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PREFACE

This book has been developed especially from the idea of glance look learning. This book helps

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for individuals who want to learn things with in short time. From this idea I started writing this

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book which will be helpful to the professionals to learn quickly without missing the things.

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While writing this book I faced many difficulties in which reduction of 3000 pages to 200 pages

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is the main. After all my hard work from the 3 months I was able to bring this book in front of
you to use it responsibly. Bringing easier way of learning to the students is the idea behind

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making complex things to simpler. I would like to thank all the people who inspired and helped

the joy of learning

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Capital Info Solutions


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Workflows:

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Click on the Add Time Trigger button to create Time - Dependent Workflow Actions

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Configuring e-mail alerts for workflow rules:

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Configuring tasks for workflow rules:

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Configuring field updates for workflow rules

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The following screenshot shows the updating Text and Number type of fields

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The following screenshot shows the updating Checkbox of fields

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The following screenshot shows the updating Picklist type of fields

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Cross -Obect Field Updates:

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The following screenshot shows based on the criteria we mentioned on the Opportunity(Child record),
we are updating the field update on the Account(Parent record)

Activating the workflow rule:

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Go to the any Workflow rule detail page, Click on the "Activate" button

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Data Loader Overview:


Data Loader is an application for the bulk import or export of data. Data Loader is used to insert, update,
upsert(insert+update), delete, or export Salesforce records.

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When importing data, Data Loader reads, extracts and loads data from comma separated values (CSV)
files When exporting data, it outputs CSV files

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1. It Supports all the Standard Objects and Custom Objects


2. Supports upto 1 million records
3. Duplicates will be allowed in the Data Loader
4. Data Loader have batch size

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Important Points:

Steps to be followed for Installing Data Loader:

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Settings in Data Loader

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1. Go to the following path to install the Data Loader. Your Name> Setup > Data Management > Data
Loader.
2. Click "Download the Data Loader" and save the installer to your PC.
3. Double-click the downloaded file and click on Run to launch the InstallShield wizard.
4. Click on "Next" button.
5. Accept the license agreement and click "Next" button.
7. Click on "Install" button.
8. Click on "Finish" button.
9. To start Data Loader, double-click the Data Loader icon on your desktop.

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Start Data Loader by double click on the Data Loader icon and Choose Settings > Settings

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Click on the Settings to


configure the Data Loader

Batch Size: In a single insert, update, upsert, or delete operation, records moving to or from Salesforce
are processed in increments of this size. The maximum value is 200. We recommend a value between 50
and 100. The maximum value is 10,000 if the Use Bulk API option is selected.

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Insert null values: Check this checkbox to insert blank mapped values as null values during data
operations. Note that when we are updating records, this option instructs Data Loader to overwrite any
existing data in mapped fields.

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Once you enter the Organization, we need to give following settings (Mandatory)
1. Proxy Host
2. Proxy Port
3. Proxy Username
4. Proxy Password

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Server host: Enter the URL of the Salesforce server with which we want to communicate. For example, if
you are loading data into a sandbox, change the URL to https://test.salesforce.com.

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Click on "OK" button

The Data Loader Operations:

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The Data Loader will do the following operations

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1. Insert ---> This Operation is used for inserting records into salesforce
2. Update ---> This operation is used for updating the existing records in Salesforce.

4. Delete ----> This opration is used for deleting the records from salesforce.

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5. Export ----> This operation is used for extract all the records from salesforce into CSV files.

6. Export All ----> This operation is used for extract all the records from salesforce i.e including records in
Recycle Bin also.

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How to generate Security Token:


Go to the following path

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Your Name ---> Setup--->Personal Setup--->My Personal Information---> Click on Reset My Security
Token

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Click on "Reset My
Security Token" here

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Click on "Reset Security


Token" button

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Once the "Reset Security Token" button is clicked, a new security token has been sent to email address
associated to user.

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Procedure for "Export" operation using Data Loader:


1. Click on "Export".

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3. Upsert ----> This operation is the combination of Insert and Update. This operation is used to inserting
the records and updating the existing records in salesforce.

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Click on "Export"
here

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2.

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Step 1: Enter salesforce Username and Password. Click "Log in" button to log in. This is applicable when
your network ip address added to Trusted IP Ranges. Otherwise, here the password is equal to Password
+ Security Token.

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For example, if password is mypassword, and security token is XXXXXXXXXX, we must enter
mypasswordXXXXXXXXXX to log in.

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1
Enter the
Username

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Click on "Log in"


button here

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Enter passord +
Security Token

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Click on "Next"
button

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How to add IP address to Trusted IP Ranges:


Go to the following path

Your Name ---> Setup---> Administration Setup---> Security Controls ---> Network Access---> Click on
"New" button

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Enter the Start IP Address and End IP Address i.e The users who are logging with this IP range will have
to enter only password. The users no nedd to enter Security Taken while accessing the Data Loader.

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Click on "Network
Access" here

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Click on "New"
button

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Enter the Start IP and


End IP Address and
click on Save button

3.

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Step 2:Select Data Objects

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Choose an object. For example, select the Account object. If object name does not display in the default
list, check "Show all Salesforce objects" to see a complete list of objects that we can access.

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Click "Browse" button, to select the CSV file to which the data will be exported. We can enter a new file
name to create a new file or choose an existing file.

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If we select an existing file, the contents of that file are replaced. Click "Yes" to confirm this action, or
click "No" to choose another file.

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Click on "Next" button

Select "Show all Salesforce


Objects" checkbox for
showing all the objects

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1
2

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Viewing the
selected object

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Click on "Browse" button for


selecting the path for CSV file to
which the data will be exported

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Click on "Next"
button

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Step 3: Edit the SOQL query for extraction

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Select the fields we want to export. or Click on "Select all fields" button to select all the fields in the
query. Review the generated query and edit if necessary.

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Optionally, select conditions to filter the data set. If don't select any conditions, all the data to which we
have read access will be returned.

