Top Salesforce Admin Interview Questions

16. What is the use of Permission Sets in Salesforce, and how do they differ from Profiles?

Answer: Permission Sets in Salesforce are used to grant additional permissions to users without changing their profiles. While a profile controls the baseline access a user has, permission sets allow you to extend specific permissions to users in a more flexible and granular way.

17. How do you implement field-level security in Salesforce?

Answer: Field-level security in Salesforce can be implemented through:

Profiles: Set the field’s visibility and editability based on user profiles.
Permission Sets: Further restrict or grant field access to specific users beyond what their profile allows. Field-level security ensures that users only have access to the data they need, protecting sensitive information.

18. What is the use of the “Data Loader” in Salesforce?

Answer: The Data Loader is a client application used for bulk import, export, update, delete, or upsert of data in Salesforce. It is especially useful for handling large volumes of data or for operations that the Data Import Wizard cannot perform.

19. What are Assignment Rules in Salesforce?

Answer: Assignment Rules in Salesforce are used to automatically assign records to users or queues based on criteria. These are commonly used for Leads and Cases, ensuring that records are routed to the appropriate team members based on pre-defined rules.

20. How can you automate the creation of records in Salesforce?

Answer: Record creation in Salesforce can be automated using:

Workflow Rules: To create tasks and field updates.
Process Builder: To create new records based on criteria.
Flow: For more complex automation, allowing you to create records in a multi-step process.
Apex Triggers: For highly customized automation scenarios that require coding.

21. What are “Queues” in Salesforce, and how are they used?

Answer: Queues in Salesforce are used to manage workloads by assigning records (such as Leads, Cases, or custom objects) to a group of users. Members of the queue can view and claim records, ensuring that no tasks are overlooked.

22. What is Salesforce Shield, and when would you use it?

Answer: Salesforce Shield is a suite of security tools that includes Event Monitoring, Field Audit Trail, and Platform Encryption. It is used for enhanced data protection and compliance, especially in industries with strict regulatory requirements, such as finance and healthcare.

23. Explain how Roll-Up Summary fields work.

Answer: Roll-Up Summary fields calculate aggregate values (SUM, MIN, MAX, COUNT) from related records. They are used in Master-Detail relationships, where the roll-up field on the master object summarizes data from the detail records.

24. What is the Recycle Bin in Salesforce, and how does it work?

Answer: The Recycle Bin in Salesforce temporarily stores deleted records. Users can restore records from the Recycle Bin if needed, or they will be permanently deleted after 15 days. Both the user’s personal Recycle Bin and the organization’s Recycle Bin (accessible by administrators) are available.

25. How do you set up record-level security using Sharing Rules?

Answer: Sharing Rules are used to extend access to records beyond the OWD settings. They allow you to share records based on record ownership or criteria. Sharing Rules can be used to grant access to groups, roles, or territories, ensuring that specific users or groups have the necessary access to records.

26. What is “Dynamic Dashboards” in Salesforce?

Answer: Dynamic Dashboards allow users to see data tailored to their access level without creating multiple dashboards for different users. Instead of showing a single user’s data or all data in the org, a dynamic dashboard adjusts based on who is viewing it, reflecting their specific permissions and data access.

27. How can you secure data access at the object, field, and record levels in Salesforce?

Answer: Data access in Salesforce can be secured at multiple levels:

Object Level: Controlled by Profiles and Permission Sets.
Field Level: Managed through Field-Level Security in Profiles and Permission Sets.
Record Level: Controlled through OWD, Role Hierarchy, Sharing Rules, and Manual Sharing.

28. What are Time-Dependent Workflow Actions, and how are they used?

Answer: Time-Dependent Workflow Actions are actions scheduled to execute at a specific time based on a date field or elapsed time since a record was created or updated. These actions can include sending emails, updating fields, creating tasks, or triggering other workflow rules.

29. How do you handle validation errors in Salesforce?

Answer: Validation errors occur when a record does not meet the criteria set by Validation Rules. These errors are presented to the user, indicating which field failed the validation and providing a message to correct the issue. You handle them by adjusting the input to meet the validation requirements or modifying the validation rule if necessary.

