a Time:

Upon providing a new release, salesforce will provide the new features to all the customers inside
the instance.
i.e. the Free Users, Licensed users will be getting the latest features of salesforce.

3. Zero Cost Improvements:

Salesforce provides the latest release features on free-of cost to the customers.

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4. Automatic Upgradations:
Upon providing the latest releases, the new features will be upgrading into the customers account
automatically. No need of explicit installations.

Editions of Salesforce:
Salesforce provides the various Editions of Licenses, which can be purchased by the customers to automate their
business processes.

Salesforce offers 6 Editions of Licenses.

1. We have 4 Paid Editions (Licensed)

1. Lightning Essentials (Group Edition):
Contains the Basic CRM features, Accessible by 5-users.
Pricing : $25 / month / user

2. Lightning Professional Edition (Professional Edition)

It provides the Complete CRM features.
Pricing : $75 / month / user

3. Lightning Enterprise Edition / Enterprise Edition

It provides Complete CRM Features + Force.com Platform (To built Custom Applications)
Pricing : $150 / month / user

4. Unlimited Edition: (Most Popular)

It provides Complete CRM Features + Force.com Platform + Integration Facilities
Pricing : $300 / month / user

2. We have 2 Free Editions. (Free of Cost)

Free Developer Edition: It provides Salesforce CRM + Force.com Platform +

Integration We have 2 flavors of Free Developer Edition.

1. 30-Days Trail Account: Which can be accessible for 30-Days.

Goto the Salesforce.com website "http://www.salesforce.com"
Start a Free Trail (30-Days Account)
 2. Permanent Account (Lifetime Account):
This account we can access lifelong based on the need. This Permanent account will have almost equal
features of "Unlimited Edition".

Note: Upon accessing the salesforce application, each user should have a License. Without the License, we can't
add a user record.

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Creating Free Developer Account in Salesforce

Every salesforce user should login in to salesforce through their account. At Salesforce, you will find free
developer edition that allows you to develop application for force.com for free.

Create a Free Developer Account:

Creating Free Developer Account is a 2-step process.

Step 1: We need to create the Account by filling up the Registration form.

1. Launch the URL : https://developer.salesforce.com/signup

2. We need to fillup the Registration form with the below details..
First Name :
Last Name :
Email ID : (Valid Email ID)
Company Name :
Designation / Role : Picklist (administrator, Developer , Architect, etc.)
Country : Picklist
Enter the Postal Code :
Enter the User Name : (In Email ID Format)
Click on "Sign Me Up" button.
3. Once the details has been submitted to the server, it will allocate some amount of memory in
the associated region's available server. (i.e. it is creating an organization).
4. Once the Salesforce Account has been created, then it will send the account activation link to
the specified email id.
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Step 2: We need to Activate the Salesforce Account.

Once the user receive the Account activation link, then we need to activate the
account. 1. Goto the respective email account.
2. Open the Email notification received from Salesforce
3. Click on "Account Activation Link"
4. Enter the Password and Confirm Password.
5. Select the Security Question and Enter the Answer
6. Click on "Change Password" button.

Observation: It will activate your salesforce account and will re-direct the user to the Salesforce.com
organization / Account.

Login into the Salesforce Account:

Once the Salesforce account has been created, the user can login into the account by using the below URL.

1. Launch the UR : https://login.salesforce.com

2. Enter the USer Name.
3. Enter the Password.
4. Click on "Login" button.

Note:

∙ Each salesforce account created by the user is called as a "Salesforce.com Organization". ∙

Each salesforce.com organization, contains a unique identification number called as
"Salesforce.com Org. ID", Which starts with "00D".
∙ We can verify the Organization ID of the salesforce.com organization from “Company Profile”.

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APPLICATIONS IN SALESFORCE
Application contains a set of Tabs, which provides a collection of user interfaces to manage the application specific
data. All the Tabs will be represented on the "TabBar".

By using these Tabs, we can perform all the DML operations on the Objects. (INSERT, UPDATE, DELETE, UNDELETE)
and View.

Salesforce provides 2 Types of Applications.

1. Standard Applications:

These are the readymade applications provided by salesforce by default as part of the Salesforce
CRM. (Ex: Sales, Service, Marketing, Content, Salesforce Chatter, Site.com,... etc.)

By using these applications we can manage the existing and new customers information.

Note: We can customize or leverage the standard applications by adding the additional
enhancements. But, we can't remove the Standard Applications from the Organization.

2. Custom Applications:
The Administrator / Salesforce Developer can create their own custom applications based on the
need. (Ex: Banking, Finance, Insurance, HealthCare,...etc.)

Note: We can customize / Leverage the Custom Applications based on the need. And we can remove the
custom application from the organization, if it no longer needed.

Governor Limits:

1. In Free Developer Edition: We can create max. Of 10 Custom Applications.

2. In Unlimited Edition: We can create Unlimited Number of custom Applications.

Developer Community: This community is used to post all the Admin & Development related queries.
(Apex, Visualfore, Integration, Triggers, Job Board)
 Trailblazer Community: This community is used to learn salesforce with the help of webinars from

TrailHead. OBJECTS IN SALESFORCE

Salesforce provides a set of readymade objects by default as part of Salesforce CRM Application. Object represents
a "Table" in "Database.com". Database.com is a Cloud Database used by salesforce by default. Which contains all
the salesforce objects and records inside it.

Ex: Campaign, Lead, Account, Contact, Opportunity, Case, Solution, Contract, Order, Product, Feedback,
Performance Cycle, ..etc

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The user can able to manage the records inside the objects. i.e. The user can perform all the DML manipulations
inside those object. (i.e. Insert, Update, Delete, Undelete) and View records also. To manage the records inside the
objects, salesforce provides a set of Tabs.

TABS IN SALESFORCE
Tab Provides a set of graphical user interfaces, by which we can manage the records inside the associated object.

By using Tab, we can insert, update, delete, view, Undelete the records inside the object.

For each object, salesforce provides a separate Tab. Which is used to manage the records inside the associated
object.

Note: An object can have only one Tab. (i.e. Object To Tab, we have one-one association)

Note: All Tab Names will be represented with "Plural Names" as below.

Tab Name Object Name

Accounts Account

Contacts Contact

Opportunities Opportunity

Leads Lead

Campaigns Campaign

Cases Case

Positions Position

Customers Customer

Candidates Candidate

.... etc ... etc

Customizing the Tabs on the TabBar:
By using this feature, we can make it visible only the required Tabs to be placed on the TabBar. And we can
arrange the Tabs in the required order.

Navigation:

Goto the "TabBar" and Click on "+" (All Tabs) symbol.

1. Click on "Customize My Tabs" button.
2. Select the Required Tabs to be visible on the TabBar by using "Add / Remove" button.
3. Arrange the Tab Order by using "Up and Down" navigation buttons.
4. Select the Default Landing Tab. Which indicates, when the user is switching to the application,
which tab should be selected by default.
5. Click on "Save" button.
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Enable Collapsible SideBar:
For each object in salesforce, it will provides a "SideBar", which will provides the information about the
recently performed actions. We can make the SideBar as Collapsible as below.

Navigation:
Click on "Setup" menu.
1. Goto the "Build" menu in Left Panel.
2. Click on "Customize" and Expand it.
3. Click on "User Interfaces" link.
4. Goto "SideBar Settings" section.
5. Select the checkbox "Enable Collapsible SideBar".
6. Click on "Save" button.

Observation: The SideBar will be visible as a "Dockable Component", which contains "Expand and
Collapse" options. So, the user can make it visible / hide based on the need.

Salesforce Object ID:

Each object in salesforce will be identified by using a 3-Characters Alphanumerical Number called as "Object

ID". Object's Unique Identification number is called as "ObjectID / Schema ID / Object KeyPrefix". By using the

ObjectID, we can perform 2 operations as below.

1. We can jump into to the associated object by using ObjectID:

Syntax: https://<instanceNumber>.Salesforce.com/<ObjectID>

By placing the ObjectID inside the URL, in the Address bar. We can directly jump into the required
object.

Ex:
https://ap5.salesforce.com/001 --> Account Object
https://ap5.salesforce.com/00Q --> Lead Object.
https://ap5.salesforce.com/006 --> Opportunity object
 2. For each record in the Salesforce object, it will allocate a unique identification number called as
"RecordID", Which contains 18-Characters Alphanumerical number. By using the RecordID, we can
identify the record uniquely.

RecordID --> 18 - Characters (Alphanumerical)

First 3-Characters --> Represents the ObjectID.

Remaining 15 - Characters --> Represents the RecordID.
Last 3-Characters --> Checksum of the record
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Note: Upon creating a New record inside the object, salesforce will allocate an 18-characters
alphanumerical number called as "RecordID". (Which is a Case-Sensitive)

But, in the Detailed of the record, it will display the "First 15-Characters ID" of th record. Last 3-Characters
will not be visible in the URL, because of the Security Reasons.

Ex: https://ap5.salesforce.com/0017F000002cdMj

We can fetch the complete 18-characters Id of the record, by making a Query to the Database.

Navigation:
Click on Your Name on Top Right Corner and Expand it.
1. Click on "Developer Console" link.
2. Goto the "Developer Console Editor" and Expand the TabBar
3. Click on "Query Editor" tab.
4. Type the Query and Execute it.
Ex: select id, name, rating, industry from Account.
5. Click on "Execute" button. ( Ex: 0017F000002cdMjQAI)

Editing the Record:

Once the Record has been created, then the user can update the record values by using the "Edit" button.

Salesforce provides an "Inline Editing" feature, by which we can move the required fields into the "Editable
Format", just by Double-click on the field. And the user can modify the field value and click on "Save" button.

Delete the Record:

Once the Record has been removed from the object, it will be moving into the "RecycleBin".

It will exist inside the RecycleBin for 15 Days. Within 15 days the user can re-store the record back to the actual
object.

If the record is older than 15 days inside the RecycleBin, then salesforce will remove the record permanently from
the object.

Customize the Recent Accounts Section:

This section will display all the records, which has been recently viewed / modified. By default, it will display the
record with some specific columns.

The user can customize the Table by adding the required columns to be displayed inside the Table as below.

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Navigation:

Click on the Required Object's Tab (Ex: Accounts)

1. Expand the "Force.com Quick Access Menu"
2. Click on "Edit Columns" link.
3. Add the required columns information to be displayed in the Table.
4. Arrange the Columns by using "Up / Down" navigation buttons.
5. Click on "Save" button.

Enhanced List View Control:

By using this Control, we can represent the records inside the object in the tabular format.

