Salesforce Administration Study Notes

Creation of custom application:

1. Click the Setup link in the header.
2. 
3. Once you‘re in the Setup area, you‘ll see a menu on the left side of the page. From that menu, enter Apps in the Quick Find box, and then select Apps. The text that you enter and the page name that you click (in this example, Apps) will change depending on the task you‘re performing.
4. 
5. Click New button🡺 The New Custom App wizard appears.
6. If you are a new user, select Custom app.
7. In the App Label field, enter Recruiting (any application name).
8. Click your mouse inside the App Name field🡺 In the Description field, provide some description (optional) 🡺 Click Next.
9. The next screen in the New Custom App wizard allows you to specify the image file to use for this app’s logo. Whenever the app is selected in the Force.com app menu, this logo appears in the upper-left corner of all pages. (Optional) 🡺click Next.

Creation of Custom Object[Table Name]:

1. From Setup🡺expand create in build option🡺select Objects🡺click New Custom Object🡺In the Label field, enter Position(ObjectName) 🡺In the Plural Label field, enter Positions🡺The Object Name field is defaulted to Position. Let’s leave as it is.
2. Select AllowReports, AllowActivities, Track FieldHistory, Allow in chattergroups options.
3. Select launch new custom tab wizard option🡺click save button.
4. Select object and tab style🡺click Next button.
5. Choose the user profiles for which the new custom tab will be available🡺 click Next.
6. Choose the custom apps for which the new custom tab will be available (in this case select Recruiting app) 🡺click Save button.

Note: Within the platform, ObjectName is actually stored with  c appended to the end as a suffix(for example, Position  c). This identifies it as a custom object.

🡺The Record Name is the label for the field that identifies individual position records in the system. Salesforce automatically populates Record Name with the custom object label followed by Name. In this case, the field is populated with Position Name. A custom object cannot be saved without this identifying field.

Introducing Fields:

🡺A field is like a database column. The primary characteristic of a field is its data type,some fields hold text values, while others hold currency values, percentages, phone numbers, email addresses, or dates. Some fields look like checkboxes, while still others are drop-down lists or record lookups from which a user makes a selection.

Add Text Fields:

• From Setup🡺enter Objects in the Quick Find box🡺select Objects🡪Click Position.

• In the Custom Fields & Relationships related list, click New

• Choose the Text Area (Long) data type, and click Next

• In the Field Label, enter Job Description(any name)

• Enter Length and Visible Lines field value

• Click Next🡺Click Next🡺Click Save & New

🡺Every time you create a custom field, you’ll first choose a data type from the field type selection page. The platform allows us to choose between different types of text fields.

• Basic text fields allow users to enter any combination of letters and numbers on a single line, up to as many as 255 characters.
• Text area fields also have a 255-character limit but also allow carriage returns so the text can be formatted on separate lines.
• Long text fields allow as many as 131,072 characters, on separate lines,Since job descriptions can be lengthy, let’s choose a long text area.

Add Currency Fields:

🡺To keep track of a position’s salary range, we need to add two currency fields MinPay and MaxPay. Note that unlike some fields, once we define these as currency fields, we won’t be able to change them to any other type. Defining a currency field is almost identical to defining a text field, with a few slight differences.

🡺The Length of a currency field actually corresponds to the number of digits to the left of the decimal point. An additional Decimal Places field handles the number of digits that should be displayed to the right.

🡺In the Details page of the wizard, a new checkbox called required is displayed. We can select this option if we want to force our users to enter a value for this field when creating a new position.

Add Checkbox Fields:

🡺Add Checkbox Fields Here is some easy ones. The Position object requires a checkbox field travel required for the position (Note that similar to currency fields, once you define a field as a checkbox, you can’t change it to any other type.)

Add Date Fields:

🡺Date fields to our Recruiting app to track the date a position opens, the date it closes, and the date by which it should be filled. Date fields are automatically include a popup calendar interface from which users can select a day without any typing.

