9 Example Admin Interview Questions

I mentioned in my last post (How to Interview A Salesforce Admin) the approach I like to take for interviewing Salesforce Administrators. That approach really helps to find out both whether the admin knows about the different tools available, how to use them, and the flexibility of their solutioning.

This post describes a handful of questions that fit in with that simple question design, and then I’ve gone through as well and given my explanation for the kinds of responses I look for in the interview process.

1. The business would like to stop users from selecting an Opportunity Closed Date which is in the future.

  1. How would you accomplish this?
    • The answer you should expect here is the use of a Validation Rule. That’s the In-the-box answer, and would be the most reasonable solution to this request.
  2. Are there any other ways to accomplish this?
    • Technically this can also be done via Apex, or in some cases, businesses will have a status field which explains any data integrity issues.
    • Don’t put a lot of weight on this one, as there’s really only the one common solution for this problem. If you get one of these answers instead of Validation Rules, this might be of concern, as this isn’t a typical Administrator answer, nor is it the accepted way to do this check. Apex validation is typically used for much more complex validation that this problem requires.
  3. Are there any other changes that might need to be made along with this change?
    • Odds are if a sales team was allowed to put their Closed Date in the future, at some point one or more of them did. It might have even been a requirement for them to provide a date in the future so the C-suite could understand which Opportunities might be closing, and when.
    • The problem this creates is that now a number of Opportunities may fail that validation rule and have to be updated after it is implemented. A couple of solutions to that may look like:
      1. Use ISCHANGED and ISNEW to ensure that the validation rule only fires when an Opportunity is first created and when the Close Date field is subsequently updated. This prevents an invalid Close Date from blocking a user who may not know what Close Date to use.
      2. Use Data Loader to mark Closed Dates which are in the future as blank. Make sure to check with stakeholders as this will impact reporting.
  4. How would this change impact the user experience?
    • This kind of fits in with part 3, as blindly implementing the validation rule without ISNEW or ISCHANGED checks or not going back to update invalid data can create a situation where an Opportunity cannot be updated until the validation error is resolved. The user encountering the error may also not be close enough to the sales process to know to change the Close Date field, or may not have access to do so.
    • Planning around this to ensure a lack of interruption is important for a good user experience.

2. I want to notify myself via email notification when an Opportunity [Amount] is changed to be greater than $250,000. What should I do?

  1. How would you accomplish this?
    • The easiest way to accomplish this is through a flow, setting it to send an email when an Opportunity’s Amount field becomes greater than 100k.
  2. Are there any other ways to accomplish this?
    • This can also be done through a workflow rule or a process builder, but the recommended method and the way Salesforce would recommend doing-so is through a flow.
    • A question could also be asked about whether this request might be better-suited for something like an approval process, where when an Opportunity amount exceeds $250k, the Opportunity is escalated to management for review. It would depend on the business’s actual goals, but notifying an individual of a change like this implies that the Opportunity is worthy of additional review.
  3. How would this change impact the user experience?
    • One thing to note here is that if the only criteria is whether an Opportunity’s Amount goes above $250k, then there’s a possibility that the recipient may receive multiple notifications for the same Opportunity, especially if synchronized quotes tend to change frequently. Additional criteria like only notifying when the amount goes from less than $250k to greater than $250k, or only notifying once the Opportunity is in a stage where less fluctuation occurs may be warranted to ensure the notification isn’t as noisy.

3. When an Opportunity is closed won, I want to submit this record for manager review, what should I do?

  1. How would you accomplish this?
    • Given that we asked for a way to submit the record “for manager review”, the answer we should be expecting is an Approval Process.
  2. Are there any other ways to accomplish this?
    • There are a couple of other ways to accomplish this, but they aren’t exactly the recommended solutions. On the business side, you could simply review any newly closed Opportunities during a regularly scheduled meeting. You could also utilize a combination of record types and flows to restrict access to an approval stage post-Opportunity-closure. It’s not ideal, but it is an option. You should expect the first answer however.
  3. Are there any other changes that might need to be made along with this change?
    • As part of the approval process, you’ll need to outline notification behaviors and/or whether the record should be locked. Outlining criterial requiring approval is also an important step. The business may want all Opportunities treated equally. They may also want to ignore Opportunities with an Amount below a certain threshold.
  4. How would this change impact the user experience?
    • Users should be notified of the new approval process, especially if your approval process implements record-locking so they understand why Opportunities may be locked. Additionally, there may be Opportunities which should have been reviewed, but which have passed over the approval process trigger. These may need to be reviewed outside that process, or if they fit within the approval criteria, may cause a large number of records to be impacted on go-live.