Upon representing the records, we can apply the "Pagination / Paging", through which we can decompose
the records into the various smaller pieces called as "Pages".

Each Page will be identified by using an "Index Position", which starts from "1".

We can select the number of records to be visible per page by using the Picklist (Ex: 10 / 25/ 50 / 100/
200). We can navigate the Pages from First to Last and Vice-Versa by using "Navigation Buttons".

We can filter the records based on the Starting characters of the record, by selecting the required
character from the Table.

Salesforce provides a set of Filters by default called as "List View Options". The Developer / Administrator
can add their own filters based on the application requirement as below.

UseCase: Configure the "List View Option" for the Account Object, to filter the Accounts Based on the "Banking
Industry".

Click on the Required Object's Tab (Ex: Accounts)

1. Goto the "Enhanced List View Control" and Click on "Create New View" link.
2. Enter the List View Label and Name.
3. Select the Accounts to be get Considered. (All Accounts / My Accounts)
4. Enter the Filter Conditions. (Ex: Account : Industry = 'Banking')
5. Select the Columns to be visible in the Table, by using Add / Remove Buttons.
6. Arrange the Columns in the required order by using "Up / Down" Navigation Buttons.
7. Select the Visibility Options.
Select the Users (Only To Me / To All Users / To a Group of Users)
8. Click on "Save" button.

Observation:
It will add a New List View Option inside the Picklist. When the User Selects the Filter from the
 Picklist, the corresponding records will display in the Table.

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Creating the Custom Application
The Administrator / Salesforce Developer can create their own custom applications based on the need.

Ex: Banking, Finance, Insurance, HealthCare,...etc.

Note: We can Customize / Leverage the Custom Applications based on the need. And we can remove the custom
application from the organization, if it no longer needed.

We can create our own Custom application with the below navigation.

Click on "Setup" menu.

1. Goto the "Build" menu in left panel.
2. Click on "Create" and expand it.
3. Click on "Apps" link.
4. Click on "New" button, to create the New Application.
5. Select the Option "Custom App" and click on "Next" button.
6. Enter the Application Label, Name and Description.
7. Click on "Next" button.
8. Select the Application Logo / Image, by using "Insert Image" button.
9. Click on "Next" button.
10. Select the Required Object Tabs, to be used inside the Application, by using "Add / Remove"
buttons.
11. Arrange the Tabs in the required order by using "Up / Down" Navigation button.
12. Select the Default Landing Tab from the Picklist.
13. Click on "Next" button.
14. Select the "Visible" checkbox, to make the application to be accessible to all users inside the
organization.
15. Click on "Save" button.

Observation: It will create a New Custom Application with the specified name, And the Application Name will be
populating in the "App Launcher" at the end of the list.

Note: We can arrange the Application names list inside the App Launcher by using "Re-Order"

button. Document Object:

Document is a Standard object, which contains all the Static Resources to be get used inside the Salesforce
Applications. Document Object can hold one or more resources, which can be of type "Images, Pictures,
Documents (Text / PDF / Word,.etc), Audio and Video Files, etc.

Upon using an image inside the Application, we have to upload the Image into the Document Object first. And
then we can re-use the image in multiple places in the organization.

Step 1: Get the Required Images from the Internet / Collect from the Web Designer.

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 Step 2: Upload the Images into the Document object.
Add the "Documents" tab on the TabBar.
1. Click on "Documents" Tab.
2. Click on "New" button.
3. Enter the Document Name, Label and Description.
4. Select the Checkbox "Externally Available this Image", to make the image to be
accessible by the external users.
5. Select the Image by using "Choose File" button.
6. Click on "Done" button.
7. Click on "Save" button.

Observation: Image will be uploading into the Document object successfully.

Step 3: Create the Custom Application, by Selecting the Image as the Logo for the Application. Note:

Upon using an Image as the Logo for the Application, the Logo size should not be exceeds 20KB.

CREATING CUSTOM OBJECTS IN SALESFORCE

Object Represents a Table, which can be used to store a collection of records inside it. Objects are the Custom
Tables, which can be used to store organization specific / application specific data. All the objects in Salesforce will
get resides in "Database.com".

Salesforce provides 2 types of Objects.

1. Standard Objects: These are the readymade objects provided by Salesforce by default, which has been
created upon Salesforce CRM application development.

Ex: Account, Contact, Opportunity, Campaign, Lead, Case, Solution, Order, Contract, Forcast, Product,
Pricebook, Performance Cycle, Goal, Metric, Feedback, etc.

Note:
∙ We can use these Standard objects inside our applications, And we can customise the
standard Objects based on the need.
∙ But, We can't remove the Standard Objects from the Salesforce organization, it will impact on
the Salesforce CRM Application.

2. Custom Objects: Salesforce allows us to create our own custom objects based on the application
requirement. Custom objects are database tables that allow you to store data specific to your application
in Salesforce.com. You can use custom objects to extend Salesforce.com functionality or to build new
application functionality.

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Ex: Project__c Table, Candidate__c Table, Position__c Table, etc.

Note: Custom Object Names will be post-fixed with “__c” (Which represents “Custom”)
 Once you have created a custom object, you can create a custom tab, custom related lists, reports, and
dashboards for users to interact with the custom object data.

Note: We can customise the Custom Object in future based on the Need. And we can remove the Custom
object from the organization, if it is no longer needed.

Governor Limits:
∙ In Developer Edition, we can create max. of 400 Custom objects.
∙ In Unlimited Edition, we can create max. of 2000 custom objects.

Note: Salesforce supports purely the ORM Technology (Object Relationship and Mapping), where it Creates a New
Table in Database.com upon creating a new Object in Salesforce.

Each Object represented as a Table in the backend / Database (Database.com).

Object Type Object Name Table Name

Standard Objects Account Account

Contact Contact

Opportunity Opportunity

Lead Lead

Campaign Campaign

Case Case

Solution Solution

.....etc ....etc

Custom Object Position Position__c

(Each Table Name postfixed
Customer Customer__c
with “__c”. Which indicates it
is a Custom Object) Client Client__c

Candidate Candidate__C

.... etc ... etc

Note:
∙ In-order to manage the records inside the object, Salesforce provides a Tab for each object. ∙ By using the
Tab, we manage the records inside the objects by performing the DML operations like INSERT / UPDATE /
DELETE/ UNDELETE. And we can view the required records.

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 CREATING OBJECT NAVIGATION

The Developer / Administrator inside the organization will have the rights to create custom objects in Salesforce.
We can create the custom objects as below.

Goto Setup 🡪 Goto Build Menu 🡪 Goto Create 🡪 Click on "Objects"

1. Click on "New" to create a New Custom Object

2. Enter the Object Name, Plural Name, API Name, and Description as below

3. Select the Check boxes in the Optional Features Section as below

∙ Allow Reports: This feature allows the user to generate the reports based on the data exist in the object. ∙
Allow Activities: This feature allows the user to Create the Tasks / Assigning the Task / Generating the
Events based on the Object Records.
∙ Track Field History: This field allows the user to Track the Field History whenever any of the person
modified the record values. (To Track the values like.. Who modified the record, when they modified the
record, what field’s values modified, old value and new values of the field etc.)
∙ Allow in Chatter Groups: It allows us to include the field changes in the chatter feeds. 4.

Select the Object’s Deployment Status as “Deployed”

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Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
∙ In Development: I the object’s Deployment status is “In Development”, this object can’t be used by the
other users.
∙ Deployed: This object can be used by other users, in-order to create the records. i.e. It is ready to use by
the users.
5. Select the Check Box “Launch a New Custom Tab Wizard for the Custom Object”, Which creates a new Tab
for the object to manage the records (Insert / Update/ Delete/View).

6. Click on “Save & Next” button

7. Select the Custom Object Tab Style from the Lookup field.

8. Click on “Next” button

9. Make this Tab to be visible for all the profiles by selecting the “Visible” checkbox. Click on “Next” button

10. Click on “Save’ button

Observations:

1. Upon creating the Object, it will create a New Table, whose name will be Post-fixed with "__C". (i.e.
Each custom object name will be post-fixed with "__C".)

FYI: "__C" represents, it is a Custom object.

Ex:
Object Name Table Name
Position --> Position__C
Client --> Client__C
Hiring Manager --> Hiring_Manager__C
Candidate --> Candidate__C

2. Upon creating a Custom object, Salesforce will provides 5 fields by default in all the objects.
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1. ID --> Stores the 18-Characters Id of the record
2. Name Field.
3. Owner Field
4. Created By Field
5. Last Modified by field.
3. Upon creating a Custom object, Salesforce will provides the required User Interfaces also in-terms of a
"Tab". Which is used to manage the records exist inside the object. Which will be added to the TabBar by
default.
 4. Upon creating a Custom object, Salesforce will provides a Table, User Interface (Tab) and the Business
Logic layer.

CREATING CUSTOM TABS IN SALESFORCE

Tab provides a Graphical User Interface, by which the users / customers / partners / employees can manage the
records inside the object.

Upon creating a Custom object, if the user didn't select the last checkbox "Launch a New Custom Tab Wizard After
Saving the Custom Object", then Salesforce will not provide the "Tab" for the object. We need to create the Tab
for the object manually.

Note: An object can have only one Tab. (i.e. Object To Tab, we have one-one association)

Salesforce provides 4 types of Tabs.

1. Custom Object Tabs: This feature is used to create a Tab to be used to manage the records exist inside
the object.

2. Web Tabs: These are used to re-direct the user to the specified URL / path of the External Application
upon click on the Tab.

Ex: Re-direct the user to "Office 365", Re-direct the User to "Weather Map Application", etc...

3. Visualforce Tabs: By using this feature, we can re-direct the user to the specified Visualfore page,
Upon click on the Tab.

4. Lightning Page Tabs: By using this feature, we can re-direct the user to the specified Lightning page,
upon click on the "Tab".

Upon creating a custom object tab, we have to follow the below navigation

Click on "Setup" menu.

1. Goto the "Build" menu in left panel
2. Click on "Create" option and expand it.
3. Click on "Tabs" link.

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4. Goto "Custom Object Tabs" section.
5. Click on "New" button, to create a New Tab.
6. Select the Required Object Name from the Picklist, to create the Tab.
7. Select the "Tab Style", to be applied
8. Click on "Next" button.
9. Make the Tab to be get visible for all the profile users.
10. Click on "Next" button.
11. Click on "Save" button.
Observation: It will create a New Tab for the specified object, and the Tab will be visible on the TabBar by default.