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Choose the query fields by


selecting the checkboxes here
or Click on Select all fields for
selecting all fields in one shot

1
Give the Condition and click on
"Add Condition" button for
adding where clause to the
query

3
Click on "Finish"
button for completing
the export of data

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Click on the "Finish" button and then Click on "Yes" button to confirm the export.

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Click on "Yes" button


for confirming the
export of data

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After the operation completes, a confirmation window summarizes results. Click "View Extraction" to
view the CSV file, or click OK to close.

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Procedure for "Insert" operation using Data Loader:

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Click on "Insert" here

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1. Double click on Data Loader icon at your desktop and Click on "Insert" operation for loading the
records into salesforce.com

Step 1: Salesforce Settings

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al

This step consists of Entering username, password and clicking on "Log in" button to login into data
loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for
"Export" operation using Data Loader Section.

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Step 2: Select data Objects


Select Salesforce object and csv file

Click "Browse" button, to select the source CSV file from the computer for inserting records into
salesforce.

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2
select object
here

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Select "Show all Salesforce


Objects" checkbox for
showing all the objects

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Click on "Next" Button

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Click on "Browse" button for


selecting the CSV file to which
the data will be inserted

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Click on Next
button

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Once we clicked on the "Next" button, small popup window will say about how many records the
operation will contains. Click on "OK" button

Step 3: Mapping

Map fields(CSV columns) to the fields in the Salesforce object

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Click on "Create or Edit a Map" button for mapping of fields.

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Choose an object. For example, select the Account object. If object name does not display in the default
list, check "Show all Salesforce objects" to see a complete list of objects that we can access.

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Click on "Auto - Match Fields to


Columns" button for auto
matching of salesforce fields with
file column headers

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Click on Create or Edit a Map button

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Click on "Auto Match Fields to Columns" button for mapping of salesforce fields and CSV file columns
having the same name automatically.
The Mapping can also done by dragging the salesforce fields to the File column Header section

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Drag the field from


the Salesforce fields
and drop into file
column header

Click on "OK"
button

The Mapping can also done by dragging the salesforce fields to the File column Header section. The
above right screen gives the information about the dragging the salesforce fields to the file column
section

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After completing mapping of fields, click on "OK" button

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Click on "Next" button in the following screen shot

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Click on "Next"
button

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Step 4:

Click on "Browse" button


for selecting the directory
where success and error
files will be saved

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Click on "Browse" button for selecting the directory where success and error files will be saved. Click on
"Finish" button.

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Click on "Yes" button to confirm the insert.

Click on "Finish"
button

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Click on "Yes" button here


to confirm the insert

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Procedure for "Update" operation using Data Loader:

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The following window shows the successful inserts and errors after loading completed.

Update --->This operation is used for modifying the existing records.

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Note: For updating the existing records, we need Salesforce record ID(15 digits or 18 digits)

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Click on "Update"
here

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1. Double click on Data Loader icon at your desktop and Click on "Update" operation for loading the
records into salesforce.com

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Step 1: Salesforce Settings

This step consists of Entering username, password and clicking on "Log in" button to login into data
loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for
"Export" operation using Data Loader Section.
Step 2:

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Select Salesforce object and csv file

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Choose an object. For example, select the Account object. If object name does not display in the default
list, check "Show all Salesforce objects" to see a complete list of objects that we can access.

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Click "Browse" button, to select the source CSV file from the computer for updating records into
salesforce.

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Click on "Next" Button


1
Select "Show all Salesforce
Objects" checkbox for
showing all the objects

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select object
here

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Click on Next
button

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Click on "Browse" button for


selecting the CSV file to which
the data will be updated

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Above Mentioned, the Step 1, Step 2 in the update operation which is similar to Insert Operation

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Step 3: Mapping

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Same procedure as mentioned in the Insert operation.


Note: While mapping, make sure that the field ID is mapped with the file column header in the CSV file.

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Step 4:

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Same procedure as mentioned in the Insert operation.

Procedure for "Delete" operation using Data Loader:


Delete --->This operation is used for deleting the existing records from salesforce.com.
Note: For deleting the existing records, we need Salesforce record ID(15 digits or 18 digits)

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1. Double click on Data Loader icon at your desktop and Click on "Delete" operation for deleting the bulk
records from salesforce.com

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Click on "Delete"
here

Step 1: Salesforce Settings

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VE
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This step consists of Entering username, password and clicking on "Log in" button to login into data
loader and clicking on "Next" button similar to above screenshots mentioned in the Procedure for
"Export" operation using Data Loader Section.

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Step 2: Select the Data Object and CSV file.

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Choose an object. For example, select the Account object. If object name does not display in the default
list, check "Show all Salesforce objects" to see a complete list of objects that we can access.

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Click "Browse" button, to select the source CSV file from the computer which contains records which we
want to delete from salesforce.(Make sure that your CSV contains Id column)

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:N

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Click on "Next" Button

Click on Next
button

Select "Show all Salesforce


Objects" checkbox for
showing all the objects

select object
here

Click on "Browse" button for


selecting the CSV file to which
the data will be updated

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In this step, map fields(CSV columns) to the salesforce object. Click on "Create or Edit a Map" button for
doing the mapping and then click on the "Auto Match Fields to Columns" button(Make sure that the Id
field is mapped) and then click on OK button

Step 3: Mapping

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Click on "Auto-Match
Fields to Columns" button

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Click on Create or Edit a Map button

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Click on "OK"
button

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The following screen shot shows once we click on "Auto Match Fields to Columns" button, the Id field in
Salesforce object is automatically mapped to Id field in the file column header.