4. I would like a flow that is launched from Account on change, which checks if the NumberOfEmployees field is greater than 500, and if so, changes the Description field on the Account to “Big Company”

  1. How would you accomplish this?
    • The expected answer would be a Flow for this question
  2. Are there any other ways to accomplish this?
    • There are a couple of ways to accomplish this, including Process Builder and Apex Triggers
  3. Are there any other changes that might need to be made along with this change?
    • The request here is kind of unusual in-and-of itself, and so while this change is itself pretty simple, the user impact is significant and the approach should probably be revised. If you’re really going to do this, at least do yourself a favor and take a manual backup.
  4. How would this change impact the user experience?
    • This change would cause any accounts with >500 employees to have their Description be overwritten. That is… Probably not a great idea. To fit the requirements, you could try prefixing the Description with “Big Company” to avoid overwriting your teams’ hard work, but it would probably be better to do this work on a separate field, since the goals and the proposed solution doesn’t seem quite so well-aligned. Additionally, if this is just something needed for reporting, then Bucket Columns or Row-level formulas will do the job just fine.

5. A user wants to add a new field [Support Tier] to Account object, and should have a dropdown list of “Bronze”, “Silver”, and “Gold”.

  1. How would you accomplish this?
    • This is a pretty simple example for a picklist, on its face.
  2. Are there any other ways to accomplish this?
    • What’s being described here sounds much more like an Entitlement, which along with Milestones can help ensure that tickets are resolved within a desired timeline or escalated to ensure that a customer’s service-level is met.
  3. Are there any other changes that might need to be made along with this change?
    • As a picklist, it should probably also be pulled onto cases to help ensure that agents know how to prioritize cases. If done as an Entitlement, then the business needs to decide what kinds of Service Levels should be offered and what kinds of lead times should be offered to customers, keeping in mind agent throughput
  4. How would this change impact the user experience?
    • The picklist solution doesn’t change much about the user experience, except that Accounts will need to be populated with the new picklist. For entitlements, the users will need to be made aware of what the milestone graphics mean on cases (if you use them), as well as how cases should be escalated on higher support tiers. How cases should be prioritized and how to ensure that cases are resolved within the promised timelines are pieces agents should know how to complete as well.

6. I only want the Opportunity field [Primary Campaign Source] visible to “Marketing User” Profile. What should I do?

  1. How would you accomplish this?
    • The standard answer for this is to update the Field Level Security for this field to only give read access to the Marketing User profile.
  2. Are there any other ways to accomplish this?
    • Salesforce recommends simply copying the standard profiles, so before making changes, it’s recommended to duplicate the profile first and update access there and re-assign users to your new profile.
    • Another option is to grant access via Permission Set, but this is only really advantageous if users who should have access to this field may or may not be using the Marketing User profile
  3. Are there any other changes that might need to be made along with this change?
    • No other changes are necessary unless you’re cloning the Marketing User profile for the first time. Then you would need to clone the profile and re-assign users who are currently using the Marketing User profile.
  4. How would this change impact the user experience?
    • The field here would disappear for most users, and with it, a link to a related Campaign from the Opportunity. This could confuse non-marketing users who are accustomed to reviewing campaigns related to the Opportunity.

7. We only want to show a list of related Opportunity on an Account page to users whose profile is “Standard User”

  1. How would you accomplish this?
    • At its simplest, you can add the related list to the page layout, and then add the Opportunity related list to the lightning page layout, and then add conditional visibility to hide the component when the users’ profile isn’t Standard User
  2. Are there any other ways to accomplish this?
    • You could accomplish the opposite way as well by including the related list on the page layout for everyone, and just not including it for the lightning page layout for apps not used by the Standard User profile
    • You can also accomplish this by having separate page layouts by profile, so the layout for the Standard User profile would simply add the Opportunity related list to the page layout and the lightning page layout (or flexipage)
  3. Are there any other changes that might need to be made along with this change?
    • The first answer is pretty straight-forward. The latter 2 answers will require some planning, as additional page layouts and assignments would be required, as well as a understanding of who has access to the different lightning apps that are in use by your org.
  4. How would this change impact the user experience?
    • Not much changes about the user experience when it comes to the user experience (apart from the addition of this new field). It is worth noting though that it does take up real-estate on the page layout and that in a collaborative environment, a question may occasionally come up about why one user has this component, but another user does not.