CREATING CUSTOM FIELDS IN OBJECT

Field represents a column inside the associated object. An object can have one or more fields inside it. Fields /
Columns are used to store the application specific data.

Ex:
Account Object: Rating Field represents 🡪 Account Table: Rating Column.
Account Object: Name field represents 🡪 Account Table: Name Column

Salesforce provides 2 Types of fields.

1. Standard Fields: These are the readymade fields given by the Salesforce by default.
Ex: ID, Name, Owner, CreatedBy, LastModifiedBy
2. Custom Fields: Upon customising the Salesforce application or building our own custom applications
we can create our own custom objects also based on the need.
(I.e. Developers can able to add some new fields to the objects (either Standard Object / Custom
Object)

Governor Limits:

• In Unlimited Edition: We can create max. of 800 custom fields per an object.
• In Free Developer Edition: We can create max. of 500 custom fields per an object.

We can list out the Fields exist inside the object as below.

1. Standard Navigation: (Ex: Account Object Fields)

Click on "Setup" menu.
1. Goto "Build Menu" in left panel.
2. Click on "Customise" and expand it.
3. Click on "Required Object Name" (Ex: Accounts) and expand it.
4. Click on "Fields" link.

2. Force.com Quick Access Menu (Ex: Position Object Fields)

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Click on the Required Object't Tab (Ex: Positions)
1. Expand the "Force.com Quick Access Menu".
2. Click on "View Fields" link.

3. By using Schema Builder.

STANDARD FIELDS Vs. CUSTOM FIELDS

S.No STANDARD FIELDS CUSTOM FIELDS

1 These are the Readymade fields Based on the application requirement, Salesforce
provided by the Salesforce by Developer / Administrator can create their own
default Like Id, Name, Owner, etc. required fields inside the object. Which are called
as Custom Fields.
 2 We can customise the Standard We can customise / remove the custom field, when
Fields based on the Need. But, we it is no longer needed.
can’t remove the standard fields
from the object.

3 We can’t create anymore We can create one or more custom fields inside
standard fields inside the the object upon needed.
object. 1. In Free Developer Edition: An object can
have max. of 500 Custom Fields.
2. Unlimited Edition: An object can have max.
of 800 custom fields.

4 Each standard Field contains 2 Each custom field contains 2 properties.

properties. 1. Field Label: It represents the Label / Static
1. Field Label: It represents the text to be visible in the user interface.
Label / Static text to be
visible 2. API Name: It represents the actual
inside the user interface. column name in the table.
(API – Application Programming interface)
2. Field Name: It represents the
actual column name inside
the
table.

Note: Always we have to use “Field Name” to interact with the object, through programming.

5 Standard fields can be available Custom fields can be applicable for both Standard
for both Standard and Custom and Custom objects.
objects.

6 Standard field’s Field Name will be Custom field’s API Name will be post-fixing with
look like as normal words. (Ex: ID, “__C”. __c 🡪 represents it is a Custom Field.
name, rating, industry, type, etc.)

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FIELD TYPES / DATA TYPES IN SALESFORCE

Creating the Fields are nothing but, creating the columns inside the table. Upon creating the Columns inside the
Table, we need to specify, what type of data can be hold inside the column.

i.e. Upon creating the Field in an object, we need to select any of the datatype as below.

1. Text Type:
This Datatype is used to create a Textbox field in the object.This field will allows us to enter max.
of 255 Characters of data in a single line. This field type will allows us to enter Alphanumerical values
along with the special characters also. And, we can restrict the field to allow the specified number of
characters.

Properties:
1. Field Label: To enter the Lable / Text to be displayed along with the field inside the user
interface.
 2. Field Name / API Name: To specify the column name, to be used to create a field inside
the object. Note: Custom field's API Name should be always post-fixed with "__C"
3. Description: This property is used to specify the description of the field.
4. HelpText: This property is used to enter the Online Help / Tooltip text message to be
displayed along with the field.
5. Required checkbox: This checkbox is used to make the field required / mandatory.
6. Unique Checkbox: This checkbox, will make the field value as unique inside the entire
column.
7. Length: This property is used to specify, the number of characters to be allowed inside
the textbox.
8. External ID: An external ID is a custom field that has the “External ID” attribute,
meaning that it contains unique record identifiers from a system outside of Salesforce
Note: External ID field type can be either Number / Text / Email field type. An
object can have max. of 25 External ID field's.

Question: How many ways are there to make a field required?

Ans: We have 4 ways to make a field required.

1. By selecting the Required checkbox upon creating the field.

2. By using Validation Rules.
3. By using Page Layout Customizations.
4. By using Triggers

2. Text Area:
Allows us to enter the data in multiple lines, max. of 255 characters. (Alphanumerical + Special
Characters)

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Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Length : Number of characters to be allowed. (Max: 255)
6. Required Checkbox:
7. Number Of Lines :

3.Text Area Long:

This field allows us to enter the data in multiple lines upto max. of 1,31,072 characters. (Special
Characters + Alphanumerical)

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
 5. Length : (Max: 1,31,072). By Default : 32,768.
6. Number Of Lines :

4. Text Area Rich:

This field allows us to enter the data in multiple lines upto max. of 1,31,072 characters. We can
change the Font Color, Size, Style and we can include the images, hyperlinks etc.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Length : (Max: 1,31,072). By Default : 32,768.
6. Number Of Lines :

5. Email:
This field is used to enter the valid email addresses, which will be verified by the Salesforce upon
saving the record.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Required Checkbox :

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6. Unique Checkbox :
7. External ID:
6. Phone:
This field is used to store the 10 digit phone numbers. Once the user enters the 10 digit phone
number, then it will convert the phone number into US phone number format. Ex: Contact Number :
9988776655 ---> Save --> Contact Number : (998) 877 - 6655

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Required Checkbox :

7. Currency:
To store the Currency values. (Numerical values --> Integer + Decimal value). Field will allows to
store max. of 18-Digit Number.
Once the record gets saved, it will display the currency value by prefixing with the Currently
configured currency symbol in the Salesforce.

Ex: Annual Revenue : 1000000 --> Save --> Annualrevenue : $ 1000000

Note: We can change the Currency Symbol in the organization as below.
 Setup --> Administer --> Company Profile --> Company Information.
1. Click on "Edit"
2. Goto "Currency Settings" section.
3. Select the Required Currency Symbol from the Currency Locale Picklist
(Ex: English India).
4. Click on "Save" button.

Multi Currency: We can enable the Multi-Currency option as below.

Step 1: Select the checkbox "Activate Multi Currency for the organization".
Setup --> Administer --> Company Profile --> Company Information.
1. Click on "Edit"
2. Goto "Currency Settings" section.
3. Select the checkbox "Activate Multi Currency for the organization".
4. Click on "Save" button.

Step 2: Contact the Salesforce Support, to determine the best time, to activate this
feature from the salesforce side.

Properties:
1. Field Label :
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2. Field Name :
3. Description :
4. HelpText :
5. Required Checkbox :
6. Length : (Max : 18)

8. URL:
To store Website name / URL address of an application.
Ex: website : www.office365.com --> Save --> Website: http://www.office365.com

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Required Checkbox :

9. Picklist: (Dropdown List)

This control is used to store some set of values inside it, from which the user can select only one
item at a time.

Properties:
1. Field Label :
2. Field Name :
3. Description :
 4. Help Text :
5. Values : List of values to be populated inside the field.
6. Required Checkbox :
7. Checkbox : Sort value alphabetically.
8. Checkbox : Make the first value as default.
9. Checkbox : Enforce the field value integrity

10. Picklist-Multiselect:
By using this control, the user can select one or more elements from the collection of elements.
Note: The selected items will be concatenated with help of a seperator ";", and will store the value inside
the field.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. HelpText :
5. Required Checkbox :
6. Values :

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7. Checkbox : Sort Values Alphabetically.

11. Date:
This field type, allows us to store the Date values inside the column by selecting from a pop-up
calendar. Ex: BirthDate, JoiningDate, Open Date, CloseDate, DueDate, etc.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text:
5. Required Checkbox : To make the field required.

12. DateTime:
This field type is used to store both Date and Time stamp value inside the column.

Ex: Meeting Start Time, Meeting End Time, CreatedDate, LastModifiedDate,

etc. Ex: I have a meeting / Client Call : 08/13/2017 06.00 PM

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text:
5. Required Checkbox : To make the field required.

13. Number:
This field type is used to store numerical type value, which includes both Integer and Decimal
 values also. Note: We can store a 18-digit number inside the field.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text :
5. Required Checkbox: To make the Field Required
6. Length : Number of digits to be allowed. (10)
7. Decimal Point Values: 0 / 1 / 2 / 3 / 4 /.....
8. External ID :

14. Percent:
It will allows us to store the Numerical values, which will be stored by post-fixing with "%"
symbol. It will allows us to store an 18-digit number, which can be either Integer / Decimal value.

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Ex: Discount : 5 --> Save --> Discount : 5%
Service Tax : 14.5%
Marks : 74.5%

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text:
5. Required Checkbox : To make the field required.
6. Length : Number of digits to be allowed.
7. Decimal Point values :

15. Checkbox:
This field type is used to store the Boolean values inside the column. Which may be either TRUE /
FALSE.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text:

16. Text Encrypted:

This field type is used to encrypt the specified data into other format. It will use the 128-bit master
key generated by salesforce to encrypt the data.

Password : ********* ---> All the Characters

ATM PIN Number : XXXX ---> All Digits
A/C No : XXXX XXXX 1234 --> Last 4 Digits will be visible as it is.
Credit Card : XXXX XXXX XXXX 4004 --> Last 4 Digits will be visible as it is.
 Properties:
1. Field Label:
2. Field Name :
3. Description :
4. Help Text :
5. Masked Type : Password / Bank Account Number / Credit Card Number / SSN Number /
US Insurance Policy Number, etc.
6. Masked Character : * / X

17. Auto Number :

This field type is used to make the column value auto generated. By using this field type, we can
generate the values for the field based on the specified format.

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So, Auto Number field is called as a "System Generated Field". Auto Number field will generate
the value for the field upon saving the New record.
Note: System Generated Fields are "Read-Only" fields.

Question: What are the various System Generated Fields exist in salesforce.
Ans: ID, CreatedBy, LastModifiedBy, Auto Number, Formula Fields, Rollup Summary.

Properties:
1. Field Label :
2. Field Name :
3. Description :
4. Help Text :
5. Display Format : PID-{000000}
6. Starting Number : 100001
7. Select the checkbox : Generate Auto Number for Existing Records.

