As organizations increasingly depend on Salesforce to manage customer relationships and automate business processes, recruiters must identify Salesforce Admins who can configure, maintain, and optimize Salesforce environments. With expertise in user management, security controls, automation tools, and data management, Salesforce Admins ensure smooth CRM operations across teams.
This resource, "100+ Salesforce Admin Interview Questions and Answers," is tailored for recruiters to simplify the evaluation process. It covers a wide range of topics—from Salesforce fundamentals to advanced administration, including flows, security models, reports, dashboards, and org maintenance.
Whether you're hiring Salesforce Administrators, CRM Specialists, or Salesforce Operations Managers, this guide enables you to assess a candidate’s:
For a streamlined assessment process, consider platforms like WeCP, which allow you to:
Save time, enhance your hiring process, and confidently hire Salesforce Admins who can maintain, optimize, and scale your Salesforce org from day one.
Salesforce is a cloud-based Customer Relationship Management (CRM) platform that helps organizations manage their sales, service, marketing, and business operations from a single centralized system. Unlike traditional on-premise CRM solutions, Salesforce is delivered entirely through the cloud, meaning companies don’t need to install hardware, maintain servers, or worry about system upkeep. This allows businesses of all sizes—from startups to global enterprises—to scale quickly and access their data anytime, anywhere, on any device.
The power of Salesforce lies in its ability to streamline customer interactions across multiple touchpoints. It provides features such as lead management, opportunity tracking, case resolution, workflow automation, analytics, and AI-driven insights through tools like Einstein. Additionally, Salesforce is highly customizable, offering declarative (point-and-click) and programmatic (code-based) customization options. Its AppExchange marketplace further expands capabilities with thousands of pre-built applications. Overall, Salesforce helps organizations increase productivity, improve customer experiences, and drive revenue growth efficiently.
A Salesforce Admin is a professional responsible for managing, customizing, and maintaining an organization’s Salesforce environment. They act as the bridge between business needs and the Salesforce platform. Admins work closely with stakeholders to understand business processes and then configure Salesforce accordingly using tools like workflows, page layouts, record types, fields, flows, and security controls.
A Salesforce Admin ensures users have the right access, keeps data clean and secure, creates reports and dashboards, and implements automation to improve productivity. They also provide user support, troubleshoot issues, train new users, and continuously improve the CRM experience. While they typically do not write code, Admins use powerful declarative tools to build scalable solutions. In many companies, Salesforce Admins are essential for driving CRM adoption, optimizing business processes, and ensuring the success of the Salesforce system.
An object in Salesforce is a database table that stores specific types of information. Each object contains a set of fields and records that represent business data. Salesforce provides two types of objects: standard objects, which are predefined by Salesforce, and custom objects, created by administrators to support unique business needs.
Objects help structure data logically. For example, the Account object stores company information, while the Contact object stores customer or client details. Objects can also be linked to each other using relationships such as lookup and master-detail, allowing Salesforce to model complex business processes. In essence, objects are the core building blocks of Salesforce’s data model, and everything in Salesforce revolves around storing, retrieving, and managing data inside objects.
A record is a single instance or row of data stored within an object. If an object represents a table, then a record represents one entry in that table. For example, if the Account object stores companies, then each company—like “Google” or “Microsoft”—is a record. Similarly, each customer inside the Contact object is also a record.
Records contain values for each field defined in the object. Users can create, view, edit, delete, or update records based on their permissions. Records also support security features like sharing rules and field-level access, ensuring the right users see the right information. Additionally, records often have related lists that show connected data such as activities, notes, opportunities, or cases. In short, records represent real business data captured and maintained within Salesforce.
Standard objects are pre-built objects provided out of the box by Salesforce. They come with predefined fields, layouts, and relationships designed to support common CRM processes. Standard objects are available in every Salesforce org and form the foundation of the platform’s data model.