Add Picklists: Picklist field is like drop down menu

• Click Position tab🡺In the Custom Fields🡺 click New🡺Select the Picklist data type🡺click next🡺In the Field Label, enter Location.
• In the large text area box just below, enter the picklist values like Hyderabad, Bangalore, Chennai, Delhi, Mumbai, Pune etc…
• Select the Use first value as default value checkbox. This option allows us to populate the field with a default value. If you select it, the field defaults to the first value that you specify in the list of possible picklist values
• Accept all other default settings for field-level security and page layouts🡺Click Save
• In the similar way number,email,phone etc… datatypes can be assigned to fields

Email: email fields in our recruitment applicationAllows candidates to enter an email address of up to 80 characters, which is validated to ensure proper format.

• Click candidate table🡪in the custom fields🡪click new🡪select the email data type🡪click next🡪in the field label enter valid data.
• Select the unique checkbox because email ID is always unique.
• Accept all other default settings for field level security and page layouts🡪click save.

Addphone fields:Phone fields contain phone numbers, which can include alphabetic characters. Client applications are responsible for phone number formatting.

• In our recruiting app in the candidate object phone fields are required and it allows candidates to enter phone number and it will automatically populated as universal phone number format.

Add URL fields:URL fields contain URLs. Client applications are responsible for specifying valid and properly formatted URLs in create()and update() calls.

1. Click employment website tab 🡪in the custom fields🡪click new🡪select the URL data type🡪click next in the field label enter website address.it allows 255 characters only.
2. accept all the other default settings for field level security and page layouts🡪click save.

Define a Validation Rule for Min and Max Pay:

• Min Pay should never be greater than Max Pay.
• From the Positions tab, click to open the quick access menu (if it is not open already).
• Hover over View Validation Rules🡺click New🡺In the RuleName, enter Min_Pay_Rule(can be any name). The name of a validation rule can’t include any spaces, but if you forget, the platform helpfully changes them to underscores (_) for you..
• Select the Active checkbox🡺provide the description🡺Click the Insert Field button🡺In the left column, select Position🡺In the right column, select MinPay🡺Click Insert🡺Click the Insert Operator button🡺choose Greater Than..
• Click the Insert Field button once again🡺In the left column, select Position🡺In the right column, select MaxPay🡺Click Insert.

Note: error condition formula that looks like: Min_Pay  c > Max_Pay  c

• In the Error Message enter Min Pay cannot exceed Max Pay🡺Select the Location of error message🡪click Save.

Introducing Page Layouts:

🡺A page layout controls the position and organization of the fields and related lists that are visible to users when viewing a record.

🡺Page layouts also help us control the visibility and editability of the fields on a record very easily. The Force.com platform has drag-and-drop tool for editing page layouts

Page layout of the Position object:

🡺From Setup, enter Objects in the Quick Find box, then select Objects🡺Click Position.

🡺In the Page Layouts related list, click new 🡺provide Position Layout (any name)

Group Fields into a New Section:

🡺On a page layout, a section is simply an area where we can group similar fields under an appropriate heading.

🡺This makes it easy for our users to quickly identify and enter the information for a record, especially if our object has a large number of fields:

🡺In the palette, select the Fields category

🡺Drag the Section user interface element from the palette to just above the System Information section on the page layout. When you drag a new section on to the page layout, the Section Properties popup window appears.

🡺In the Section Name, enter Compensation(any name). The Section Name field controls the text that’s displayed as the heading for the section.

🡺In the Layout drop-down list, choose 2-Column. This option allows us to choose whether we want the fields in our section to be arranged in two columns or one. The default is two columns and is the most common choice. However, if our section is going to contain text area fields, the one-column layout gives them more space on the page for display.

🡺In the Tab-key Order drop-down list, choose Left-Right. This setting controls the direction that a user’s cursor will move when using the Tab key to navigate from field to field.

🡺Click OK. We have a new section for Compensation just above the System Information section! Let’s add the MinPay and MaxPay fields:

🡺While pressing CTRL, click both the Min Pay and Max Pay fields in the Information section, and drag them to the new Compensation.

🡺Create a new one-column Description section below the Compensation section, and drag Job Description, Responsibilities, Skills Required, and Educational Requirements into it.

🡺Arrange the first column of the Information section as follows.

Introducing Custom Formula Fields:

🡺we can use custom formula fields to define calculations that are specific to our Recruiting app. Calculating How Long a Position Has Been Open:

🡺A custom formula field that calculates how many days a position has been open. To do this, let’s first think about the logic that we should use to define the field, and then we can go through the process of creating it in our Recruiting app.

