Salesforce Administration (Core Admin)-Detailed Explanations + Examples - Textnotes

Salesforce Administration (Core Admin)-Detailed Explanations + Examples

Detailed Salesforce Core Administration

1. Users – Creation, Activation, Assignment

What is a User?

A user is anyone who logs into Salesforce (employee, manager, partner).

Admin Tasks:

  1. Create user
  2. Assign profile
  3. Assign role
  4. Assign permission sets
  5. Activate / Deactivate users

Example

Create a new Sales Executive user:

  1. Profile → “Sales User”
  2. Role → “Sales Executive – South Region”
  3. Permission Set → “Report Access”
  4. License → Salesforce Platform

2. Objects & Fields Configuration

Admin can:

  1. Create Custom Objects (e.g., Vehicle__c)
  2. Add Custom Fields (Text, Number, Lookup, Date, Picklist)
  3. Modify Standard Objects fields
  4. Set field-level security
  5. Set required fields

Example

Object:

Employee__c

Fields:

  1. Name (Text)
  2. Salary__c (Currency)
  3. Joining_Date__c (Date)
  4. Manager__c (Lookup → User)

3. Validation Rules

Restrict incorrect data using logical conditions.

Example

Prevent closing a Case without comments:


AND(
ISPICKVAL(Status, "Closed"),
ISBLANK(Resolution_Comments__c)
)

This forces users to enter resolution notes before closing.

4. Formula Fields

Formula Fields display calculated values dynamically.

Examples

1. Age Calculation


YEAR(TODAY()) - YEAR(Date_of_Birth__c)

2. Full Name


First_Name__c & " " & Last_Name__c

5. Workflow Rules (Legacy)

Salesforce is retiring Workflows, but they still exist in many orgs.

Workflows perform:

  1. Field Updates
  2. Email Alerts
  3. Outbound Messages
  4. Task creation

Example

When Lead status changes to "Converted", send email to manager.

6. Process Builder (Legacy)

More powerful than Workflow:

  1. Multi-step automation
  2. Update related records
  3. Submit approval
  4. Create records

Example

If Opportunity = “Closed Won”

→ Create Contract record automatically.

7. Flow Builder (Modern Automation)

This is the future of Salesforce automation.

Types of Flows:

a) Record-Triggered Flows

Triggered when a record is:

  1. Created
  2. Updated
  3. Deleted

Example

When Opportunity amount > 1,00,000 → Assign to Senior Manager.

b) Scheduled Flows

Runs automatically at a fixed time.

Example

Every night 11 PM:

→ Deactivate all expired licenses.

c) Screen Flows

Interactive UI screens for users.

Example

A guided form that asks step-by-step questions to create a Case.

d) Subflows

Reusable flow components.

Example

A “Send Notification” flow used inside 5 different flows.

8. Approval Processes

Automate record approvals.

Example

Leave Request Approval:

  1. Employee submits → Manager approves
  2. After manager → HR approves
  3. Final status updates to “Approved”

Approval steps can include:

  1. Email alerts
  2. Locked records
  3. Final actions

9. Data Import Wizard

Used for:

  1. Up to 50,000 records
  2. Simple imports
  3. Custom & Standard Objects
  4. No Delete option

Example

Import 10,000 leads from Excel → Data Import Wizard → Map fields → Upload.

10. Data Loader

For large data:

  1. Insert
  2. Update
  3. Upsert
  4. Delete
  5. Export

Supports up to 5 million records.

Example

Update 2,00,000 Account records using Data Loader Update operation.

11. Reports & Dashboards

Report Types:

  1. Tabular
  2. Summary
  3. Matrix
  4. Joined

Dashboard Components:

  1. Bar chart
  2. Pie chart
  3. Gauge
  4. Table

Example

Create “Weekly Sales Performance Dashboard” showing:

  1. Top 5 Sales reps
  2. Monthly revenue
  3. Pipeline by stage

12. Change Sets (Basic Deployments)

Used to move metadata between:

  1. Sandbox → Production

You can deploy:

  1. Objects
  2. Fields
  3. Validation rules
  4. Flows
  5. Apex classes (if available)
  6. Profiles & Permission sets

Example

Move “New Validation Rule + New Flow” from UAT Sandbox to Production using an Outbound Change Set.