Examples of standard objects include:
Standard objects save time because organizations don’t need to build common data structures from scratch. They can be customized extensively to fit business requirements.
Custom objects are objects created by Salesforce Admins to store data that is unique to a company’s business processes. When standard objects don’t meet requirements, custom objects allow teams to model new data types. For example, a training company may create a custom object called Course or Student Enrollment.
Custom objects can include:
They can also appear in reports, dashboards, and apps. Custom objects provide a high level of flexibility and are essential for tailoring Salesforce to specific organizational needs. Each custom object also includes the special “__c” suffix (for example: Course__c).
A field in Salesforce is a specific piece of data stored within an object. If an object is a table and a record is a row, then a field is a column. Fields define the type of information stored inside a record. For example, an Account might have fields like Account Name, Phone, Industry, or Annual Revenue.
Salesforce supports many field types, such as:
Fields can be standard or custom, and their visibility is controlled through profiles and field-level security. Fields are crucial for structuring information and enabling reporting, automation, and validation across Salesforce.
A formula field is a read-only field that dynamically calculates value based on other fields, expressions, or business logic. Formula fields update automatically whenever the referenced data changes, ensuring accuracy and reducing manual data entry.
Formula fields can perform:
For example, a formula field can display the number of days since a case was opened or concatenate a contact’s first and last name. Formula fields ensure consistency and automate calculations without writing code.
A validation rule enforces data quality by preventing users from saving invalid or incomplete information. It uses a logical formula that evaluates to true or false. If the formula returns true, Salesforce stops the record from being saved and displays a custom error message.
Validation rules are useful for ensuring business standards such as:
For example, a validation rule that enforces required fields only when a record reaches a specific stage prevents bad data from entering the system. This improves reporting accuracy, automation reliability, and overall data integrity.
A page layout controls the structure and arrangement of fields, buttons, related lists, and sections displayed on a record’s detail page. It determines what users see and how they interact with records.
Page layouts help Admins:
Using profiles, Admins can assign different page layouts to different teams. For example, the Sales team may see Opportunity fields like Probability and Forecast Category, while the Support team may see Case Details and Case Owner. Page layouts improve user experience by providing a clean, role-specific interface.
A profile in Salesforce is a fundamental security component that determines what a user can do within the system. Profiles control a user’s permissions, access to objects and fields, app access, tab visibility, and administrative capabilities. Every user must be assigned exactly one profile, making it the baseline of Salesforce security.
Profiles define:
For example, a Sales Profile may allow users to create and edit Opportunities, whereas a Support Profile may only allow working with Cases. Profiles help ensure users access only what they need, maintaining data protection, compliance, and efficient workflow across the organization.
Permission Sets are additional security tools used to extend user permissions without changing their profiles. Unlike profiles, which assign a baseline level of access, permission sets offer flexible, incremental permissions on top of that.
Use cases for permission sets include:
Key features of permission sets:
Permission sets make security scalable and reduce administrative complexity, especially in large organizations.
A role in Salesforce determines what records a user can see within the organization’s data hierarchy. While profiles control what actions users can take (CRUD permissions), roles control data visibility.
Roles are used to:
For example, if a Sales Manager has a role above Sales Representatives, the manager can automatically see all opportunities owned by their team members. Roles do not control what actions can be taken—only what records are visible.
Roles help organizations structure access according to job functions while maintaining data confidentiality.
A role hierarchy is an ordered structure that defines how record access rolls up through the organization. It mimics a company’s reporting structure and ensures that users at higher levels can access the same records as those below them.
Key principles:
Example structure:
If OWD is set to Private, a Sales Manager can still see all records of Sales Reps reporting under them. Role hierarchy supports transparency and collaboration while maintaining controlled visibility.
An app in Salesforce is a collection of tabs, objects, and functionalities bundled together to support a specific business process. Apps create a focused workspace so users access only the tools they need.
