Salesforce Setup
1.1 Organiza on Setup
Defini on: Configura on of company-level informa on and preferences.
Key items:
Company Informa on: Name, Address, Default Locale, Default Currency, Time Zone.
Fiscal Year: Standard (Jan–Dec) or Custom (e.g., Apr–Mar).
Business Hours & Holidays: Used in case management and SLAs.
Default Language & Locale: Controls formats of date, me, and numbers.
Example: A college using Salesforce for admissions sets Business Hours as Mon–Sat, 9
AM–6 PM.
1.2 User Setup
Purpose: To give people access to the org.
User Record Fields: Username (must be unique email format), Alias, Profile, Role,
Time Zone.
Profiles: Define what a user can do (object permissions, field permissions, page
layouts).
Permission Sets: Extra permissions that can be layered on top of a profile.
Role Hierarchy: Controls visibility of records (“records roll up to managers”).
Example:
Admin profile: full access
Counsellor profile: read/write on Student records only.
Screenshot placeholder: [Setup → Users → New User]
1.3 Security & Access
Org-Wide Defaults (OWD): Baseline level of access for each object (Private / Public
Read Only / Public Read-Write).
Sharing Rules: Open access beyond OWD (criteria-based or owner-based).
Login IP Ranges & Hours: Restrict when and where users log in.
Profiles vs Roles: Profiles = permissions; Roles = data visibility.
ASCII Diagram of record access:
[Org-Wide Defaults]
Sharing Rules
Role Hierarchy
Manual Sharing
Sales Cloud
2.1 Overview
Sales Cloud is Salesforce’s core CRM app for managing the sales process.
Standard objects:
Lead → Account → Contact → Opportunity
Products, Price Books, Quotes, Campaigns.
2.2 Sales Lifecycle
1. Lead Capturing (web form, social media, phone call)
2. Lead Qualifica on (convert or discard)
3. Account Crea on (company info)
4. Contact Crea on (decision-maker details)
5. Opportunity (poten al deal, stages: Prospec ng → Nego a on → Closed Won/Lost)
Example:
Laptop Store receives a lead through Facebook Ads → qualifies → converts → creates an
Opportunity with products.
Salesforce Customiza on
3.1 Custom Objects & Fields
Custom Object = table created by admin (suffix __c).
Fields: Text, Picklist, Checkbox, Formula, Lookup, Master-Detail, etc.
3.2 Page Layouts
Control which fields, bu ons, and related lists appear on a record page.
3.3 Tabs
Shortcut to access objects from the naviga on bar.
3.4 Record Types
Allow different business processes, page layouts, and picklist values for the same
object.
Example:
Create Student__c object with fields: Name, Course, Admission Date.
Data Migra on Tools
4.1 What is Data Migra on?
Moving or upda ng large data sets inside/outside Salesforce.
4.2 Data Import Wizard
Purpose: Import up to ~50,000 records.
Supported Objects: Accounts, Contacts, Leads, Solu ons, Campaign Members,
Custom Objects.
Steps:
1. Setup → Data Import Wizard
2. Choose object
3. Upload CSV
4. Map fields
5. Start import → monitor progress.
Example: Import 10k student registra ons into Student__c.
4.3 Data Loader
Purpose: Large volumes (>50k), also supports Export, Update, Upsert, Delete, Hard
Delete.
Interface: Desktop app or command-line (good for automa on).
Steps:
1. Install Data Loader.
2. Log in → choose opera on (Insert/Update/Export/Delete).
3. Browse CSV → map fields → run.
Best prac ces:
Validate data before upload.
Test with a small file first.
Backup data before massive updates/deletes.
Reports & Dashboards
5.1 Reports
Tabular: Simple list (e.g., all students admi ed this month).
Summary: Group by a field (e.g., Students by Course).
Matrix: Group by rows & columns (e.g., Fees by Course & Month).
Joined: Combine mul ple report blocks.
5.2 Dashboards
Visualize reports as:
o Chart
o Gauge
o Metric
o Table
Allow management to view KPIs in one place.
Example: “Admissions by Department” dashboard built on a summary report.
Salesforce Automa on – Lightning Flow
6.1 What is Flow?
A point-and-click tool to automate business processes.
6.2 Flow Types
Flow Type Use Case
Screen Flow Guide users through forms (e.g., Student Onboarding Wizard).
Record- Auto-run when a record is created/updated/deleted (e.g., send welcome
Triggered email).
Scheduled Run at a set me (e.g., daily cleanup).
Autolaunched Invoked from Apex or another flow.
6.3 Flow Elements
Start – defines trigger
Get Records – fetch data
Decision – IF/ELSE
Assignment – set values
Loop – iterate through a list
Create/Update/Delete Records – database opera ons
Screen – collect user input
Ac on – call Apex, send email, post to Cha er.
6.4 Example: Auto-create Task for New Student
Trigger: Record-Triggered Flow on Student__c (a er insert).
Get counsellor user.
Create Task with due date = Today + 1.
Outcome: Counsellor gets a task as soon as the student is saved.
ASCII Flow Diagram:
[Student__c Created]
[Get Counsellor]
[Create Task]
↓
[Done]