30. Can you explain the difference between Task and Event in Salesforce?

Answer:

Task: Represents a to-do item that requires action but does not have a scheduled time. Tasks can be assigned to users and tracked until completion.
Event: Represents a scheduled calendar activity, such as a meeting or a call, with a specific date and time.

31. What is a “Public Group” in Salesforce, and how is it used?

Answer: A Public Group in Salesforce is a collection of users, roles, and other groups that can be used to simplify sharing and permission assignment. Public Groups are often used in Sharing Rules, folder access, and approval processes to manage access and functionality for multiple users efficiently.

32. How do you migrate changes from a Sandbox to Production in Salesforce?

Answer: Changes are typically migrated from Sandbox to Production using Change Sets. After creating a Change Set in the Sandbox, you upload it to Production, where it can be reviewed and deployed. For more complex migrations, tools like Salesforce DX, ANT Migration Tool, or third-party apps may be used.

33. How does Salesforce handle data backup and recovery?

Answer: Salesforce offers several options for data backup and recovery:

Data Export Service: Allows scheduled exports of data for backup purposes.
Weekly Data Export: Provides a weekly or monthly export of all data.
AppExchange Solutions: Third-party tools that offer more robust backup and recovery options.
Salesforce Backup & Restore: A native backup and recovery tool (paid service) that offers comprehensive data protection.

34. What is the use of External IDs in Salesforce?

Answer: External IDs are used to identify records in Salesforce with unique identifiers from external systems. They help with data imports, upserts, and integrations, ensuring that Salesforce records can be matched with corresponding records from other systems.

35. How do you create a custom app in Salesforce?

Answer: To create a custom app in Salesforce:

Go to Setup > App Manager.
Click New Lightning App or New Classic App.
Define the app’s name, logo, and description.
Add navigation items (objects, tabs) and set profiles.
Customize the app’s layout, branding, and settings.
Save and deploy the app for users.

36. What is a Junction Object in Salesforce, and when would you use it?

Answer: A Junction Object is a custom object used to create a many-to-many relationship between two objects in Salesforce. It contains two Master-Detail relationships and allows records from two different objects to be related to each other through a common third object. For example, if you have an Object A and an Object B, you can create a junction object Object C to relate records from A and B.

37. Explain the concept of a “Public Group” in Salesforce.

Answer: A Public Group in Salesforce is a collection of users, roles, and other public groups. It is used to simplify the management of sharing rules and folder access permissions. Public Groups allow administrators to grant access to records, folders, or actions to a group of users rather than managing permissions individually.

38. What are Assignment Rules, and how are they configured in Salesforce?

Answer: Assignment Rules are used to automate the process of assigning records to users or queues based on specific criteria. These are commonly used for Leads and Cases. To configure an Assignment Rule:

Go to Setup > Leads or Cases > Assignment Rules.
Create a new rule and define criteria for assignment.
Specify the user or queue to which the record should be assigned when the criteria are met.

39. How would you create a dependent picklist in Salesforce?

Answer: To create a dependent picklist in Salesforce:

Define your controlling field (the field that controls the available values in the dependent field).
Create your dependent picklist field.
Go to Field Dependencies in the object’s settings, and create a new dependency.
Map the controlling field values to the dependent picklist values, specifying which options should appear based on the controlling field’s selection.

40. What are Salesforce Audits, and how do they help?

Answer: Salesforce Audits involve monitoring and reviewing user activities to ensure data integrity and security. They help in tracking changes, identifying unauthorized access, and maintaining compliance. Key audit tools in Salesforce include:

Setup Audit Trail: Tracks changes to the configuration by administrators.
Field History Tracking: Logs changes to specified fields on an object.
Login History: Tracks login attempts and locations.
Event Monitoring: Provides detailed logs of user actions and performance metrics.

41. What is a Permission Set Group in Salesforce?

Answer: A Permission Set Group allows you to group multiple Permission Sets together and assign them as a single unit to users. This feature simplifies user management by allowing you to bundle related permissions and assign them collectively, rather than managing individual Permission Sets.