Salesforce supports two types of apps:
An app can contain:
For example, a “Recruitment App” may include objects like Candidates, Job Postings, and Interviews. Apps improve usability by providing a tailored interface for different teams or departments.
Tabs in Salesforce act as navigation buttons that allow users to access objects, Visualforce pages, Lightning pages, or external content. They serve as entry points to the primary features within an app.
Types of tabs:
Tabs allow users to easily explore and manage records, such as Accounts, Opportunities, Leads, Cases, or any custom object. Admins can control tab visibility through profiles and permission sets, ensuring users see only relevant tabs.
A report in Salesforce is a formatted, structured way of retrieving and analyzing data from Salesforce objects. Reports help users make data-driven decisions by presenting meaningful insights through filters, grouping, and summary information.
Key characteristics:
Report formats include:
Reports help answer questions like:
Reports are essential for monitoring performance across sales, service, and operations teams.
A dashboard is a visual representation of one or more Salesforce reports, displayed using charts, gauges, tables, and graphs. Dashboards help users quickly understand key metrics, trends, and performance indicators.
Dashboard features:
Dashboards are used for:
Dashboards turn raw data into clear insights that help leaders make informed decisions.
A list view is a customizable, filterable display of records belonging to a specific object, such as Accounts or Opportunities. It allows users to quickly view, search, and manage records that match specific criteria.
List view capabilities:
Example list views:
List views improve productivity by enabling users to focus on the records most relevant to their work.
Data Import Wizard is a user-friendly Salesforce tool that allows non-technical users to import small to medium amounts of data (up to 50,000 records) into Salesforce without using external tools.
It supports both standard and custom objects such as:
Key features:
Data Import Wizard is ideal for smaller imports, one-time data loads, and users who want an easy, guided import process.
Data Loader is a powerful client-based tool provided by Salesforce that allows administrators and advanced users to insert, update, upsert, delete, and export large volumes of data. Unlike Data Import Wizard, Data Loader is designed for high-volume data operations and supports up to 5 million records in a single load (depending on the org’s limits).
Key features of Data Loader:
Data Loader is typically used by admins, data analysts, or developers during migrations, integrations, cleanups, or large-scale record operations. It is ideal for scenarios where data accuracy, volume, and control are top priorities.
FeatureData Import WizardData LoaderData VolumeUp to 50,000 recordsUp to 5 million+ recordsInstallationNo installation (browser-based)Requires installationEase of UseEasy, user-friendlyMore advanced; technical usersObjects SupportedLimited standard + all custom objectsAll objects (standard + custom)OperationsInsert & UpdateInsert, Update, Upsert, Delete, Hard Delete, ExportAutomationNo schedulingSupports command-line automationError HandlingBasicDetailed logs & error files
In summary:
Record types in Salesforce allow organizations to offer different business processes, page layouts, and picklist values to different users based on their profiles.
Record types are used when:
Example use cases:
Record types enhance flexibility and ensure users interact with Salesforce in a way that best fits their role and workflow.
A workflow rule is an automation tool in Salesforce that triggers immediate or time-based actions when certain conditions are met. Workflow rules help streamline routine tasks, reduce manual work, and enforce consistent business processes.
Every workflow rule consists of:
Workflow rules support automation such as sending notifications, updating fields, or creating tasks. Although Salesforce encourages the use of Flows for modern automation, workflow rules remain widely used in many orgs.
Workflow rules can perform four types of actions:
Automatically update a field value.
Example: Update Opportunity “Probability” when Stage changes.
Send an automated email to users, contacts, or any email address.
Automatically create a task for a user or queue.
Example: Create a follow-up task when a new lead is created.
Send a message to an external system’s API endpoint.
Example: Notify an external billing system when a case is closed.
Workflow rules support immediate actions and time-dependent actions, allowing tasks to be triggered instantly or in the future.
An email alert is an automated email sent by Salesforce as part of a workflow rule, process builder, or flow. It uses predefined email templates and can be sent to users, roles, public groups, contact emails, or any external email address.
