Salesforce Admin Tutorial

Salesforce Admin Tutorial

On May 19, 2023, Posted by , In Admin,Salesforce Tutorial, With Comments Off on Salesforce Admin Tutorial

This free Salesforce tutorial is built for everyone who wants to get the essential knowledge and understanding of Salesforce’s nature and principles, the main objectives, and the role of Salesforce Admin in the environment of the world’s leading CRM platforms.

Throughout this free Salesforce guide from CRS Info Solutions, you will systemize and upgrade your understanding of Cloud Computing and Database Manipulation and get deep insights into Salesforce CRM Solutions and their application.

Cloud Services aka. On-demand Services

On-demand services are services that are provided to customers on an as-needed basis using cloud service catalogues. Therefore, also called Cloud Services, they are divided into types:

  • Software as a Service (SaaS) – products that are delivered to customers as fully-developed software;
  • Platform as a Service (PaaS) – cloud-based development environments for customers that allow them to build their products without setting up required tools locally;
  • Infrastructure as a Service (IaaS) – resources running on the cloud like servers, storage spaces, and networking infrastructure.

Salesforce combines all these 3 types of cloud services:

  • Salesforce Sales Cloud and Marketing Cloud – SaaS;
  • Salesforce Developer Console – PaaS;
  • Salesforce Data storage and operation spaces – IaaS.

The fact that Salesforce based its full operation on Cloud Services eliminated the need for its customers to use bulky and expensive equipment and hire extensive staff to run their Customer Relationship Management processes. It is exactly what made Salesforce the innovator in its field and the world’s #1 CRM provider.

Read more: Salesforce Admin Tutorial Chapter – 1

Creating Salesforce Developer Account

Let’s start our free online Salesforce training with the process of creating a Salesforce account.

To create a Salesforce Developer account, visit and select the signup option.

Fill up the sign-up form. You will need to enter your name, company name, country, and postal code. Your e-mail address will be used as your Salesforce Developer Account username. By the way, filling up the form, you can set your role as a “Developer” or choose another option.

After filling up the form, you will receive a confirmation e-mail. It is essential to click the “Verify Account” button in that e-mail to continue the procedure.

After the e-mail verification, you will be taken to the new page, to create a secure password for your Salesforce Developer Account and set the security question. As an additional security measure, Salesforce may ask you to register your mobile phone next time you log into your Salesforce Developer Account. However, it is not mandatory.

That is all. Now you have your own Salesforce Developer Account and can start handling the CRM tasks for your company.

It is important to remember that although the creation of a Salesforce Developer Account is very straightforward and free, you will face several limitations such as a 5MB limit on data storage and a 20MB limit on file storage. It is an example of so-called Governor Limits, typical for all sorts of on-demand services.

To enter your Salesforce Developer account next time, go to and enter the username and password.
Read more: Salesforce Admin Tutorial Chapter -2

Salesforce Apps

Salesforce Apps is a collection of Objects and Tabs:

  • Objects – aka. Sobjects – database tables that store collections of records and fields. 
  • Tabs – are links you can create to an object on Salesforce. A Tab gives you a UI path to access an object quickly and easily.

Salesforce comes with several standard applications such as Sales, Marketing, Service, and Community. At the same time, Salesforce encourages users to create and adjust their apps, customized for the needs of their company.

Let`s take a closer look at Salesforce Objects and Tabs, their principles, and customization.

Once again, Salesforce comes with a set of standard Objects and allows you to create custom objects. Any Salesforce Developer can create up to 400 objects per organization. 

Tabs are divided into 5 types:

  • custom, 
  • web, 
  • VF, 
  • LC, 
  • LP.

Let’s take a closer look at Custom Tubs for Salesforce Developers.

How to create a new Object in Salesforce and a Tab that links to it?

Click on the “Object Manager” to see the list of objects available in your app. Those are the standard Salesforce objects or Sobjects

To create a custom object in Salesforce, click on the “Create” and select the “Custom Object” option in the top-right corner of the window.

Now you can add the object label (ex. Employee), plural label (Employees), and other necessary information to your custom Salesforce object.

You can also its data type, allowing reports, allowing search, and setting deployment status.

