The Complete Salesforce Classic Administrator Certification Course | Mike Wheeler | Skillshare

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The Complete Salesforce Classic Administrator Certification Course

teacher avatar Mike Wheeler, Online Trainer

Watch this class and thousands more

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

51 Lessons (9h 44m)
    • 1. Signing Up for a Free Salesforce Account

    • 2. Company Profile

    • 3. Salesforce User Interface Overview

    • 4. User Setup

    • 5. Profiles

    • 6. Roles and the Role Hierarchy

    • 7. Data Visibility and How Profiles and Roles Impact Access and Rights

    • 8. Salesforce Sharing Model

    • 9. Permission Sets

    • 10. Groups and Teams

    • 11. Let's Talk About Objects - Standard and Custom Objects

    • 12. Standard and Custom Fields

    • 13. Sales and Marketing Applications Introduction

    • 14. Sales Process

    • 15. Path (a.k.a. Sales Path) in Lightning Experience

    • 16. Products and Pricebooks

    • 17. Lead Management and Automation

    • 18. Campaign Management

    • 19. Campaign Influence on Opportunities and the Campaign ROI Analysis Report

    • 20. Service Cloud Applications Introduction

    • 21. Case Management

    • 22. Solution Management

    • 23. Communities

    • 24. Using Salesforce Knowledge

    • 25. Activity Management

    • 26. Chatter

    • 27. Data Management Introduction

    • 28. Data Import Wizard and the Data Loader

    • 29. Data Validation Tools

    • 30. Data Backup in Salesforce

    • 31. Salesforce Content Folder Management

    • 32. Reports and Dashboards Introduction

    • 33. Creating and Customizing Reports

    • 34. Creating Report Folders, Bucket Fields and Exporting Report Details

    • 35. Sharing Model Impact on Reports

    • 36. Creating and Modifying Dashboards

    • 37. Reports and Dashboards Folder Management

    • 38. Custom Report Types

    • 39. Workflow Automation Introduction

    • 40. Workflow Rules

    • 41. Workflow Actions

    • 42. Approval Processes

    • 43. Lightning Process Builder

    • 44. Salesforce Mobile (formerly Salesforce1)

    • 45. SalesforceA

    • 46. Salesforce for Outlook

    • 47. AppExchange

    • 48. Administrator Exam Overview

    • 49. Taking the Exam - Online vs. On-Site

    • 50. Grow Where You Are Planted

    • 51. Volunteer for a Non-Profit

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About This Class

Salesforce is now the 7th most in-demand IT skill on job postings worldwide. Now is a great time to learn Salesforce and change your career to the cloud. 

This Salesforce Certification Course and Instructor were recently featured in InfoWorld! 

The Complete Salesforce Administrator Certification Course is for anyone interested in passing the Administrator Certification exam. This course is designed with the new Salesforce administrator in mind. I cover each section of the Administrator Study Guide in-depth, giving examples in the interface, as well as hands-on experience so you  can apply the concepts you are learning.

This course contains over 10 hours or video instruction. I cover often confused concepts that can trip you up on the Admin Exam, such as the differences between Profiles and Roles, the purpose and use cases for Permission Sets, the different types of Reports and Dashboards, and a lot more.

Meet Your Teacher

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Mike Wheeler

Online Trainer


I am the founder of, where I teach Salesforce, Zoom and Home Business courses. My passion is to teach you how to become a creator in a consumption world.