Components of an email alert:
Typical uses:
Email alerts ensure communication happens automatically and consistently across business processes.
A time-dependent workflow is a workflow action that executes at a scheduled time relative to a date field. Instead of firing immediately, Salesforce waits for the specified time and then performs the action.
Example scenarios:
Conditions for time-dependent workflows:
Time-dependent workflows help automate reminders, follow-ups, escalations, and deadline-based processes.
Chatter is Salesforce’s enterprise social networking and collaboration platform. It allows employees to communicate, share updates, collaborate on records, and work together in real-time.
Key capabilities of Chatter:
Chatter helps improve team communication by reducing email dependency and centralizing information. It promotes transparency, improves collaboration, and aligns teams across sales, service, HR, and operations.
The recycle bin in Salesforce temporarily stores deleted records so they can be restored if needed. It acts as a safeguard against accidental deletions.
Key details:
If the related parent record is deleted, restoring may also restore children depending on relationships. Recycle bin ensures data safety and supports easy recovery without needing backups.
A lookup relationship in Salesforce creates a loose, flexible association between two objects. It is similar to a “foreign key” relationship in databases but without strict dependency.
Key characteristics:
Examples:
Lookup relationships are used when objects are related but do not depend on each other for existence.
A master-detail relationship is a tightly coupled, parent–child relationship between two Salesforce objects. In this relationship, the master (parent) controls certain behaviors of the detail (child). This model is used when dependent data must not exist without a parent record.
Key characteristics:
Use cases:
Master-detail relationships enforce stronger data integrity and are used when records are tightly connected.
A junction object is a custom object used to model a many-to-many relationship between two objects in Salesforce. Since Salesforce does not allow many-to-many relationships directly, admins create a junction object with two master-detail relationships.
How it works:
Example:
Junction objects are essential when data needs to be related in a flexible, interconnected way.
Schema Builder is a visual tool in Salesforce that allows admins to view, create, and modify objects and relationships using a drag-and-drop interface. It provides a graphical representation of the Salesforce data model.
Key capabilities:
Schema Builder simplifies database design and improves understanding of object interconnections, making it especially helpful during discovery, documentation, and development phases.
A sandbox is a separate copy of your Salesforce environment used for development, testing, and training without affecting your live (production) data and configuration. Sandboxes help maintain system stability by isolating changes before deployment.
Types of Sandboxes:
Benefits:
Sandboxes ensure smooth development cycles and reduce the risk of breaking production.
A custom app in Salesforce is a tailored collection of objects, tabs, reports, dashboards, and utilities created to support specific business processes. Custom apps provide a focused, efficient workspace for users in different departments.
Custom apps include:
Examples:
Custom apps increase user productivity by providing only the features relevant to their role.
A report type in Salesforce defines which objects and fields are available when building a report. It acts as the “data model” or “blueprint” for a report.
Types:
Key features of Custom Report Types:
Example:
Report types give precise control over what data can be analyzed.
A static resource is a stored file in Salesforce that developers and admins can use in applications, pages, or custom components. It allows uploading files like images, JavaScript, CSS, ZIP files, and more.
Static resources are commonly used in:
Benefits:
Static resources help maintain secure, efficient, and self-contained Salesforce applications.
Salesforce editions are packaged versions of the platform offering different sets of features, capabilities, and pricing. Each edition provides varying levels of functionality based on business size and needs.
Common Salesforce Editions:
Different editions help organizations scale Salesforce capabilities based on budget and requirements.
Field-level security (FLS) controls which users can view or edit specific fields on objects. It is a critical component of Salesforce’s security model, protecting sensitive data like salary, social security numbers, or confidential information.
With FLS, admins can:
FLS works alongside:
Even if a field appears on the page layout, FLS can still hide it completely. This ensures fine-grained control and maximum security.