The “Launch New Custom Tab Wizard after saving the custom object” option allows you to ask for Salesforce’s help in creating a tab for the object.

After you are done creating the custom Salesforce object, the system will take you to the Custom Tab Wizard page to create a tab for the new Salesforce object.

Choose the tab style for the object. On the next page keep the options in their default state and click next”.

Select the apps that you want to include in the tab, then save it and see the new custom Salesforce object that you have just created.
read more: Salesforce Admin Tutorial Chapter – 4

How to create a new record for the custom Salesforce object?

To create a new record for a Sobject, click “New” in the top-right corner. You will see that your custom Salesforce object already has the field (ex. “Employee Name”), although you have not created it before. It is a default automation feature from Salesforce.

When you add an employee name and create a record, Salesforce will also automatically add such paragraphs as:

  • Created By;
  • Owner;
  • Last Modified By.

How to create a Custom App in Salesforce?

To create your custom app in Salesforce, select “App Manager” in the “Quick Find” box and proceed to the Lightning Experience App Manager.

Now select the “New Lightning App” option to start creating your custom Salesforce App.

Enter the app name, developer name, and description. As an additional customization option, Salesforce allows you to choose the color scheme of the new custom app and upload a logo or another distinctive image for it.

Click “Next”. Now you can start to set up the Salesforce App options. Here you can customize the navigation style, setup experience, and app personalization settings.

Click “Next”. Now you proceed to the “Utility Items” field. You may leave it as default and follow it to the next step.

Click “Next”. Here you can choose a set of Salesforce items to include in the app. They will be listed on the left side of the screen. The items that you choose will appear in the right field.

Click “Next”. Select the profiles for your new custom Salesforce application. Again, Salesforce will suggest available profiles in the left field and the ones that you choose will instantly appear on the right.

Click “Save and Finish”. You have created your custom Salesforce App. From now on you will see it in the Salesforce App Launcher display and access it from there at any moment.

Salesforce Fields

Every Salesforce object consists of several fields. Those Salesforce fields are columns that contain specific information about the Sobject such as the Employee`s ID number, Name, Date of Birth (DOB), etc.

Except for the standard Fields assigned to an object by default, a Salesforce allows to creation custom fields. For example, the Employee ID is an example of a custom field. The Salesforce Developer edition allows one to create up to 500 fields for an organization.

read more: Salesforce Admin Tutorial Chapter – 3

How to create Custom Fields in Salesforce?

Select the Employee Object in the Object Manager and proceed to the “Fields and Relationships”.

Click “New” and select a data type. For example, for an Employee ID, you need to select an “Auto Number”.

Create a field`s label (ex. Emp ID), choose the display format, and add any other necessary information.

Now choose which profiles will be able to see this information (you can choose “All Profiles” or select the authorized ones).

You can keep the default options on the last page and save the new field to complete its creation. 

In the same way, you can create a “Date of Birth” or any other custom field for any Salesforce object in the system.

read more: Salesforce Admin Tutorial Chapter – 5

What are the Formula Fields in Salesforce?  

Now let`s talk about the formula Fields in Salesforce within our Salesforce Admin tutorial. 

Formula fields are a special field type that is read-only and automatically generated by the system. For example, you have fields A and B. A Salesforce Admin can create a field C that will contain and instantly update the sum of A and B even if they are modified. Field C is the Formula field.

As we have already mentioned in this free Salesforce tutorial, Salesforce is all-for automatization. That is why the system has built-in tools to calculate such values as distance, date, age, etc.

Here is a free salesforce formula to create an Age formula field.

Open the new field option on the Fields & Relationships pane. Select the “Formula” field.

On the next page select the “Number” field. Now Salesforce will allow you to create simple or advanced formulas to calculate the field output. 

Pick the TODAY function and add a custom DATE_OF_BIRTH formula and click the “Insert field” button.

You can create a new employee record to see how this new field works in action. This field will also show up in the older records you created if they have the date of birth set.

read more: Salesforce Admin Tutorial Chapter – 6

Salesforce Page Layouts tutorial

Page Layouts is another important chapter in the Salesforce Admin course. Here is a free guide to Page Layouts in Salesforce.

Page Layouts in Salesforce allow you to drag and drop different fields and organize them according to your requirements with the help of this feature.