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1. Signing Up for a Free Salesforce Account: Okay, so now it's time to sign up for your own cells force account. This will be a free account that you can keep for life. This is a fully functional enterprise level account of cells force and contains two user licences. Salesforce provides these friend users to be able to become familiar with and trained on the Salesforce platform. I do recommend that you go ahead and sign up for your own free account so that everything lines up correctly between what I'm demonstrating and what you should be able to see on your own screen. And that way you don't mess up your own production data in a real life salesforce platform . Also, be sure to check the resource is section of this lecture. I include a link to where you can go to sign up for this free account. So without further ado, let's get into signing up for that account. Okay, so the first step you're going to want to take is the son of for Free Salesforce account. And so I'm on Google right now and I search for free salesforce account. I wanted to show you that you want to go for the free Developer Edition and not the free 30 day trial. Some people sign up for the free trial, and that will only work for the 30 days you want to go with the free developer edition. Now, I don't want this to throw you, though this word developer. It doesn't really matter if you're a developer or an aspiring administrator, consultant, project manager or just an end user. You want to go for this free developer account, and it does ask for what role you fulfill and the options air developer or architect, administrator I T. Manager, business manager. It's a really just select whatever applies to you. This will not affect the type of Salesforce account that you get and get that question a lot. Is should I select administrator, or should I select developer? And so, as far as I can tell, regardless of what you choose, it doesn't impact what type of account you get. This is just sells forces own way of figuring out who you are and what you do so they can more effectively market to you and also provide you with their own re sources that are geared towards either developer and architect or business manager executive. And so I'm going to select administrator. But you select whatever applies to you, and then you fill in the different fields of this form and at the and you click submit. If I scroll down here, you see the sign me up button and so a couple things. When you speak to that, I'm going. Teoh Inter in information Here is one thing to highlight is your user name. This needs to be in the form of a knee mail address. I'm running in her in a fake email address here, and primarily if you don't already have an account, issues your regular email address and says, I mentioned this is not a valid email address, but it's not been used before. It looks like it has to be unique across all salesforce instances. So if you already have another account with Salesforce, you need to use something else for your user name. And the main thing is, it has to have an at sign and be in the form of an email address, but doesn't have to necessarily match your actual email. So click that you've read the Master subscription agreement and then click sign me up. So next you'll need to check your email. You'll receive an email from cells Force that you'll need to click through in order to confirm your email address and set your password so you'll want to keep this email. But when you first receive it, just go ahead and click the link here and the reason I want to keep the sea miles because it will remind you of what your user name is that you've said. I have several students that have problems finding their log in information, and so you feed. Click here. This will take you to Salesforce to where you can confirm your account and you set your new password and has to have eight characters. One letter and one number one. Enter my password and you confirm the new password by typing and again and then you answer security question. And so that's not where I was born. But for privacy reasons, we're just gonna leave it at that quick change password. And so now I've set my password from UNAIDS Salesforce instance. And so now that we're logged in, we are in the new Lightning experience interface. I want to show you how to switch to Salesforce Classic A lot of what you're learning in this course is going to be in Salesforce Classic, and some of my courses deal more with lightning experiences. I want to show you how to switch back and forth between the two interfaces. Salesforce's recently changed to defaulting, delighting experience when you first log in, and that's turn some people off. So that's why I'm recording this new version of this. Simply click on the person icon and then select Switch to Salesforce Classic. And now we are in the Salesforce Classic interface. And then, if you want to switch back to lightning experience, you just simply click on your name. Drop down and select switch, delighting experience and you'll be back in delighting experience. So we'll switch back to sell Sports Classic from lining experience and stay tuned for the next lecture. 2. Company Profile: E under the administer section in the set up Men. You. I've got the company profile expanded. If you click the arrow to the left, you can expand and contract at menu selection, so I'll click company information and then you'll see the various information related to my company profile. You'll see the company name the primary contact, and you'll see whatever you entered for yourself when you sign up for your own free developer account as well. You'll see when the fiscal year starts for your company and you can change that and a lot of other very settings. I'm gonna go in real quick and edit this to a different default time zone for my own organization, and I'll do that here once said that to Central time. And then I'm gonna click. Save other key points related, toothy company profile that I want to highlight is the Salesforce organization I d. This idea is important. Whenever you're contacting, Salesforce poured. They want to know what organization I d. You're referring to each salesforce. A warg has a unique I D and that helps cells forced, identify and keep separate different instances of cells, force organizations and so Usually when you log a case with Salesforce, this or Guidi will be filled in by default. But if you've got multiple salesforce instances you're dealing with, or if you're logging in a case that has something to do with the sandbox, it may have a different organization I d. Than the organization I d. That you're logging the case from. And they will ask for the organization idea in question. So in order to find that you would just find the company information page and pull that up , you also see when your organization was created and when it was last modified by. And then here is well in the company profile section, you'll see the number of user licenses they're available, And with this free developer account, you have to user licences available, one of which has been used by yourself when you signed up for it. There's also a lot of other additional user license types available through this developer account. Ah, lot of these will be well beyond the scope of this course, and so to see all those, you can click on the show 10 more and show additional here, and these are all the different user license types that are available, the number that are used in the number that are remaining scrolling downward thes air, additional related lists on this page. And this is a common thing you'll see throughout Salesforce are related lists, and this is permission set licenses and then future licenses. And so we'll go mawr into these feature licenses in the next lecture woman going to user set up. And that's where we set up users to use thes different features on the Salesforce platform , such as a marketing user, a knowledge user force dot com flow user or a service cloud user. And so you can review how many licenses you have available and keep track of that by going to the company profile as well. Very helpful information to know, and all of these things may likely appear on your admin exam. 3. Salesforce User Interface Overview: for the global User interface section of the study guide, we get into the cell's force user interface and from a study guide, it says that you need to be able to distinguish between and identify the implications of the various user interface features that an administrator controls. So we're going to go into a lot of depth around the different user interface controls that you'll come in contact with. And you need to have a firm understanding of these in order to pass this particular section of the exam. And so, first I wanted to show the home screen, and this is if you click on the home tab. This is your own home tab screen, and you'll see your name here at the top in the date, and then you have your chatter feed as well, and then along the left. Here, you have a create new drop down, and this should be the same in your free salesforce account that you sign up for previously . If you click the drop down, you can quickly create in Havana. Task etcetera. You can disable this for your users. Some organizations don't like toe have this capability here, and so that is customizable for you. And so then, as well recent items on these air quick links to items that you've recently visited. If you hover over these, this is called a mini page layout. We'll go into that in a later lectures forest. How to adjust the many page Louds. But you can see here that I'm hovering over a recent lead record, and I can view at it and see some general information here. So as well you can access your recycle bin, and I've not deleted anything here recently in my organization. The Recycle Bin contents remains for 15 days and defaults to your own personal recycle bin . As an administrator, you can then click on all recycle bin and see any items that other users may have deleted. And this is helpful if someone says that they accidentally deleted a record that they want to restore, you would go into the all recycle bin and search for it and restored from there. So the home screen, though going back to the Tabas well, has some recommendations along the side. As far as users, you can follow and chatter so that you get their updates of anything that posts and chatter to your home page feed here, and you see some of the things that I have recently done in in my salesforce instance. And so if I were to follow someone on chatter, you just simply click follow, and I'm now following that person on chatter. If you scroll down on the home screen, you can see your calendar where you can schedule new events or meaning requests and create Task is well. If you have any open tasks that need to be addressed, you can see them here. You can filter these by the drop down to see overdue, or today or etcetera and then as well. If you have any approval process items to approve, you'll see them down here is while we'll get into approval processes later. So moving onward we've mentioned previously about this set up menu, and if you click this, we're able to access the set up men you along the side with the quick search, and we've gone over that before, and this is one place that the set up may display. If for some reason you cannot see set up in your own cells force organization, it may be residing under your name. Some instances of cells force have set up under your name drop down, and some have it over here to the right. And so I wanted to show how to control where that appears. And so if you go in to set up and then do a search for user interface and so you'll notice that that comes up here under customize and so under customized this user interface link. Ah, large portion of the test questions have to do with some of these options. So I would be very helpful for you to become intimately familiar with the different check boxes here under estimize and user interface, so that you understand what can be administered by you. So if you scroll to the bottom of the screen, you see this enable improved set up user interface. Check boxes checked. You can hover over this. I here for more information, says that it moves the user's personal settings pages from set up to a separate my settings pain and makes a reorganized set up pain accessible via one click in the header. The setting affects all users in your organization, and so that's what I was referring to earlier about the set up appearing to the side of my name rather than underneath the drop down of my name. Forward to de Select this to effectively disabled the improves, set up user interface and click save. You'll see that the set up link is now gone, and in order to access it, I've got to click on my name. Drop down and set up is here. So I wanted to show how to toggle between those two because you're instance of Salesforce that you're in may not have set up the same as mine. And so that is how you change that back and forth, someone to go back in and enable the enhanced set up future. It's so I search for user interface and scroll to the bottom and then click enable improve set up user interface and save and then once again set up now appears to the right of my name. All right, so it's faras additional things with the user interface and becoming familiar with what was available. Once again, you know, we've discussed this application menu and that you can access different applications by clicking on the drop down in selecting the desired application and then a row of tabs appears corresponding with whatever application you've selected and in salesforce terms and application is nothing more than a series of tabs, and those tabs represent various object records. So currently, I'm in the marketing application and you'll see that there's leads, contacts, opportunities, campaigns, reports and dashboards. If I would select sales, you'll notice that a lot of those same tabs appear in the sales application as well, such as campaigns, leads and reports and dashboards, for instance. That's not just show you that a tab can appear in more than one application. It's important thing to remember. And then if we were to go into one of these