Organization-Wide Defaults (OWD) define the baseline level of access users have to records they do not own. It is the foundation of Salesforce’s record-level security model.
OWD settings include:
OWD ensures data visibility is secure and consistent across the organization. Additional tools like roles, sharing rules, and manual sharing build on top of OWD.
Profiles and roles are two fundamental components of Salesforce security, but they serve completely different purposes.
Profiles determine what a user can do in Salesforce.
They control permissions, such as:
Every user must have one profile. It defines what a user is allowed to do across the entire org.
Roles, on the other hand, determine what a user can see.
Roles control data visibility, allowing users higher in the hierarchy to view or access the records of users below them (if OWD is restrictive).
Key difference summary:
For example:
A Sales Rep and Sales Manager may have the same profile, but the manager has a higher role to see all team records.
Sharing rules are automated rules that open up access to records beyond what OWD (organization-wide defaults) allow. They give additional access to specific groups of users based on:
Sharing rules allow access in two ways:
Sharing rules are used when:
Sharing rules help balance security and collaboration across the organization.
Manual sharing is a feature that allows users to share individual records with specific users, roles, or groups. This is helpful when an exception is needed that cannot be defined using roles or sharing rules.
Key points:
Manual sharing is commonly used when:
Manual sharing gives very granular control over record sharing.
Field History Tracking allows Salesforce to automatically track changes made to specific fields on an object. Salesforce then stores a historical log showing:
You can track up to:
Common use cases:
Field history data appears in the “History” related list and is essential for transparency, debugging, and security auditing.
Dependent picklists allow the value selected in one picklist (the controlling field) to determine the available values in another picklist (the dependent field).
For example:
If the country is “USA,” only U.S. states appear.
If the country is “India,” only Indian states appear.
Benefits:
Controlling fields can be:
Dependent picklists improve data quality by preventing invalid combinations.
Global picklists (also known as Global Value Sets) are master picklist value sets that can be shared across multiple picklist fields and objects in Salesforce.
Benefits:
Example use case:
A company wants to use the same “Industry” picklist in:
Using a global picklist ensures values remain synchronized and accurate across the org.
Record-level security in Salesforce determines which individual records a user can see and edit. Salesforce provides multiple layers of security that build on each other:
Sets baseline access for all objects (Private, Read-Only, Read/Write).
Gives managers access to records owned by subordinates.
Automatically share records based on ownership or criteria.
One-off sharing of a specific record.
Used for collaborating on specific records.
Developers share records dynamically using code.
These combined methods ensure secure, controlled access to business data.
Workflow Rules and Process Builder are both automation tools, but Process Builder is more advanced and flexible.
FeatureWorkflow RulesProcess BuilderActionsField Update, Email Alert, Task, Outbound MessageAll workflow actions + creating records, updating related records, launching flows, moreComplexitySimple automationMulti-step, multi-condition automationBranching LogicNoYes (If/Else branches)Related RecordsCannot update related recordsCan update any related recordFuture ProofLegacy toolPreferred until Flow replaced itSalesforce RecommendationUse only for simple needsWas recommended until Flow became primary
Today, Salesforce recommends using Flow instead of Workflow and Process Builder, as both are being phased out.
Process Builder is an advanced point-and-click automation tool used to automate business processes through a graphical interface. It allows admins to build if-then workflows with multiple conditions and actions.
Process Builder can:
The graphical UI allows building complex automation with branching logic (multiple decision nodes).
However, Salesforce is moving toward Flow, which replaces Process Builder and Workflow Rules. No new enhancements are being made to Process Builder.
Process Builder is still widely used, but is now considered legacy automation.
Flow is Salesforce’s most powerful and modern automation tool. It is designed to replace Workflow Rules and Process Builder entirely. With Flow, admins can automate anything without writing code.
Flow supports two main tools:
A visual tool to create flows.
Where flows execute.
Types of Flows:
Flow allows:
Flow is now the single recommended automation tool in Salesforce. It provides the power of Apex without requiring code and supports extremely complex business logic.