8. I want to prompt a user to enter Opportunity [Closed Lost Reason] before marking the [Stage] as “Closed Lost”.

  1. How would you accomplish this?
    • The most typical way to accomplish this is to use a validation rule to check if the Opportunity is marked as Closed Lost, and display an error if the Closed Lost Reason is blank.
  2. Are there any other ways to accomplish this?
    • In the event that your Closed Lost Reason field is a picklist, you can actually use field dependencies and the Required flag to enforce this. Salesforce ignores the Required flag on a picklist field if there are no options available for the user to select. And since we would only provide Closed Lost Reason values when the Opportunity Stage is Closed Lost, that field would only become required once the user tried to move the stage to Closed Lost
    • Another option is to use separate page layouts and record types, but that’s an edge-case, and is not an optimal solution
  3. Are there any other changes that might need to be made along with this change?
    • Inevitably after making this sort of change, you will find out that you have some Closed Lost opportunities which have no Closed Lost Reason. Those will need to be corrected in order to stop this change from preventing additional changes to Opportunities which don’t currently comply with the new validation rule.
  4. How would this change impact the user experience?
    • The first example will simply alert users if they try to save an opportunity as Closed Lost without also providing a Closed Lost reason.
    • The second example will provide a visual cue to the user that Closed Lost Reason is now selectable once they move the stage to Closed Lost.
    • If you fail to update old Opportunity records, this change may block other teams from updating data on the Opportunity once it’s in Closed Lost, as they may not know which reason to enter, or that this new requirement is in-place. Sometimes it’s helpful to allow other users to update closed opportunities as you fill in your post-mortem on the lost deal.

9. 6 months after Opportunity Last Modified Date, I want to auto mark Opportunity [Stage] as “Closed Lost”.

  1. How would you accomplish this?
      • Using a process builder, you can set a trigger that when the Last Modified Date is updated on an Open Opportunity, after a 6 month delay, mark the Opportunity as Closed Lost. Conveniently enough, if Process Builder sees another one of these events is queued up, it will replace it with the new scheduled action.
    1. Are there any other ways to accomplish this?
      • This could also be done via a scheduled apex job, or via a schedule-triggered flow, both set to retrieve all Open Opportunities where the Last Modified Date is > 180 (ish) days ago, and mark them as Closed Lost
    2. Are there any other changes that might need to be made along with this change?
      • Users should obviously be made aware of this change, but in addition you may want to record somewhere like a Closed Lost Reason, that the Opportunity was Aged Out so it’s clear why it was closed. Obviously you want to also inform the Sales Managers.
      • In addition, as mentioned above, if you’re making a decision on behalf of users, you should inform them of why. This could be done via a notification to the Owner of the Opportunity that it was aged out.
      • It may also be worthwhile to add a flag to the Opportunity that Sales Managers can use to exclude this particular Opportunity record from automation if the Sales Manager is expecting a particularly long Sales Cycle.
    3. How would this change impact the user experience?
      • In addition to cleaning up the Opportunities automatically, you could accidentally pull the rug out of some users, as things like emails, chatter, and related tasks and events may not update the Last Modification date on an Opportunity. For a particularly long sales lifecycle, this is of significant importance as you don’t want to block users.

How to Interview A Salesforce Admin

Interviewing in general can be pretty awkward, and when someone isn’t trained or practiced interviewing, it can leave a lot of questions. How do I test this person’s skills? How do I test their decision-making abilities? Will they be able to work with our design philosophy? Do they know what they’re doing?

The approach that I like to take is very simple, and straightforward questions. Things like “How do you make a field required, but only once an Opportunity reaches the Contracting stage?”