Position Record : --> ID -> 18 characters --> PID-100001

PID-100002

18. Geo Location:

By using this field, we can store both Lattitude and Longitude value of the specified location.

Properties:
1. Field Label:
2. Field Name :
3. Description :
4. Help Text :
5. Required Checkbox

19. Time:
This field type is used to store the Time value inside the field. Which is a New field type available
from "Winter'18" Release.
 Properties:
1. Field Label:
2. Field Name :
3. Description :
4. Help Text :
5. Required Checkbox

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Creating Field inside the Object:

We can create a field inside the object, with the below navigation...

Click on the Required Object's Tab. (Ex: Accounts / Positions)

1. Expand the Force.com quick access menu.
2. Click on "View Fields" link.
3. Goto "Custom fields & Relationships" section.
4. Click on "New" button, to create a New Custom field.
5. Select the "Field Type" from the list.
6. Click on "Next" button.
7. Enter the Field Lable, Name, Description and HelpText
8. Select the Required checkbox, if needed.
9. Click on "Next" button.
10. Select the "Visible" checkbox, to make the field to be visible to all profile users
11. Click on "Next" button.
12. Click on "Save" button.

PAGE LAYOUTS IN SALSFORCE

Page Layout provides a set of graphical user interfaces, which allows us to interact with the object. And we can
perform all the DML manipulations (Insert, Update, Delete, Undelete) And Retrieval on the object records.

Salesforce provides a Page Layout for each object by default. But, we can Create one or more Page Layouts per an
object based on the need.

Note: Each PageLayout is associated with the Tab.

PageLayout contains 2 Modes as below.

1. Edit Mode/ Edit Page /Edit Layout:

Which displays the fields inside the object in "Editable" format. So, the user can create / Update
the existing record details.
Note: Edit Layout will be opened upon click on "New / Edit" button.

2. Detail Mode / Detail Layout / Detail Page:

This Layout will display the detailed information of the record, which has been created / edited by
 the user.
Note: As soon as the user click on "Save" button, it will commit the required changes to the
Database and will re-direct the user to the detailed page of the record.
Detailed page contains all the associated child records in terms of "RelatedLists".

We can list out the PageLayouts of an object as below.

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Standard Navigation: (Ex: Account Object)

Click on "Setup" menu.

1. Goto "Build" menu in left panel.
2. Click on "Customise" and expand it.
3. Click on "Required Object's Name" and Expand it. (Ex: Accounts)
4. click on "Page Layouts".

Force.com Quick Access Menu:

Click on the "Required Object't Tab" (Ex: Positions)
1. Expand the Force.com Quick Access Menu.
2. Click on "View Object" link.
3. Goto "Page Layouts" section.

Once the Page Layout has been given by the salesforce, we can customize the pagelayout based on the
requirement with the help of PageLayout Editor.

We can perform the below customizations inside the PageLayout.

1. We can add the required sections inside the pagelayout.

2. We can specify, in how many columns we can arrange the fields inside the section. (i.e. either in
1 or 2 columns)

3. We can move the fields from one section to another.

4. We can place the feild in the required place.

5. We can configure the "Tab Key Order" for each section (i.e. either from Top to Bottom / Left To
Right)

6. We can hide the unneccesary fields from the Layout.

7. We can make the "Field Required / Read-Only"

8. We can add the required fields onto the Layout by using Page Layout Editor.

9. We can customise the RelatedList to be visible on the Layout.

10. We can customise the columns to be inside the RelatedList.

 11. We can customise the buttons to be visible inside the RelatedList

12. We can embedd a Visualforce page inside the Layout.

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13. We can embedd the Dashboard into the Layout.

14. We can embedd the Google Map inside the Layout.

Navigation:
Click on the Required Object's Tab Name (Ex: Positions)
1. Expand the "Force.com Quick Access Menu".
2. Click on "View Object" link.
3. Goto the "Page Layouts" section.
4. Click on "Edit" link, beside the Page Layout Name.
5. Customise the Layout based on the need.
6. Arrange the Fields by using "Always Visible" control.
7. Click on "Save" button, once the chages are done.

Chatter Feed on Custom Object:

By default, Salesforce will not provide the Chatter Feed on the Custom Object Record's detailed Layout.

We need to enable it manually as below.

Goto Setup --> Goto Build Menu in Left Panel

1.Click on "Customise" option and expand it.
2.Goto "Chatter" option and expand it.
3.Click on "Feed Tracking" link.
4.Select the Object from the Left Panel.
5.Select the Checkbox "Enable Feed Tracking".
6. Click on "Save" button.
 34 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
OBJECT RELATIONSHIPS IN SALESFORCE

Every application requires a Database, which stores the actual customer details / sales details, etc.

Database contains a set of interrelated objects like Tables, Procedures, Cursors, Functions, views etc.
The data / records will get resides in a structured format by using Tables.

We can have one or more tables in a database, where the actual records get resides.

We can store the data in a single table / in multiple tables.

All Salesforce objects will get resides in “Database.com”, which is a customized database of Salesforce.
While storing the data in a single table, it causes the below issues.

1. Number of columns in the Table is restricted to 1024.

2. Redundancy (Duplicate data).
3. Performance issues (upon Updating, Insert).
To void the above issues, we have to use "Normalization" process, which allows us to decompose the
data into different table without any data loss. (i.e. We need to store the records into different objects.)

While storing the records into different objects, both the objects should be associated with each other.

We can map the association between the objects by using "Relationship" feature in Salesforce.

Note:
• Mapping the association between objects means, mapping the association among the records
available in the objects
• While mapping the association between the objects, we need a common column in both the
tables. (I.e. that can be created by using Foreign Key constraint in Database).
The Database.com database differs from relational databases in the way that record relationships are
implemented.

Instead of defining relationships through primary keys and foreign keys, the database uses relationship
fields.

A relationship field is a custom field on an object record that contains a link to another record.

Ex: Personal relationship is a two-way association between two people, in terms of relational data, a
relationship is a two-way association between two objects.

Without relationships, you could build out as many custom objects as you can think of, but they'd have
no way of linking to one another.

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With relationships, you can display data about other related object records on a particular record's detail
page.

A relationship field stores the ID of the parent record in a relationship, as well as optionally providing
user interface representations in both the parent and child records.

Note:
• While mapping the association, always we need to map from Child Object to Parent Object. (I.e.
Common Column should be created on child object.)
• Salesforce uses "ID" column as the common column between the objects, because it holds the
unique value.
• Upon creating the child record, it will verify in the parent object for the associated parent record.

Salesforce provides 6 types of Relationships as below.

1. Lookup Relationship
2. External Object Lookup Relationship
3. Master-detail Relationship
4. Hierarchical Relationship
5. Many To Many Relationship
6. One-One Relationship

To map the association, Salesforce provides a set of "Relationship field types" by default. We have
the below relationships in Salesforce.

1. Lookup Relationship
2. External Object Lookup Relationship
3. Master-Detail Relationship.
4. Hierarchical Relationship

CREATING OBJECT USING SCHEMA BUILDER

Schema Builder is used to define the Object Structure and we can represents the existing object
structure and the fields and associations in "Pictorial format" on the Canvas.

Click on "Setup" menu.

1. Goto "Build Menu" in left panel.

2. Click on "Create" and expand it.
3. Click on "Objects" link.
4. Click on "Schema Builder" button.
5. Goto the Schema Builder Canvas, Click on the "Components" tab in the Left Panel.
6. Use the Required Objects / Components to build the Custom Objects and the Fields by using Drag and
Drop options.

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Creating Hiring Manager Object:

Name : Standard
Location : Picklist
Email ID : Email
Contact Number: Phone

Drawbacks:

Upon creating the Objects / Fields by using "Schema Builder", we have the below drawbacks.

1. While creating the Object, it will create the Table with the specified name. But, it won't provide the Tab
for the object by default. i.e. We need to create the Tab manually for the object.

2. Upon creating the Fields by using "Schema Builder", it will populate only those fields on the Page
Layout, Which has been created by selecting "Required Checkbox". Remaining fields will not be visible on
the Page Layout. i.e. We have to place those fields on the Layout, by using PageLayout Customization.

CREATING LOOKUP RELATIONSHIP

Use case: Create the Lookup Relationship between Hiring Manager and Position Objects and describe
the observations.

Pre-requisite: We should have the below objects.

1. Hiring Manager(Hiring_Manager__c)
2. Position (Position__c)

Identify the Parent and Child Objects:

Hiring Manager: Parent Object

Position : Child Object

Note: We need to create an additional relationship field on the Position object, Which references the
Hiring Manager Object.(i.e. a Lookup field to "HiringManager")

Navigation:
Goto Setup Menu Goto Build Menu in Left Panel Goto Customize Select the

Child Object Click on Fields

• It will list out all the standard and Custom Fields in the Object.
• Goto Custom Fields and Relationships section

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• Click on “New” Button, to create a new Relationship field Select the Field Type as “Lookup ”
Relationship

• Click on Next and Select the Associated Parent Object from the Picklist as below

Click on
“Next” , Enter the Lookup Field Label and Name

• Click on “Next”, Make this field visible to all the profiles.

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• Click on “Next”

• Click on “Next” and “Save”

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 • Now, it creates a new Field in the Position Object with the Lookup Relationship as below

•
Hiring Manager Record's detailed page will be updated with the Related list "Positions".
Observations:

1. Lookup Relationship provides the One - Many associations among the two objects by default. (I.e. One
Parent and Many Childs.)
2. While creating the child record, Lookup field is optional by default. (I.e. we may or may not select the
parent record.)
3. Re-Parenting Option is available by default in Lookup Relationship.(i.e. We can change the parent of a
child record.)
4. Upon deleting the Parent record, Child records will remains in the Child object. (I.e. Only parent record
will removed. child records will exist as it is.)
5. We can make the Lookup Relationship field as Mandatory, by selecting the "Required" checkbox upon
creating the Relationship field.
6. If the Lookup field is Mandatory(Required checkbox selected), then When we tried to delete the parent
record which is associated with the child records, Salesforce doesn't allow to delete the parent record
until all the child records has been removed.
7. We can have max. of 40 Lookup relationships per an object.
8. Both Parent record and child record will have "owner fields".
9. Sharing settings and security settings will be independent of each other.
10. We can make a standard object as a child object with the custom object in Lookup Relationship.
11. We can't apply Rollup Summary field on Lookup Relationship objects.

CREATING MASTER-DETAIL RELATIONSHIP

Use case: Create the Master-Detail Relationship between Position and Candidate Objects and describe
the observations.