Make sure that the salesforce


Id field value is mapped to Id
file column header

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Click on "OK" button and Click on "Next" button in the Mapping window

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Step 4: Click on "Browse" button to select the directory where your success and error files will be saved.
Click on "Finish" button

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Click on "Browse" button for


selecting the directory where
success and error files will be saved

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Click on "Finish"
button

Click on "Yes"
button

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Click on "Yes" button in the dialog box to confirm deleting records from salesforce.com

Procedure for "Upsert" operation using Data Loader:

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Upsert --->This operation is used for inserting new records and modifying the existing records at a time.
i.e insert + update

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Note: For updating the existing records, we need Salesforce record ID(15 digits or 18 digits)

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For inserting the new records, no need Salesforce record ID. Once the records inserted, salesforce
automatically generates the ID.

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Click on "Upsert"
here

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Step 1: Salesforce Settings

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:

Same as the above mentioned screenshots.

Same as the above mentioned screenshots.

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Note: The CSV file should be like the following screenshot

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Step 2: Select the Data Object and CSV file.

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These Records is for


update purpose

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These Records is for


insert purpose

Step:2a Choose fields to use for mapping

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Here the select the field(External Id field) for matching on Account

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Upsert uses an indexed custom field or external ID to determine whether to create a new record or
update an existing record.

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If the external ID is not matched, then a new record is created.


If the external ID is not matched once, then the existing record is updated.
If the external ID is not matched multiple times, then an error is reported.
External ID:

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External ID is a flag that can be added to a custom field to indicate that it should be indexed and treated
as an ID.

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It is available on all objects that support custom fields.

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Text
Number
Email

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An Object can have three(3) External ID fields for the following data types:

Click on "Next" Button


Step 3: Mapping

Same as above mentioned screenshots

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Step 4: Finish

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Same as above mentioned screenshots

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csv

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!.'u.r,U vdoee

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Before importing records into salesforce.com, prepare the csv file as per the below screen shot
In the following csv file, the column headers indicates the field names in salesforce.com

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Field Name of salesforce

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Procedure for Import Accounts/Contacts in Salesforce.com:

Click on Setup here

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1. Click on Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Import
Accounts/Contacts
1

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2. Click on Import Accounts/Contacts and Click on Start the Import Wizard on Steps to Import Your
Organizations Data

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Click on Import
Account/Contacts

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,

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Click on Start the


Import Wizard

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3. Now we are ready to follow the Import Wizard to seamlessly import Accounts/ Contacts into
SalesForce.

Click on Next
Button

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Click on Next Button in Step 1

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4. Click Browse button to select the file which we want to Import into Salesforce.com(Select this csv
file from your computer)

Click on Next
Button

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Note: Some of fields(CSV column headers) already mapped with Salesforce fields because column
header have same name as in salesforce.

5. The wizard will now start mapping SalesForce fields with those contacts we choose to import.

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Already mapped with


Salesforce field because
the name was same

10

The following screen shot provides the information about the Mapping of Contact fields(Both Standard
and Custom)

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:N

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If we map the Import field with Salesforce field, then the field value that is there in csv file will be stored
in the salesforce, otherwise the value will be blank.

Ca

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al

In
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So
lut

ion

Select the field in import file that should be imported into each salesforce.com field. Once we finished the
mapping of Contact fields, click on "Next" button

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After mapping of
contact fields, Click
on Next button

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:

We can map the fields by


selecting from drop down list

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This section indicates


the mapping of Custom
fields in contact object

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6. The following screen shot gives the Mapping of Contact Phone and Address fields

After mapping of contact


Phone and address fields,
Click on Next button

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Select the field in import file that should be imported into each salesforce.com field. Once we finished the
mapping of Contact Phone and Address fields, click on "Next" button

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7. In this step, we can learn about how to map account fields(Mapping between the column headers in csv
file and salesforce fields)

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Select the field in import file that should be imported into each salesforce.com field. Once we finished the
mapping of Account fields, click on "Next" button

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28

Check Overwrite
existing account
values checkbox

Already mapped with


Salesforce field because
column header value is same
as salsforce field

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This section indicates the


mapping of Account custom
fields

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After mapping of
Account fields, Click
on Next button

8. The following screen describes about the mapping of Account Phone and Address fields between
column headers in csv file and salesforce fields

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Select the field in import file that should be imported into each salesforce.com field. Once we finished the
mapping of Account Phone and Address fields, click on "Next" button

After mapping of Account


Phone and Address fields,
Click on Next button

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9. The following screen shot shows the list of columns that we have not been mapped to a salesforce.com
field.

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Click on "Next" Button

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Click on Next
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The column header that we


have not mapped to a
salesforce.com field

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10. Click on Import Now! button in the following screen shot

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Click on Import
Now! button

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Click on "Finish" button

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11. The import Request has been submitted and they will notified by email when our import completed.

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12. Check your mail from salesforce saying that your import completed, it consists of how many accounts
created, how many contacts created and what are the errors we are getting which are stopping our import.

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13. Once check the Record Count of Accounts and Contacts after inserting from the following path
Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Storage Space

Storage ---> The Storage gives the size of all the records

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Record Count ---> The Record Count gives the number of records that are in the salesforce

Storage Space gives the Organization's Storage usage.

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Check your Record


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Percent ---> The percent gives the value saying that this much of size is completed and we can use upto
100%.

Procedure for Import Custom Objects in Salesforce.com:

64
28

1. Go to the following path for importing Custom Objects in salesforce.com

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Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Import Custom Objects

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Click on Import Custom


Objects

Click on Start the Import


Wizard

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2. Click on "Start the Import Wizard".

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Step 1:From the following screen, Choose the type of record which we are importing (i.e Custom Object)
and Click on "Next" button.

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Choose the object


here

Click on Next
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Use the first checkbox in the following screen for no prevent duplicates i.e this option insert all the
records in my import file.

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Use the second checkbox which will prevent the duplicate records from being created.

Click on Next
button

5.

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Step 3: Specify Relationships

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button

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Click on Next
button

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Step 4: Choose the source csv file from the following screen by clicking on "Browse" button and click on
"Next" button.

