Administrator Certification Prep: Reporting and Automation
1
Unit 1: Practice Reports and Dashboards
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Learning Objectives
After completing this unit, you will be able to:
• Describe the options available when creating or customizing a report, including report
type, report format, fields, summarizing data, filtering data, charting, scheduling, and
conditional highlighting.
• Demonstrate the impact of the sharing model on reports.
• Demonstrate the options available when creating and modifying dashboards, such as
dashboard components, data sources, chart types, scheduling, and running user.
• Describe the capabilities of custom report types.
Key Topic Areas
This unit prepares you for the analytics section of the Salesforce administrator exam, which
makes up 10% of the overall exam. This section of the exam tests these topics.
• Report creation
• Custom reports
• Editing and customizing reports
• Dashboard components
• Data sharing
• Report and dashboard filters
This unit provides a number of interactive, real-world, scenario-based questions that are a lot
like the ones you'll encounter as a Salesforce administrator. Looking at these scenarios helps
prepare you to take the analytics section of the Salesforce administrator exam. As you tackle
the practice questions, you get immediate feedback on your answers, along with detailed
information on why your answers are correct (or incorrect).
You can also find interactive flashcards to help you prepare for the analytics section of the
exam.
Download the Guide
Would you like a hard copy of the contents in these modules? Each module includes a link to a
printable version you can download. Download the Administrator Certification Prep: Reporting
and Automation guide.
Note: For more information on the Salesforce administrator Certification exam prep, logistics
and policies, and maintenance, see the Get Started with Administrator Certification Prep unit in
the Administrator Certification Prep: Setup and Objects module.
Administrator Certification Prep: Reporting and Automation
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Exam Practice Questions
Ready to jump in? The sample tool below is not scored—it’s just an easy way to quiz yourself.
To use it, read the scenario on the left side, then click on the answer you think is correct. Some
questions may have more than one correct answer. Click submit, and you get a pop-up telling
you whether the answer you chose is correct or incorrect, and why. When you reach the end,
you can review the answers or retake the questions.
Scenario 1
A sales manager at Ursa Major Solar wants a team of sales reps to know how many open
opportunities they have at any given time.
How should an administrator configure a report for each sales rep to see their own open
opportunities?
ANSWER
FEEDBACK
A. CREATE A REPORTING SNAPSHOT
GROUPED BY SALES REP.
Incorrect. This does not show a sales rep just
their own open opportunities.
B. CREATE A REPORT WITH A CROSS
FILTER BY MY OPPORTUNITIES.
Incorrect. Cross filters are used in reports to filter
for cross object fields.
C. CREATE A REPORT FILTERED BY
MY OPPORTUNITIES.
Correct. This report shows a sales rep their
own open opportunities.
D. CREATE A REPORT SCHEDULE
FOR EACH SALES REP.
Incorrect. A schedule doesn’t create a report that
allows each sales rep to see their own open
opportunities.
Administrator Certification Prep: Reporting and Automation
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Scenario 2
Which three report charts show how many leads are in the marketing pipeline based on lead
status and what percent each lead status represents? (Choose three answers.)
ANSWER
FEEDBACK
A. GROUPED BAR CHART
Incorrect. A grouped bar chart shows siloed,
individual lead information.
B. PIE CHART
Correct. A pie chart shows the number of leads
and the percentage of leads as part of the
whole.
C. DONUT CHART
Correct. A donut chart shows the number of
leads and the percentage of leads as part of
the whole.
E. FUNNEL CHART
Correct. A funnel chart shows the number of
leads and the percentage of leads as part of
the whole.
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Scenario 3
A finance user with the View All Data permission enabled sees no opportunities when opening a
sales pipeline report. However, a sales rep sees opportunities as expected. Opportunities
should be visible to only those with permission.
Which two actions should the administrator perform to ensure that the finance user sees
opportunities in the pipeline report? (Choose two answers.)
ANSWER
FEEDBACK
A. SELECT SAVE HIERARCHY LEVEL
ON THE PIPELINE REPORT.