Candidate Object Schema:

40 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

Pre-requisite: We should have the below objects.

1. Position (Position__c)
2. Candidate (Candidate__C)
Identify the Parent and Child Objects:

Position: Parent Object

Candidate : Child Object

Note: We need to create an additional relationship field (Master-Detail type) on the Candidate object,
Which references the Position Object.(i.e. a Lookup field to "Position")

Navigation:
Goto Setup --> Goto Build Menu --> Goto Create 1. Click
on "Objects" link and expand it.

2. Click on "Candidate" Object.

3. Goto "Custom Fields and Relationships" section.
4. Click on "New" button, to create a New "Relationship" field.
5. Select the Field Type as "Master-Detail Relationship", click on "Next" button. 6. Select the
Parent Object Name from the Picklist (Ex: Position) and click on "Next" button. 7. Enter the
Field Label and Field Name and description.
8. Click on "Next" button.
9. Select "Visible" checkbox, to make this field to be visible to all the selected profile users.
10. Click on "Save" button.
11.

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Observations:
1. Master-Detail association provides One - Many association between the objects by default.
(i.e. A Parent record can have zero or more child records)
2. We can't create the Master-Detail relationship between the objects, where child object contains the
records.
3. Upon creating the child record, selecting the Parent record is Mandatory. (i.e. Lookup field is a
Required field)
4. Re-Parenting option is not available by default in Master-Detail association.
We need to enable it manually, by selecting the "Allow Re-Parenting" checkbox upon creating the field.

5. An object can have max. of 2 Master-Detail relationship fields.

6. Parent record will have the "Owner" field and Child record will not having the "Owner" field.
(i.e Child record will be completely comes under the control of Parent record.)

7. Sharing Settings and Security settings of the child record will be depends upon the parent record.
8. Upon removing the Parent record, all the associated child records will remove automatically. 9. We
can't make a Standard object as the Child for a Custom object with Master-Detail association. 10. We
can add Rollup Summary fields on Parent object.
Lookup Relationship Master-Detail Relationship

1. Lookup field is not a required 1. Lookup field is a mandatory field

field while creating the child while creating the detailed record
record /
detailed record

2. When you delete the parent 2. When you delete the parent
record, child record will not be record, the associated child
deleted(only parent record will records also get deleted
removed)

3. We can have max of 40 lookup 3. We can have max of 2

relationships on an object master-detail relationships on an
object.

4. Re-parenting option is available by 4. Re-parenting option is not

default(i.e. we can change the available by default.
parent of the child record) Note: We can enable the
re-parenting option while creating
the master
detail relationship (Enable “Allow
Re parenting” checkbox)

5. Sharing Setting and Security 5. Sharing Setting and Security

settings are not dependant on settings are dependent on parent
parent record record

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 6. Rollup summary fields can’t be 6. We can create the Rollup
applicable summary fields on Parent Object
only

7. Standard object can be the 7. Standard object can’t be

detail object for a custom object detailed object for a Custom
object

8. Owner field is available on 8. Owner field is not available for

detailed record detailed record

9. We can create the lookup 9. We can’t create the

relationships on an object, which is master-detailed relationship on
having the object, which is
records. having the records

Relationships among Standard Objects:

Salesforce provides a set of standard objects as part of Salesforce CRM application.

All standard objects are associated by using either Lookup or Master-Detail.

1. Account and Contact:

Between Account and Contact, Salesforce provides the Lookup Relationship.

Account --> Parent

Contact --> Child

Note: We have a common field in Contact object with the Name "AccountID", which Hold’s the ID
of the account record to which the contact is associated

Note: Upon removing an account record, all the associated contact records will get removed
automatically. Which is a standard feature given by Salesforce. We can prevent the deletion of contact
records by using "Triggers". (i.e. Before deleting the Account, We need to get all the associated
Contacts and make the "AccountID" field value as blank.)

2. Account and Opportunity:

Between Account and Opportunity, Salesforce provides "Lookup" association.

Account --> Parent

Opportunity --> Child

We have a common field in Opportunity object, with the name "AccountID". Which holds the Account
Record Id to which the opprtunity is associated.

3. Account and Case:

Between Account and Case object, we have Lookup Relationship.
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Account --> Parent
Case --> Child.

We have a common field in Case object, with the name "AccountID". Which holds the Account
Record Id to which the Case is associated.

Once we map the association between the objects by using either Lookup or Master-Detail, in future
we can change the relationship type from Lookup to Master-Detail and vice-versa.

Converting Lookup Relationship To Master Detail:

- We can't apply the Master Detail Relationship on an Object, Which contains the preexisting records.

- We can convert the Look Relationship to Master Detail with the below steps. 1. We need to apply

the Lookup Relationship between the Objects First.

2. Map each child record with the associated Parent record.

3. Change the Relationship Field Type to Master Detail.

Navigation:

Goto Object --> Goto Force.com Quick Access Menu --> Click on "View Fields"

1. Goto the "Custom Fields & Relationship" section.

2. Click on the "Relationship" field
3. click on "Edit" button
4. Click on "Change Field Type" button
5. Select the Field Type as "Master Detail Relationship"
6. Click on "Next" button
7. Click on "Save" button.

Now it will change the Relationship between the object from Lookup to Master Detail.

Converting Master Detail Relationship to Lookup:

Note: Converting the Master Detail Relationship to Lookup is straight Forward.

We can change the Master-Detail association to Lookup directly, just by changing the field type from
Master-Detail to Lookup type as below.

Position --> Parent

Candidate --> Child

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Navigation:

Click on "Child Object's Tab (Ex: Candidates)".

1. Expand the Force.com Quick Access Menu.

2. Click on "View Fields" link.
3. Goto "Custom Fields and Relationships" section.
4. Goto the "Relationship field (Ex: Position)"
5. Click on "Relationship Field Name", to see the details.
6. Click on "Edit" button.
7. Click on "Change Field Type" button.
8. Select the Field Type as "Lookup Relationship"
9. Click on "Save" button.

Observation: Now, it will change the association between Position and Candidate as "Lookup"

CREATING MANY TO MANY RELATIONSHIP

In few cases, we have to map Many to Many association between two objects, Which provides One
Many association from both the sides.

Ex: We have Two Objects Author and Book.

UseCase: Create Many-Many association between Author and Book objects.

An Author can participate while preparing the Multiple books (i.e. One to Many from Author To Book).
A Book can be prepared by multiple Authors (i.e. One to Many Association from Book to Author)

In Salesforce, we can't map Many-Many to association between two objects directly.

We need to achieve this feature, by creating a Junction object. Which associated with both the Parents
with Master-Detail association

Standard Junction Objects:

Salesforce provides a set of junction objects, which has been created upon Salesforce CRM
Application Development.

1. Between Campaign and Contact object, Salesforce provides Many-Many association by creating a
junction object "CampaignMember".

2. Between Contact and Opportunity object, Salesforce provides Many-Many associated by creating a
junction object "OpportunityContactRoles".

45 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

3. Between Opportunity and Product(Product2) object, Salesforce provides Many-Many association by
creating a junction object "OpportunityLineItem".

4. Between Product and Pricebook(Pricebook2) object, Salesforce provides Many-Many association by

creating a junction object "PricebookEntry".

5. Between User and PermissionSet Object, Salesforce provides Many-Many association by creating a
junction object “PermissionsetAssignment”.

LOOKUP DIALOG CONFIGURATION

Upon creating the Child record, the user can select the associated Parent by using "Lookup" field. Which
will populate all the Parent record details inside a "Lookup DialogBox".

By default, it will populate the Parent Record Name. We can customize the Lookup dialog to display the
required details of the Parent record.

UseCase:
Configure the Lookup Dialog, to display all the details of the Hiring Manager upon creating the Position
record.

Implementation: We need to customise the "Hiring Manager" object's Lookup Dialog, with the required
fields.

Navigation:
Click on the Required Object's Tab (Ex: Hiring Managers)
1. Expand the Force.com Quick Access Menu.
2. Click on "View Object" link.
3. Goto the "Search Layouts" section.
4. Click on "Edit" link for the "Lookup Dialog"
5. Add the Required fields to be visible inside the Dialogbox.
(Ex: Name, Email Id, Contact Number, Location)
6. Click on "Save" button.
LOOKUP FILTERS CONFIGURATION

Once the association has been mapped between two objects, the user can select Parent Record by using
Lookup dialog upon creating a New Child record.

Lookup dialog will display all the parent records, So that the user can select only one parent. We can

filter the records to be displayed in Lookup dialog box by using "Lookup Filters configurations".

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i.e. We can prevent the Salesforce to populate all the parent records in the Lookup dialog by adding the
required filter conditions as below.

UseCase:

Configure the Lookup dialog to populate only those position records which are not closed upon
creating a Candidate Record.
Configuration Steps:

Click on "Child Object Tab (Ex: Candidates)"

1. Expand the "Force.com Quick Access Menu"

2. Click on "Vew Fields" link.
3. Goto "Custom Fields and Relationships" section.
4. Goto the Relationship field (Ex: Position__C)
5. Open the Field by click on "Field Name"
6. Click on "Edit" button, to update field settings.
7. Goto "Lookup Filters" section.
8. Add the Required Condition.

Ex: Position Status Not Equals "Closed"

9. Make the Filter active by selecting "Active" checkbox.

10. Enter Lookup Dialog Text (Ex: Please select the Position Record)
11. Click on "Save" button.

Testing: Goto the Candidate object, Create a New Candidate Record, by selecting the Position Record as
Parent by using Lookup icon.

Observation: Lookup dialog has to populate the position records, which are not in Closed Status.

HIERARCHICAL RELATIONSHIP

Hierarchical Relationship can be applicable only on "User" object in Salesforce.

This feature will map the Self association, where we can make a User Record can be associated with
another user record in the same object.

ROLLUP-SUMMARY FIELD

• It is a Read-only field, which displays on detailed page of the parent record

• Rollup Summary field calculates the values from a set of related records available in the details object /
related list.

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• Rollup Summary field will automatically calculate the result based on the updates done in the related
records.

Note: Rollup Summary field can be created only on Master Table, which is in Master-Detail Relationship.
It can’t be applicable for Lookup relationship.

Ex: We can create the Rollup Summary field to calculate the Number of Contacts available for an
Account.

Rollup Summary field generates the results by using "Aggregate Functions" as below.
1. Count():
It returns an integer value, which indicates the Number of child record exist in the child object for each
parent record.