Salesforce offers 2 types of page layouts:

  • Edit page: The page you use to create new records or modify existing records;
  • Detail page: The page that shows the details of an existing record with its field values.

Here are the free tips on how to customize Salesforce Page Layouts.

Pick the Employee object from the Object Manager and go to the “Page Layouts” pane. Let`s edit the Employee layout. A Salesforce Admin can drag and drop objects in the “information” field to create the desired layout. You can also add new components to it.

To add a new section, simply drag it from the set of available widgets on the top and place it where the section begins. This action launches a dialog that prompts you to add the section name and pick its column count and tab-key order.

This view also allows you to make a field mandatory or read-only if you need. Simply click on the edit symbol in front of the field and check the Read-Only or Required checkboxes to achieve this.

Now a Salesforce Admin can save the layout and see how it acts on the Edit or Detail page.

read more: Salesforce Admin Tutorial Chapter – 7

A free guide to Salesforce Custom Page Layouts

Except for the general information about the Salesforce Layouts, we are going to provide a free guide to creating your custom page layouts in Salesforce.

When a Salesforce Admin has the Employee Layout on the Page Layouts pane of the Employee object, they can add a new custom layout to it.

Click the “New” button. Pick the Employee Layout as the Existing Page Layout from the drop-down to import its current format. Give it a name (ex. Teaching Employee) and save the layout.

When you get to a layout customization page, drag and drop the objects to organize the space as you wish.

Save the layout and see this listed on the object’s Page Layouts pane.

At your Salesforce questions and answers or a Salesforce job interview, you may come across the topic of creating a new custom page layout (ex. Non Teaching Employee) while using the existing layout (Ex. Teaching Employee).

Salesforce allows a Salesforce Admin to make the customization to separate Teaching and Non-teaching Employees. You will have to change Specialization, which is a mandatory field on the Teaching Employee layout, to a non-mandatory field on the Non-Teaching Employee layout. And then, remove the Specialization field from the page by clicking the delete icon.

Click the Page Layout Assignment button on the Page Layouts page. It takes you to the following page.

A Salesforce Admin can assign different page layouts to different profiles based on their responsibilities.

read more: Salesforce Admin Tutorial Chapter – 8

Record types in Salesforce

Record Types are another Salesforce topic always included in Salesforce certification checklists and Salesforce job interview questions.

Let`s take a closer look at Record types in Salesforce with this free Salesforce tutorial from CRS info solutions.

To start creating types, go to the Record Types pane on the Employee object page and click the New button.

It provides input fields to enter the Record Type Label (Teaching_Employee Record Type), Record Type Name (Teaching_Employee_Record_Type), and other necessary information. Make sure to check the Active option to activate the Record Type in the Salesforce application.

Scroll down and choose the profiles that this new record type should be available to. For example, let`s make it available to only the System Administrator profile.

On the next page, get to assign the page layout that should be available for selected profiles under this record type. Select the “Apply a different layout for each profile” option and change the System Administrator’s layout to Teaching Employee. You can save the new record type after this step.

read more: Salesforce Admin Tutorial Chapter – 9

Validation rules in Salesforce

Whether you are preparing for a Salesforce certification test or are about to go to your first Salesforce interview, validation rules will be the essential Salesforce topic included in any Salesforce exam or interview.

Here is the explanation of Salesforce Validation rules from CRS Info Solutions. 

Salesforce uses validation rules to make sure users only enter accurate data when making changes to records. It helps in preserving the quality and accuracy of the data that is being kept.

Salesforce activates validation rules before storing the data, enabling us to ensure that the database never contains any inaccurate information.

You can utilize up to 100 active validation rules per object in the free Developer edition. The cap rises to 500 in the Unlimited version.

Let’s use the default Account object in our application as an example of how validation rules are defined. The Account object currently doesn’t follow any constraints and lets users store records with just the account name and no further information.

To guarantee that the fields Rating, Phone, and Annual Revenue are never left empty in a record, we must alter this behavior. Additionally, we need to confirm that the PAN Number format follows a specific pattern. To do this, a validation rule may be written to examine and validate these field states while records are being created.

Open the Validation Rules tab on the Account object in the Object Manager. To begin generating a new rule, select the New option.