🡺we need to know the current date and the date the position was created. If we could somehow subtract these two, we’d have the number of days that the position has been open. Fortunately, it’s easy to get both of these values.

🡺For the current date, we can use the platform’s built-in TODAY() function. TODAY() returns today’s date.

🡺For the date that the position was opened, we can use the Open Date field that we defined in the last chapter.

🡺When using fields in formulas, you can’t just refer to a field by its name. Instead, you need to refer to it by its merge field name, also called its API name. The format of the API name is typically the name of the field but with underscores instead of spaces.

🡺For custom fields, the API name is suffixed with two underscores and the letter ―c,‖ like this: Open_Date c. This naming convention in the platform helps distinguish between standard and custom fields.

Tip:You don’t need to memorize the API names of fields you want to use in formulas. Simply use the field picker in the formula editor to insert fields and the platform automatically inserts the API name for you. If you ever want to know the API name of a specific field and you aren’t using the formula editor, you can view the field’s detail page.

🡺Once again, we can dip into the extensive library of platform functions. The IF() function allows us to perform a test and then return different values depending on whether the result of the test is true or false. The IF() function’s syntax looks like:

IF(logical_test,value_if_true,value_if_false)

🡺For the logical_test portion, we’ll test whether the Close Date field has a value—if it does, the position obviously must be closed. We’ll test for this with a third built-in function: ISBLANK(). ISBLANK() takes a single field and returns true if it does not contain a value and false if it does. So now our formula looks like:

IF( ISBLANK( Close_Date c ) ,value_if_true,value_if_false)

🡺By replacing value_if_true and value_if_false with the other formulas we talked about, we’ve now figured out our whole formula.

IF(ISBLANK(Close_Date  c),TODAY()-Open_Date  c,Close_Date  c-Open_Date c)

🡺Our formula calculates the number of days a position has been open, regardless of whether it’s currently open or closed. Now, let’s go define a field for it on our Position object.Try It Out: Define a ―Days Open‖ Custom Formula Field

🡺We’ll begin building the formula field the same way we created our other custom fields.From the position tab ,to open the quick access menu

🡺Select the Formula data type, and click Next.

🡺In the Field Label field, enter Days Open. Field Name is populated automatically.Select the Number formula return type.

🡺In this case, even though we’re subtracting Date fields, we want to end up with just a regular numeric value.

🡺Change the Decimal Places value to 0, and click Next.

🡺Now it’s time to enter the details of our formula.

🡺Click the Advanced Formula tab, as shown in the following screenshot.

Custom Formula Field Editor

🡺We want to use the Advanced Formula tab so we can access the platform’s built-in functions through the Functions list on the right side.From the Functions list, double-click IF.

Our formula now looks like this:

IF(logical_test, value_if_true, value_if_false) Let’s go ahead and define the logical test:

🡺Delete logical_test from the formula, but leave your cursor there🡪From the Functions list, double-click ISBLANK🡪Delete expression from the ISBLANK function you just inserted, but leave your cursor there🡪Click the Insert Field button. Two columns appear in an overlay🡪In the left column, select Position🡪In the right column, select Close Date🡪Click Insert.

IF( ISBLANK( Close_Date c ) , value_if_true, value_if_false) let’s specify the value if our logical test evaluates to true:

🡺Delete value_if_true from the formula, but leave your cursor there🡪From the Functions list, double-click TODAY🡪Click the Insert Operator button and choose Subtract🡪Click the Insert Field button🡪In the left column, select Position🡪In the right column, select Open Date🡪Click Insert.

let’s specify the value if our logical test evaluates to false:

🡺Delete value_if_false from the formula, but leave your cursor there🡪Click the Insert Field button🡪In the left column, select Position🡪In the right column, select Close Date and click Insert🡪Click Insert Operator and choose Subtract🡪Click the Insert Field button🡪In the left column, select Position🡪In the right column, select Open Date and click Insert.

🡺Now that we’ve gone through those steps of the procedure, note that we could have just typed in the formula that we figured out in the last section. However, using the formula editor is a lot easier because you don’t have to

🡺Click Check Syntax to check your formula for errors🡪Select Treat blank fields as blanks, and click Next🡪Accept all remaining field-level security and page layout defaults🡪Click Save.

Introducing Relationships:

🡺In terms of relational data, a relationship is a two-way association between two objects.