Salesforce supports several types of flows that allow admins to automate processes without writing code. Each flow type is designed for specific use cases, from UI interactions to background automation.
Here are the main types of flows:
Runs automatically when a record is created, updated, or deleted.
Interactive flow that presents screens to users.
Used for:
Screen flows can be embedded in Lightning pages or utility bars.
Runs in the background and must be invoked by:
Used for complex logic or reusable automation modules.
Runs at a specific time or interval.
Used for:
Triggered when a platform event message is received.
Used for:
Used in Flow Orchestrator to handle multi-user, multi-step approval or collaboration processes.
Runs during user login to collect data or enforce requirements.
Used for:
Flows make Salesforce automation extremely powerful and flexible, serving both front-end and back-end automation needs.
An approval process in Salesforce is a structured workflow that automates the submission, review, and decision-making steps required for record approvals. It ensures consistent, controlled handling of requests that require authorization.
Key features of approval processes:
Common use cases:
The approval process ensures accurate, compliant, and efficient approval flows across the organization while reducing manual communication.
Queues in Salesforce are used to prioritize, assign, and manage records waiting to be processed. They help distribute workload among teams. Users assigned to a queue can take ownership of records from the queue.
Queues are typically used for:
Key features:
Example:
A Sales Inquiry Queue can hold new Leads until a sales rep assigns one to themselves.
Queues improve collaboration, workload distribution, and ensure no records fall through the cracks.
Assignment rules automatically assign records to the correct user or queue based on specific criteria. They are most commonly used in Lead and Case management.
Two types:
Assigns leads to sales reps or queues based on:
Assigns cases to support reps or queues based on:
Benefits:
Assignment rules streamline record routing, especially in large organizations.
Auto-response rules automatically send email responses to leads or cases based on predefined conditions.
Two main types:
Example:
“Thank you for contacting us. A representative will reach out shortly.”
Example:
“We have received your support request. Your case number is #12345.”
Use cases:
Auto-response rules improve customer experience by ensuring immediate communication.
Territory Management in Salesforce helps organizations manage data access and assignment based on geography, product lines, account size, or industry instead of traditional role hierarchy.
It allows:
Enhanced Territory Management features:
Use cases:
Territory Management helps complex organizations align sales operations with business strategies.
Salesforce offers two types of reports:
Examples:
Example:
Custom reports are essential for advanced analytics and unique reporting requirements.
Bucket fields allow users to categorize report records without creating a new field on the object. This is done directly inside the report builder.
Example:
Bucket Opportunity Amount into categories:
Benefits:
Bucket fields improve reporting flexibility, especially during analysis or data exploration.
A joined report allows users to combine data from multiple report blocks using different report types into a single view. Each block can have its own filters, fields, and data sets.
Key features:
Example use cases:
Joined reports enable cross-object or cross-department analysis that standard reports cannot provide.
Dynamic dashboards display data according to the logged-in user’s security and access levels. They are not tied to a single “running user,” making them ideal for role-based visibility.
Key features:
Use cases:
Dynamic dashboards improve data visibility while maintaining security and simplifying dashboard management.
A Permission Set Group is a Salesforce feature that allows you to combine multiple permission sets into a single bundle. Instead of assigning multiple permission sets individually to a user, admins can assign one permission set group, simplifying user access management.
Key benefits:
Use cases:
Permission Set Groups make permission administration scalable, modular, and easier to control in large or complex Salesforce orgs.
Login IP ranges are security restrictions set at the profile level that determine which IP addresses users can log in from. If a user attempts to access Salesforce from an unapproved IP address, Salesforce denies the login.
Key features:
Use cases:
If mobile or remote workers need access, admins can add their IP addresses to the allowed list.
Login Hours are profile-level security settings that restrict when users can log into Salesforce. Outside of assigned hours, users cannot log in, and if they are already logged in, they are automatically logged out when the allowed period ends.