tabs, you have various lists, views available. If you click on a list view like New this week, there's no new accounts in myself or soared this week. So I want to see all accounts. I could select that in Here's all accounts in currently in my organization, and these accounts are default accounts that comes standard in a free salesforce developer account. And so these air dummy accounts that are riel companies and they these air not functional phone numbers I assume, at least as well. I wanted to show the app launcher real quick. So if you click on the application dropped down and the APP launcher is a way to visually see the various applications that are available to the users, well, nap launchers. Well, it's handy in salesforce lighting experience, which is a new user interface that's not out of beta yet. And so the majority of this classes and Salesforce classic, which is the interface that we're currently in. It will be a little bit covering lighting experience, and I'll be developing a course devoted entirely to lighting experience in the future. And so for now, the APP launcher, though, is another way that you can access APS and someone a select the sales application. From here, it's important to know that as an administrator, you will usually have access to all applications in your organization. Other users that are not administrators will only see and have access to the applications that you've granted them access to, and that is set through the profile settings. And so we'll go into that mawr when we discuss profiles in a later lecture. Another thing to note regarding these tabs, and the user interface overview is that you may be hunting for a tab and not being able to find it, even though you click through all the different applications that are available to you. And so you can click this plus sign to view all tabs that are available in your organization. There's also a drop down here where you can filter by application type, but I've got all tab selected, and so there are a lot of tabs that are available that aren't necessarily displayed across the top and Ireland accessible through this all tabs few, and these represent the various standard and custom objects that are in your salesforce instance, as well as other applications. And so you may not have a tab created for every object, though. When you create a new object, you have the option of creating a tab or not. And then as well. Some tabs may be hidden from some users, so we'll be getting into the very suspects of Tab visibility when we get into security controls and as well when we get into creating custom objects. Let's return to set up now and let's look mawr at thes user interface settings once again and set up. I'm clicking user interface here from the sidebar. And as I mentioned earlier, these user interface settings are very important to become familiar with. I'm not going to go through every one of these, but some of the ones that are important to highlight are this. Show quick create. That's something that I mentioned earlier that some organizations don't like to give their users the ability to quickly create an account, because that encourages them to not search for an existing account in the system and least a lot of duplicate accounts or contacts or leads and that sort of thing. So I'm disabling the show quick create as well. The enable hover details in an April related list. Hover links. I've shown some of that and other lectures in this course, and so you can disable that. I'm gonna leave it. Check those so that when someone hovers over a related list link, it'll bring out the hover details. So where they could go in and access the various items in the related list as well, you can enable separate loading of related lists as well. That's a good feature toe have so that if you have a page with a lot of related list, you're not sitting there waiting for it to load all of the related list before starts displaying it can now load the related list separately. Start displaying the various related list once they become display able, rather than showing the spinning will for all related list. Example would be if you were to hit an account page layout and you have related list for opportunities and contacts and a lot of different things. That way, the different related list records can display as your connection allows. Basically, so that helps with performance. And I encourage you to check that and then, as well, some of these other things about external objects goes beyond the scope of this course. Enabling in line editing is helpful and should be checked in your own or and you can also enable enhance lists will go into that later. And then some of these other things, like the new user interface team, have to do with chatter, and you can enable spell checker on task in advance. But go and check that so we want to as well check the enable collapsible sidebar, and I'll show once I say this what the classical sidebar looks like. And then some of these other settings Air kind of general in nature related to the calendar , such as hover links and drag and drop ability named Settings to enable middle names and named suffixes. Some of the settings on the set up section at the bottom will get into MAWR once we cover profiles. Especially this enable enhanced profile list view is very helpful and be able to view profile settings. And so we'll get in that MAWR with that corresponding lecture as well as this enhanced Pat page layout editor. When we get into editing page layouts, you'll see what that looks like and those these two are checked by default. So we're not gonna worry about that. The whole lot. Another one is this. Enable enhance profile user interface. I'm gonna leave that unchecked for now. I will check that later in the profile lecture so you can see the difference between the enhanced and the regular profile user interface. If you happen to be administering on an older Salesforce organization, they may have not enabled that enhance profile user interface, so it's important for you to know how to switch back and forth because some administrators are used to the old interface, others air used to the new. And so, if you are going into a new situation and our tests with need to edit profiles, you may find yourself lost if you're not familiar with most interfaces, so we'll cover them in that lecture. So then, when you're done setting the user interface settings, you click side. And so I wanted to show his well, the collapsible sidebar real quick. Here's the button that you can click in order to collapse or expand the sidebar. So as faras other things remaining in the section for the user interface. We spoke briefly about the tabs across the top and as well these application drop down options and then the taps changing based on the application that you chose. And then we as well looked at this plus sign of you all times. You want to speak a little more about the different types of tabs that are available to you because it's more than just necessarily custom and standard objects that can be made into tabs. And so if we go back to set out. We'll search on tabs. You noticed you can customize tab names and labels. You can rename those then as well. If you want to create additional tabs, you would do this here under create, and we're not going to create a tab all the way through at this point, managed to show you the different types of tab options that are available to you. So I clicked on tabs under the set up men, you and you see here that there's options for four different types of tabs that could be created, and this is something that may appear on your administrator exam. And so I wanted to highlight and cover that. Right now there's tabs that are related to custom objects, and then as well, you could have Web tabs. You can also have visual force tabs, and you can also have lightning page tabs, and so we'll get into those mawr later. But I wanted to highlight at this point as it relates to the user interface that a large part of the user interface relates to the different applications and their corresponding tabs. And so I want to be clear that in addition to tabs being for custom objects that can also be Web tabs, visual forced tabs and lightning page tabs. And so at this point, I think we've covered the user interface adequately. And so the next lecture will be get into the section related to security and access, and this is a very vital section coming up and so stay tuned for learning about profiles, roles and more. 4. User Setup: E. In this section will be covering how to identify the steps to set up and maintain a user, as well as given a scenario being able to troubleshoot common user access and visibility issues. These air the two primary things you need to know according to the exam outline in the study guide. So, without further ado, the way to get into the user set up is by way of this set up menu to the right of your name in your developer account. You should see a set up link click on it, and that brings you back to the set up view, which you are hopefully familiar with by this time and once again in order to quickly find what you're looking for. You can search for a keyword, but you'll notice the first link under the administer section here at the top of the set up men, you his manage users. I'm gonna click this arrow here to expand the manage users section. You'll see the different functionality you can do under the manage user section is you can manage users. You can look adoption management that has to do with user adoption of cells, force you could mass email users, and this is also where you set up roles. Permission sets, profiles, all of which will be covering later on in this course, as well as public groups cues and log in history to manage existing users or toe add new users or to deactivate existing users in your cells force instance, You click on the users link under Manage users, and that brings you to a list of the users that are currently in yourselves Force Instance . So I previously created a user account called John Doe for an example here just so that I would have an additional user other than my own, which is down here at the bottom, as you notice is, Well, there's a few other user records that are active on the platform right now, and these go beyond the scope of this course, and they're they're by default. And if you're following along in your own Cells force account, you'll see similar users, and you'll notice is, well, this act of column shows which users in your Salesforce instance are active. So my example here of John Doe is no longer active in my salesforce instance, and then as well. You'll see my own user account in that I am active. So I wanted to go in and view a user record and just going view only mode. I would click on this link here, and this would take me to the user detail page and then very common thing across Salesforce are these edit links that appeared to left? And if you wanted to go in and edit, he's a record you'd click on, Add it. So let's view the user detail for my own user account and something that I want to highlight here has to do with the log in history for user and you notice here we've got thes hover over links available on the user details screen, and you could hover over these. And it brings up the various related lists for these various links and then a number as well to show you quickly if there's any records related to that related list, so most of these have zero here, but I do have a couple of instances where I've logged in two cells force, and so this takes me to my log in history, and you can also download six months of logging history here for your entire ward and that exports to a C S V file. Now I want to highlight log in history because you'll often have users reporting to you as an administrator that they cannot log into cells force. And so one of the first things you want to do is to check the log in history on their user record. And if it shows that they've been successful in logging into cells, forcing, you don't see that their account has been locked out or they've had unsuccessful attempts. That means one of two things. It means that they're either using the incorrect user name and they're not logging in under the correct user name that they've been assigned or their logging into the wrong location. An example would be that they're trying to log in to a production instance of cells force. But instead of typing and log in dot salesforce dot com in their browser you Earl section address, they've typed in something like test dot salesforce dot com, which would be the log in that you would use the log in address you would use for a sandbox instance, and so just keep in mind and bear in mind that the log in history that's tied to user account has to do with their user name and is tied to the user name they've been assigned to. And so if they're saying they're not able to log in or saying that they're locked out and you don't see anything in the log in history, you need to verify where they're trying to log in to and what user name they're using. And so that's important, because if you bear in mind on the study guide, one of the criteria under the exam outlined in Section five says that given a scenario troubleshoot common user access and visibility issues, a ZA relates to user access. This log in history is very important. The other item under user set up relates to identifying the steps to set up and maintain a user. And so I mentioned previously that you can edit a user record. What I'm going to do here is I'm going to add additional feature licenses to my user account, and so now that I'm in edit mode, I can select additional feature licenses. I'm going to say that I'm aside dot com contributor user and a side dot com publisher user side dot com is an external website solution that Salesforce provides to where you can expose yourselves. Four stated outside users. You will want to set security around what you want to expose, and that sort of thing in sight dot com is not on the admin certification exam, as far as I'm aware. But I just wanted to show how you can assign different feature licenses or take away different feature licenses from a user. And so this is how you can edit a user account, and then when you're done, you can click save. So I'm gonna go