• The main purpose of maintaining relations between the tables is to merge records of two different tables.
• In database,following 3 types of relations can be maintain between the tables

One to one 2) One to many (or) many to one 3) Many to many Primary key:

1. 1. It is used identify the record.
   2. Primary key must be unique and not null.

Foreign key:

1. In the primary key one table is imported in another table to maintain the relations is known as foreign key.
2. By default foreign key value must be not null

Parent table:

• Any independent table in the database is known as parent table.

Child table:

• Any dependent table is known as child table.

Note:In the above 3 relations primary key of parent table should be made as foreign key in the child table only

Rules to maintain one to one relation: in this scenario one record of one table can merge with single record of other table

1. Make the primary key of parent table as foreign key in the child table.
2. Apply the validation rule on the foreign key of the child table.

Rules to maintain one to many (or) many to one relation: in this scenario one record of one table can merge with multiple records of other table

🡪make the primary key of parent table as foreign key in the child table.

Rules to maintain many to many relation: In this scenario multiple records of one table can merge with multiple records of other table

1. Create a separate table with any userdefined name(it is known as junction object.).

NOTE: Junction object acts as child table.

1. Make the primary keys of both tables as foreign keys in the junction object.
2. Junction object can have any number of columns (but it is recomended that the column either must exist in both the parent tables or should not exist in both the parent tables).

Junction object: It is a child table created while maintaining many to many relation between the object.

NOTE:Relations always can be maintained between only two tables at a time.

Types of relations in salesforce:[approches]

1. Salesforce allows to maintain 1 to 1 ,one to many and many to many relations practically by following any of two approaches.
   1. Lookup relation
   2. Master-detail relation

Differences between look-up and master detailed relation:

Relationships Allow Information about Other Object Records to be Displayed on a Record Detail Page:

Introducing Relationship Custom Fields:

🡺we can define a relationship between two objects through the use of common fields. On the platform, we can define relationships between objects by creating a relationship custom field that associates one object with another.

🡺A relationship field is a custom field on an object record that contains a link to another record.

🡺There are different types of relationship fields, each with different implications. The simplest and most flexible type is a lookup relationship field, which creates a simple relationship between two objects.

🡺For example, if we place a lookup relationship field on a Job Application object that references position records, many job application records can be related to a single position record. This will be reflected both with a new Position field on the job application record and with a new Job Applications related list on the position record.

🡺You can also put multiple lookup relationship fields on a single object, which means that our Job Application object can also point to a Candidate object.

🡺A second type of relationship field, master-detail relationship, is a bit more complex, but more powerful. Master-detail relationships create a special parent-child relationship between objects: the object on which you create the master-detail relationship field is the child or ―detail,‖ and the object referenced in the field is the parent or ―master.‖

🡺In a master-detail relationship, the ownership and sharing of detail records are determined by the master record, and when you delete the master record, all of its detail records are automatically deleted along with it.

🡺Master-detail relationship fields are always required on detail records, and once you set a master-detail relationship field’s value, you can’t change it.

🡺When do you use a master-detail relationship? If you have an object that derives its significance from another object. For example, say you have a Review custom object that contains an interviewer’s feedback on a job application. If you delete a job application record, you will probably want all of its review records deleted as well, being that reviews of something that no longer exists aren’t very useful. In this case, you want to create a master-detail relationship on the Review custom object with the Job Application object as the master object.

Create the Candidate Object:

🡺To create the Candidates tab, select a Tab Style in the first step of the wizard, and then accept all the defaults until you get to the Add to Custom Apps page. On this page, select only the Recruiting App and click Save.

Add Fields to the Candidate Object:

Bringing Candidates and Positions Together with Job Applications:

🡺Our app can track candidates and open positions, We can create lookup relationship fields on the Candidate object that let recruiters specify the positions in which the candidate is interested, but what if we want to track additional information, such as whether the candidate is currently scheduled to interview for one of those positions

🡺We can satisfy these requirements with a Job Application custom object that stores data about an individual candidate’s application to a single position. Each time a candidate wants to apply for a position, the recruiter can create a job application record that contains the candidate’s name and the position to which he or she is applying,

Create the Job Application Object:

Bringing Candidates and Positions Together with Job Applications:

🡺Our app can track candidates and open positions, We can create lookup relationship fields on the Candidate object that let recruiters specify the positions in which the candidate is interested, but what if we want to track additional information, such as whether the candidate is currently scheduled to interview for one of those positions

🡺We can satisfy these requirements with a Job Application custom object that stores data about an individual candidate’s application to a single position. Each time a candidate wants to apply for a position, the recruiter can create a job application record that contains the candidate’s name and the position to which he or she is applying,

Create the Job Application Object:

🡺To create the Job Applications tab, select a Tab Style in the first step of the wizard, and then accept all the defaults until you get to the Add to Custom Apps page. On this page, select only the Recruiting app, and then click Save.