Typical use cases:
Login hours ensure controlled, time-based access to Salesforce and reduce security risk.
Profile-based login restrictions refer to Login IP Ranges and Login Hours, both configured at the profile level to control:
These restrictions ensure that users:
Profile-based restrictions enforce strong, centralized security across all users assigned to that profile.
External objects in Salesforce are objects that represent data stored outside Salesforce, typically in external systems such as databases, ERP systems, or middleware platforms.
Key features:
Use cases:
External objects reduce storage costs and enable real-time integration.
Salesforce Connect is a powerful integration tool that enables Salesforce to access external system data in real time without importing it. It uses External Objects to represent external data sources within Salesforce.
Key features:
Benefits:
Example:
A company using SAP ERP can view SAP order data inside Salesforce without syncing or replication.
Big objects are Salesforce objects designed to store and manage massive volumes of data, typically billions of records. Their primary purpose is to store historical or archival data efficiently without affecting system performance.
Key features:
Use cases:
Big objects are ideal for data that needs long-term retention without impacting performance.
Record locking occurs when a transaction (such as a save operation or automated process) prevents other users or processes from editing the same record simultaneously.
Why it happens:
Common causes:
When a lock conflict happens, Salesforce throws an error such as:
"UNABLE_TO_LOCK_ROW"
Admin best practices:
Record locking ensures database accuracy and prevents data corruption.
Master-detail and lookup relationships define how objects relate, but they work very differently.
FeatureMaster-DetailLookupDependencyChild must have a parentChild may exist without parentOwnershipChild inherits parent's ownershipChild has its own ownerAccess ControlInherits parent’s sharingIndependent accessCascade DeleteYes (automatic)Optional (not default)Roll-up SummaryAvailableNot availableRequired FieldMandatoryOptionalUse CaseStrong relationshipLoose relationship
Master-detail is used when child records are tightly linked to a parent.
Lookup is used for flexible, optional relationships.
Example:
A Schema Relationship Diagram is a visual representation of the Salesforce data model, showing all objects and their relationships. It helps understand how objects are connected and how the system stores data.
Salesforce tools to view diagrams:
What it shows:
Benefits:
Schema diagrams are critical for designing scalable, maintainable Salesforce solutions.
Salesforce uses locking mechanisms to maintain data integrity when multiple users or processes attempt to access or modify the same record.
Optimistic locking assumes that conflicts are rare.
It allows multiple users to access a record simultaneously but checks for conflicts only at the time of saving.
How it works:
Benefits:
Pessimistic locking prevents conflicts by locking the record as soon as one user accesses it, so others cannot edit it until unlocked.
Salesforce uses pessimistic locking in:
Benefits:
Optimistic locking prioritizes performance, while pessimistic locking prioritizes data accuracy and conflict prevention.
Duplicate Management in Salesforce helps prevent users from creating duplicate records, ensuring cleaner, more reliable data.
It works through:
Features:
Duplicate Management enhances data quality, prevents confusion and inconsistencies, and ensures reliable reports and analytics.
Matching rules define how Salesforce identifies duplicate records. These rules determine which fields to compare and how closely they should match.
Components of a matching rule:
Examples:
Matching rules do not take action — they only identify potential duplicates.
They work together with Duplicate Rules to enforce any real-world effect.
Duplicate rules determine what Salesforce should do when a matching rule identifies a duplicate.
Duplicate rules can:
Stop users from saving a duplicate record.
Show a duplicate warning but still allow the user to save.
Send duplicates to reporting dashboards for cleanup.
Duplicate rules are used to enforce data hygiene across:
Together, matching rules + duplicate rules offer strong, flexible duplicate prevention.