You may give the rule a meaningful name and set it to Active.

Then enter The Error Condition Formula. To make this procedure easier, a Salesforce Admin may leverage numerous built-in Salesforce functionalities. ISNULL, ISBLANK, and OR are examples of such functions.

The formula that ensures the Phone field never stays blank is:


You can insert fields to the formula using the “Insert Field” button at the top.

To ensure the Annual Revenue is not null, use:


To ensure the Rating field is not blank:


To ensure the PAN Number adheres to a specific format, use regex to create the rule

like this:

NOT( Regex(PAN_Number__c, ‘[A-Z][A-Z][A-Z][A-Z]{0-9}{0-9}{0-9}{0-9}{0-9}[A-Z]’) )

Finally, you can combine all these rules with an OR function to ensure that Salesforce

triggers an error whenever any of the above rules are violated by a record.

OR(ISBLANK(Phone), ISNULL(AnnualRevenue, ISBLANK(TEXT(Rating)),

NOT( Regex(PAN_Number__c, ‘[A-Z][A-Z][A-Z][A-Z]{0-9}{0-9}{0-9}{0-9}{0-9}[A-Z]’) ))

You can check the syntax of the entered formula using the Check Syntax option.

Then, create an acceptable error message to display and specify where it should be displayed. After you’ve finished everything, save this new validation rule.

What are Profiles in Salesforce? 

A thorough guide from CRS Info Solutions.

Understanding Profiles in Salesforce is not just an essential matter for a Salesforce Admin, but also an integral part of a Salesforce Certification test. Moreover, You will find mentions of Salesforce Profiles in Salesforce Q&A checklists and various “Salesforce questions with answers” materials.

We also decided to include Salesforce profiles in the free Salesforce tutorial for Salesforce Admins and Salesforce aspirants as it is essential to understand this matter to master the overall Salesforce operation.

Salesforce profiles are used to define distinct sets of permissions provided to different users based on their responsibilities. When using Salesforce functionalities, it serves as a bridge between the user and the org. The profile granted to a user specifies which objects and fields they are permitted to access and alter under certain conditions.

To see a list of accessible profiles in your organization, search for “profiles” and navigate to the Profiles pane under Users. With this view, you’ll be able to examine the profile to which you’ve been assigned, System Administrator.

When you view this profile, you’ll see that it shows the various access permissions and page layouts that are connected with it by default. It will also provide you with numerous options for changing these existing settings to build something more personalized to your requirements.

Now, let’s look at how a Salesforce Admin creates a custom profile in Salesforce.

At the top of the previous Profiles page, you have the option to create a new profile. It sends you to a page where you may clone an existing profile to get started quickly. Name the new profile and save it.

It leads you to the Profile details page. You can edit the permissions and page layouts.

A “View Users” button at the top of the page leads you to a list of users who are presently assigned to this profile. Our new custom profile currently has no users.

You can add new users to it one at a time or all at once. 

Let’s take a look at the New User option, which adds a single user to the profile.

Fill in the user’s information as needed. Set their appropriate user license and profile to “Active.”

Save the new user.

Make sure to test the profile while still in your current System Administrator profile, check the box next to “Administrators can log in as any user” in Login Access Policies, and log in to the new custom profile from the Users pane.

read more: Salesforce Admin Tutorial Chapter – 10

Permission Sets

Permission sets are another essential part of any Salesforce online training and tutorial for Salesforce Admins. CRS Info Solutions developed a structured guide to Permission sets that will help you understand their nature and application.

Salesforce permission sets are used to add extra permissions to existing profiles. They can be used to override permissions set at the profile level.

They can, for example, allow a user or many users to access an object or field that is otherwise unavailable based on their given profiles.

Suppose we need to give create and read access to an object for the time being to a certain set of users. In this case, a Salesforce Admin can use permission set for this task instead of modifying the profile itself.

Here is the tutorial for Permission sets from CRS info solutions. Search for Permission Sets and pick the “New” option.

Give the permission set a name, then pick and save the needed license. It takes you to a screen where you can modify the settings to match the permissions you want to provide to users.

Adjust the permissions granted to the user for accessing objects. in the details page go to Object Settings, located under Apps.