Default Candidate Lookup on the Job Application Object:

Add Fields to the Candidate Lookup Dialog:

• From Setup, enter Objects in the Quick Find box, then select Objects🡺Click Candidate.
• In the Search Layouts related list, click Edit next to the Lookup Dialogs layout.

🡺The Edit Search Layout page includes a list of available fields from the Candidate object. You can choose up to ten fields to include in the lookup dialog, and order them in any way you choose, except that the object’s unique name or number field (such as Candidate Name) must be listed first.

• Move the following fields into the Selected Fields box under Candidate Name: First Name, Last Name, City, State/Province, Phone🡺Click Save.

🡺return to the Job Applications tab, and click New. When you click the lookup icon next to the Candidate field, the dialog is now much more useful.

Review Object:

🡺The Review object has a many-to-one relationship with the Job Application object because one job application can have one or more reviews associated with it. A related list on the job application record will show the associated reviews, representing the ―many‖ side of the relationship.

🡺Review Has a Many-to-One Relationship with Job Application.

🡺However, instead of creating this relationship with a lookup relationship field, this time we’ll use a master-detail relationship field.

🡺A master-detail relationship field makes sense in this case because reviews lose their meaning when taken out of the context of a job application, so we’ll want to automatically delete reviews when we delete the job application to which they’re related.

Create the Review Object:

🡺To create the Review object, from Setup, enter Objects in the Quick Find box, then select Objects, click New Custom Object, and fill out the page according to the following table.

Add Fields to the Review Object:

🡺Let’s start by adding the master-detail relationship field, which will relate our Review object with the Job Application object. To create the master-detail relationship field, access the Review object detail page.

• From Setup, enter Objects in the Quick Find box, then select Objects🡺Click Review.
• In the Custom Fields & Relationships related list, click New.
• Select Master-Detail Relationship, and click Next.
• In the Related To drop-down list, choose Job Application🡪 click Next.
• Click in the Field Name text box to automatically populate it with the field name Job_Application
• leave the Read/Write radio button selected🡪Click Next.
• Accept the defaults in the remaining three steps of the wizard🡪Click Save.

Add Custom Fields to the Review Object:

🡺When you’re done, add a quick validation rule to ensure that the Ratings field only accepts the numbers 1 through 5. This will keep our review rating system consistent throughout our organization.

• From Setup, enter Objects in the Quick Find box, then select Objects🡺Click Review.

• In the Validation Rules related list, click New.

• In the Rule Name text box, enter Rating_Scale_Rule.

• Select the Active checkbox.

• Enter the following error condition formula

(Rating c <1 || Rating c > 5)

🡺This formula prevents the record from being saved if the value of the Rating field is less than one or greater than five.

🡺In the Error Message text box,enter Invalid rating. Rating must be between 1 and 5🡪Click Save

Many-to-Many Relationship:

🡺In systems analysis, a many-to-many relationship is a type of cardinality that refers to the relationshipbetween two entities A and B in which A may contain a parent instance for which there are many children in B and vice versa.

🡺employment websites, and we wanted to track which open positions we posted to those sites? This would require a many-to-many relationship because:

• One position could be posted on many employment websites.
• One employment website could list many positions.

🡺Here’s where we get a little creative. Instead of creating a relationship field on the Position object that directly links to the Employment Website object, we can link them using a junction object. A junction object is a custom object with two master-detail relationships, and is the key to making a many-to-many relationship.

Using a Job Posting Object to Create a Many-to-Many Relationship Between Positions and Employment Websites:

🡺In relational database terms, each job posting record is a row in the Job Posting table consisting of a foreign key to a position record and a foreign key to an employment website record. The following entity relationship diagram shows this relationship.