Correct. The Save Hierarchy Level checkbox
being selected ensures that the hierarchy level
that was used when creating a report stays
intact. So if the finance user had permission to
see reports originally, the same applies when
any subsequent report is created.
B. CREATE A NEW REPORT
FORMULA ON THE PIPELINE
REPORT.
Incorrect: Creating a formula does not change
which opportunities are visible.
C. UPDATE THE REPORT FILTER TO
SHOW ALL OPPORTUNITIES.
Correct. Using a filter to show all
opportunities allows users with the View All
Data permission enabled to see all of the
opportunities on the report.
D. CHANGE THE ORG-WIDE
OPPORTUNITY SHARING DEFAULT
TO PUBLIC READ.
Incorrect. This would allow everyone in the
organization to see opportunities.
Administrator Certification Prep: Reporting and Automation
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Scenario 4
What should an administrator configure to provide each sales rep a dashboard that shows their
current Opportunity pipeline?
ANSWER
FEEDBACK
A. SET A DASHBOARD FILTER TO
THE CURRENT USER.
Incorrect. Setting the dashboard filter to the current
user would only show opportunities for that user,
not the user running the dashboard.
B. CREATE A DASHBOARD FOLDER
FOR EACH USER.
Incorrect. Creating a dashboard folder for each
user would not filter the dashboard for users. A
dashboard folder is for storing dashboards, limiting
visibility to the dashboards in the folder.
C. FILTER THE DASHBOARD WITH A
DYNAMIC VIEW SET TO THE VP OF
SALES.
Incorrect. Dynamic dashboards are limited. The
View Dashboard As options are:
• Me
• Another person
• Dashboard viewer
D. SET THE DASHBOARD RUNNING
USER TO “THE DASHBOARD
VIEWER.”
Correct. This ensures that the dashboard
shows data relevant to only the user viewing
it.
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Scenario 5
A sales user wants to add components to their dashboard.
What is the maximum number of components that can be added to a single dashboard?
ANSWER
FEEDBACK
A. 3
Incorrect. Each dashboard can have up to 20
components. Each report can have up to 3 cross
filters.
B. 15
Incorrect. Each dashboard can have up to 20
components.
C. 20
Correct. Each dashboard can have up to 20
components.
D. 50
Incorrect. Each dashboard can have up to 20
components. A dashboard filter can have up to 50
values.
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Scenario 6
What should the system administrator do when users are unable to find a custom report type?
ANSWER
FEEDBACK
A. MAKE SURE THE NEW REPORT
TYPE IS DEPLOYED.
Correct. Users are not able to access a custom
report type if it hasn’t been deployed.
B. MAKE SURE THE USER PROFILE
INCLUDES THE REPORT TYPE.
Incorrect. Access to objects is controlled by
profiles not based on report type.
C. ADD THE NEW REPORT TYPE TO
THE RELATED OBJECTS.
Incorrect. Report types are created for the object
that is reported on.
D. ADD A BUTTON FOR THE NEW
REPORT TYPE TO THE REPORT
BUILDER.
Incorrect. Report types are part of the Report
Builder when deployed.
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Scenario 7
Ursa Major Solar uses a private data access model. Product managers and sales
representatives are in different branches of the role hierarchy.
What should an administrator do to ensure that product managers can report on opportunities in
their product line?
ANSWER
FEEDBACK
A. CREATE A SHARING RULE BASED
ON CRITERIA.
Correct. Criteria-based sharing rules
determine what records to share based on
field values other than ownership.
B. SAVE ALL OPPORTUNITY
REPORTS IN A PUBLIC FOLDER.
Incorrect. Saving reports in a public folder will
give access to everyone.
C. MOVE ALL PRODUCT MANAGERS
TO A ROLE BELOW THE SALES
REPRESENTATIVES.
Incorrect. If product managers are in a role below
sales representatives, they will not be able to see
the reports. Product managers would have to be
in a role above the sales representatives
according to the role hierarchy.
D. CREATE A NEW ROLE FOR
PRODUCT MANAGERS AND SALES
REPRESENTATIVES.