back to the users section to see what users I have, in my instance. And so I've got these various user accounts is, Let's say we need to create a new user account. You click on New User and you enter in the name information for the new user. They're alias defaults to first initial and then the last name with so many character limit , you know, in their email address. And I'm just using a fake email address right right now for demo purposes. It defaults their user name as their email address that you entered. You can change that user name to anything you would like. It just needs to be in the form of an email address, get Inter Entitle and company department and division. And then here's where you sign the role of the new user. I'm gonna put, uh, Jim dough on the marketing team with the user Licence of Cells Force. We're gonna keep that the default and for profile, we're gonna sign them. A custom profile called Marketing Profile and this list of profiles are the default list of profiles that comes standard in free salesforce developer account. And so you can create additional custom profiles. And I want to sign this user the marketing user feature license. And you can also assign them other future licenses as well. Scrolling down. You can enter their mailing address and other information, such as the times on the Korean, their locale in their language. If they wanted a different language for their salesforce instance to be localized to when they're logged in, they could see other languages here I'm gonna keep this is English for now. There's also approve her settings that have to do with approval processes will go into that later and then you can also specify if you want them to receive the Salesforce newsletter if you want them to receive the Administrator newsletter. And these are things that sells for since us sporadically. If they're not administrator, don't check for them to receive the Administrator newsletter, cause that won't be relevant and then with this checked, generate new password and notify user immediately what you click. Say they'll receive an email that shows that they now have a sales force user account and a link in that email. If they click, it will take them into Salesforce to where they can set their password. So you'll notice here now that Jim is an active user and he has his feature license of a marketing user. So I want to show a few of these buttons here, that air important that come into play as you're ministering on the platform we showed previously how to edit a user record by clicking at it. There's also a sharing button, and that has to do is sharing settings, and that's not used so much necessarily with user records. But you'll get involved with sharing as it relates to other types of records, usually such as accounts or contacts or opportunities, will go into mawr related to sharing settings in a later lecture. The things that will really come into play for you as an administrator are these two buttons here, the reset password and the freeze button. Now the reset password button is pretty straightforward in that, you know we mentioned previously. If the user is reporting that, they're unable to log in to Salesforce and they've locked themselves out of their account, and if you look at their log in history and you see that they indeed do have failed attempts, you can reset the password by clicking reset passwords. You get prompted. Are you sure you want to reset the password for this user? You click OK, and then a new password for the following user has been sent via email so the user will be required to enter a new password upon initial log into cells force you can, in addition to clicking the reset password button. What I prefer personally is clicking. Edit. This is just a helpful tip, and at the very bottom there's this check box to generate new password and notify user immediately. And so this is helpful, especially if you're resetting a password for a user in a sandbox. And why, that is is because users in a sandbox environment a lot of times when you first set up a sandbox, they won't have a valid email address in their user record for their user log in in a sandbox environment. And so, if you just click to reset password, Salesforce attempts to send the email to an invalid email address, and they never get to notification. So what I like to do is go in and edit the user record and make sure that we have their valid email address here and not like a dot devi or dot prod or something for a sandbox name under their email address, so that you know that if you check this box at the bottom here to generate new password and notify user immediately once you click save, it'll send them the email regarding their password being reset, and they can click through the link in the email to then log in to whatever sells force instance. You've reset their password on, and they could set a new password. I know that's kind of confusing, but I wanted to show you that there's more than one way to reset the user password. So in addition to the reset password button, another button that you'll use on user records has to do with freezing a user account. And what that means is you will occasionally need to freeze a user, and that is usually someone that's an administrator or someone who's used. Their account is an integral part of the operation of your cells force instance. And the scenario would be, if you haven't administrator someone that set up a lot of scheduled reports or dashboard refreshes or scheduled jobs that are set to happen in a scheduled job. Que those things will error out if you were to just deactivate this user, and so why you would need to deactivate a user is if they were to leave the company. And it's a common practice in just the I T world in general that when someone leaves a company, when the first things you do is you lock out their access to the network so they can't do anything ill advised. And so in salesforce, you can add it to use a record, and you could just simply select to uncheck the active check box. And you'll receive a prompt here saying deactivating users removes them from all delegated groups and sharing privileges. And so it also talks about removing the easier for many teams in that sort of thing before that can be deactivated and you can click Save. I'm going to cancel out of that, though not deactivate this user quite yet, because I want to show you what it's like to freeze the user account. So, for example, let's say Jim Dough has been with the company for a long time and instead of him being a marketing user, so they like that, let's say, as a system administrator and it's his user account that set up the schedule data exports for a weekly data export and all the dashboards are set to run as his user record. And so those are scheduled to refresh in certain times and that there's emails that are scheduled to be sentenced. Certain times of reports and those sorts of things will break if a user is deactivated. And so what you want to do in those scenarios you can freeze the user account and then go in and reassign any of those scheduled jobs to an active admin type user so that those jobs will then go out like normal. And then once you have all of the schedule jobs reassigned to an active admin user, you can then deactivate this user. And so what buys you time in order to do that is clicking the freeze button. If you freeze a user, then they can no longer log in two cells force. But their user account still remains active. So that way, once they're frozen that you know that they can't log in and you can then go in as an administrator and remove them from any sort of scheduled jobs. And so we will Seymour examples of that When we get into scheduling reports, and when we get into the dashboard piece, you'll see more information on running users, and that will begin to gel and make sense as to why. Certainly, easier accounts are harder to simply deactivate than others. And so that's why sell sources now given us the ability to freeze a user, and then as well you can, even as you see here unfreeze the user if you needed to free someone out for a time. And so that might be a situation where you have a consultant that's helping on yourselves. Force instance. And rather than deactivating their user account, you just want to lock them out until you've got more work for them to do, and you want to make sure that they're not working at times that you don't want them to, you can freeze their account and then unfreeze it. 5. Profiles: we're going to be getting into quite a bit here as's faras how profiles impact the various security settings in yourselves Force instance. And so if we go into the profile section of set up and what's gonna typing profiles here on the left and you'll see that the profiles link is under manage users. So we click the profiles link, and we see a list of all profiles are currently in my salesforce instance, and they have these sorted by profile name. And then you see as well this custom column you see that these that air checked our custom profiles and then the ones that are not checked our standard profiles. For the most part, you want to use custom profiles instead of standard ones. And so we have a lot here in our cells force instance. And this gives you an example of pretty much every conceivable standard profile that Salesforce provides. And so the best practice is to create custom profiles, using the standard profiles as a template. So we'll go into that mawr here in a moment. But for now, if you scroll down, you see that we have more than 25 profiles listed and so to see the remainder, I'm gonna click next here and the one that I'm interested in right now it's my own profile , which is system administrator and as an administrator on the Salesforce platform. This will usually be the profile that you're assigned, and it is a standard profile. You noticed that custom is not checked here to view the system administrator profile or any of these profiles, for that matter. You just click on the name of the profile, and I'm going to go into the system administrator profile. And so now I have this welcome to the enhance profile user interface, and so you could start the tour here, and I'll show you some things around this enhanced page layout for profiles. So first is it's denoting that you can do a quick search, so it's hard to recall where things are necessarily located. So you confined settings through this Ah, quick find future here, a two top. You can also quickly change a profiles, name or description through the Edit Properties button. Here. You can also see who belongs to a profile by clicking the assigned users so that if you're on a particular profile, such a system administrator, and you're curious Who in your organization has the system administrator profile? You can click on assigned users to see a list. You can also browse the app, permissions and settings here, and these are app related permissions and settings, and they're grouped on individual pages. And then finally, you can browse system permissions and settings here. We're gonna close out of this tour of the enhanced profile interface. So let's go through quickly Some of those things that were just highlighted in a tour and Dima does so for the search box here. If you're looking for specific profile settings, you can just do a search here in this box to pull it up rather than navigating to these individual links if you wish. So I'm gonna type up account because I want to adjust the object settings for accounts. And so that would take me directly to the object settings for accounts for the system administrator profile and these sort of objects settings get into what permissions this profile has, and you notice here that as a system administrator, I have full privileges here along the bottom. These are the object permissions where I can read, create at it, delete view on modify all. And I'm not gonna go real in depth into those things right now. But just to show how you can quickly go in through this search box to find what you're looking for. If you wanted to make changes, you would click edit in that sort of thing. And then as well, I wanted to highlight thes breadcrumbs that air here, and it shows that we're currently in the accounts, objects, settings. And if we wanted to go one level up, we could click here to go to object settings if we wanted to go all the way back up to the profile overview for the system administrator. We're click here Also. Want to show these down arrows here is well, you can switch from object object by clicking the down arrow. If we wanted to see objects settings for cases, we would just select it from the down arrow. And now we have our permissions as a system administrator profile for cases and then, as well the down arrow here for objects, settings, weaken. Go into other sections for this profile, such as assigned APS. He knows here we're in objects settings right now. But if we wanted to go to signed Apsara signed connected APS at permissions, etcetera. We could hit those from here. I'm gonna return back to the profile overview from where we came and then as well, the next part of that tour showed how you can add it properties by clicking this button, someone to do just that. If we wanted to add a description to this profile, we could do this here and clicking. Save for example. I now have a description filled in for this profile. The next we can see who has been assigned the system administrator profile by clicking assigned users. So you see here that I'm the only system administrator currently assigned the system administrator profile in my organization. Okay, so now we get into the meat of the actual profile and keeping in mind that I'm on the system administrator profile. Currently, we have very settings for the profile, such as assigned APS, And so here is where the application dropped down on the ride. And what is visible to me is the system administrators controlled. And so you notice that I do not have sample console visible to me. If you look here, you don't see sample console as, ah application available to me, and that's because it's not set is visible here. And so what I'm going to do is I'm going to edit this to select sample console is also visible, and then I'll show how that will then display in the application drop