Click on Next
button

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Click on Browse button to


choose the file from the
computer

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Choose the following csv file

Note: Make sure that the object "Loan" and following fields are created in your edition
Object Name: Loan

Data Type
Currency
Picklist

Start Date
End Date

Date
Date

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Field Name
Amount
Status

Values
Draft, Submitted, Approved,
Rejected

64
28

Step 5: Do the field mapping from the following screen, use the drop-down lists below to specify the
salesforce.com fields that correspond to the columns in import file
Click on "Next" button

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Click on Next
button

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Already mapped with


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Step 6: Click on "Import Now!" button for importing the records into salesforce.com

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Step 7: Click on "Finish" button

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Click on "Import
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Once the Import completed, the user will receive following type of email from salesforce support which
contains how many records created and what are errors we are getting which are stoping for importing.

6
64
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Procedure for Mass Delete Records in Salesforce.com:

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1. Go to the following path for Mass Deleting Records in salesforce.com

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Your Name ----> Setup ----> Administration Setup ---> Data Management ----> Mass Delete Records

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Click on Mass Delete


Records from here

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2. Click on "Mass Delete" link from the following screen.

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Accounts" for deleting
Accounts

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Give the criteria in the following screen and click on "Search" button for getting all the records based on
criteria

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4. Select the records and Click on "Delete" button for deleting the records

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Click on Search button for


getting all the records based
on above criteria we given

64
28

Give the Criteria


here

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cannot restore deleted records from the Recycle Bin.

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Select this checkbox to


delete the records
permanently i.e we can not
get it from Recycle bin

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one shot

Click on Delete
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Approval Processes:

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An approval process is an automated process that organization can use to approve records in Salesforce.
An approval process specifies the steps necessary for a record to be approved and who must approve it
at each approval step.
A step can apply to all records included in the process, or just records that have certain attributes.

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An approval process also specifies the actions to take when a record is approved, rejected, recalled, or
first submitted for approval.

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The Approval Process determines the delegated approver, if necessary. And it also Determines if users
can edit records that are awaiting approval.
The Approval Process decide if records should be auto-approved or rejected.
Note: Workflow Rules and Approval Processes can be used together.

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Comparison of Workflow Rules and Approval Process:

Approval Processes

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Workflow Rules

1. Are triggered only when a user clicks Submit


for Approval button

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1. Are triggered upon Save

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2. Consist of one set of criteria and actions

Have an entry criteria, step criteria and step


actions
Have Initial submission actions, rejection and
approval actions and actions for each step
3. Some attributes cant be modified , processes
must be deactivated before they can be deleted

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3. Can be modified or deleted

2. Consist of multiple steps

Approval Process Terminology


Approval Actions: An approval action is an action that occurs as a result of an approval process. There
are four types of approval actions:

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Task: Assigns a task to a user we specify. we can specify the Subject, Status, Priority, and Due Date of the
task.

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Email Alert: Uses an email template we specify to send an email to a designated recipient.

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Field Update: Changes the value of a selected field. we can specify a value or create a formula for the
new value.
Outbound Message: Sends a message to an endpoint we designate. we can also specify a username and
the data we want to include in the message.

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Approval Request: An approval request is an email notifying the recipient that a record was submitted
for approval and that his or her approval is requested.

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Approval Steps: Approval steps assign approval requests to various users and define the chain of
approval for a particular approval process.
Each approval step specifies the user who can approve requests for those records, and whether to allow
the delegate of the approver to approve the requests.
Subsequent steps in the process also allow us to specify what happens if an approver rejects the
request.
Assigned Approver: The assigned approver is the user responsible for approving an approval request.

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Delegated Approver: A delegated approver is a user appointed by an assigned approver as an alternate


for approval requests. Delegated approvers can't reassign approval requests; they can only approve or
reject approval requests.

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Initial Submission Actions: Initial submission actions are the actions that occur when a user first submits
a record for approval. By default, an action to lock the record runs automatically on initial submission.
Initial submission actions can include any approval actions such as email alerts, field updates, tasks, or
outbound messages. For example, an initial submission action can update a custom approval status field
to In Progress.

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Final Approval Actions: Final approval actions are the actions that occur when all required approvals
have been given for a record. Final approval actions can include email alerts, field updates, tasks, or
outbound messages. For example, a final approval action can change the status to Approved and send
an email notification.

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Final Rejection Actions: Final rejection actions are the actions that occur when an approver rejects the
request and it goes to the final rejection state. Final rejection actions can include email alerts, field
updates, tasks, or outbound messages. For example, a final rejection action can change the status to
Rejected, send an email notification, and unlock the record so that users can edit it before
resubmitting.

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Recall Actions: Recall actions are the actions that occur when a submitted approval request is recalled.
By default, an action to unlock the record runs automatically on recall. Recall actions can include email
alerts, field updates, tasks, or outbound messages. For example, a recall action can change the status of
a request from In Progress to Not Submitted.
Record Locking: Record locking is the process of preventing users from editing a record, regardless of
field-level security or sharing settings. Salesforce automatically locks records that are pending approval.
Users must have the Modify All object-level permission for the given object, or the Modify All Data
permission, to edit locked records.

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Configuring approval processes:


To create an approval processes, follow the steps below:

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Go to the following path

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Your Name

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Setup
App Setup

Workflow & Approvals

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Create

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Click on "Approval Process"

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Select the Object type from the "Manage Approval Process For:" option. And to create a new approval
process, click "Create New Approval Process" then select Use Jump Start Wizard to set up approval
process in a few short steps. Or, select Use Standard Wizard to configure all approval options.

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The Initial Submission Actions, Final Approval Actions, Final Rejection Actions, and Recall Actions related
lists contain Record Lock actions by default. we cannot edit this default action for initial submission and
recall actions.

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Jump Start Wizard


The Jump Start Wizard is provided as a quick way to create simple approval processes that have a single
step. To simplify the settings, the Salesforce CRM application automatically determines some default
options for us with this option.
Standard Setup Wizard
The Standard Setup Wizard enables the creation of complex approval processes. This option provides
the mechanisms to define process and then use a setup wizard to define each step within that process.