Incorrect. Creating a new role would further
separate the role hierarchy. The product
managers and sales representatives would not
need to be combined or branched off.
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Exam Topic Flashcards
The following flashcards cover reports, dashboards, and data sharing. Use these interactive
flashcards to brush up on some of the key topics you'll find on this part of the exam.
Read the question or term on each card, then click on the card to reveal the correct answer.
Click the right-facing arrow to move to the next card, and the left facing arrow to return to the
previous card.
Question/Term
Answer/Definition
What report should an
administrator use to
display the number of
contacts related to an
account?
Summary report with a
report formula
What are three reports
that can be used to
display a list of the top
10 accounts on a
dashboard?
Tabular report with Rows to
Display set to 10
Summary report with a chart
Summary report without a
chart
What should an
administrator do to
organize the fields
available on a report?
Create a custom report type.
Administrator Certification Prep: Reporting and Automation
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Tabular Report
This report is the simplest
and fastest way to look at
data. Similar
to spreadsheets, it consist
simply of an ordered set of
fields in columns, with each
matching record listed in a
row. Use this report type for
creating lists of records or a
list with a single grand total.
They can’t be used to create
groups of data or charts, and
can’t be used in dashboards
unless rows are limited.
Examples include contact
mailing lists and activity
reports.
Summary Report
This report is similar to a
tabular report, but allow
users also to group rows of
data, view subtotals, and
create charts. It can be used
as the source report for
dashboard components. Use
this type of report to show
subtotals based on the value
of a particular field, or when
you want to create a
hierarchical list, such as all
opportunities for your team,
subtotal by Stage and
Owner.
Administrator Certification Prep: Reporting and Automation
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Matrix Report
Matrix reports allow you to
group and summarize data by
both rows and columns. They
can be used as the source
report for dashboard
components. Use this type of
report for comparing related
totals, especially if you have
large amounts of data to
summarize and you need to
compare values in several
different fields, or you want to
look at data by date and by
product, person, or
geography. Matrix reports
without at least one row and
one column grouping show as
summary reports on the
report run page.
Report Type
Two kinds of report types:
• Standard report
• Custom report
Standard report type gives
you access to most
Salesforce data. For example,
the opportunities report type
gives you access to
opportunity records and fields
in your report.
Custom report type gives you
access to custom objects in
Salesforce, or custom views
of standard objects, which an
admin configures.
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Filter Logic
Use filter logic to customize
how existing filters apply to a
report. Each filter is
assigned a number. If you’d
like your report to return
records that meet the criteria
of Filter 1 and either Filter 2
or Filter 3, use this filter
logic: Filter 1 AND (Filter 2
OR Filter 3). Filter logic
requires at least one field
filter.
Administrator Certification Prep: Reporting and Automation
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Related Badges
Looking for more information? Explore these related badges.
Badge
Content Type
Create Reports and Dashboards for Sales
and Marketing Managers
Project
Reports & Dashboards for Lightning
Experience
Module
Sales Reports for Lightning Experience
Module
Lightning Experience Reports &
Dashboards Specialist
Superbadge
Congratulations! You’ve studied up on analytics—reports- and dashboards-related. Up next,
dive into the exam section on workflow and automation. Let’s go!
Administrator Certification Prep: Reporting and Automation
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Unit 2: Study Up on Workflow and Automation
Learning Objectives
After completing this unit, you will be able to:
• Identify the appropriate automation solution based on the capabilities of
workflow/process.
• Describe and demonstrate capabilities and use cases for the approval process.
Key Topic Areas
This unit prepares you for the workflow and automation section of the Salesforce administrator
exam, which makes up 8% of the overall exam. This section of the exam tests these topics.
• Approval processes
• Workflows
• Time dependent workflows
• Approval processes
• Process Builder
Like the previous units, this unit contains practice scenario-based questions and flashcards.
Exam Practice Questions
Ready to jump in? The sample tool below is not scored—it’s just an easy way to quiz yourself.