🡺Entity Relationship Diagram for the Position, Job Posting, and Employment Website Objects

🡺Consequently, in order to define a many-to-many relationship between the Position and Employment Website objects, we’ll need to create a Job Posting object with the following fields:

• A Position master-detail relationship
• An Employment Website master-detail relationship

Create the Employment Website Object:

🡺Consequently, in order to define a many-to-many relationship between the Position and Employment Website objects, we’ll need to create a Job Posting object with the following fields:

• A Position master-detail relationship
• An Employment Website master-detail relationship

Create the Employment Website Object:

🡺To create the Employment Website tab, select a Tab Style in the first step of the wizard, and then accept all the defaults until you get to the Add to Custom Apps page. On this page, select only the Recruiting App, and then click Save.

Add the URL Field to the Employment Website Object:

🡺From Setup, enter Objects in the Quick Find box, then select Objects, and then click Employment Website to view its detail page.

🡺In the Custom Fields & Relationships related list, use the New button to create three custom fields according to the following table.

🡺Where necessary, we’ve indicated some additional values you’ll need to fill in when creating the fields. Otherwise you can simply accept all defaults.

Add Custom Fields to the Employment Website Object:

🡺The Employment Website object needs to store the Web address of the employment website. For that URL data type is required.That way, when users click the field, the URL will open in a separate browser window.

🡺In addition to the URL, since most employment websites charge per posting, to keep track of how much it costs to post there, as well as maximum budget for posting on the site.

Create the Job Posting Object:

🡺From Setup, enter Objects in the Quick Find box, then select Objects, click New Custom Object, and fill out the page according to the following table.

Add Fields to the Job Posting Object:

🡺To turn the Job Posting object into the junction object that relates the Position and Employment Website objects, we’ll need to add two master-detail relationship fields.

🡺The first master-detail relationship will be the primary relationship. The detail and edit pages of our junction object (Job Posting) will use the color and any associated icon of the primary master object (Position).

🡺In addition, the junction object records will inherit the value of the Owner field and sharing settings from their associated primary master record.

• From Setup, enter Objects in the Quick Find box, then select Objects🡺Click Job Posting.
• In the Custom Fields & Relationships related list, click New.
• Select Master-Detail Relationship, and click Next.
• In the Related To drop-down list, choose Position, and click Next.
• In the Field Label text box, enter Position. When you move your cursor, the Field Name text box should be automatically populated with Position as well.
• Accept the remaining defaults, and click Next until you reach the final step of the wizard.
• Accept the other defaults and click Save & New.

🡺The next step is to create a second master-detail relationship on the Job Posting object to link it with the Employment Website object.

🡺Deleting a record of the secondary master object will automatically delete its associated junction object records. So in our app, if you delete an employment website record, all of its associated job posting records are deleted as well, even if the position is open.

• Select Master-Detail Relationship, and click Next.
• In the Related To drop-down list, choose Employment Website, and click Next.
• In the Field Label text box, enter Employment Website. When you move your cursor, the Field Name text box should be automatically populated with Employment_Website as well.
• Click Next. Because we are creating a master-detail relationship, these settings cannot be changed.
• Click Next. These settings cannot be changed as well.
• Click Next to view the final step of the wizard.
• Accept the other defaults and click Save.

Roll-up Summary fields: A field type that automatically provides aggregate values from child records in master-detail relationship

🡺Roll-up Summary field can be created only on Master table in Master-Detail relationship.

🡺A field type that automatically provides aggregate values from child records in Master-detail relationship.

🡺When creating a field on an object that is not relationship, the roll up summary data type is not available. This is because Roll-up summary fields are only available in the Master object in Master Detail relationship.

🡺Roll-up summary field values are automatically display on the master record

🡺The rating system we created on the Review object lets users quickly see each reviewer’s opinion of the candidate’s suitability for the position. While each individual opinion is important, it would be even better to see these ratings compiled in a way that summarizes how the candidate did overall. For example if we could have a Total Rating field on each Job Application record that shows the sum of all the job application’s review ratings?

🡺A simple roll-up summary field on the Job Application object can summarize data from a set of related detail records and automatically display the output on a master record. Use roll-up summary fields to display the sum, minimum, or maximum value of a field in a related list, or the record count of all records listed in a related list.