When I ask a question like this, I’m looking for 4 things:

  1. Can the interviewee answer the question?
  2. Can the interviewee describe other solutions? And can they describe the benefits and caveats to the solutions they have proposed.
  3. Can the interviewee describe the impact of those changes to the data in Salesforce?
  4. How do those changes impact a user’s workflow?

Can the interviewee answer the question?

The first criteria is pretty typical. It’s a simple question, so an admin with a rudimentary understanding of the system should be able to answer it. Using the example question, we can say with confidence that you would use a validation rule to require the field be entered when the Opportunity stage reaches contracting.

This takes us to part two…

Can the interviewee describe other solutions?

Can the interviewee describe other solutions and the benefits or caveats to these solutions? There’s almost always a few different ways to solve problems in Salesforce, and an interviewee’s ability to describe these different options goes a long way toward understanding whether they know the “by-the-book” answer, or whether they understand the platform well enough to work around business rules or an environment’s own obscurities.

By extension of this, we want the interviewee to be able to understand the pros and cons of the proposed solutions. A validation rule handles this job perfectly, but has its own usability quirks. In my other post, I likened Validation Rules to a hammer, and that they’re often the first mechanism people run to for controlling input in lieu of other solutions. There are other options available, including:

  • Using record types and page layouts to require input at different stages
  • If the field is a pick list, we can use field dependencies and the required field checkbox to require selection after the contracting stage
  • Apex can also be used for restricting/requiring input
  • Utilizing proper field types that match the expected input and then using formula fields when we need to convert those values

Each of these has its own caveats:

  • Record types is messy on the admin side and requires automation to convert between types
  • Field dependencies really only works on picklist types
  • Apex is much more complex and suffers from the same after-submission error messages that validation rules do
  • And proper field typing requires you to be aware of the requirements before the field is created, or else a data migration is required. It also requires extra fields for the formulas if needed.

They also have their own benefits:

  • With varying record types and page layouts you can change how information is presented and hide anything which is no longer relevant
  • Field dependencies communicate expectations to the user up-front, rather than waiting for them to submit and requiring them to correct the mistake
  • Apex can be infinitely more complex than the other solutions
  • Proper field typing also communicates expectations to users up-front

It’s less important to know all of the solutions than to be able to recognize that other solutions exist, and be able to justify why you chose the solution you did.

Can the interviewee describe the impact of those changes to the data in Salesforce?

When a new field or automation is added to Salesforce, a pivotal question is whether the change will be a running change or if it also needs to be implemented retroactively. Understanding that a new validation rule which requires that a Closed Date cannot be set 1 week in the future has down-stream consequences is important.

Perhaps this business rule is new. Maybe there are a number of Opportunities out there which would not pass this validation rule. What happens then? What happens when a marketing resource changes an unrelated field on the Opportunity? Do we add an IsChanged expression to our formula so they don’t have to make the correction for the Sales Manager? Do we do a data load to clear out any Close Dates which are too far in the future? Or do we notify Sales in advance to update their close dates? And what happens if it’s not a close date, but another field instead where closed Opportunities might not pass the criteria going forward? If we have to data load or batch process them in the future, we may get blocked by this failing validation rule.

It’s once again far less important that the interviewee can come up with all these examples off-the-cuff, but important that they can talk through these and understands that every change and decision has consequences going forward.

How do those changes impact a user’s workflow?

The last piece is secretly one of the most important. In order to maintain a good relationship with the business and continue to grow your team, you have to be able to provide a tool that teams can use. Admins aren’t creating something they use day-to-day. They’re building something that the business users have to use day-to-day. That means considering how non-technical users will interact with the system, and ensuring that their experience is as easy as possible. Ensuring that the interviewee understands how their changes impact the user experience and how to mitigate and speed bumps that the change may create is critical to ensuring continued buy-in from the business and a happy, working relationship with the business going forward!

Example Interview Questions

I’ve gone ahead and written out some example questions, including the types of responses I look for in my other post, found here:
9 Example Admin Interview Questions

The Basics of Using PARENTGROUPVAL

This post covers the basics of using the PARENTGROUPVAL summary formulas in reports, and how the requirements change in matrix reports.