To use it, read the scenario on the left side, then click on the answer you think is correct. Some
questions may have more than one correct answer. Click submit, and you get a pop-up telling
you whether the answer you chose is correct or incorrect, and why. When you reach the end,
you can review the answers or retake the questions
Administrator Certification Prep: Reporting and Automation
15
Scenario 1
The administrator at Ursa Major Solar created a process in Process Builder that sends email
alerts when a high-priority case is created. A new support engineer who works remotely
complains about not receiving the email alerts. All other users receive these email alerts.
How can a Salesforce administrator troubleshoot this issue?
ANSWER
FEEDBACK
A. VERIFY THE USER’S EMAIL ADDRESS.
Correct. Make sure the user’s email
address is in that support engineer’s
user record, and thus receiving the
notifications.
B. CHECK THAT THE PROCESS IS ACTIVE.
Incorrect. Others are receiving the email
alerts, so you know that the process is
active.
C. CHECK THAT THE CORRECT EMAIL
TEMPLATE IS USED.
Incorrect. Others are receiving the correct
email from the email alerts, so you know
the correct email template is used.\
D. CHECK THAT THE PROCESS
EVALUATION CRITERIA IS CORRECT.
Incorrect. Others are receiving the email, so
you know the process evaluation criteria is
correct when the process is being triggered.
Administrator Certification Prep: Reporting and Automation
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Scenario 2
Ursa Major Solar created an action that sends a follow-up email to the customer two days after
a case is closed. The administrator wants to verify that the process functions correctly.
Which queue should the administrator view to monitor pending actions?
ANSWER
FEEDBACK
A. OUTBOUND MESSAGING DELIVERY
QUEUE
Incorrect. Outbound Messaging Delivery
Queue shows the messages that have
already been sent and delivered.
B. MASS EMAIL QUEUE
Incorrect. The Mass Email Queue shows
only the mass emails that are sent out.
C. PROCESS ACTION QUEUE
Correct. The Process Action Queue
shows process actions, and the
administrator iswould be able to monitor
pending process actions in this queue.
D. BACKGROUND JOBS QUEUE
Incorrect. Time-based actions do not show
in the Background Jobs Queue.
Background Jobs, such as when a parallel
sharing recalculation is running, are
monitored here.
Administrator Certification Prep: Reporting and Automation
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Scenario 3
Ursa Major Solar has an auto-response rule to send emails when a customer submits a new
case, and an assignment rule to determine case ownership for new cases. In addition, the case
object has validation rules to ensure that each case includes values for all fields needed by its
owner to resolve the case.
In which order does Salesforce process the immediate actions associated with workflow rules
and related business automations for a newly created record?
ANSWER
FEEDBACK
A. ESCALATION RULES, VALIDATION
RULES, WORKFLOW RULES, AUTO-
RESPONSE RULES, ASSIGNMENT RULES
Incorrect. Validation rules are evaluated
before escalation rules, and auto-response
rules are evaluated before workflow rules.
B. VALIDATION RULES, ASSIGNMENT
RULES, AUTO-RESPONSE RULES,
WORKFLOW RULES, ESCALATION RULES
Correct. This is the correct order of
evaluation.
C. WORKFLOW RULES, VALIDATION
RULES, ASSIGNMENT RULES, ESCALATION
RULES, AUTO-RESPONSE RULES
Incorrect. Workflow rules are evaluated
after validation rules.
D. VALIDATION RULES, ESCALATION
RULES, ASSIGNMENT RULES, AUTO-
RESPONSE RULES, WORKFLOW RULES
Incorrect. Workflow rules are evaluated
before escalation rules.
Administrator Certification Prep: Reporting and Automation
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Scenario 4
Ursa Major Solar has a team of account managers that requested email alerts anytime an
opportunity or case is created on accounts that they own.
What is the minimum number of workflows needed to accomplish this task?
ANSWER
FEEDBACK
A. ONE WORKFLOW RULE WITH TWO EMAIL
ALERTS
Incorrect. Each workflow rule applies to a
single object. In this solution the email
alerts would be for the same object.
B. TWO WORKFLOW RULES WITH ONE
EMAIL ALERT EACH
Correct. Each workflow rule applies to a
single object. Opportunity and/or case
would need a separate workflow for
each object.