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Click on the Standard Setup Wizard

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Step 1: Enter Process Name, Unique Name and Description. And click on "Next" button.

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To specify entry criteria, which is an optional step in the Step 2. Specify Entry Criteria page and is used to
determine the records that enter the approval process. Here, we can choose from either the formula
logic or we can select certain fields, operators and values to specify when the desired criteria are met.

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Click on "Next" button

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Step 3: Specify Approver Field and Record Editability Properties

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Step 2: Specify Entry Criteria

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In the above step, using the Next Automated Approver Determined By picklist, select a user field if we
want the Salesforce CRM application to automatically assign approval requests to an approver based on
the value in the user field. For example, we may want to automatically send approval requests to a
user's manager as specified in the user's Manager field.

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To allow users to manually choose another user that will approve any approval requests, leave the field
Next Automated Approver Determined By blank.

Select the appropriate Record Editability Properties and click on Next.

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By selecting the Use Approver Field of Record Owner checkbox we can set the approval process to use
the standard Manager field or a custom field on the record owner's user record instead of the
submitting user's record.

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Step 4: Select Notification Templates

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Administrators ONLY can edit records during the approval process ----> Select this option if we want only
users with the Modify All object-level permission for the given object, or the Modify All Data
permission, to be able to edit records that are pending approval.
Administrators OR the currently assigned approver can edit records during the approval process-->Select
this if we want the assigned approver to be able to edit the records too. The assigned approver must
also have edit access to the record through both their permissions and the organization-wide sharing
defaults for the given object. When a record is submitted for approval, it is automatically locked to
prevent other users from editing it during the approval process.

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We can choose a custom e-mail template to be used when notifying an approver that an approval
request has been assigned to them. Alternatively, by leaving this field blank, a simple default
e-mail template is used.

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Step 5: Select Fields to Display on Approval Page Layout


The approval page is where an approver approves or rejects a request and it is on Step 5. Select Fields to
Display on Approval Page Layout of configuring the approval process where we can carry out the
following:
1. Select and sort the fields we want to display on the approval request page.

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2. Select Display approval history information in addition to the field selected above to include the
Approval History related list which displays the columns Date; Status; Assigned To, Actual Approver,
Comments, and Overall Status.
3. To specify how approvers can access an approval page, select either Allow approvers to access the
approval page only from within the application (Recommended) or select Allow approvers to access
the approval page from within the salesforce.com application, or externally from a wirelessenabled
mobile device, and then click on Next.

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Step 6: Specify Initial Submitters


Specify Initial Submitters as shown in the following screenshot. i.e Specify which users are allowed to
submit records for approval.

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Optionally, select Add the Approval History related list to all [object name] page layouts. This will
automatically update all the page layouts for this object and include a related list that allows users to
view and submit approval requests.
Optionally, select Allow submitters to recall approval requests to give submitters the option to
withdraw their approval requests

Note: When the Allow submitters to recall approval requests option is selected the Recall Approval
Request button in the Approval History related list is visible for the users that have submitted the

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record as well as system administrator. When a user clicks on Recall Approval Request, the pending
approval request for the record is withdrawn and recall actions are run.

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Now Click on "Save" button

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Note: We unable to activate the process until we have created at least one approval step for the
approval process.

Creating Approval Steps:

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Approval steps in Salesforce CRM set the flow of the record approval process that associates the
participating users at each chain of approval. For each approval step, we set Who - can approve requests
for the records; What - must the record contain to meet the criteria, and Why should the record be
allowed to be approved (in the case of a delegated approver).

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To create an approval step, follow the path

Click on the New Approval Step button from the Approval Steps related list section

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Step 1: Enter the Name, a Unique Name, and an optional Description for the approval step

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Enter a step number that positions the step in relation to any other step in the approval process as
shown next and click on Next button

Step 2: Specify Step Criteria

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If we specified filter criteria or entered a formula, choose what should happen to records that do not
meet the criteria or if the formula returns "False" where the
options are:
approve record to automatically approve the request and perform all final approval actions.
reject record to automatically reject the request and perform all final rejection actions.

This option is only available for the first step in the approval process.

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Click on "Next" button

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Your Name --> Setup --> App Setup --> Create --> Workflow & Approvals --> Approval Processes -->
select the name of the approval process, and then carry out the following:

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Step 3: Select Assigned Approver

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In this page Select Assigned Approver where we specify the user who should approve records that enter
this step and optionally choose whether the approver's delegate is also allowed to approve these
requests.

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Select Approver Options are:


Let the submitter choose the approver manually which prompts the user to manually select
the next approver
Automatically assign to a queue Assigns the approval request to a particular queue. Queues
are only available on specific objects (or)

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Automatically assign using the user field selected earlier Assigns the approval request to the user in the
custom field that is displayed next to this option. This custom field was selected during the configuration
of the approval process.
Automatically assign to approver(s) which allows us to assign the approval request to one or
more users or related users as shown.

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Use Add Row and Remove Row to change the number of approvers. There is a limit of 25 approvers per
step.

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If we specify multiple approvers in the Automatically assign to approver(s) option, choose one of the
following:
Approve or reject based on the FIRST response ---> The first response to the approval request
determines whether the record is approved or rejected.
Require UNANIMOUS approval from all selected approvers --> The record is only approved if all of the
approvers approve the request. The approval request is rejected if any of the approvers reject the
request.

Optionally, select The approver's delegate may also approve this request. A delegate is the user listed
in the Delegated Approver field on the assigned approver's user detail page. Delegated approvers can't
reassign approval requests; they can only approve or reject approval requests.

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Click on the "Save" button.