town, Someone to click. Add it. Now you see as well, in addition to the sample Consul not being selected, which I'll now check that I have a default application highlighted were selected through this radio, but you can have one default application per profile. And so for the system administrator profile my default application it sells. What that means is when I first log into cells force the default application that appears here is the cells application in the drop down, someone to click, save and then we're gonna look for the sample console in the application dropped down. So clicking, save. And now if I click here, I have the sample console now available to me in the application dropped down to show that real quick, and this is a sales console setting that we will get into more when we get to the cells Cloud applications section of the course. Some organizations use the cells console. There's also a console concept around service and support. And so you might have a case management console enabled in your organization. So I'm gonna go back to set up and you notice here I've escaped the Thanh soul. You can go back to the sample console here if you wish, but the only tab available under the sample console application is this one tap for going back to the console. Not really user friendly for what I'm trying to do right now. Someone to click on cells, which is my default application to get some of the familiar tabs. So the way that we returned back to profiles once again would be to click on set up, and I could search for profiles. But I want to show you as well or highlight that in the set up men. You. You know, it's easy to become fixated on this left column here and grow dependent on even searching. But if you were just in the system administrator profile, you can just click on it from the recent items and the recent items were very handy to just go back to where you were and not waste. A lot of times I want to click on system administrator right here so that I don't have to click through profiles in the Vince Select System. Administrators saves a few clicks, so we've covered assigned APS and so object settings is one that's really important. And so we're going to spend some time here. And this relates to permissions to access objects and fields and then settings that specify which record types and page louds and tabs are visible. So for a system administrator, you see that thes air, all the objects settings, and it shows the object permissions. The told number fields the tab settings on the page layouts for this profile, and so we're not gonna go into each one of these, But we are going to touch on some of this. So we looked previously at the object settings for accounts and briefly looked at cases. And so let's look at a different object. And so I'm gonna scroll down to opportunities and you see that I've got full permissions here on opportunities. The number fields. The tap setting is default on, and this is the name of the page layout for the system administrator. Profile for opportunities. And so if I click on opportunities, we get the object settings for this object, which is the opportunity object. So if I click on this, I can make changes to the very settings for this object, such as if we wanted the tab to be hidden for the system administrator profile, we could check Tab hidden, and that would cause this tab to disappear. We have page layout assignments here, and so there's four different page layouts available on the opportunity object. There's a marketing related page layout, a cells related page loud and a support related page loud. This opportunity layout has all three of them combined, and it's more of an administrator view, which has been assigned to us than the object permissions. We have full permissions to this object, and since we're system administrator, we don't want any of those to be removed. So we're blocked from being able to change those because as an admin, you need to be able to you need to be able to administer this object and be ableto read, create at it, delete etcetera, then for the filled level permissions. This is where, on an opportunity, these air, all the different films that are on that object and these columns give you read and or edit ability for these various fields. So if you wanted to go in and make a filled read only such as I did here for current generators, then you would de select this edit check box. And so I'm gonna return that back to its original state so that we're able to edit this particular field, which I've just picked at random. So don't worry so much at this point about individual fields will get into fields more later. But this is where, at a profile level, you grant or deny access for users to be able to either view of filled or edit it. And so some of these fields are visible to the user but aren't edible, such as last modified by. This is a filled that is system generated, and therefore it's not something that we want even administrators to be able to change. And so it is read only and not selectable to be edit herbal. So I did previously hide the opportunities tab for this profile. Someone go ahead and click, Save and show how now the Opportunities tab has now disappeared from the cells application . Yes, I'm gonna edit that again and change the tab settings to default on for the system administrator Profile and click Save. You'll notice that opportunities have now returned to the TAMS, so let's go back to the profile overview and moving downward. We've got APP permissions for this, for the profile that you're working on. And so there's various at permissions that you can grant or deny for profile. And these different APS you'll recognize potentially as being those that are in the drop down on the top, right? You see, we have call Centre and Content and Knowledge Management. And so, as a system administrator, we have the ability, for instance, to manage cases and to manage call centres and manage just about everything as you as you can see, transferred cases etcetera and then for content. And for all of these APS, we have pretty much everything enabled. And so if you wanted to go in and grant someone app permissions at the profile level, you would do that through the APP permissions section for the profile. These other app related permissions as it relates to apex class access and visual force page access, external data source access, named credential access and customer permissions We're not gonna go into right now because those don't relate to the admin exam, especially these four. Here's Fars, apex official force, external data source and name credential. That's more developer related, so we're not gonna go there. So moving downward, we get into the system permissions and the designation here between the APP, permissions and the system permissions is you'll notice here that it says that the system permissions have to do with settings that apply across all APS, such as record and user management, and you can click Larmore to learn more. In addition, toe what we're getting ready to cover here, which would be for system permissions. And these are things that you need to become familiar with that are available here. Some of these items might be addressed on the exam as faras understanding what can be said at the profile level as far system permissions of what needs to be said individual user level. So you see, as you're scrolling down, there's a lot of options here, such as being able to create topics, create report folders, create dashboard folders somebody. Things will go into more with reports and dashboards and folder management. And if you don't have this permission granted, you won't be able to do those things. As an admin, you'll be able to, but you'll have occasions where you want your users to be able to create report folders, for instance, or you may want to block that. And so you can do that at the profile level. And they're simply probably 100 different options here as an admin. We have most of these checked, as you can tell, and so we're not gonna and Bill in each of these in detail. But then as well, you see user settings here, where, as a system administrator, you can assign permission sets to a user. You can manage internal users I p addresses, etcetera. You can even view all users and reset user passwords and unlock users. These are all things that will be checked for you by default, and it's more when you get into other profiles other than system administrator, where you need to give more granular access or deny certain ability to users where you'll set or deny these things. Some scrolling back up I'm gonna go back to the profile overview and back down to the system settings. For this profile, you have desktop client access that gets permission to access desktop clients, such as connect for office log in hours or something to where you may see that on the exam . And that has to do with the hours that someone can actually log in. So if you, by default, users have access 24 hours a day. So long game. But if you want to set business hours, you could do that toe. Where if your business is closed on weekends and you don't want your users to be able to log into cells force, you can have have those times be blocked. He can set default, begin times and in times by day, that sort of thing. It's safe. I'm not going to do that right now so that we leave it wide open. But you may have a question on the exam related to How do you or where do you set the logging hours? And I'll be at the profile level and then finally, a couple of other nice things to know our session Time out settings. You can adjust the's at the profile level, and so if you want a system administrator, if you wanted your time out to be longer than two hours, you could go in and set it to a different amount. And I'm gonna set that to the 12 hour mark. So that means that I should remain logged in for the next 12 hours, even if I'm away from myself, sports instance, and that will not automatically longed out. And then for other users, you may want their time out to be a lot shorter. I call center agents. You might want their instance toe log out after 15 minutes so that someone else doesn't hop on to their machine and do something. They shouldn't that sort of thing. From a security standpoint, you usually want these to be shorter time windows. But for users that sporadically use cells for, such as sales managers or cells, people in general you may want that to be one or two hours because they're not always on cells force. They might be on phone calls or sitting in meetings and have to continually log in. That just leads to MAWR users getting locked out and that sort of thing and more work for you as an administrator so far as a system admin. I'm gonna set that 12 hours and click save. So now, going back to the profile overview. We have password policies. And so here's where you can set how frequently the passwords expire for a profile and then , as well, the password history as farce. How Maney previous Passwords Air remembered so that they can't reuse the previous password . The minimum length, the password complexity requirement and then even the password question requirement cannot contain the password itself, then also the maximum invalid log in attempts. And this would be before someone's locked out. And then the lockout effective period, which we have 15 minutes here and then also settings for obscuring secret answer for password resets and then required a minimum one day password lifetime, which would prevent someone from changing their password multiple times in a day, which is de selected by default. So next will be going into roles, and then the next lecture after that will be comparing and contrasting profiles versus roles 6. Roles and the Role Hierarchy: were were next going to get into roles and the role hierarchy. So if you click on set up and search for rolls on the side bar, you'll notice that the roles link under manage users is available. So if you click that the first screen you'll see is the one related to understanding roles . And there's a sample role hierarchy here at this splash screen to show you an example, and you can see samples for a territory based sample where you've got a Western and Eastern , an international sales director role and then below that you've got cells Rep. Rolls and all of these positions roll up toothy CEO on the concept behind rolls the Cells force are that those higher up in the role hierarchy are able to see the records of those below them. And so, for instance, here we've got the Western Cells director, and that person is over these Western sells reps. And so these individual cells reps wouldn't be able to see any records belonging to the cells director because they're above them in the royal hierarchy. Additionally, the CEO can see everyone's records and so you can see other examples. So if you had a product based role hierarchy. You have the VP of hardware, the VP of software on the VP of networking, for instance. And then you've got networking cells RAB software sales reps and hardware sales reps below their respective divisions and then another example for company size based sample. And so this would be a company that segments it's different roles based on company size over the Fortune 1000 director. I would handle the larger accounts, for instance, and then the mid market director would handle those that belong in the mid market. And it's SoHo cells Director would be more of a specific region, So then you've got your reps below them. And so this is where Salesforce tries to mimic a traditional or chart for a company an organization chart, if you will. And you have. If you've seen a North chart, usually have a CEO or president at the top, and then you've got those that directly report to that CEO beneath there and then from there, Kim branch off quite significantly, and so this is a way to enable or disable users from seeing other people's records and so rolls on important distinction is understanding that Rolls have to do with the visibility of individual records and not object wide access. So, for instance, what we're talking about with roles is that this Fortune 1000 rap would be able to see their opportunities, for instance, and they may have 10. Or they may have 100 or however many opportunities that they have. And