2. Sum():
This function is used to calculate the Sum value for all the child record's field.

Note: This function can be applicable only on "Number Type / Percent Type / Currency Type"
fields.

3. Max():
This function returns the Highest value from all the associated child records.

Note: This function can be applicable only on "Number Type / Percent Type / Currency Type / Date
type" fields.

4. Min():
This function returns the Smallest value from all the associated child records.

Note: This function can be applicable only on "Number Type / Percent Type / Currency Type / Date
type" fields.

Note: An object can have max. of 25 Rollup Summary fields.

Note: While summarizing the records, we can consider all the records or only the records matching the
specific criteria.

Note: Rollup Summary field will be displayed only on Detailed Page of the Master Record.

Creating Rollup Summary: Master Object (Position), Detailed Object (Candidates)

Business Requirement: Configure a Rollup Summary field, to display the Candidates Count per each
Position record.

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Pre-Requisite:

We should have 2 Objects as below.

1. Position (Master)
2. Candidate (Detail)
These objects should be associated with Master-Detail association.

1. Goto Setup Build Create Objects

2. Select the Parent Object(Position), to create the Rollup Field
3. Goto the Custom Fields and Relationships Section and click on “New” button, to create a new
Rollup field
4. Select the Field Type as “Rollup Summary”, Click on “Next”
 5. Enter the Field Label, and Field Name and click on “Next”
6. Select the Summarized Object (Detail Object) as “Candidate” and select the Rollup Summary Field
Type (Ex: COUNT / SUM / MIN / MAX) as below
A. Select the Rollup Function as “Count” – To display the Candidates count for the Position.

7. Click on Next and Save

To Verify the Rollup Summary Field, Goto the Parent Object and View any of the record, In Detailed
Page, it will display the “Rollup Summary Field value” as below.

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ONE TO ONE RELATIONSHIP

By default, all the relationship fields will provide One-Many association.

We can also implement the One-One association (i.e. One Parent and One Child)
 1. By using a "Rollup Summary field" created on the Master Object by using "Count" function.
2. We need to create a Validation Rule on "Rollup Summary" field to make sure to have only
one Child.

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EMAIL TEMPLATES: (Communication Templates)
Email Templates are used to share the information among the organization employees / partners / end
users / customers.

Salesforce has configured the email servers by default. So that no need to use any email servers
explicitly.

To share the information among the users we need to prepare a Draft, Which contains the Email Subject
and Email content (Body) by using "Email Templates". These are also called as "Communication
Templates".

We can use the email Template in "Outbound Email Services", which send's the email notifications from
Salesforce to the external email id's.

We can use the Email Templates, to share the information about,

1. Regarding the New Products releasing into the market.

2. Regarding New Offers and discounts based on occasions.

3. Reminder alert to the user based on Case Creation / Escalation / Closed, etc.
While sending the email notification, we can make the content as static or we can make the content
dynamic.

We can send the emails to one or more users.

Note: Salesforce provides a set of readymade Email Templates, which are common to all the users in the
salesforce organization.

We can create our email templates based on the need.

Note: All the Email Templates will resides inside the "EmailTemplate" object.

Note: Each Email Template should be resides in a Folder. All Folders information will store in “Folder”
object.

By default salesforce provides 2 email Template Folders.

1. Unfiled Public Email Templates Folder:

It contains all the readymade email templates provided by salesforce. This is a Public Folder.
Which contains a set of email templates which can be visible to all users inside the
organization.

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2. My Personal Email Templates Folder:This is a Private Folder. Which can accessible by only the
authenticated people. We need to grant the access on this folder to the users. Then only they can
access.
3. We can create our own personal folder, in-order to store your personal email templates.

We can list out all the email templates exist in the organization with the below navigation.

Click on "Setup" menu.

1. Goto "Administer" menu in Left Panel.
2. Goto "Communication Templates" link and expand it.
3. Click on "Email Templates" link.

Types of Email Templates:

Salesforce provides 4 types of Email Templates as below.

1. Plain Text / Text

2. HTML (Using LetterHead)
3. Custom (Without using LetterHead)
4. Visualforce EmailTemplate.

1. Text / Plain Text:

By using this template type, we can send the email notifications with the required subject and the
content with "Plain Text" format. (i.e. Like White Background and Black Text).
We can't include any images, pictures, colors, Hyperlinks, etc.

2. HTML (Using LetterHead):

In this approach, we can place the content inside the LetterHead upon sending the email to the
people, so that we can make the email content look like attractive.

3. Custom (Without using LetterHead):

In this approach, we can prepare the subject and the Content and can make it look like attractive
with the help of "HTML programming".

4. Visualforce Email Template

By using this approach, we can prepare a visualforce page, through which can send the email
notifications to one or more people.

We can query the email templates through programming as below.

Ex: Select id, name, description, templatetype from EmailTemplate

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Note: Upon Saving the Email Template, each email template will get resides inside a "Folder".

Banking: Deposit : (Seperate Folder)

Withdraw : ( Seperate Folder)

Mortgage : ( Seperate Folder)

Creating the Plain Text Email Template:

We can create a New Email Template with the below navigation.

Click on "Setup" menu.

1. Goto "Administer" menu in Left Panel.

2. Goto "Communication Templates" link and expand it.
3. Click on "Email Templates" link.
4. Goto the "EmailTemplates Section" and click on "New Template" button.
5. Select the Template Type from the options like Text / HTML / Custom / VF
6. Click on "Next" button.
7. Select the Email Template Folder from the Picklist, in which the email template should get
resides.
8. Select the checkbox "Available for Use"
9. Enter the Email Template Name, and the Description.
10. Enter the Email Subject, which needs to be shared with the people.
11. Enter the Email Content, to be share with the people.
 12. Click on "Save" button.

Usecase:

Create an Email Template to Notify the Contact person, upon creating a New Contact Record.

Email Subject: Congratulations..!! Your Contact Record has been created successfully. Email

Content:

Dear Customer,

Thanks for purchasing the products from our organization. From now on-wards you are a
valuable customer to our organization.

We are pleased to inform you, that your Contact Record has been created in our database
successfully for the future reference.

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Thanks & Regards,
Sales Team,
DELL Inc.,
Toll Free : +1 (800) 234-5678
Email : sales@dell.com
Visit us : www.dell.com

Testing the Email Template:

We can test the email template as below...

Goto the Email Templates Link.

1. Click on the Required Email Template Name.

2. Goto the "Email Template Details".
3. Click on "Send Test and Verify Merge Fields" button.
4. Select the Record from the Lookup, in-order to include the selected record content
inside the Email Template.
5. Enter the Preview Email ID in the Textbox, to notify the person.
6. Select the checkbox "Send a Preview To me".
7. Click on "Ok" button.

Merge Fields:
These are used to include the selected record content into the email template dynamically at runtime.
By using the merge fields, we can make the Email Subject and the Content dynamic.

Merge fields can be used in both Email Subject and the Content.

Syntax: {!<ObjectName>.<FieldName / API Name> }

Ex:

{!Account.Name} {!Account.Rating} {!Account.Active__C} {!Account.Pan_Number__c}

{!Account.Industry}

{!Position__C.Name} {!Position__C.Location__C} {!Position__C.Position_status__C}

{!User.FirstName} {!USer.LastName}

Usecase:

Create an Email Template, to Notify the Account Person, upon creating a New Account Record by
including the Account Record Details inside the Email Template.

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Subject: Congratulations {!Account.Name} ...!! Your Account record has been created successfully.

Content: Dear {!Account.Name},

Thanks for purchasing the products from our organization. From now on-wards you are a
valuable customer to our organization.

We are pleased to inform you, that your Account record has been created successfully.

Here are your Account details...:

Account Name : {!Account.Name}

Rating Value : {!Account.Rating}
Industry Value : {!Account.Industry}
Annual Revenue : {!Account.AnnualRevenue}
Account Type : {!Account.Type}
Active Status : {!Account.Active__C}
Billing Address : {!Account.BillingStreet},
{!Account.BillingCity}, {!Account.BillingState},
{!Account.BillingCountry}, {!Account.BillingPostalCode}

Please contact on the below address, if any changes required.

Thanks & Regards,

{!User.FirstName} {!User.LastName},
Sales Team,
DELL Inc.,
Toll Free : +1 (800) 890-7890
Email us : sales@dell.com
visit us : www.dell.com

Testing the Email Template:

Goto the Newly prepared Email Template.

 1. Open the Email Template
2. Click on "Send Test and Verify Merge Fields" button.
3. Select the Account Object Name in the "Picklist" field.
4. Select an Account record, by using the Lookup icon.
5. Select the checkbox "Send the Preview To me ".
6. Enter the Preview Email Address.
7. Click on "Ok" button.

Observation:

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It should send an email notification to the specified email id, with the required subjec and the
content, by including the selected Account record details inside the email template.

Assignment:

1. Create an Email Template to notify the Hiring Manager, upon creating a New Hiring Manager
Record, by using Merge Fields.

2. Create an Email Template, to notify the Lead Person, upon creating a New Lead Record, by
including the "Lead Record details inside the email Template".

Creating LetterHeads:
Salesforce allows to to prepare our own letter heads based on the need, with the required Header and
Foote Logo's.

We can use this LetterHead, in-order to send the email notification to the user, which gives an attractive
look and feel.

We can have one or more LetterHeads in an organization.

The Images required in the LetterHead, should be uploaded into "Documents" folder.

Goto Setup --> Goto "Administer" Menu

1. Click on "Communication Templates" link.
2. Click on "LetterHeads" link.
3. Click on "New" button, to create a New LetterHead.
4. Enter the LetterHead Name and Description.
5. Select the checkbox "Available for Use"
6. Click on "Next" button.
7. Select the Images and place into "Header and Footer" parts by using "Select Logo"
button.
8. Change the LetterHead Background Properties by using "Edit Background
Properties" button.
9. Click on "Save" button.

Note: LetterHead can be used only in "HTML Email Templates". We can have one or more Letter Heads
inside an organization.

Creating Email Template with HTML Type:

By using the HTML Email Templates, we can send the email notification to the people with the required
subject and the content along with the "LetterHead".

Which makes the email content look like attractive.

56 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
Usecase:

Create an Email Template, to notify the Hiring Manager regarding the New Open Positions exist inside
the organization. Send the Email notification along with the "LetterHead".

Email Subject:

Dear {!Position__c.HiringManager__c}...!! Alert Regarding the New Open Position :

{!Position__C.Name} in the organization

Content:

Dear {!Position__c.HiringManager__c},

We are pleased to inform you, that we have few New Open Positions in the organization.
Please recruite the Candidates ASAP.