Note: Formula field calculate values using fields within a single record where as roll up summary fields calculate values from set of related records.

🡺It is Read only field which displays SUM, MIN or MAX, COUNT value of a field in related list or record count of all records listed in a related list

Note: When creating a field on an object(if that is not the master in a master-detail relationship) then the Roll-Up Summary data type is not available,why because roll-up summary fields are available only on the master object in a master-detail relationship.

Create Roll-Up Summary Fields:

Begin creating your roll-up summary just as you create any other custom field:

• In the Field Label enter Total Rating🡪Once you move your cursor, the FieldName text box automatically populates with Total-rating🡪click Next
• In the Summarized Object drop-down list, choose Reviews.
• Under Select Roll-Up Type, select SUM.
• In the Field to Aggregate drop-down list, select Rating.
• LeaveAll records should be included in the calculationselected, andclick Next.
• Accept all remaining field-level security and page layout defaults🡪Click Save.

🡺Roll-up summary fields themselves don’t allow you to average values together, but you can use them in formulas that do

🡺Let’s create a second roll-up summary field on the Job Application object, and then build a simple formula field that uses both roll-up summary fields to find the average rating

• From Setup, enter Objects in the Quick Find box, then select Objects.
• Click Job Application.
• In the Custom Fields & Relationships related list, click New.
• Select the Roll-Up Summary data type, and click Next.
• In the Field Label field, enter Number of Reviews. Once you move your cursor, the Field Name text box automatically populates with Number_of_Reviews🡪Click Next.
• In the Summarized Object drop-down list, choose Reviews.
• Under Select Roll-Up Type, select COUNT.
  

🡺We don’t need to specify a Field to Aggregate this time since we’re just counting the number of related detail records and are not interested in any specific field

• Leave All records should be included in the calculation selected, and click Next.
• Accept all remaining field-level security and page layout defaults🡪Click Save

🡺Both roll-up summary fields are in place now. Let’s build a formula field called Average Rating that divides the value of the first roll-up summary field by the value of the second.

• From Setup, enter Objects in the Quick Find box, then select Objects.
• Click Job Application.
• In the Custom Fields & Relationships related list, click New.
• Select the Formula data type, and click Next.
• In the Field Label field, enter Average Rating. Once you move your cursor, the Field Name text box automatically populates with Average_Rating.
• Select the Number formula return type and click Next.
• Click the Insert Field button.
• Select Job Application>, then Total Rating, and click Insert.
• Click the Insert Operator button and choose Divide.
• Click the Insert Field button again.
• Choose Job Application>,then Number of Reviews, and click Insert. Your formula should look like this: Total_Rating c / Number_of_Reviews  c Click Next.
• Accept the defaults in the remaining steps of the wizard🡪Click Save.

🡺That wraps up all the fields and relationships we need to manage our reviews. Let’s quickly organize the presentation of our fields and then test everything we’ve created.

🡺Try It Out: Customize the Review Object’s Page and Search Layouts

🡺First, let’s update the page layout of the Review object so that the Assessment text field is in a single column section of the same name.

• From Setup, enter Objects in the Quick Find box, then select Objects.
• Click Review.
• In the Page Layouts related list, click Edit next to Review Layout.

One to one relation between candidate and passport:

• In the passport object create the required fields.
• Make the candidate id (primary key)as foreign key in the child table (passport) using master detailed relation.
• Create a roll-up summary field in the candidate table to maintain the passport count.
• Apply the validation rule on the passport count. If passport count is greater than error message should be displayed like (already this candidate having passport choose another candidate

Schema Builder:

🡺It is used to show all the objects (both standard and custom) along with it‘s relationships in the form of ER diagram.

Click Setup 🡪 Build 🡪 Schema Builder

🡺In Schema Builder page following 2 options are available.

• Elements: This option is available to create new objects, new fields, relationships between objects with Drag and Drop facility.
• Objects: It provides all the list of Standard and Custom objects, it‘s relationships in diagrammatic format.

Note: Entity diagrams are displayed whenever the required objects are selected from the list. By selecting Auto Layout option , all the entity diagrams are arranged automatically in proper order on Schema Builder base

🡺Schema Builder provides a dynamic environment for viewing and modifying all the objects and relationships in your app. This greatly simplifies the task of designing, implementing, and modifying your data model, or schema. Schema Builder is enabled by default.