In my current admin role, it’s not in my job description to do reporting, but somehow I always find myself embroiled in emergency requests to draft reports for executives at my company. Maybe it’s just me, but I’ve always found the PREVGROUPVAL and PARENTGROUPVAL functions in Salesforce to be far more confusing than almost anything else. I think this comes from the weirdly sparse documentation around these two functions as the fact that their behavior is so wildly different from anything else we’re used to.

When we look at Salesforce’s documentation for these functions, it’s… rough… They give you a high-level explanation of how the functions work, but don’t give you much in the way of how to use them beyond a simple example:

https://help.salesforce.com/articleView?id=sf.reports_summary_functions_about.htm

In addition to this, they allude that there is a 3rd grouping level that has to be applied on matrix reports, but then don’t tell you much about what’s actually supposed to go there. So let’s try to answer that question and break down some examples. For this to make sense, we need to try to understand how summary formulas work, since that’s how we get our column groupings. Let’s do that first!

Basic Summary Formula (Count Records in a Group)

First, let’s start with a very basic Opportunity Report, with a configuration like this:

Report Builder Sidebar (Outline tab) from a Salesforce Opportunity report, with 'Account Name' field in the Group Rows section and 'Opportunity Owner', 'Opportunity Name', 'Stage', 'Amount', and 'Fiscal Period' in the Columns section
Group Rows: Account Name
Columns: Opportunity Owner, Opportunity Name, Stage, Amount, Fiscal Period

Then we’ll create a Summary Formula.

Click the Caret next to Columns, then click Add Summary Formula

Selecting the 'Add Summary Formula' option from the caret menu in the Columns section of the Report Builder sidebar on the Outline tab

Next, let’s name our column Row Count, set the output type to Number, and Decimal Points to 0.

For the Formula, just put RowCount, then Click Apply.

Column Name: 'Opportunity Count'
Formula Output Type: 'Number'
Decimal Points: '0'
Formula (General tab): 'RowCount'

That will give you a page that looks something like this:

Report preview showing the total number of rows at each grouping level (Account Name), as well as at the grand total level

You’ll now have your new Opportunity Count column, and on the Subtotal Rows for Account Name (our group column), you’ll have the number of records within each grouping, as well as the total number of records in the report in the Total Row (or Grand Total)

This takes us to an important facet of summary formulas. You can choose which groups they apply to, as well as whether it should be calculated for the Grand Total. This becomes important once we try to do something like calculate the percentage of Opportunities held by each Account. In fact… let’s do that!

Basic PARENTGROUPVAL Summary Formula (% Records in Group vs Total, Summary Report)

We’ll add a new summary formula that looks like this:

Column Name: '% Records'
Formula Output Type: 'Percent'
Decimal Points: '0'
Formula (General tab): 'RowCount / PARENTGROUPVAL(RowCount, GRAND_SUMMARY)'

We’re setting the Column Name to % Records, a Formula Output Type of Percent, and 0 Decimal Points.

For the Formula, we’re going to use:

RowCount / PARENTGROUPVAL(RowCount, GRAND_SUMMARY)

This is taking the total count of the rows in each group, and dividing it by the row count at the Grand Total level.

When you try to hit save, you’ll probably see this warning now:

You must select a grouping context to use any report summary function.

To fix this, go into the Display tab, set the formula to apply to Specific Groups, and then in this case, Row Group should automatically be set to Account Name

On the Display tab
Where should this formula be applied?: 'Specific Groups'
Row Group: 'Account Name'

Now we can click apply.

Report preview showing the percent of all opportunities that each group (Account Name) represents

Looking back, that requirement kind of makes sense. If we tried to do this calculation at the Grand total level, we’d get 100%, so it wouldn’t tell us much. Let’s make this more difficult though and turn this into a matrix report to really show off how these summary formulas work, as well as PARENTGROUPVAL.

Basic PARENTGROUPVAL Summary Formula (% Records in Group vs Total, Double-Summary Rows Report)

So what happens when we use two different grouping levels? Now we have to chose which groupings our column will apply to. To test this out, let’s move Fiscal Period into the Group Rows under Account Name.

Move the 'Fiscal Period' field into the Group Rows section of the Report Builder Sidebar, under 'Account Name'

That gives us a report that looks something like this:

Report preview showing records now grouped first by 'Account Name', then by 'Fiscal Quarter'

Notice that the summary formulas still apply! Let’s re-open % Records and go back to the Display tab.