42. How do you create and manage a Salesforce Dashboard?

Answer: To create and manage a Salesforce Dashboard:

Navigate to the Dashboards tab.
Click New Dashboard and give it a name and description.
Add components (charts, tables, gauges) by selecting reports to visualize data.
Customize each component’s display options (e.g., type of chart, filters).
Save and share the dashboard with users or teams by managing dashboard sharing settings.

43. Explain what a “Time Trigger” is in a Workflow Rule.

Answer: A Time Trigger in a Workflow Rule allows you to specify a time-based action that should occur after a set period of time relative to a date field on a record. For example, you might set a Time Trigger to send a follow-up email 7 days after an Opportunity’s close date.

44. What is Salesforce Shield, and what are its key components?

Answer: Salesforce Shield is a suite of security tools designed to provide enhanced protection and compliance for sensitive data. Its key components are:

Event Monitoring: Tracks user activity and performance data for security and auditing purposes.
Field Audit Trail: Provides extended data retention for field history, up to 10 years.
Platform Encryption: Offers encryption for data at rest, protecting sensitive information within the Salesforce platform.

45. What are “External Objects” in Salesforce, and how are they used?

Answer: External Objects in Salesforce are similar to custom objects but represent data stored outside Salesforce, such as in external databases. They are used to access and interact with external data directly within Salesforce using the Salesforce Connect feature. External Objects allow you to display, query, and relate external data with standard and custom objects without importing the data into Salesforce.

46. How do you perform a data export in Salesforce?

Answer: To perform a data export in Salesforce:

Navigate to Setup and search for Data Export.
Choose whether to perform a Manual Export or schedule a Weekly Export.
Select the data you want to export, including specific objects and file formats (CSV or ZIP).
Start the export, and once completed, you can download the exported data file from the provided link.

47. What is “Territory Management” in Salesforce?

Answer: Territory Management in Salesforce is a feature that helps organizations manage and segment their sales territories based on various criteria such as geography, product lines, or customer types. It allows companies to assign accounts and opportunities to territories, enabling better sales planning and performance tracking.

48. Explain how to use the Salesforce Data Import Wizard.

Answer: The Data Import Wizard is a tool that allows you to easily import data into Salesforce from external sources like CSV files. It’s particularly useful for smaller data volumes and supports the import of Accounts, Contacts, Leads, and custom objects. To use it:

Navigate to the Data Import Wizard via Setup.
Choose the object you want to import data into.
Map the fields from your CSV file to the Salesforce fields.
Review the import settings and start the import process.

49. What is the difference between “Data Loader” and “Data Import Wizard”?

Answer:

Data Import Wizard: A simple, web-based tool for importing up to 50,000 records. It is user-friendly and supports basic mapping of fields but is limited in functionality.
Data Loader: A more advanced tool that can handle up to 5 million records and supports complex data operations like insert, update, delete, and upsert. It also offers more control over field mapping, error handling, and scheduling.

50. How can you schedule a report to run automatically in Salesforce?

Answer: To schedule a report to run automatically:

Go to the Reports tab and open the report you want to schedule.
Click Run Report and then click Schedule Future Runs.
Set the frequency (daily, weekly, monthly) and time for the report to run.
Choose the format (CSV, Excel, etc.) and recipients who will receive the report.
Save the schedule.

51. How do you set up an approval process in Salesforce?

Answer: Setting up an approval process in Salesforce involves:

Navigate to Setup > Approval Processes > Create New Approval Process.
Define the approval process, including criteria for triggering the process and the steps involved.
Configure the actions (like email alerts, record updates) that will take place at each step of the approval.
Set up the approval hierarchy, determining who needs to approve records at each stage.
Activate the approval process for use.

52. What is the “Process Builder” in Salesforce, and how does it differ from Workflow Rules?

Answer: Process Builder is a more advanced automation tool in Salesforce that allows you to automate business processes with more complex logic than Workflow Rules. While Workflow Rules can perform simple actions like sending emails or updating fields, Process Builder can:

Create records.
Call Apex classes.
Post to Chatter.
Invoke other processes. Process Builder also supports multiple criteria and actions in a single process, making it a powerful alternative to Workflow Rules.