C. NO WORKFLOW RULES, BUT TWO EMAIL
ALERTS
Incorrect. Email alerts need a workflow to
define criteria for the email to be sent.
D. FOUR WORKFLOW RULES FOR CREATE
AND UPDATE ON OPPORTUNITIES AND
ACCOUNTS
Incorrect. Opportunities and cases are
created on accounts by the users. The
email alerts are to communicate to the
account managers that there is a record on
their account.
Administrator Certification Prep: Reporting and Automation
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Scenario 5
Ursa Major Solar has created an automated approval process to quickly communicate and
improve their customer service.
What are two final approval actions in an approval process?
ANSWER
FEEDBACK
A. CREATE A CHATTER POST.
Incorrect. Posting to Chatter is not a final
approval action.
B. ADD AN EMAIL ALERT.
Correct. This is a final approval action.
C. SEND AN OUTBOUND MESSAGE.
Correct. Sending an outbound message
is a final approval action in an approval
process.
D. CALL APEX.
Incorrect. This is not a final approval action
in an approval process.
Administrator Certification Prep: Reporting and Automation
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Exam Topic Flashcards
These flashcards cover workflows and automation. Use these interactive flashcards to brush up
on some of the key topics you'll find on this part of the exam.
Read the question or term on each card, then click on the card to reveal the correct answer.
Click the right-facing arrow to move to the next card, and the left facing arrow to return to the
previous card.
Question/Term
Answer/Definition
Ursa Major Solar wants to
assign a task
automatically to account
managers when a
customer's agreement is
about to expire.
How should an
administrator configure
this functionality?
Create a time-based
workflow on account with a
rule criteria of Agreement
End Date > TODAY().
An administrator created
a workflow rule that
sends email alerts when a
case with a high priority
is created. A new support
engineer who works
remotely at Ursa Major
Solar complains about
not receiving the email
alerts. All other users at
Ursa Major Solar receive
these email alerts.
How can an administrator
troubleshoot this issue?
Verify the user's email
address.
Administrator Certification Prep: Reporting and Automation
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Ursa Major Solar wants
to create a workflow rule
to send an email alert to
members of its board of
directors, none of whom
use Salesforce.
How many of the board
members can be added
to a single email alert?
Up to 5 additional email
addresses can be added to
the email alert.
Flow
A flow is an application that
can execute logic, interact
with the Salesforce
database, call Apex classes,
and collect data from users.
Quick Action
Quick actions can be object-
specific or global actions.
Only Create, Update, and
Log a Call actions are
supported. You can also
use actions in a process,
and can only set values for
fields that are part of the
action’s layout.
Process Trigger
Every process includes a
trigger, which tells the
process when to start. How
you configure that trigger
depends on what type of
process you’re creating—
record change, event,
invokable.
Administrator Certification Prep: Reporting and Automation
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Approval process
An approval process
automates how records are
approved in Salesforce. An
approval process specifies
each step of approval,
including from whom to
request approval and what
to do at each point of the
process.
Delete an Approval
Process
Before you delete an
approval process, make
sure it’s inactive. Delete
pending approval requests
that are associated with it,
and remove them from the
recycle bin.
Activate an Approval
Process
An approval process must
have at least one step
before you can activate it.
After an approval process is
activated, you can’t add,
delete, or change the order
of the steps, or change its
reject or skip behavior, even
if the process is inactive.
Administrator Certification Prep: Reporting and Automation
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Related Badges
Looking for more information? Explore these related badges.
Badge
Content Type
Lightning Flow
Module
Automate Business Processes for a
Recruiting App
Project
Build a Discount Approval Process
Project
Quick Start: Process Builder
Project
Build a Battle Station App
Project
Administrator Certification Prep: Reporting and Automation
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Congratulations. You’ve covered over 20% of the Administrator Certification test material in this
badge. You are well on your way.
You’ve reviewed these sections.
• Reports and dashboards
• Workflow and automation
Be sure to review the other three Administrator Certification Prep badges. Good luck on your
exam!