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If this is not the first step in the approval process, we must specify what will happen if the approver
rejects a request in this step, as shown in the following example,
where the options are:
Perform all rejection actions for this step AND all final rejection actions. (Final Rejection)

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Automatically rejects the request completely regardless of any previous steps that were approved.
Salesforce performs all rejection actions specified for this step and all final rejection actions.
Perform ONLY the rejection actions for this step and send the approval request back to the
most recent approver. (Go Back 1 Step)

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Automatically rejects the request and returns the approval request to the previous approver. Salesforce
performs all rejection actions specified for this step.
Now click on Save and specify any workflow actions we want to set within this step using the options:
Yes, I'd like to create a new approval action for this step now.
Yes, I'd like to create a new rejection action for this step now.
No, I'll do this later. Take me to the approval process detail page to review what I've just
created.

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Finally, click on Go! to complete the approval process.

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Process Visualizer

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The process visualizer provides a read-only representation of saved approval processes. It can be
accessed by clicking on the View Diagram button from within the saved approval process as shown in
the following screenshot:

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Having the process set out diagrammatically can help in the understanding of:
The steps necessary for a record to be approved
The designated approvers for each step
The criteria used to trigger the approval process
The specific actions taken when a record is approved, rejected, recalled, or first submitted for
approval

1. Activating the Approval Process:


Go to the following path for activating an Approval Process

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Your Name --> Setup --> App Setup --> Create --> Workflow & Approvals --> Click on "Approval
Processes" ---> There a list of both active and inactive approval processes is displayed

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Important Points about the Approval Process

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Go to the Inactive Approval Processes section and click on "Activate" link next to the "Edit" link.

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2. Approval processes result in approval history being automatically tracked which is not applied to
workfklow rules.
3. When an approval is initiated, the record is "locked down" and cannot be changed by someone other
than the approver or system administrator until the record has completed the approval process.

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Parallel Approval Process:

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Parallel approval processes allow a record to be sent for approval to up to 25 different users
simultaneously. i.e The ability to send approval requests to multiple approvers in a single step
When setting up the processes, developers choose the approvers, as well as whether the record
requires unanimous approval or whether the record should be approved/rejected based on the first
response.

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Dynamic Approval Process:


Dynamic approval processes routes approval request to users listed in lookup fields on the record
requiring approval.

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Dynamic approval routing allow records to be routed based on complex approval matrices.

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User Interface Settings:


The User Interface settings is used for Modify organization's user interface with the following settings:

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Click on
Save button

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Select or deselect each


checkbox to modify the
user interface settings for
Organization

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1. Click Your Name ---> Setup--->App Setup ---> Customize ---> Click on the User Interface

Enable Collapsible Sections

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Collapsible sections enables users to collapse or expand sections on record detail pages using
the arrow icon next to the section heading. Sections remain expanded or collapsed until the user
changes their settings for that section

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Click on the arrow icon to


collapse or expand sections

Show Quick Create

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The Show Quick Create option adds the Quick Create fields section to the sidebar on a Record tab page
to enable users to create a new record using minimal data fields:

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The Show Quick Create option also controls whether users can create new records from within lookup
dialogs.
With the setting enabled, users see a New button in the lookup dialog screen.
The following example shows the creation of new account within the account lookup dialog while
working with an opportunity record:
Click on the Opportunity Tab and click on "New" button

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Click lookup dialog next to Account Name field, in the popup window, we can select the existing account
and also we can create new account by clicking on "New" button if we select "Show Quick Create"
option at the user interface settings

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Enable Hover Details

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The "Enable Hover Details" option allows users to view interactive information for a record by
hovering the mouse pointer over a link to that record in the Recent Items list on the sidebar or in a
lookup field on the record detail page. The fields displayed in the hover details are determined by the
record's mini page layout which is set at the page layout edit screen.

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The following screenshot shows the hovering the mouse pointer over a link to a record in the Recent
Items list on the sidebar:

The following screenshot show the hovering the mouse pointer over a lookup field on the record detail
page:

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We can customize the fields in the small window by going through mini page layout in the Page Layouts

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Enable Related List Hover Links

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This option enables related list hover links to be displayed at the top of standard and custom object
record detail pages.
It allows users to view the related list and its records by hovering the mouse pointer over the related list
link.
Users can also click the related list hover link to jump down directly to the Related List section without
having to scroll down the page.

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Enable Separate Loading of Related Lists

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This option enables the separate loading of record detail pages. First, the primary record detail data
loads, and then the related list data. This option serves to improve the display performance for
organizations with a large number of related lists on record detail pages. When the page is loaded, the
record details are displayed immediately and afterwards, the related list data loads during which the
users see a progress indicator for the related list.
We can see that the related list sections are not yet loaded. They appear as [] while the primary
record detail (for the account example) is loaded immediately:

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Enable Inline Editing

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This option allows users to change field values directly within the record detail page avoiding the clicking
of "Edit" button. By double-clicking the field to be edited within the detail page, the field changes to
become editable. The new value can then be entered and saved or the action can be undone using an
undo button.
First, the field is highlighted by hovering over it with the mouse to reveal the pencil icon indicating that
the field is editable:

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Then double-clicking the field causes the field to switch from a view mode to an edit mode to allow a
new value to be entered:

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The changed value and the detail page can then be saved in the standard way using the Save button:

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Enable Enhanced Lists

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This option provides the user with the ability to view, customize, and edit list data. When enabled along
with the Enable Inline Editing setting, users can also edit records directly within the list without having
to move away from the page:
Here we can change Billing State/Province for selected accounts using enhanced lists without going to
that record.

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Enter the value in the field and select the appropriate Apply changes to option

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Click on Save button

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Note: Certain fields cannot be changed using inline editing such as System Fields (Created By, Last
Modified By, and so on)
Calculated Fields (Formula, Auto Number, Roll-Up Summary, and so on)
Read-Only Fields and Special Fields (such as Owner, Record Type, and so on)

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The Tab Bar Organizer automatically arranges tabs in the main tab bar to prevent horizontal scrolling of
the page. It dynamically determines how many tabs can display based on the width of the browser
window and puts tabs that extend beyond the browser's viewable area into a drop-down list.