We now have two options for our Row Group— one for each of our group rows.

On the Display tab, we can configure which grouping we want to apply the formula to ('Account Name' or 'Fiscal Period')

Let’s take a look at both to compare them:

You can see above how our percentage calculation changes depending on which group we select. You’ll also notice that Opportunity Count doesn’t seem to care which is selected because we previously selected All Summary Levels for that summary field.

Now that we can see how those summary levels work, let’s go bigger and apply this to a matrix report.

Basic PARENTGROUPVAL Summary Formula (% Records in Group vs Total, Matrix Report)

If you’re still following along from above, let’s turn this into a matrix report by moving Fiscal Period down into the Group Columns.

Move 'Fiscal Period' field down from Group Rows into Group Columns

When you try to make this change, you’ll get an error like this:

Salesforce Error Message, saying:
Incorrect number of parameters for function 'PARENTGROUPVAL()'. Expected 3, received 2
Incorrect number of parameters for function ‘PARENTGROUPVAL()’. Expected 3, received 2

This is because your PARENTGROUPVAL function now requires you to also choose which column grouping it should use. This is unfortunately not well documented. The documentation linked above shows that it’s needed, but doesn’t tell you what goes there. Let’s fix that:

Back in the summary formula editor, we must add a 'Column Grand Summary':
RowCount / PARENTGROUPVAL(RowCount, ROW_GRAND_SUMMARY, COLUMN_GRAND_SUMMARY)

First, we need to update the PARENTGROUPVAL formula to use ROW_GRAND_SUMMARY and COLUMN_GRAND_SUMMARY (These are not in the Salesforce documentation at time of writing, but it is included in a help article from Salesforce):

RowCount / PARENTGROUPVAL(RowCount, ROW_GRAND_SUMMARY, COLUMN_GRAND_SUMMARY)

Next, we need to go into the Display tab and set our Row Group and Column Group. We’ll set Row Group to Account Name and Column Group to Fiscal Period

On the Display tab, we can now apply 'Account Name' as the Row Group and 'Fiscal Period' as the Column Group

Now let’s hit Apply.

Report preview now showing that '% Records' now sums across all grouping combinations to 100%, and splitting the Row Group (Account Name) by each Column Group (Fiscal Period), and displaying the '% Records' for each subgrouping
Row Group: Account Name, Column Group: Fiscal Period (% Records Per Account Per Quarter)

This gave us a breakdown of the percentage of opportunities within each account, per each quarter.

Let’s look at the other options:

As you can see, the double-Grand Total option isn’t particularly useful, but the other options, which summarize by Account, by Fiscal Quarter, and by both can provide a valuable breakdown of our Opportunity data.

Those are the basics on how summary formulas and PARENTGROUPVAL work. In another post, we’ll break open some more of the possibilities with the function, complete with more examples and use-cases!

All The Things You Should Do Before Adding A Validation Rule

Why Validation Rules Are a Bad User Experience

Validation Rules are the hammer of your mission to maintain data integrity in Salesforce- You can do a lot with them, but they’re not often the best tool for the job, and they’re certainly not the most user-friendly.

The ability to write code to determine if a value is acceptable is extremely powerful, but because the rule can only be executed on-save in Salesforce, it creates this awkward interaction between users and the system:

  1. User enters data which isn’t valid
  2. User tries to save the record
  3. Validation Rule runs and displays an error
  4. User finds the invalid field and corrects it
  5. User saves the record again

That’s not bad, except the user could have multiple errors they need to correct; errors could be displayed at the top of the page instead of on the field, meaning the user has to find the field that is incorrect, and there could be multiple levels of validation rules that get hit as the user updates data and corrects the record, causing them to continue to have to re-save the record repeatedly.

Use Proper Data Types

This one is pretty obvious, but I’ve seen before where people will ask for the ability to have a currency field, but they also want it to be able to display N/A in the field when it’s not relevant or before a user has entered a value… If this is an absolute necessity, consider whether it makes sense to keep a flag on the object to indicate if the value had been changed by a user so you can keep the data clean.