then this director may have several different reps underneath her. And so those opportunity individual opportunity records would roll up and be visible to this director. Now this director wouldn't be able to necessarily see the other directors opportunities or C those down here in other sections. That really depends on how the sharing settings have been set up on the object. So the roles enable those higher up in the orc chart to be able to see and have visibility , tomb or individual records than those lower down. So if we click on set up roles, we can see our own role hierarchy, and this is the default role hierarchy in our cells force account that we signed up for, and here at the top is the company name, and I just previously used force developer as my company name. And that's just a fictional company name, for example, when I signed up for this account, and so years will be different depending on what you chose, and it looks like a pretty flat roll hierarchy. But what you can do to see everything is you can click on expand all. And now you see that every single piece of the real heart he's been expanded to where you have these different levels and saw at the top level. Now you have the CEO and then beneath the CEO. This next level over be the CFO, the c 00 spp of customer service and support. The SV Pierre, senior vice president of Human Resource is and the S V p of sales and marketing and then beneath those individuals, you have additional roles not so much for CFO or CEO, but when you get into customer service and support. You have roles for international North America and installation, repair and services. And these are just good generic examples of what you might see for a company. As far as for the service department, here's the different roles they may have. Human resource is here, and there's for sales and marketing. We have VPs below the senior vice president. You have the VP's for international sales and the VP for marketing and then a marketing team underneath the VP of marketing, for instance, and then the North American cells. You have directors for channel cells and direct cells. He knows as well this director channel cells would have channel cells team people were reporting to VAM, and then the director Drag cells has an eastern and a western region. And so the way that you could manage these roles is that you can see who's been assigned to a role by clicking the assigned link. And I'm going to choose marketing team because I previously created a user and assigned him the role of marketing teams so you can see who's assigned there. And as I mentioned previously, this free Salesforce account is limited to just a couple of accounts user accounts. So I've got my own user account and then you see here some other unassigned users that have not been assigned a role. And then here are users that have been assigned the marketing team role. So if I wanted to add other users to this role assignment. I would click on their name here on the left and click the button to add them to the right and click Save. So now added security user there just for as an example. So what I'm going to do is I'm gonna click on the CEO role and you see, and this is the same with any role in the role hierarchy. When you click on it, you can see the users in the role of currently zero. And that's just the related list down here, where you can assign a user to this role or create a new user from here. And you could see that the CEO reports to no one that the top of roll Harkey. I'm gonna sign myself as the CEO of my own fictional company here. So I'm going to filter the list on the left here by all unassigned active users, and I see that there's too active users within an assigned role, going to select myself and move myself over to the selected users for CEO section and click Save. So now I'm the CEO of the company. So you see now that users in this role here on the related list. Now let's go back to the role Harkey, by clicking rolls over here in the set up men you. And if you don't want to see this message about thes samples every time you go into roles, just check. Don't show this page again and click set up rolls. If you wanted to delete a role, you just simply delete it. Let's say that we don't have an installation of repairs. Service Room just quit, delayed and confirmed the dilation, and it's now gone. Another thing to highlight in the royal hierarchy is the different views that you can view the role. Harkey and I'm in the tree view currently, and that's the default view you can show in assorted listsview. This gives a list of every role in the role hierarchy, and it's just gives you a different way of looking at things. You can also create new views of the role hierarchy, which is helpful in There's the quick links here for editing, deleting and assigning users to the different roles. It also shows who the role reports to you can also show in a list view, and this is mawr hierarchical in nature. with the indentations this way might be easier for you to wrap your mind around. Everyone operates a little differently. What cell sports doesn't provide is a traditional or charter view for the role hierarchy. And so, if you're looking for that sorry, there may be an app on the APP exchange that can do that for you. But in standard functionality, out of the box, it's just not there. We're going to just return back to the tree view now, and so next we're gonna be going into profiles versus roles, will be going into both a little more in depth and be able to compare and contrast the two . It's a common source of confusion, and you need to understand this distinction on the certification exam. Salesforce really does try to glean if you understand the difference between the two in the way that they form the questions. And so we'll be going into some examples of different things related to profiles and then, as well, how Rolls come into play with viewing individual records versus on the profile level, granting you access to do things that the object level. So stay tuned for profiles versus roles 7. Data Visibility and How Profiles and Roles Impact Access and Rights: Okay, so now we're gonna talk about account and contact ownership and then is, well, visibility considerations. And I'm on the role hierarchy here. I went to set up in search for the term role and pulled up the roles Link and I've expended all by clicking the expand all link here to show the different roles in my role hierarchy. And then previously we had a user named John Doe that we put in a profile of director of channel cells. And so it's this role right here. If you click on a sign, you can see that John Doe is assigned to that particular role. And so if I go back to my role hierarchy, I want to say, Don't show this page again and click set up roles. And so, for the CEO role in the royal hierarchy, this is the highest up, and everything else is intended to roll up to those higher than them in the royal hierarchy . And you probably remember studying some towards roles and how that affects the visibility and edit ability of records. A Sfar is what refugee and actually see and some going to sign myself. The role of CEO Seiken demonstrate some things here. This is a pretty far reaching lecture covering a few concepts here that has to do with visibility. I want to be sure we get this right and cover this pretty in depth. So stay tuned and try and follow along in your own organs. Well, and so now that I saved this, I've got myself a the top of the role hierarchy. And then I've got my John Doe user, the director of channel cells and so a couple of other things I need to do our set up here in order to demonstrate this properly. So I want to also go into profiles and for the profiles. We've got John Doe, who has a profile of contract manager now. Normally, you witness signed users to a standard profile, but in this example, I did a sign my new user to just a standard profile. Usually you would do custom profiles instead. So but let's go into the contract manager profile and click view users, and we've got John Doe here. I'm gonna go ahead and add it and put him in a custom profile instead. And we're going to say is a custom cells profile and click save. So now a couple things I want to check with that custom profile for the custom cells profile that I just want to verify aren't an issue would be. I want to make sure that he does not have view all access set up. So now view all data is not checked and then modify. All is well, that's more of ah, admin sort of functionality. And this is found under the administrative permissions of this particular profile. So this could really throw things off for this demonstration. If this person in this profile had view all rights to all data, that kind of overrides all of the organization wide defaults that we set One other thing that I want to do. I hate this layout, and this isn't some wards that I run across in any chance I get. I try to elevate this to the enhanced profile display. And so if you go to user interface and I didn't mention that we're going to be going in depth in this particular lecture, I know we're jumping around a lot, but we'll show you how to update that interface for the profiles. Is this enable enhance profile user interface and then as well. Some other things that normally do is I won't enable separate loading of related lists. But the main thing here is this enhanced profile user interface. Make sure that that's checked and then click save. So now if we go back to profiles, it has more That modern tab section view of the profiles. And so we had a profile. Is the custom cells profile? And so if we click on that, we now see a different interface. And welcome to the enhance profile user interface. I'm gonna say no thanks rather than getting the tour. And so then your permissions here are divided into system permissions and at permissions. And so, for example, under system permissions or some of these things that you would look for us faras view all data, for example, which we looked at before and clicking on that that'll take you to the view all data and it's not checked. And so we've got our assigned user. If we go back to the profile overview through clicking the breadcrumb there, we can see the assigned users. We should see John Doe there now, This particular lecture has to do with account and contact ownership and then the visibility considerations of that. And so one thing to bear in mind is that record ownership has an important implication on the data access model and sells force. It determines the default read, write access, meaning that record owners can always read and edit records that they own. So regardless of the organization, wide defaults in your organization if they're set to private, if you own an account, then you have the rights to read that account and edit that account. And so let's go into sharing settings and so well, beginning Maurin to sharing rules in the next lecture. But we need to go to sharing settings to see the or GWAI defaults and how they're set for the account and the contact because we're dealing with the account and contact management section of the exam Now. Now this is set to a public Reid Reid at default, and I want you to recall, from what you've learned in the admin course in the certification that the security model in cells forces at the base level or at its lowest level, you want things to be most restrictive there, and through sharing rules and other permission settings, you open up additional access and rights to users. You don't start with the widest open possibility at the base and then further restrict by lowering rules. On top of it, you start with the most restrictive at the base of the security model, and then you open up from there. So the accounting, contract default access. We want to set this instead to private. Now, it says the opportunity access must be private when the account access is set to private. And so case access also must be private when account access is private as well. And so then, when the case sharing motives private each case, Q. Must have at least one member. If you're using case cues, please confirm in cases set up that each Q has members. So as you can see, this is a far reaching change by setting the sharing model from public read right to private on the account object, and that also has reverted the opportunity and the case objects to private as well. Now I'm going to go ahead and leave contact as controlled by parent, and so that inherits the access the same as that of the account I'm going to click Save. And so it says here that all sharing rules will be recalculated based on the new defaults. And so this can take some time and will receive an email when that's done. And still source actually goes in and updates all the records in the organ and rewrites all of the sharing settings of that. It knows who can access what records. And that would be the accounts. The contracts, the opportunities in the cases as well. And so, as I mentioned previously, will get more in depth in the sharing rules in the next section. That's if you scroll down here. Under sharing settings, you can get the object specific sharing rules that you set up to open up further access. And so here's the account Shane rules, which there are none opportunities. Cases etcetera will go more in depth with that here in a moment. But I wanted to change this organ y default to private on the account to show you how this impacts the visibility of records between myself and my fictional user of John Doe, who resides below me in the role hierarchy And so what we're going to do is we're going to assign some accounts to him and some accounts to me, and we'll see what we can see versus what he can see. And this will hopefully make sense as faras. It's concerned with account and contact ownership as well as the visibility considerations , because I guarantee you that you'll need to understand this in order to pass the exam in to serve your clients well as a consultant on the platform. And so let's go to the cells application and let's see what accounts we have out here. So we click on the accounts tab, weaken Goto all accounts by selecting it from the list views. And here we have the account owner Alias, and these are all owned by myself. So I need to do is a sign some