53. How do you ensure that only certain users can see specific fields in Salesforce?

Answer: Field visibility for specific users can be controlled using:

Field-Level Security: Set in Profiles and Permission Sets to restrict or grant access to certain fields.
Page Layouts: Customize the layout to show or hide fields for different profiles.
Record Types: Use different record types with specific page layouts to control field visibility.

54. What is a “Custom Report Type” in Salesforce, and when would you use it?

Answer: A Custom Report Type in Salesforce allows you to create reports that include specific combinations of related objects that are not available in standard report types. You would use a Custom Report Type when:

You need to report on a unique set of relationships between objects.
You want to include custom objects in your reports.
You need to customize the fields and relationships included in the report.

55. Explain how the “Global Actions” feature is used in Salesforce.

Answer: Global Actions in Salesforce allow users to perform actions from anywhere within the Salesforce app, such as creating a record, logging a call, or sending an email. These actions are available from the Global Actions menu (the “+” icon) and can be configured to appear on various pages, including the home page, Chatter feed, and Lightning pages.

56. What is “Einstein Analytics” in Salesforce, and how does it benefit users?

Answer: Einstein Analytics (now known as Tableau CRM) is Salesforce’s advanced analytics platform that provides powerful data visualization, predictive analytics, and AI-driven insights. It benefits users by:

Enabling them to create interactive dashboards and reports.
Providing actionable insights through AI predictions.
Allowing them to explore data deeply and uncover trends that may not be visible in standard Salesforce reports.

57. How do you manage and resolve duplicates in Salesforce?

Answer: Duplicates in Salesforce can be managed and resolved using:

Duplicate Rules: Set rules to alert users or block the creation of duplicates based on specific criteria.
Matching Rules: Define how Salesforce identifies duplicates by specifying matching criteria on records.
Data Tools: Use tools like Data Import Wizard or third-party applications to identify and merge duplicates.

58. How do you define and manage “Record Types” in Salesforce?

Answer: Record Types in Salesforce allow you to define different business processes, page layouts, and picklist values for different types of records within the same object. To manage Record Types:

Create a new Record Type from the object’s settings.
Assign specific page layouts and picklist values to the Record Type.
Set default Record Types for users based on their profiles.

59. What is “Field History Tracking,” and how is it used?

Answer: Field History Tracking in Salesforce allows you to track changes made to specific fields on an object. It logs the old and new values when a field is changed, along with the date/time of the change and the user who made it. This feature is used for auditing purposes, monitoring critical changes, and ensuring data accuracy.

60. What are Salesforce “Lightning Components,” and how do they enhance the user experience?

Answer: Salesforce Lightning Components are modular, reusable building blocks that developers use to create custom pages and features in the Salesforce Lightning Experience. They enhance the user experience by providing:

Rich, interactive interfaces.
Faster performance through client-side processing.
Flexibility in customizing Salesforce pages to fit specific business needs.

Conclusion

These additional questions delve into more specific and advanced aspects of Salesforce Administration. By thoroughly understanding these topics, you can be better prepared to tackle a wide range of questions in your Salesforce Admin interview, showcasing your comprehensive knowledge and readiness for the role.

1. What are the different types of relationships in Salesforce?

2. Explain the difference between a Role and a Profile.

3. How can you restrict access to records in Salesforce?

4. What is a Permission Set and how is it different from a Profile?

5. How do you ensure data integrity in Salesforce?

6. What are Record Types in Salesforce and how do they work?

7. Explain the use of Workflow Rules in Salesforce.

8. What is a Validation Rule, and how would you use it?

9. How can you track changes to Salesforce records?

10. What are Salesforce Dashboards and how are they different from Reports?

11. Can you explain the concept of a Sandbox in Salesforce?

12. What is a Page Layout and how do you control which users see which layouts?

13. How would you handle duplicate records in Salesforce?

14. What is the difference between Salesforce Classic and Lightning Experience?

15. How would you use Salesforce Flow in your organization?