🡺This eliminates the need to click from page to page to find the details of a master-detail relationship or to add a new custom field to an object in your schema.

🡺For example, if you‘re using Schema Builder to view the details of your schema, you can add a new custom object without leaving Schema Builder. The drag-and-drop interface lets you easily add a custom object or new field, and saves the layout of your schema any time you move an object.

🡺You can view your existing schema and interactively add new custom objects, custom fields, and relationships, simply by dragging and dropping. Schema Builder automatically implements the changes and saves the layout of your schema any time you move an object. This eliminates the need to click from page to page to find the details of a relationship or to add a new custom field to an object in your schema.

🡺Schema Builder provides details like the field values, required fields, and how objects are related by displaying lookup and master-detail relationships. You can view the fields and relationships for both standard and custom objects.

🡺Schema Builder lets you add the following to your schema.

• Custom objects

• Lookup relationships
• Master-detail relationships
• All custom and standard fields like

Auto Number,Formula,Roll-up Summary,Checkbox,Currency,Date,Date/Time,Email,Number, Percent,Phone,Picklist,Picklist (Multi-Select),Text,Text Area Long Text AreaRich,TextArea and URL

Cross Object Formula field:

🡺Cross object represents a table which is having indirect relation with other object. That means following diagram shows the cross object relation.

🡺Position Object is having direct relation with Job Application but Cross relation with Review.

🡺Job application details can be shared directly to the position and Review page layouts and vice versa [child record directly available in parent table]

🡺To display Position record on Review page layouts Cross object formula field is required.

Note: by default parent object records will be displayed in child object‘s page layout and child objects name field is displayed on parent objects page layout

Cross object formula field Steps:

Step1: Select Reviews tab 🡪 select Quick access menu 🡪 New field

Step2: Select formula field type 🡪 click Next

Step3: Give field label (Eg ; position review) 🡪 (Text) as return type 🡪 Next

Step4: Advanced Formula tab🡪Insert field🡪Select Review🡪Select Job Application🡪Position🡪 PositionName🡪 Insert

Formula : JobApplication r.position r.Name Note: ―r‖ means related field.

Step 5: Select Visible 🡪 Next 🡪 Save

Note:Cross Object formula fields can be applied on any Object which is having indirect relation with another object.

What is a cross-object formula:

🡺A Cross Object Formula is one that references data in a related record. For instance, I could

create a formula field on opportunity to display the account‘s phone number.

🡺When the account‘s phone number gets updated, the field on opportunity automatically reflects the change.

🡺What‘s important to know about formulas?

🡺Formula fields are read-only (the same is true for roll-up summary fields) for all users.For this reason, formula fields will not be displayed when editing records. The value of the formula is only calculated after the record is saved. This applies to cross-object formulas as well,For instance, you can easily display the account‘s phone number on the opportunity, but you cannot edit the phone number without returning to edit the account record.

How do you create a formula field:

Simply create a new field, and select field type ―Formula‖🡪Then enter the return type and syntax.

Simple & Advanced Formula Editors: When editing formula syntax, there are two types of editors,The simple editor does not provide access to cross-object formulas or functions,it is recommend using the Advanced Formula editor, which exposes cross-object.

Data Management

🡺Salesforce provides following data management services on huge data.

1. Export data
2. Import data Using Data import wizard
3. Mass delete
4. Mass update

Exporting data from Salesforce:

🡺This option will prepare a copy of all the organisation data which is available in salesforce.com and this data will be exported either manually or schedule it to run automatically.

🡺When the export is ready for download that user will receive an email containing a link that allows you to download the files.

🡺The export files are also available on this page (in salesforce.com) for 48hours and after that they will get deleted automatically

Steps to export the data:

Step1: Setup 🡪 Administer 🡪 Data management🡪 Data export

Step 2: Select either Export now or Schedule export

• Export now is for immediate backup.
• Schedule export is for Auto backup based on date and time.

Step3: If Export now is selected 🡪 select type of exporting 🡪 select required objects 🡪 start

Note : Data Exporting is like taking backup from the database.

Import Data into salesforce: salesforce gives the provisioning to import the existed data into Salesforce.com website (in it‘s internal DB). This can be done in 2 ways.

• Using Data import wizard.
• Using DataLoader.