of these accounts Teoh John Doe instead. So let's do Jean Point and let's change the owner. And if you notice, let me cancel out of that and show that again. This little icon here with a person and this little arrow, or whatever this is, is a change owner link in lining experience. So if I click on that it raise up the change owner screen and self. I search for dough, I comport John Doe, and so you can also transfer open opportunities not owned by me and also send a notification email. And so it also says that John Doe will also become the owner of these records related to Jean Point that are owned by you. That's any open opportunities. Any contracts and draft and in approval status. Stand alone and transferred contracts, draft doors, contacts, notes and attachments and open activities. Someone changed the owner of this account of Jean Point to John Doe. And so let me refresh this now. And for whatever reason, the screen didn't refresh on its own, but it did change the owner once I refresh to John Doe. So now John has access to this gene point account. Now remember, he sits below me in the role hierarchy, so he may not be able to see all the accounts that I can see. So, for example, if I go to accounts and select all accounts, for example, I see 16 accounts, one of which is owned by John Doe. And so let me click on Gene Point, which is owned by John Doe. Let me click on his user account on this brings up his home page for his user account. It's if I click on user detail. This brings up his user details screen. Now I don't see ah log in button here, and so I need to enable the ability to log in as another user in order to demonstrate this more fully. So in order to enable this capability in your own or just search for the term, log in and set up and under security, see log in access policies. And it's here that we can set this ability log in as other users so the setting administrators can log in as any user we're gonna click enabled, and then we're going to click Save. And so now we've enabled the ability to log in as other users. So if we go back to the users table and select John Doe, we see that we've got the log in link here from the list view, or if we're going to use user detail, we've got the log in button here, so we're gonna log in as John Doe and see what he could see as far as the number of accounts in the organ and some going to close this greeting and notices well, that lining experience has not been enabled for John Doe. Yes, so he reverts to sell Sports Classic for now. But it doesn't really matter for demonstration purposes. We're just going to click on the Accounts tab and see the all accounts list view and see what he can see. And so he actually has visibility into two accounts. He's got the ability to see Jean Point because he is the owner, and then also, he's on the farmers Coop of Florida. I believe that's because we added him on the account team, if I recall, so we look at that one and we look at the account team. We've got John Doe as an account team member, and so he only has visibility into two accounts, whereas I had 16. And so let me log out as John Doe, which you just click on the name and click long out, and that may log you all the way out of Salesforce. You may come back to the set up men you and so if you do need to just logged back in, and you can get back into cells force as your own user account. And so the main thing to bear in mind, though, is that security settings control the visibility of records. And so the role hierarchy controls the individual records that you can see your access. And some of the things that we did in this particular lecture is we made sure that John Doe was assigned to Custom Profile, which is just best practice rather than a standard profile. We enable the enhanced profile display. We also set the or GWAI defaults on accounts to private. And then we logged in. Once we enable this feature of logging in is in a user. We logged in his John Doe to verify that he only had access to two accounts, one as an owner and one as part of a team. And so the next lecture, we're going to be going more in depth in the sharing rules, and we'll talk about other scenarios and use cases for sharing rules when to use them and why 8. Salesforce Sharing Model: way. So we spend a lot of time discussing profiles and rolls. And so now we need to get into the sharing model, and the sharing model has to do with a couple of things as it relates to Salesforce. And that would be the organization wide defaults and then also sharing settings and a lot of times for organization wide defaults that's referred to as ord wide defaults. It's just kind of short terminology. And so to find the organization wide defaults in sharing settings that would be under sharing settings in the set up menus side search for sharing and under security controls, you see sharing settings. I'm gonna click on that and introduce you to the sharing settings screen so the screen is divided into two sections. At the top is the organization Wide defaults, and then beneath are the sharing rules for the various objects in yourselves force. Instance. And so right now, if this is a new cells force organization, you should only have standard objects that you can set sharing rules for as you create new custom objects. Those will appear here is well, which in a few more lectures will be getting into objects and standard and custom objects and getting into that further. But for now, we're going to scroll to the top of the sharing setting screen. Speak for a moment about sharing settings and the organization wide defaults. The fundamental base level of all security and sells force in the concept that you need to understand is that everything begins with the organization wide defaults. This means at a base level, this is the security settings on different objects. And so from there you can open up wider access to specific users or groups in that sort of thing. And so the concept that you need to understand, though, is that you don't have your organization. Why defaults more open and then create more restrictions through other layers of security? The baseline security settings for the organization wide defaults would be that you want to begin with the most strict security and then open it up further for additional users through sharing settings. And so there's some object records that you may want to be private in nature and others that you want public read only and others that are public read, write, and so the main take away here at the beginning for as we discussed the organization wide defaults is to understand that you start with the most restrictive security controls, and then you open it up as you add other layers of security settings that will be getting into in subsequent lectures. And so as we look at the different objects here, there's a couple that I want to highlight real quick. You see this lead object, which is the very top it has a default internal and external access as public read, write and transfer and a dental further, he knows the case object records as well have a organization wide default setting of public read, write and transfer. Now those air to special standard objects in that they tend to be ones that air worked on by multiple individuals. So usually you don't have just one person working a lead or case. But it may be multiple individuals, so someone may create a lead and sells force and then need to be able to transfer it to another user to work on it further and likewise. If you're in a support center setting and working on cases, you may create a case, but then you may need to transfer that to another department or user to pick it up where you left off and resolve the case and close it. And so those air to particular objects that have this public read write in transfer ability and so five word to click on edit. Here's where you can go in and you can edit the organization wide sharing defaults. And remember, this is the baseline security setting for all object records in your cells force instance. One thing I want to highlight is that many of these objects cannot. You cannot de select these checked boxes here on the right. So in a previous lecture under the role hierarchy, if you recall, there was discussion around how records roll up the hierarchy or your orc chart, and so that anything that you own is thin, viewable or visible to your manager, for instance, and so that pertains to this granting access using hierarchies, you cannot de select access using hierarchies for these standard objects. You can either grant or deny access using hierarchies for custom objects, and once again, we'll get into custom objects soon. But for now, we're just going to focus on the standard objects that comes standard with cells force so that we get a firm understanding of the organization wide defaults. And so, as I was mentioning earlier with the lead object, it has this public read, write and transfer option and the other three options in these air. More common across most of the other objects are private, and then there would be public read only, and in public, read right. If we look at other objects, we see they just have the three. They don't have the transfer option, which is private public. Rinne only in Public Read Dr. And in some of these other objects have the option of controlled by parent, and what that means is such as for a contact it said to controlled by parent. And a contact is a standard object that is considered a child to the account object. And so whatever the default access is said to for the account, this contact object will inherit the same security and sharing settings as the account, and so you can instead change this to private or public read only or public read, write to, in essence, have different access levels between accounts and context. But that's what controlled by parent means. And so the term parent, maybe something new to you in a Sfar. As for object records, a parent would be considered the record that owns what are called child records. Sometimes this is referred to as a master detail relationship. The master would be the parent in the detail, would be the child is different terminology to delineate which object is attached to another object and has to do with how they relate to one another. And we'll beginning Maurin to master detail relationships a k a. Parent child relationships in a later lecture. When we get into custom and standard fills so scrolling down, some of these other objects will be outside the scope of the administrator exam. And then there's some checked boxes here where you can select standard report visibility. You can set up toe where users can manually share their user record, and then this manager groups selection as well. Another thing to highlight is, if you're not sure about certain things, there's these I icons that denote further information. So, for example, this manager groups, If I were to select this, it says, if enabled users can share records with their managers and manager subordinate groups. And so we've not really made any changes here in our sharing setting, so I'm just gonna cancel out of here for now. Okay? So also, you can enable external access and set up an external sharing model. If you've noticed there's a column here for default, external access in the way that you can change that is you have to first enable the external sharing model. Before I do that, let's cover who external users would be. That would be authenticated website users or chatter external users. You also may be familiar with Salesforce community, so any community users or customer partner or high volume portal users as well would be considered external users. You also may have guessed users or service cloud portal users and some going to enable external sharing model here by clicking the button, and it doesn't give you any sort of warning. It just sits up to where you can now add it. Your organization wide defaults, and now you'll notice that this column here for default external access will open up and you can make edits to the external access. One thing to note is that the external access defaults to the same as that of the internal access, and it can be the same or more restrictive. External access cannot be more open than your internal access is set. So I say, for example, we have a community set up for customers or partners, and we want to hide opportunities from them entirely. We would set opportunities to private for external users and click save. And so you'll notice that once an organization wide default update has been made, that you can't submit any changes prior to the completion of that operation. And so then it's also said, I will receive an email when the operation is finished. And so what happens when you make a change to your or GWAI? Default is that sells. Force re calculates all the sharing settings for all the records that have been affected so that access is updated across your organization. And so next we're going to scroll down to the bottom of the screen here to get into the sharing settings and each related list under the sharing rules. Here are for each of the standard objects that in ourselves, force instance and then as we create custom objects does would appear here as well. And so for the sharing rules, the concept behind this is to give users lateral access of what I mean by that. If you were called previously, we looked at the role hierarchy and those above us in the royal hierarchy or work chart. If you will have access to our records that we own, because they are higher up in the role higher can, that's what would be considered vertical access. The sharing rules are a way to open up lateral access to others that maybe on the same level of the role hierarchy as us. So if we had an eastern region in the western region and we happen to be a sales person in the eastern region, we could set up opportunities to be shared laterally to the Western region, for instance, to the way to create a sharing rule is to click New and I just click the refresh button on my browser in order to enable the new button. And the reason it was disabled was because I had changed in organization wide default for external sharing previously and mentioned how would receive an email once that was done. So I did receive that email and so now refresh the