Here are the Position Details...:

Position Reference ID : {!Position__c.Reference_ID__c}

Position Name : {!Position__c.Name}
Number of Positions : {!Position__c.Number_Of_Positions__c}
Location : {!Position__c.Location__c}
Position Status : {!Position__c.Position_Status__c}
Close Date : {!Position__c.Close_Date__c}
Maximum Budget : {!Position__c.Maximum_Budget__c}
Position Description : {!Position__c.Position_Description__c}
Skills Required : {!Position__c.Skills_Required__c}

Please recruite the Candidates for the above position before the Close Date :
{!Position__C.Close_date__C}

Thanks & Regards,

{!User.FirstName} {!User.LastName},
Talent Acquisition Team,
Capgemini Inc.,
Toll Free : +1 (800) 345 - 5678
Email : careers@capgemini.com
Visit us : http://careers.Capgemini.com
Creating the HTML Type Email Template:
We have to use the below navigation to create the HTML Email Template (With LetterHead).

57 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

Goto Setup --> Goto "Administer" Menu --> Goto "Communication Templates"

1. Click on "Email Templates"

2. Click on "New" button to create a New Template
3. Select the Email Template Type as "HTML (With LetterHead)"
4. Select the LetterHead by using Picklist Field (Ex: Capgemini LetterHead)
5. Select the Form Layout (Ex: Free Form Layout)
6. Enter the Email Template Name and Label
7. Enter the Letter Description
8. Select the checkbox "Available for USe"
9. Select the Folder to save Email Template as "Unified Public Email Templates".
This is a Public Folder, which contains all the Email Templates. This folder will be
accessible to all the salesforce users.
10. Click on "Next" button.
11. Enter the Email Subject in subject field.
12. Enter the Email Content in the Content part of LetterHead.
13. Click on "Save" button.

Testing the Email Template:

1. Goto the Email Template and Open it.

2. Click on "Send Test and Verify Merge Fields Button"
3. Select the Object from the picklist : "Positions" and Select any Position Record
by using Lookup option.
4. Select the Checkbox "Send a Preview To" and Enter the CC Email Address
5. Click on "Send" button.

Custom Email Template: (Without Using LetterHead)

By using this Template Type, we can prepare the email notifications to be send to the people with the
required subject and the content.

We can make the content look like attractive, with the help of HTML programming. We can use a set of
HTML tags to make the content looklike attractive.

i.e. We can change the Font, Size, Style, Color, Hyperlinks, Formatting options (Bold, italic, underline),
etc.

We can use the below HTML tags frequently inside the email template.

1. Bold Tag <b>: By using this tag, we can make the content to be displayed in Bold format.
 Ex: <b> Content </b>

58 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

2. Italic Tag (<i>): This tag is used to display the specified content in Italic format / style.

Ex: <i> Content </i>

3. Underline (<u>): This tag is used to display the specified content with the underline style.

Ex: <u> content </i>

4. Break Tag <br/>: This tag is used to provide a line break in the content. i.e. we can move the cursor to
the next line.

Ex: <br/>

5. Anchor Tag : (<a>): This tag is used to insert a Hyperlink inside the content. When the user click on the
hyperlink, it will re-direct the user to the specified URL / Website.

Ex: <a href="Target URL" target="_blank / search / new"> Content </a>

Usecase: Create an email template, to notify the Candidate, upon submitting the Candidature
Successfully to a position.

Subject: Dear {!Candidate__C.Name} ..!! Your Candidature has been successfully submitted.

Content: Dear <b> {!Candidate__C.name},</b> <br/><br/>

Thanks for showing the interest in our organization positions. <br/><br/>

We are pleased to inform you, that your candidature has been submitted successfully for the
position : <b> {!Candidate__c.PositionName__c} </b> <br/><br/>

One of our HR person will contact you shortly, if your profile got shortlisted. <br/><br/>

Here are your Candidature details... <br/><br/>

Candidate ID : <b> {!Candidate__c.Candidate_ID__c} </b> <br/>

Candidate Name : {!Candidate__c.Name} <br/>
Location : {!Candidate__c.Location__C} <br/>
Notice Period : {!Candidate__C.notice_period__C} <br/>
Current CTC : {!Candidate__C.current_ctc__C} <br/>
Expected CTC : {!Candidate__C.expected_ctc__C} <br/>
Contact Number : {!Candidate__C.contact_number__C} <br/>
Email ID : {!Candidate__c.Email_id__C} <br/> <br/>

Please click on the below link, to see the Candidate Record <a href={!Candidate__C.link}
target="_blank"> Click Here To View Candidate </a> <br/><br/>
 59 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
Please contact on the below address, if any queries. <br/><br/>

Thanks & Regards, <br/>

<i> {!USer.firstname} {!user.lastname}, </i> <br/>
Resource Management Group (RMG), <br/>
<b> Capgemini Consulting Inc., </b> <br/>
Email : careers@capgemini.com <br/>
Toll Free : +1 (800) 345-6789 <br/>
Website : http://careers.capgemini.com

Testing the Email Template:

1. Goto the Email Template and Open it.

2. Click on "Send Test and Verify Merge Fields Button"
3. Select the Object from the picklist : "Candidate" and Select any Candidate Record
by using Lookup option.
4. Select the Checkbox "Send a Preview To" and Enter the CC Email Address
5. Click on "Send" button.

60 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

SALESFORCE WORKFLOW RULES
Workflows in Salesforce are a fantastic way to automate certain business processes. You can create a rule, and
based on certain criteria that you set, Salesforce can do a number of things, like send an email, create a task, or
update a field.

Workflows are used to automate the organization business processes. (i.e. instead of performing all the
operations manually, we can delegate few operations to the application, which can be performed by the system
automatically by itself based on user defined criteria).

By using workflows, we can execute few actions based on user defined criteria / Conditions automatically.

Each workflow contains certain Evaluation Criteria (Conditions) and Actions.

Evaluation Criteria: Defines when the workflow action needs to be get fired.

Action: It defines what operations need to perform.

Note: Each workflow can have an Evaluation Criteria, and one or more actions

Note: We can create one or more workflows per an object. It can be applicable for both Standard and Custom
object.

Note: Workflows will fire always after performing the operation on the record (Created / Edited).

Evaluation Criteria for the Workflows:

Salesforce provides below Evaluation Criteria for Workflow.

1. Created: Which fires the actions, upon creating a new record in the object.
2. Created, Every Time it’s edited: It fires the actions, whenever a new record gets created, and each time
the record gets edited.
3. Created, Anytime Edited meeting the Subsequent Criteria: Which will fire the Actions, upon a New record
is created or Modified the existing record and meeting the user defined conditions.

Actions in Workflows:

1. Send Email Notification:

Using this action, we can send an Email Notification to one / more users by using an Email Template.

2. Create a New Task / Assing a New task to a user. :

Using this action we can assign a New Task to the specified User.

3. Update a Field:

By using this action, we can update a field value with the specified text.
Note: By using a "Field Update" action, we can update only one field.
To update the multiple field values, we need to add multiple Field Update actions.
61 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
4. Send an Outbound Message:

By using this action, we can send an XML based secured SOAP message to the external
system. Types of Workflows:

We can fire the workflow actions in two ways as below.

1. Immediate Action Workflows: It fires the Actions immediately, as soon as the criteria are met. 2.
Time-Dependant Action Workflows: It executes the actions, after the spoecified time interval is over. In
Time Dependant Action workflow, Actions will be placed in to the Workflow Queue till the schedules run
time. Once the Scheduled Time interval is over, then it will execute the action and it will remove from the
Queue.

Note: Time Dependant Action Workflows can't be applicable for the Criteria "Created, Every time it is
Edited".

Creating Workflow Rule (Navigation):

1. Go to the Setup Go to Build Select the “Create” Click on “Workflow &
Approvals” 2. Click on “Workflow Rule” link
3. Click on “New Rule” to create a new Workflow Rule.
4.
USECASE (BUSINESS REQUIEMENT):
Create a Workflow Rule, to send an Automated Notification to the contact person, upon creating a new
Contact record.

Technical Analysis:

1. We need to make the "Email Field" required, by using a validation rule.

Ex: isblank(Email)

2. Create an Email Template by including the "Contact" object merge fields, with the required subject and
content.

Email Subject: Congratulations {!Contact.FirstName} {!Contact.LastName}..!! Your Contact details has

stored successfully.

Email Content:

Dear {!Contact.FirstName} {!Contact.LastName},

We are pleased t inform you, that your contact record has been successfully created in our database. Here
are your contact details.
Contact Name : {!Contact.FirstName} {!Contact.LastName}
62 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
Title : {!Contact.Title}
Email Address : {!Contact.Email}
Phone Number : {!Contact.Phone}
Mobile Number : {!Contact.MobilePhone}
Fax Number : {!Contact.Fax}
Mailing Address : {!Contact.MailingStreet}, {!Contact.MailingCity}, {!Contact.MailingState},
{!Contact.MailingPostalCode}, {!Contact.MailingCountry}
 Please contact on the below address, if any changes required.
Thanks & Regards,
Sales Team,
ABC Technologies,
Email us: support@abctechnologies.com

3. We need to create a Workflow Rule.

Object Name: Contact

Evaluation Criteria: "Created"
Action: Send an Email Notification.
Action Type: Immediate.

Goto "Workflow Rules" Link.

1. Click on "New Rule" button, to create a New Rule.

2. Select the Object Name from the Picklist on which to create a New Workflow (Ex: Contact)

3. Click on "Next" button.

4. Enter the Workflow Rule Name and Description
Ex: Contact Creation Notification Rule
5. Select the Evolution Criteria (Ex: Created) as below

6. Enter the Rule Criteria Conditions (At least One is required) as below Ex:
63 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
• Email Id != null
• Phone Number != null
• Title != null

7. Click on “Save and Next”

 8. Select the Action Type:
• Goto "Immediate Actions" section.
• Select the Action Type as "Send New Email" from the picklist.

9. Click on "Next" button.

10. Enter the Action Name & Description.
Ex: Contact Creation Notification Action.

11. Select the Email Template by using the Lookup field.

Ex: Contact Creation Notification Template.

12. Select the Recipient Type as “Email Field” / User / Account Owner / Role / etc as Below

64 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

 13. Enter the Additional Email Addresses – We can add upto 5 CC Email Addresses.
14. From Email Address: Default value: Currently Logged in User Email Address.