Enable Tab Bar Organizer

EN
C

Enable Printable list views

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This option allows users to easily print list views. If enabled, users can click the Printable View link
(printer logo) located at the top-right corner on any list view to open a new browser window:

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Within the new window, the current list view is displayed in a print-ready format:

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Enable Spell Checker on tasks and events

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When this option is selected the Check Spelling button appears in certain areas of the application where
text is entered, such as sending an e-mail, or when creating cases, notes, and solutions. Clicking on this
button checks the spelling of your text:

Enable Spell Checker

10

This option enables the appearance of the Check Spelling button when users create or edit tasks or
events. Spelling is checked on the Description field on events and the Comments field on tasks.

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Sidebar Settings:
Enable Collapsible Sidebar:

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The collapsible sidebar gives users the ability to show or hide the sidebar on every Salesforce page
where the sidebar is included. When this option is selected, the collapsible sidebar becomes available to
all users in your organization. However, each user can set their own preference for displaying the
sidebar. Users can set the sidebar to be permanently displayed or they can collapse the sidebar and
show it only when needed.

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Show Custom Sidebar Components on All Pages

EN
C

If we have custom home page layouts that include components in the sidebar, this option displays the
sidebar components on all pages in Salesforce and for all users. If only certain profiles are to view
sidebar components on all pages, we can assign a Show Custom Sidebar On All Pages permission to just
those profiles.

Enable Home Page Hover Links for Events

10

Enable Hover Links for My Tasks List

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This option enables hover links in the calendar section of the Home tab and allows users to hover the
mouse over the subject of an event to see interactive information for that event.

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This option enables hover links for tasks in the My Tasks section of the Home tab and on the calendar
day view and allows users to hover the mouse over details of the task in an interactive section.

Enable Enhanced Page Layout Editor

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This option enables the enhanced page layout editor for your organization for editing page layouts with
a feature-rich WYSIWYG (What-You-See-Is-What-You- Get) editor. When we edit any page layout, The
following window will populate

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Enable Enhanced Profile List Views

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This option enables the enhanced list views and inline editing on the profiles list page which allows us to
manage multiple profiles at once.

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Enable Enhanced Profile User Interface

10

Select this checkbox to activate the enhanced profile user interface, which allows us to easily navigate,
search, and modify settings for a single profile.

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Go to the profiles, and click on any existing profile name

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Grant Login Access:

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We may grant access to users , so that they have ability to login as you and access your data. We can
also access the other users data if they give grant login access to administrators.
Path for Grant Login Access is
Your Name---> Setup--->Personal Setup---> Click on "Grant Login Access"

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Select the Access Duration from the drop down values. Click on "Save" button

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The following screenshots shows the one user(Second, Anil) having different profile other than System
Administrators gave access to System Administrators. Then System Administrators can able to see
"Login" link next to edit link of that user.
By Clicking on "Login" link, any administrators can able to login into Second, Anil user and access his
data.

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Note: Mainly this will happen when we are doing testing with number of profile users. We have to test
functionality of an application with different users having different profiles.

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Company Profile:
The company profile contains core information for organization within Salesforce

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Company information and primary contact details

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Company information and primary contact details


Default language, locale, and time zone
Language Settings
License information
Business Hours
Fiscal year settings
Manage Currencies
My domain

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When company signs up with Salesforce, the information provided is displayed on the Company
Information page.
Go to the following path to access the company information page:
Your Name
Setup
Administration Setup
Company Profile
Company Information.

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From the Company Information page, we can edit the company default localization settings and primary
contact details:

Default language, locale, and time zone


The company information settings for language, locale, time zone can affect how key data is handled for
the organization.
Go to the following path

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Your Name Setup Administration Setup Company Profile Company Information click on
Edit button

License information

EN
C

A user license determines user to different functionality within Salesforce and determines the profiles
available to the user.
Salesforce bills an organization based on the total licenses and not on active users.

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Go to the following path for checking User Licenses:


Your Name Setup Administration Setup Company Profile Click on Company Information
Go to the User Licenses Section

Business Hours:

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Using Business Hours, we can select the days and hours that support team is available. These
hours, when associated with escalation rules, determine the times at which cases can escalate.
If we enter blank business hours for a day, which means organization does not operate on that
day.
Go to the following path for Business Hours:
Your Name Setup Administration Setup Company Profile Click on Business Hours

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Manage Currencies and conversion rates:

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Currency settings are organization-wide within Salesforce and can be set using either a single currency
option using the Currency Locale setting on the Company Profile (or) as a multiple currencies option
where we can add currencies and set conversion ratesusing the Manage Currencies link within the
Company Profile section.
Note: Multiple currencies can only be enabled by request to Salesforce customer support. When
activated, the Currency Locale field and its value is passed to a new field Corporate Currency also on the
Company Profile.

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The corporate currency reflects the currency in which company reports revenue and is used as the rate
that all other currency conversion rates are based. This is initially set by Salesforce.com when the
Salesforce application is activated.
Single currency

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Multiple currencies:

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In a single currency organization, we can set the organization-wide currency locale for company and
Salesforce users cannot set individual currency locales.

In a multiple currency organization, we can set the corporate currency instead of the currency locale and
Salesforce users can also set their individual currency by following the path
Your Name Setup Personal Setup My Personal Information Personal Information.

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Note: 1. Currency becomes a required field on records where it has been added or was originally defined
and so must be considered when activating the Multiple Currencies option and then importing data
or custom object creation.
2. Only active currencies can be used in currency amount fields

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Manage currencies:

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The Manage Currencies section enables us to maintain the list of active currencies and their conversion
rates in relation to the corporate currency and can be accessed by following the path
Your Name Setup Administration Setup Company Profile Manage Currencies.

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Note: Changing the conversion rates will update all existing records with the new conversion rates even
the closed opportunities. As a result we will not be able to measure financial changes due to the effects
of currency fluctuations unless we have implemented Advanced Currency Management which stores
dated exchange rates.

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We cannot delete a currency once we activate it.

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Click on the "Edit Rates" for editing the conversion rates.