screen in order to enable the new buttons here so I could create new shine rules. So we are going to create a new sharing role on the opportunity object toe. Open up some lateral access so we're going to call this regional sharing. And so the label is what users can see for the name of the sharing role, the role name below it. And you noticed there's an underscore that was placed in place of the space is entered automatically by default. I can change that, but there can't be any spaces in this particular field. This has to do with a P I name and kind of behind the scenes way that sells forced names, things and in users don't see that you could add a description here that it will help you later to understand what the sharing rule does at a high level when you view it so that you don't have to click, edit and see all the particulars of how this has been set up. So then if you notice for the sharing role in general, it's broken up into steps. There's a step one to enter the rule name step to to select your role. Type a step three to select which records to be shared step force where you select the users to share it with. And step five is to select a level of access for the users. And so we're gonna finish out step one by giving a description. And I'm just going to something generic right now. So now, in step two, we select our rule type, and it defaults to based on record owner, we're gonna leave. That is the default. You can get into more advanced criteria if you wish. And so, based on the record owner, we can select which records to be shared here and step three. So for this sharing role on the opportunity object, we're going to just share records based on the owner. And so we're just gonna keep that the default of based on the record owner person that owns a particular opportunity record. And so the Upton Records that are owned by members of you can select public groups or roles or roles and subordinates. And so this second drop down on the ride is dynamic in nature based on what you select here on the left. So for public groups, right now, we only have one public group in ourselves force incidents, and that's all internal users four to select rolls instead, that gets into the role hierarchy. And so here's where we would be able to set our lateral access. And so for opportunity records that are owned by the Eastern Cells Team, for instance, we can then select the users to share those opportunities with it. So we're going to share those with another role, and we're going to share that with the Western sales team. And so, in the end, once this sharing rule is set up than any opportunities that are owned by the Eastern Cells , team will automatically be shared and therefore visible to those with a role in the role hierarchy of the Western Cells team. And then we can give the type of access the level of access for the users and step five we can do, read only or read right, So we're gonna enable those on the Western Cells team to just see the opportunities that the Eastern Cells team are working and not give them the ability to edit us, really that the default of read only and click save. So then it says here, the recalculation of sharing access will continue. In the background. You'll receive an email notification upon completion. Do you want to continue? I'll click. OK, so then Salesforce will go through and find any opportunities that meet that criteria that we've set up. And then we'll update the sharing settings behind the scenes accordingly. So finally, the last thing to cover would be manual sharing, and this is where you can do sharing with other individuals as an end user and specify who you want to share a particular record with. And in order for users to be able to share, for instance, their opportunities with other random users is you've got to enable that here by scrolling down and selecting manual user records sharing. And so, in order to edit that, I've got to scroll to the top and click edit. Now you'll notice that this edit button is disabled, and we mentioned this earlier. A sharing role insert is in progress. You can't submit any changes until the operation finishes, so I've received the email so I know that operation is finished. Someone a click refresh on my browser. And now watch that the edit button is now enabled. So all of those changes have been processed. So I click at it and I scrolled down here to the bottom. I'm going to enable manual user records sharing and what this will do. This means that users can share their own user records. And previously we talked about vertical sharing through the role hierarchy, and then lateral sharing through sharing rules that we just went through find this final level of sharing would be for end users to be ableto just share records themselves, and that could be sharing vertically or latterly or randomly. So we're gonna click, save. And then once again, here's the warning that sharing rules will be recalculated in the background. We're gonna click OK now that we've enabled manual sharing for users, and once that process completes page layouts can then be edited to include a share button so that users can then share their records that they own with others in the cell sports organization, regardless of where they are in the royal hierarchy and regardless of whatever sharing rules have been set up, and this further extends the sharing functionality and sells force. And so now we fully covered the sharing model and next we need to get into permission sets . 9. Permission Sets: introducing permission sets. So we've talked about profiles and rolls, and now we're getting more deeply into security and all the different settings that you could do that control, visibility and access. And Reid Reid update. Delete, writes and sells force. And so permission sets. I want you to consider those as secondary profiles. And so if you just recall, ah, profile can be assigned to a user and a user can only have one profile, Permission said. Users can be assigned to multiple permission sets. And so if I click on the user's dropped down here and select permission sets, you'll notice that there's none set up by default in our new cells force organization. And so, in order to understand, PERMISSION says, I want to spend a moment in the profile section and if you recall previously, we created a new custom profile by cloning the system administrator profile, and it was called junior administrator. And so you have now 37 profiles in yourselves Force organization. Now I've worked in some organizations that have had literally hundreds of profiles created , and those are usually older self force organizations that existed before permission sets came along, and so what permission sets allow you to do. For example, let's say you had 10 users in this junior administrator profile, and you needed the ability for one of these junior administrators to have a broader range of I P addresses in a broader time of log in hours, or some sort of system settings that you wanted to extend to them, but not to the other junior administrators. In the old way of doing things before permission sets, users would have to create yet another profile and call it junior administrator to, for example, or junior administrator all access if they wanted to give them full access from any i p Range or I p address and being able to log in at any time during the day or night, for example. And so instead of doing that, you could now create permission sets and a sign those to individual users. And then what makes you so powerful as well when you're dealing with permission sets is, let's say, for example, you wanted specific users to have the ability to create and maintain chatter groups. And let's say that you only had one person identified in the junior administrator profile one user in the system administrator profile, and then as well, you've had a couple of users in the custom marketing profile, for example. Now how would you handle that? If you had people from three different profiles that need to be ableto ona manage chatter groups, you could create a profile called chatter group owner, but then these people that you would then assigned to that would lose their abilities that they had set up in their own individualized profiles. And so it is a way that you can extend or further extend, writes and sells forces through permission sets. And so let's show you example by creating one so I click on permission sets. One thing to note here is that you can also assign permission sets to users through the cells, force a mobile app so you can check that out off of the iTunes or Google play APP stores and this salesforce, a mobile app. Give the administrative privileges and you can access release notes and you can assign users to permission sets. But I want to click new to create a permission set. It's over this permission said. I'm going to call this manage chatter groups then wouldn't give a description for this permission set. And then you need to select the type of users who will use this permission set. So you select the license time and there's a lot here that are available in select cells force for the license type and then click save. And so now I'm on the permissions that detail page for this new permission set that we just created. So now we're going to customize this permission set and then assigned users to this permission set. And so you noticed that this page for the permission set detail screen looks a lot like a profile detail screen, And that's because it's divided into the two sections of APS and then down here, below the system permissions. And so if we want to set system permissions on a permission, so I just click on the system permissions link must do search for chatter. And so here we're going to select this create and known in new chatter group setting. And so you noticed that all of these checked boxes are unchecked by default. That's because people are assigned their individualized profiles and they're part of their profile that have a lot of these settings. And so the idea behind Salesforce security is you started the base with the most restrictive security model, and then you open up additional access as you layer other permission sets on top of users profiles, for example, by adding additional access. And so you can tell that you won't be able to accomplish anything in a permission set by un checking a check box. Because there's nothing checked by default, you can check something, and so, in order to do so, we will need to click at it. But if I try and click here, I'm not able to check that. So if I go back up to the top here and click edit, I'm looking for create and own new chatter groups. If I check that and click Save, I've now have given the ability of anyone that's assigned to this permission set the ability to create a known new chatter groups. So that's the only check Mark that's checked in this permission said. I'm just going to keep this really simple and not extend a lot of functionality. Beyond that, I want to now assign users to this permission sets. If you click on manage assignments. And so you know your users that you assigned to a permission set. They may or may not have the specific rights just based on their profile, but you can go ahead and add users from this screen. And so myself is a system administrator. I probably have the ability to create a known new chatter groups, but just in case I could go ahead and add myself. And so I'm going to select myself and I'm a select Jim Dough, and I'm going to select the integration user and then click a sign. Okay, And so one thing that I didn't think about is that for this permission, said I previously, if you recall, specified that this permission said is tied into the user licence of cells force. And so this integration user has a user license out of the box of analytics cloud integration users. So one thing that's important to note as you deal with your own free salesforce developer account as we work through this course and beyond is that your limited to two cells force licenses in your developer organ, and so you'll be really limited in what you can do here, And that's to prevent people from using these accounts for their own business and not paying licensing fees that are owed to Salesforce. And so we have this informational message and then the check marks, and it was assigned to the two users. So when I click done and I've assigned this new permission said to Jim Dough and myself, I could go back to the permission set, and then other things I could do is I could access some of these other settings. Now the system settings are more limited in a permission set that in profile there's less obvious here down the bottom. But for the most part, on the app side of things here at the top, these air the same sort of settings that you'll find on profile. The main thing to bear in mind is that, and to think about is that I've just assigned and I go back to manage assignments. I've just assigned this permission set to two users, myself and Jim Dough, that have different profiles. Jim does in the marketing profile, and I'm in the system administrator profile. But we both share now the ability Teoh own and create new chatter groups, thanks to this permission step that prevents us from needing to have these highly granular profiles and end up with hundreds or thousands of profiles as your organization grows. And that's how cells force is justified, or come to realize that they need permission sets is it was clamored for by the user community and the developer and admin community especially. And they made that a reality. Now, back to the details of this new permission set that we created. We can adjust some of these apps settings, for example, and so it's going to signed APS. So currently we have no assigned APS assigned to this managed chatter groups permission sets if I were to click at it. So then here, you can give people in this permission set access to these various app. So, for example, if you wanted to open up the call center app to users that are son of this permission set, you simply select the app from the available APS list and move it over to the enable APS and click Save. When I'm referring to ABS, I'm referring to these items here in the APP launcher by clicking here in the app launcher . You could see the call center, for