In this example, we will use the permission set to grant Read and Create access to the Contact object.

select the “Manage Assignment” button to begin assigning this permission set to the appropriate people.

On this page, select “Add Assignments” and then select the people you wish to add to the permission set.

Alternatively, you may go to Salesforce’s Users pane, pick the user, and add/remove the permission sets provided to them via its display.

You may test its behavior by signing in to Salesforce as a relevant user.

Roles in Salesforce. Free tutorial for Salesforce Admins.

Roles introduce hierarchy into a Salesforce org. They restrict access at the record level depending on the user’s position in the hierarchy pyramid. A Salesforce Admin does it by modifying the access settings specified in the Organization Wide Defaults (OWD).

In this Salesforce Amins tutorial, we shall consider the organizational structure where Sales Directors report to the CEO and Sales Reps report to the Directors.

A Salesforce Admin can utilize roles to prevent one Sales Rep from seeing data added by another under a different Director. They can also guarantee that a Director only sees information added by Sales Reps reporting to them.

Before assigning responsibilities to users, you should make a little change to the existing OWD settings. You may find them by looking for Sharing Settings.

The Account and Contract objects have Public Read/Write access by default under these settings. We need to modify this to Private since we will now rely on roles to decide user access settings. Simply click the Edit button to make this change to the item on this page.

Now no user will be able to access any entries on the Accounts object except the ones they generate.

Next, let’s establish responsibilities so that specific individuals can see the records of others if they are higher up the hierarchical chain.

Search for “roles” and go to the Roles pane.

Select the Set Up Roles option, and Salesforce will show the default role hierarchy. 

a Salesforce Admin can edit, delete, and add roles to this hierarchy as needed. 

You may give these responsibilities to various users in your organization after explicitly outlining the hierarchical structure.

Assign the CFO and CEO positions in this hierarchy to two users, for example.

When you enter the system as the CEO user, you will now be able to see the entries produced by the CFO user on the Accounts table.
read more: Salesforce Admin Tutorial Chapter – 12

Data Management in Salesforce. 

Free tutorial for Salesforce Admins

Successful CRM is all about efficient data management. In this free online tutorial for Salesforce Admins experts from CRS info solutions explain the principles of data management in Salesforce and provide a thorough free guide to Salesforce data management as it is articulated in Salesforce exam questions and answers or Salesforce job interview preparation materials.

When performing data manipulation procedures on large amounts of data, you will need the assistance of a specialized tool to speed up the process. Data Loader is one of the most often used Salesforce-authorized solutions for this purpose.

You may handle up to 5 million records using the data loader. Within this limit, you can insert, update, upsert (insert and update), delete, hard delete, export, and export all data actions. In the event of export and import operations, the utility defaults to dealing with data in CSV file format.

Download and install the Data Loader tool.

Type “Data Loader” into the Quick Find box, and you’ll be sent to a website with links and tutorials to assist you with the installation on your device.

Here is the free tutorial on how to use Data Loader to export data from Salesforce.

Click the Export button and select the environment from which you want to download data (Production or Sandbox).

It asks you to enter your Salesforce credentials.

Next, choose the objects to export and specify the export destination.

Under each item, you may optionally pick a set of fields to export. You may also filter records depending on specified filter requirements.

The export procedure finishes by saving the CSV file containing data to the specified place.

Similarly, on the Data Loader app, click the Insert option to do an insert operation. Choose the item that corresponds to the new data and specify the path of the CSV file holding the data for the new records.

Fill up all the object’s fields in this insert file.

Now you must create a mapping between the field names in the CSV file and the fields of the object.

If such a mapping already exists, you can utilize it instead of constructing one from scratch.

Once this procedure is complete, you may check the Salesforce org to see whether any new data shows in the object table.

Similarly, you may experiment with updates, upsert, and other actions using the Data Loader.

Classic E-mail templates and their use in Salesforce.

Classic e-mail templates are another Salesforce topic frequently seen in Salesforce certification exams and Salesforce interview questions

This free guide from CRS info solutions will help Salesforce Admins to articulate the theoretical part of this common Salesforce topic and easily take on practical Salesforce questions about e-mail templates in Salesforce exams.

Classic email templates enable users to customize the content and structure of email messages delivered to third-party recipients via Salesforce. They are also known as “Communication Templates”.