You should also consider when a picklist is a better solution than a text field. Lots of times we need reasons for why decisions were made, like why an Opportunity was closed, why a Lead was closed, why a Case closed, etc. While these reasons can be complicated, being able to categorize them into more general categories, like “Customer Lost Interest”, “Customer purchased product”, “Insufficient Funding”, etc. allow you to not only produce better reports, but they also allow you to use other features like Field Dependencies to prevent awkward situations like a “Closed Won” Opportunity with a loss reason.

Using the right Decimal configuration on currency and number fields also helps prevent situations like nonsensical values, by putting an upper bound on the numbers that can be entered. You certainly wouldn’t want a user moving too quick and marking a 2020 Honda Accord as being a $2000000.00 vehicle because they missed a decimal point!

Validation Rule on Text Field to Accept Blanks and $ values

All of these problems could be resolved via a validation rule, but if you address them by using the right field configuration, it teaches the user how to populate them before they commit to an answer. This means fewer clicks and a more intuitive system.

Currency Field Type w/ Automatic Format Correction

Field Level Security/Page Layouts

Another common use-case for Validation rules is to ensure that only certain users are able to update values in certain fields. This is typically done in-lieu of maintaining multiple page layouts. While the cause for reducing future work is noble, it creates the impression for the user that they have access to update fields they may not have access to change. This can make user access issues difficult to figure out if your validation rule messages are incomplete.

For new users, this also becomes a big problem, as a user may need to update a number of field, and overwrite a value that was set by an authorized user, only to find out that they don’t actually have access. The problem can then become bigger if that field affects other fields that they have to change, as they may need to revert those as well!

Validation Rules to Control Security Interrupt User Flow

This issue tends to compound itself, because if you have a number of these rules, then you can either have a validation rule for each field, which means a LOT of rules to maintain, or you can have one big rule and be forced to place your validation error messages on the top of the page, or on a field which is only relevant to one field validation.

Another possibility is that you need different levels of access to a record depending on the user. Setting different page layouts for these different user roles allows you to go ahead and secure those fields that shouldn’t be modified for users who shouldn’t be able to modify them.

Field Dependencies

Field Dependencies are an easy way to ensure data integrity for picklist values, as they can prevent users from entering values that don’t make sense for a given object state. To use the Closed Reason example from before, you can prevent a user from entering a Closed Reason value of “Customer Lost Interest” when the Opportunity is Closed Won. You can also use this for things like Substages or Statuses to give more granularity to your Sales Lifecycle without making it impossible to read on the Opportunity page.

Another cool thing you can do, is a neat interaction between field dependencies and required fields. When a Picklist is marked as Required, a value has to be selected, right? What if there are no values available for this field?

What happens is that since no values are available, Salesforce makes the field no longer required… until there’s a value available to be entered. You can use this on something like an Opportunity Closed Reason to make it so the Closed Reason is required once an Opportunity is marked as Closed, only present the values that are relevant for Closed Lost/Closed Won, AND not have to make an explicit exception for any particular stage.

To show this off, here’s how we can require a Completed “Delivery/Installation Status” in order to close an Opportunity:

Validation Rule – Require Completed Delivery/Installation Status before Opportunity Close

The gif above shows what this behavior looks like when we use a validation rule. The user could save a little time by updating the stage in the record edit screen, but the validation rule still takes the user out of their groove.

Field Dependency – Require Completed Delivery/Installation Status before Opportunity Close

Here, we show that the Delivery Status field just becomes an additional field to enter if it’s not populated. If the user has already entered that value, they only need to confirm the value.

Record Types

This one kind of fits in with page layouts. For some reason there seems to be some opposition to creating record types. Not only does this give you a nice field to use for your field dependencies, but it also gives you a nice breakdown for things like page layouts.

Having multiple record types and likewise, page layouts helps you hide irrelevant fields from users for a given record type, resulting in less bad data, but it also allows you to conditionally automate data in places where it makes sense, and lock fields that users shouldn’t need to modify directly

Automation

Automation is an special because it helps prevent errors, not by validating data, but by using business rules to prevent users from having to enter the data at all. Strong business rules and automation allow you to take the users’ hands off the keyboards and utilize strict data types like numbers, picklists, and checkboxes to drive other field values, which may be subject to unnecessary user interpretation.

Using Validation Rules to Enforce Record Flags

It’s kind of unnecessary to leave this change up to a user, when we could just automate it.