15. Click on “Save”

16. Click on “Done”
17. Activate the Workflow by using “Activate” button
18. Workflow will be created for you as below. (See Mock-up Screen)

65 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

Testing Workflow Actions:

1. Create a Contact Record by providing all the values, firstname, lastname, phone, email is, etc.

2. Modify the Record values, and test the workflow actions

Negative Case: Create a Contact Record by providing Firstname, phone, email.

SALESFORCE WORKFLOW RULE - ASSIGNING NEW TASK

By using Workflows, We can assign a New Task to the specified User / Role / Record Owner.

USECASE (BUSINESS REQUIREMENT)

Create a Workflow Rule to assign a New Task to the User, while creating the New Position Record in the Object.
(I.e. upon Position Name is not Null, Status is “New Position” and Close Date is not empty, and then assign a New
Task to the user).

Go to the Setup Go to Build Select the “Create” Click on “Workflow &

Approvals” 1. Click on “Workflow Rules” link
2. Click on “New Rule”, to create a new Workflow Rule
3. Select the Object on which to create a New Workflow (Ex: Position)
 4. Specify the Rule Name and Description

Name: Assign New Task to User To Fill the Open Position

Description: Assign New Task to User To Fill the Open Position

5. Select the Evaluation Criteria (Ex: Created)

Enter the Rule Criteria Conditions (At least One is required) as below

66 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

∙ Position Name: Not Equals to NULL
∙ Position Status: Equals to “New Position”
∙ Close Date: Not Equals to NULL

7. Click on “Save and Next” Button.

8. Go to the “Immediate Actions Section” and Expand the “Workflow Action” Picklist and select the
“New Task” as below
 9. Enter the Details to Assign a New Task as below.
67 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

10. Click on “Save” Button. It will create an Immediate Action as below.

11. Click on “Done” button.

 12. Activate the Workflow by using “Activate” button.

68 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

SALESFORCE WORKFLOW RULE – FIELD UPDATE
Using Field Update Action, we can update a field with the specified value. We can update only one field by using a
Field update action.
To update multiple fields of a record, we need to add multiple field update actions.

USECASE (BUSINESS REQUIREMENT):

Create a Workflow Rule to Update a Field (Update the Billing Street Field with Rating field Value) in
Account Object.

Object Name: Account

Condition: While creating the Account Record or updating an existing Account record

Field to Update: (In Account Object)

Billing Street Field: Should be updated with the currently selected Rating value.

Go to the Setup Go to Build Select the “Create” Click on “Workflow &

Approvals” 1. Click on “Workflow Rule”
2. Click on “New Rule” to create a new Workflow Rule
3. Select the Object on which to create a New Workflow (Account)

4. Specify the Rule Name and Description

Name: Update Billing Street Field with Rating

Description: Update Billing Street Field with Rating Value

5. Select the Evolution Criteria (Created & Every Time it is Edited) Enter the Rule Criteria Conditions (At
least One is required) as below
1. Account Name: Not Equals to NULL
 2. Rating: Not Equals to NULL

69 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

7. Click on “Save and Next” Button.

8. Go to the “Immediate Actions Section” and expand the “Workflow Action” Pick list and select the
“New Field Update” as below

9. Enter the New Field Update Details as below.

1 Field Update Name: Update Billing Street Field
2 Unique Name: Update Billing Street Field
3 Description: This action will copy Rating field Value into Billing Street Field
4 Select the Object Name in which to update the field (Account)

70 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

4.1. Select the Field to Update in the Object (Billing Street)
 10. Enter the New Field Value to be get updated in Billing Street Field.
1. Select the Formula Editor to Enter the Formula to update the Field, and Click on “Save” Button

11. It creates a new Field Update Action for your Workflow.

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12. Click on “Done” button.
13. Activate the Workflow by using “Activate” button.

Testing Workflow Rule:

1. Create a New Account Record, by selecting “Rating” Field value as “Hot”.

 2. Click on “Save” button.

Observation:

Verify the “Billing Street” field value. It should display the value as “Hot”. Change the Rating Field value
and Save it, It should update the same value in “Billing Street” field.

TIME - DEPENDENT ACTION WORKFLOWS (TIME TRIGGERS)

Time-Dependent Workflow is a very nice feature out-of-the-box from Salesforce. You can easily configure it to do
actions such as: Create Task, Send Email Alert, Field Update and Send Outbound Message. The actions will only
trigger when before or after certain date or hour as configured.

Actions for Time-Dependent Workflow is exactly the same with Immediate Workflow, and you can share the same
actions between Time-Dependent Workflow with Immediate Workflow, depend on your business needs, even to
combine Time-Dependent and Immediate workflow in the same workflow rule.

Time-Dependent workflow’s can be applicable for both Standard and Custom objects.

Note: We can’t create the Time-Dependent workflow, when the rule evaluation criteria has been selected as
“Created, Every time it is Edited”.

USECASE (BUSINESS REQUIREMENT):

Create a Workflow Rule on Position object, to send an Email Notification upon Creating a New Position Record. And
Remind the Recruiter for each specified interval as below regarding the Close Date inorder to close the position
ASAP.

i.e. Position Record Created Send Email Notification (Immediate Action).

Before 10 Days of Close Date Send Reminder Email Alert.
Before 5 Days of Close Date Send Reminder Email Alert
Before 3 Days of Close Date Send Reminder Email Alert
Before 1 Days of Close Date Send Reminder Email Alert
Before 0 Days of Close Date Send Reminder Email Alert
After 1 Days Of Close Date Change the Position Status To "Closed".

72 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

Implementation:
Go to the Setup Go to Build Select the “Create” Click on “Workflow &
Approvals” 1. Click on “Workflow Rules” link
2. Click on “New Rule” to create a new Workflow Rule
3. Select the Object on which to create a New Workflow (Position Object)

4. Click on “Next” Button.

5. Enter the Rule Name and Description as below.
6. Select the Rule Evaluation Criteria (Ex: Created)

7. Enter the Rule Criteria, which will verify before firing the actions.

8. Click on “Next” button.

9. Go to “Immediate Workflow Actions” Section.

• Select the Action Type as “Send Email Notification”.

73 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

 • Enter the Action Name and Description.
• Select the Email Template to be used to Send Email Notification.
• Select the Recipient person details (User / Email Field / Account Owner / Creator / Record Owner,
etc)
• Click on “Save” button. (See the below Mock-up)

10. Go to “Time-Dependent Workflow Actions” section and Add the below Actions.

Action 1: Before 10 Days of Close Date --> Send Reminder Alert.

o Click on “Add Time Trigger” button.
o Specify the Schedule Date and Time. ( 10 Days Before Position Close Date)

o Click
on “Save” button. o Goto the Section Block, and Select the Action Type (New
Email) as below.

74 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

 o Enter the Email Action Name and Description.
o Select the Email Template to be used, to send Email Notification.
o Enter the CC Address (Optional) to 5 Email addresses. o Click on “Save” button. (See the
below Mock-up).

Then it will create a Time-Dependent Action as below.

11. Repeat Step 10, To Create the remaining Time-Dependent Actions as below.

1. Before 5 Days of Close Date --> Send Reminder Alert

75 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

2. Before 3 Days of Close Date --> Send Reminder Alert

 3. Before 1 Days of Close Date --> Send Reminder Alert

4. Before 0 Days(Same Day) of Close Date --> Send Reminder Alert

5. After 1 Days Of Close Date --> Change the Position Status To "Closed".

12. Once you are

done with adding all required Actions, Cli ck on “ Done ” button. 13.
Click on “Activate” button, to activate the workflow.
76 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)
Testing Time-Dependent Action Workflows:
1. Create a New Position Record, by oviding the required details (Position Name, Email Id, Position
Status, Close Date, etc).
2. Click on “Save” button.
Observation:
1. It will send an Email Notification to the Position Record Owner (Immediate Action)
2. Verify the Time-Dependent Actions in “Workflow Queue”.
Note: Time-Dependent Action workflows can't be created, when the Evaluation criteria is selected as "Created
and Everytime it is Edited."

Once the Time-Dependent Workflow gets fired, then it will create the scheduled actions and place into
“Salesforce Workflow Queue”. Once the scheduled time is over, then action will get fire automatically.

We can monitor the pending Time-Based action with the below navigation.

Monitoring Time-Based Actions in Queue:

Goto Setup Goto Monitor option in Left Panel

1. Click on “Time-Based” workflow actions.

2. Enter the search criteria in the user interface and click on “Search” button. (We can search the actions
based on Record Name / Record Id / Created By Person / Scheduled Date / User Id / etc.)

3. It will display all the Time -Based actions stored in the workflow queue. (See Mock -up)

Note:

1. From Workflow queue, we can remove the actions manually by selecting the action name and
by using “Delete” button.

77 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)

2. Once we delete the Position Record, then associated Time-based actions will removed from
the Queue automatically.
3. If we re-store the deleted record bask, then actions will not re-stored back.
4. Time-Based workflows currently support Days and Hours as the units.
5. If you create a Tim-based rule now, the rules are not applied to previously created records.
6. If the record is updated and you set the evaluation criteria to be "When a record is
created, and anytime it's edited to subsequently meet criteria" (The record should not have
previously meet the entry criteria) the actions will be queued again.
Workflow Rule Considerations:
1. Each workflow rule applies to a single object.
2. Workflow rules on custom objects are automatically deleted if the custom object is deleted.
3. The order in which individual actions and types of actions are executed is not guaranteed.
However, field update actions are executed first, followed by other actions.

4. Salesforce processes rules in the following order:

 • Validation rules
• Assignment rules
• Auto-response rules
• Workflow rules (with immediate actions)
• Escalation rules
5. You can't create outbound messages for workflow rules on junction objects.
6. You can deactivate a workflow rule at any time. If the rule has pending actions in the workflow queue,
editing the record that triggered the rule removes the pending actions from the queue. If
you don't edit the record, the pending actions are processed even though the rule has been
deactivated.

SALESFORCE WORKFLOW RULE – CROSS OBJECT FIELD UPDATE

By using workflow Field Update Action, o We can update the field in the same object. (Or). We
can Update the field in the Parent object, which is associated with Master-Detail relationship

Note: While updating the Cross Object field, always it allows us to update the field from Child object to
Parent object.

USECASE (BUSINESS REQUIREMENT):

Create a Workflow Rule to Update a Field (Billing City Field) in Account Object, Based on the associated
Opportunity Record’s Stage field Value (Stage Name field value).

Object Name: Opportunity

78 Capital Info Solutions, Shyamala Plaza, Ameerpet, Hyderabad (+91 – 8686864286)