There are two content kinds in these templates: static and dynamic, as well as two template types: standard and custom. Custom templates are available in several formats, including text, HTML with letterhead, custom without letterhead, and Visualforce.

Search for Classic Email Templates in your org to locate the templates.

It now includes a collection of standard text templates offered by Salesforce for typical use scenarios.

An email has multiple dynamic content fields, including the initial name, account name, and user name of the contact.

You may send a test email to check how the dynamic fields are filled out.

To build a custom email template, click the New Template option, which allows you to choose the template type (text, HTML, custom, or Visualforce).

As shown in the following example, you may fill in the necessary information to create a new text template.

To generate dynamic content, you can add as many merging fields as you need to this template.

If you want to make a custom HTML template, you must first establish a letterhead in your org.

To do so, go for Classic Letterheads and build a new letterhead with attributes like a logo.

Then, with the freshly produced letterhead, you may add the template’s text in HTML format.

As previously, you may add HTML content to the body of a custom template with a letterhead.

However, unlike the previous template, this one would not have a letterhead.

Workflows in Salesforce.

In this chapter CRS Info Solutions provide a free guide to Salesforce Workflows for Salesforce Admins and aspirants of Salesforce training institutes. Keep on reading and you will find all the necessary answers about Salesforce Workflows needed for Salesforce Certification Exam and the information typically included in today’s Salesforce questions with answers checklists.

Salesforce uses workflows to automate various business operations. A Salesforce Admin may program them to conduct certain actions depending on user-defined criteria. In this context, you can build up criteria in three different situations. 

They are: 

  • Created; 
  • Created and edited;
  • Created and edited to fulfill the requirements.

Any action might be either immediate or time-dependent. A workflow can perform activities such as completing a task, sending an email alert, modifying a field, or sending an outgoing message.

To find the Workflow Rules pane on Salesforce search for it in Quick Find.

It enables you to add a new rule to an existing object.

Select the criterion type and set the criteria with relevant fields and the requirements they must fulfill to start the workflow.

Then, choose the workflow activity you want it to carry out.

If you want the workflow to create a new task, for example, you must supply parameters such as the due date, status, and priority.

If, on the other hand, you want the workflow to send an email, you may configure the email template and the desired recipients.

To edit a field using a workflow, choose the field to be updated and supply the necessary information.

It allows you to leave the field blank or apply a formula to calculate an explicit value.

You can also add a time-dependent trigger to the process by selecting the Add Time Trigger button.

It encourages you to input the wait time in the form below.

Once this procedure is complete, you may add new time-dependent actions to the workflow section.

In the end, you must activate the workflow to complete the setup process and save everything.

Approval Process for Salesforce Admins.

An explanation of the approval process in Salesforce.

Another automated feature in Salesforce, widely covered in Salesforce exam materials and addressed on Salesforce job interview questions is the approval process. 

In this free tutorial for Salesforce Admins, we shall describe the overall principles of the approval process in Salesforce and answer the most frequently asked questions about the approval process for Salesforce Admins and Salesforce aspirants.

Approval processes are used to automatically approve a record for an org. They are characterized by a series of actions that conduct an approval, rejection, or recall action on each record. 

Salesforce also allows users to approve records by email.

To begin designing an approval process, use the Quick Find box to look for Approval Processes.

You may then pick the item for which you are configuring this procedure.

Let`s put up an approval procedure for the Account object’s Rating field. We want it to request clearance anytime the record’s rating is set to Cold.

Before configuring the process, add a new field to the Account object that displays the record’s approval status. To do this, we add a new Picklist column called “ApprovalDone?” with the statuses Pending, Yes, and No.

Now set up an approval process for the Rating field.

Select Account as the item and then navigate to Create New Approval Process -> Use Jump Start Wizard.

Enable the Submit for Approval button and enter the process name. If necessary, you may also select an Approval Assignment Email Template.

Then, describe the conditions for initiating the approval process. Set it to 

Account: Rating equals Cold

Then, choose the authorized approver.

Now you can save the approval procedure. This will lead you to the procedure information page.

Add an Initial Submission Action here to set the ApprovalDone? to Pending for records with Cold Rating.

To configure this technique, click Add New and then Field Update.