Using Automation to… Well… Automate Data Entry

Help Text

The last tool at your disposal is the Help Text. Help Text serves as your inline documentation. It helps a new user understand what they’re supposed to do with a field before they’ve entered their data. It also allows you to put helpful hits right in front of the user, so they don’t need to review documentation in an external system in order to understand how to commit the record.

Making Users Track Down Their Own Answers

Help Text doesn’t really stop the user from making mistakes, but it gives the user more information to help prevent issues, and to teach them what is expected.

Teaching Users Inline w/ Help Text

The Basics of Using Salesforce Data Loader

Overview

This document walks through the steps of performing updates and exports using the Salesforce Data Loader tool.  While dataloader.io can also be used for this purpose, that tool is subject to additional licensing and has limits to the number of records that can be exported or updated per run or in a given month.  The Salesforce Data Loader tool isn’t subject to these restrictions, and it runs on your local device and connects directly to Salesforce.  It also can utilize the bulk APIs to insert, update, export, upsert, etc.  very large quantities of records at a time.  Salesforce recommends the tool for batches of up to 5 million records at a time.

Data Loader Setup

  1. Follow the instructions in the link below to install Zulu Java OpenJDK/JRE and the Salesforce Data Loader program
    https://developer.salesforce.com/docs/atlas.en-us.dataLoader.meta/dataLoader/loader_install_general.htm
  2. Run the Salesforce Data Loader program.

Performing an Export

  1. Click Export
  1. You’ll be prompted to log in.  Select either Sandbox or Production, depending on what system you intend to log into.
  2. Enter your credentials to log in.
    • Note that in some orgs you may need to click Login with Custom Domain in order to get OAuth to work!
  3. You’ll be redirected to a page to choose the object you want export.  If you don’t see it in the list, check the box next to “Show All Salesforce Objects”, then select the object you want to export.
  1. At the bottom, click Browse… and choose a file name and location for the exported file.  Click Save
  1. You’ll see that the file name at the bottom has updated with the new file and path.  Click Next >
  2. On the next page, you will define the export.  You can either enter a SOQL query that you’ve tested in the dev console, or you can choose fields to display on the left, and then enter filtering conditions on the right (you may need to expand the window to see all fields).  When done, click Finish.
  1. You’ll be prompted to confirm that you want to export the records.  Click Yes.
  1. You’ll receive a progress indicator as it exports the data.
  1. When complete, you’ll be asked if you want to view the data.  You can just click OK or Close.
  2. You can now open the file to review in Excel or Numbers, or upload and open the file in Google Sheets.

Performing an Update

  1. From the Welcome Page, click the Update button.
  1. You may be prompted to log in. If so, see steps 2-6 in the export section.  For step 7, you’ll be redirected back to the page shown here in step 3
  2. Choose a Salesforce Object.  Note that you may need to click the box next to “Show all Salesforce objects”
  1. Click Browse…
  2. Choose the files that contains the records you want to update.  You’ll need at least an id field to identify the records and a column for the field you want to update.  Click Open
  1. The program will process the file to see how many records it is able to process, as well as scanning for issues like the wrong product selected and let you know how many records can be read properly.  If the number of records looks correct, click OK.
  1. You’ll be presented with a screen that looks like this.  If the File Column Headers do not look familiar, click < Back and upload the correct file.  If not, then click Create or Edit a Map.
  1. From here, you’ll be selecting which field in Salesforce corresponds with the column header in your csv file.  You can try Auto-Match Fields to Columns.  It works reasonably well.  Review its selections in the bottom-half of the window.  If any are incorrect or blank, you may have to update the map by dragging components from the top section.
  1. When happy with the mapping, you can click Save Mapping if this is a manual import you expect to perform frequently, or just click OK.
  2. The field mapping should be update now on the Mapping page.  If correct, click Next >.
  1. On this final page, you’ll be asked where you put the log files.  Click Browse… then create and/or select a directory where you want log files to be added.  There will be a success log and an error log for each run, indicating whether the run was successful for that record or not, and why.  After selecting a folder, click Finish.
  1. The program will increment through with whatever batch size you have configured, and provide an update every second or so of its progress on the update.  When complete, it will prompt you to review the log files.  You can do that for the errors, or just click OK.  You’re done!
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