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Active Currencies:
The list of active currencies represent the countries or regions in which company trades. Only an active
currency can be set by system administrator, on the organization profile or by users on their individual
user records or on data records in currency field.

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Click on the New button for creating the new currency by entering Currency Type, Conversion Rate,
and Decimal Places.

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Click on "Change Corporate" button for changing the currency type.


Ex: Indian Rupee to U.S Dollar

Fiscal Years:

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A Fiscal Year is a period of time that an organization uses for financial planning purposes, such as
forecasting. Fiscal years usually contain smaller fiscal periods. There are two types of Fiscal Years
Standard Fiscal Years are periods that follow the Gregorian calendar, but can start on the first
day of any month of the year. (A Gregorian Year is a calendar based on a 12 Month Structure
and is used throughout much of the world.)
Custom Fiscal Years are for companies that break down their fiscal years, quarters and weeks in
to custom fiscal periods based on their financial planning requirements.
Forecasting can NOT be used with Custom Fiscal Years
Customizable Forecasting must be enabled for use with Custom Fiscal Years

What is a Custom Fiscal Year?


Flexibly define fiscal year and other time periods
Define once, use everywhere
Pre-defined commonly used financial year structures

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To View the Fiscal Years, go to the following path,


Your Name --> Setup --> Administrative Setup --> Company Profile --> Click on "Fiscal Year" ---> Click on
"New" button

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Click on "Continue" button and click on Save button

10

Holidays:

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Holidays are dates and times at which business hours are suspended. Business hours are the days and
hours that support team is available.
Go to the following path for creating Holidays for the Organization
Your Name --> Setup --> Administration Setup --> Company Profile --> Holidays ---> Click on "New"
button

Enter the dates and times at which to suspend business hours and escalation rules associated with
business hours. And click on "Save" button

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Language Settings
The Language Settings feature allows us to specify the acceptable languages that can be used within the
Salesforce CRM application.
This feature can be set by following the path
Your Name --> Setup --> Administration Setup --> Company Profile --> Language Settings.

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Then choose the languages that we want to make available to users by selecting them from the
Available Languages picklist, and then clicking on Add.
In the example shown next, we have added Spanish and French along with English, and these appear in
the Displayed Languages list.

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Now the languages that appear in the Displayed Languages list are then shown as available options in
the Languages picklist section on user's Personal Information pages as shown below:

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Active Validation Rules


Custom Fields
Custom Apps
Custom Labels
Custom Objects
Custom Objects: Maximum Number
of Master-Detail Relationships
Documents: Maximum Size of Custom
App Logo
Documents: Maximum Size of Document
to Upload
Email Templates: Maximum Size

N/A
5 per object
N/A
N/A
N/A
N/A

20 per object
25 per object
1
N/A
5
8

20 per object
100 per object
1
N/A
50
8

20 KB

20 KB

20 KB

5 MB

5 MB

384 KB for text


email templates

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

10 MB

10 MB

20

20

Fiscal Years: Maximum Number of Custom 250


Fiscal Years

250

250

Formulas: Maximum Number of Characters3,900 characters


Formulas: Maximum Formula Size (in
4,000 bytes
Bytes) When Saved
Permission sets
N/A
Sharing Rules
N/A

3,900 characters 3,900 characters


4,000 bytes
4,000 bytes

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5 MB
a Single File Attachment
Email to Salesforce: Total Maximum Size 10 MB
of File Attachments
Field History Tracking: Maximum Number N/A
of Standard or Custom Fields Tracked for
Standard or Custom Objects

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N/A
Users: Maximum Number of Users Created1
Custom Report Types
N/A
N/A
Scheduled Reports

Personal
Edition

64
28

Feature

N/A
N/A

N/A
N/A

3
5
N/A
N/A

5
10
50
N/A

25
10
N/A

No Additional Limit 25
No Additional Limit 10
N/A
N/A

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workflow, assignment, auto-response, and
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Total Rules Allowed(Limits apply to any
N/A
combination of workflow, assignment,
auto-response, and escalation rules, both
active and inactive.)

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Relationship Fields
Roll-up Summary Fields
Approval Processes

N/A

100 per object


500 per object
10
5000
200
8

500 per object


800 per object
unlimited
5000
2000
8

100 per object


500 per object
10
5000
400
8

20 KB

20 KB

20 KB

20 KB

5 MB

5 MB

5 MB

5 MB

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

384 KB for text,


HTML, and
custom HTML
templates and
1 MB for
Visualforce
templates
5 MB

10 MB

10 MB

10 MB

20

20

20

250

250

250

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per object,
including up to
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25
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300 sharing
rules
per object,
including up to
50 criteriabased rules.
Unlimited
Unlimited
2000
two per hour

Ph
:

LA
VE
,

EN
C

VR
6,K

10 MB

3,900 characters 3,900 characters 3,900 characters 3,900 characters


4,000 bytes
4,000 bytes
4,000 bytes
4,000 bytes
N/A
300 sharing
rules
per object,
including up to
50 criteriabased rules.
10
Unlimited
50
one per hour

20 per object
100 per object
5
5000
50
8

64
28

Developer
Edition

86
8

Unlimited
Edition

86

Professional Enterprise
Edition
Edition

1000
300 sharing
rules
per object,
including up to
50 criteriabased rules.
100
2
400
one per hour

50 per object

50 per object

300 per object


1,000 per
organization

300 per object


1,000 per
organization

300 per object


1,000 per
organization

300 per object


1,000 per
organization

EN
C

VR
6,K
10
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:N
ion
In
fo
So
lut
pit
al
Ca

50 per object

64
28

50 per object

86
8

25
10
15 steps per
process
25 approvers
per step
500 approval
processes per
object
1,000 processes
per organization

86

25
10
15 steps per
process
25 approvers
per step
500 approval
processes per
object
1,000 processes
per organization

Ph
:

25
10
15 steps per
process
25 approvers
per step
500 approval
processes per
object
1,000 processes
per organization

LA
VE
,

25
10
N/A