You may give this a name and select the field that should be updated here. Next, select a specific value (Pending) as its value.

This procedure should additionally include a Final Approval Action for authorized status. To do so, go to the section and click Add New, then Field Update.

Again, choose ApprovalDone? as the field to change and Yes as the picklist value option.

Similarly, you must add another Final Rejection Action for the rejected status, with the picklist value set to No.

Now, you may begin the approval procedure.

You may test the behavior of this procedure by generating a new Account record with a Cold Rating.

Relationships Fields (Lookup) – a guide for Salesforce Admins

A lookup relationship is one of the simplest relationships you can create between Salesforce objects. It is a parent-child relationship but with relatively fewer restrictions.

In this free Salesforce tutorial from CRS Info Solutions, we shall discuss this seemingly basic yet sometimes confusing Salesforce topic to help you prepare for the Salesforce Certification exam or Salesforce job interview questions.

Let`s start this online Salesforce guide with examples and a general outline of the lookup relationship in Salesforce.

Account and Contact objects are two examples of common Salesforce objects that have a lookup connection.

The characteristics of the lookup relationship include:

● A parent is not necessary to create a child record;

● It is possible for parent and child to have different owners;

● Deleting the parent does not delete the child’s records;

● Roll-up summary is not allowed.

Account and Contact objects are two examples of common Salesforce objects that have a lookup connection.

A parent is not required to generate a child record, which is one of the most notable properties of the lookup relationship.

It is conceivable for a parent and a kid to have separate owners.

The parent record is not deleted when the parent record is deleted, and the roll-up summary is not permitted.

Employees and Address Books are the existing objects in our application. To compile a list of addresses for each employee a Salesforce Admin may establish a lookup connection between these two objects, with Employees as the parent and Address Books as the child.

You may begin by navigating to Address Books and selecting the New option in the Fields and Relationships pane. Select Lookup Relationship as the data type.

Now choose the corresponding parent object, which is Employees. After that, you may finish the procedure.

If you create a new Employee record, you will now see the Adress Book field added to its details.

To offer this employee a list of Address Books, click on the Related tab on the same page and pick New. It asks you to add a new Address Book record.

If you wish to associate an existing Address Book record with this employee, navigate to the Address Books table. Open the appropriate address and change the Employee field to match the previously created employee.

Relationship Fields (Master-Detail) in Salesforce.

CRS Info Solutions also include information about Relationship Fields (Master-Detail) in this free Salesforce course as it is another parent-child relationship similar to Lookup and a common topic in all Salesforce questions with answers as well as Salesforce exams and interviews.

Here is a thorough explanation of Relationship Fields (Master-Detail) for Salesforce Admins.

Compared to the lookup, Master-Detail puts greater limits on the related items.

To further grasp this, let’s look at some key aspects of the master-details connection.

  • The parent is mandatory for creating a child record;
  • The owner of the child record is the same as the parent;
  • Deleting the parent record deletes the child;
  • Role up summary is allowed.

Here is how to establish a master-detail connection between the Employees and Address Books objects.

You may begin by selecting the New option in the Address Book’s Fields and Relationships pane. As the data type, choose Master-Detail Relationship.

Then, choose Employee as the linked item.

Now, you may finish the relationship-building process.

However, it may fail if your Address Book object already contains records that do not have parents to meet the master-detail relationship criteria. In that scenario, it is recommended to erase these entries before establishing the association.

You may now put this relationship to the test by making new records. You’ll notice that the Employee field is now necessary on the Address Book edit page, and you can’t create a record without first selecting its parent employee.

Final Thoughts

This free online tutorial for Salesforce Admins contains the most frequent and common Salesforce topics, often seen in Salesforce job interviews and Salesforce Certification exams year after year.

However, it is essential to understand that Salesforce is an extremely dynamic platform that releases updates and new features regularly. Therefore, to ensure that your knowledge and skills are perfectly aligned with the latest developments in Salesforce, in addition to thorough Salesforce guides and free Salesforce tutorials we recommend contacting Salesforce training institutes like CRS Info Solutions. Here you will find guidance and mentorship from practicing certified Salesforce experts that will allow you easily get your Salesforce Certification and boost your career in Salesforce.

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