FeatureFull SandboxPartial SandboxData CopyFull copy of production dataPartial subset of dataStorageAs large as production5 GB or 10,000 records per object (template-based)Refresh Interval29 days5 daysUse CaseUAT, performance testing, stagingIntegration testing, QA testingSpeedSlower refreshFaster refreshData OptionsAll data + metadataMetadata + selected sample data
Full is for comprehensive testing; Partial is for controlled, representative data testing.
A Change Set is a deployment tool in Salesforce used to migrate metadata (not data) between related Salesforce orgs, such as Sandbox → Production.
You can deploy:
Change sets do not support:
Change sets simplify deployments for admins who prefer point-and-click over command-line tools like SFDX or ANT.
TypeDescriptionOutbound Change SetCreated in Sandbox; sent to Production or another SandboxInbound Change SetReceived in target org (e.g., Production) awaiting validation/deployment
Outbound = Sending changes
Inbound = Receiving changes
Outbound change sets are created and uploaded.
Inbound change sets must be validated and deployed in the destination environment.
Custom Metadata Types are developer/admin tools used to store configurable application metadata that behaves like object data but is deployable like metadata.
Benefits:
Examples:
Custom Metadata Types are preferred over Custom Settings when configuration needs to be deployable and version-controlled.
Custom Settings store configuration data that can be accessed without using governor-limited SOQL queries.
Two types:
Acts like a custom object shared globally.
Example: Store tax rates or conversion factors.
Allows personalized configuration based on:
Example:
Enabling or disabling features for certain profiles.
However, Custom Settings cannot be deployed like metadata changes — unlike Custom Metadata Types, which are now the preferred method for configuration.
Publish–Subscribe (Pub/Sub) events are part of Salesforce’s event-driven architecture. They allow systems or components to communicate asynchronously using event messages.
Types include:
Used for integration and decoupled communication.
Systems publish events; subscribers process them in real time.
Publishes events when records change (create/update/delete/undelete).
Useful for syncing external systems.
Handles high-volume event processing.
Pub/Sub benefits:
Use cases:
Pub/Sub turns Salesforce into a highly scalable, reactive platform.
Salesforce uses a multi-layered, defense-in-depth security model that ensures data protection at every level—org, object, field, and record. Understanding these layers is crucial for designing secure and scalable enterprise solutions.
Controls who can access the system.
Includes:
Controls what actions a user can perform on objects.
CRUD defines the capability, not the data visibility.
Controls whether a user can view or edit specific fields.
Even if a field is on the page layout, FLS will hide it.
Controls visibility to individual records using a hierarchical model:
Protects data at rest and in transit.
Together, these layers create a secure, compliant, and scalable environment suitable for enterprises with strict regulatory needs.
To design scalable sharing rules, the focus must be on performance, maintainability, and minimizing sharing recalculation overhead.
Large orgs with deep hierarchies lead to:
Flatten hierarchies where possible.
Criteria-based rules are more flexible and reduce maintenance.
Example:
Share all “High-Value Accounts” with Strategic Sales Team.
Sharing to individuals = bad
Sharing to groups = scalable
Public groups can be reused across multiple sharing rules.
Overlapping rules cause excessive recalculations.
Only when necessary:
Ownership changes trigger a full re-sharing, which is expensive.
Better for large, multi-dimensional sharing needs than roles.
A well-designed sharing model balances security, flexibility, and performance without creating admin or computational overhead.
Performance issues can occur at multiple layers, so troubleshooting requires a systematic approach.
Problem: Too many SOQL/DML operations
Fix: Bulkify code, reduce loops, use maps/sets
Problem: Large data volumes affecting queries
Fix: Add selective indexes, use skinny tables, apply filters
Problem: Page load slowness
Fix:
Problem: Slow flows
Fix:
Problem: Inefficient reports/dashboards
Fix:
Performance tuning is continuous and must consider automation, data models, and user experience.
Salesforce Classic and Lightning differ structurally, technically, and visually.
Classic is server-driven.
Lightning is client-driven.
Lightning delivers a rich, fast, dynamic user experience unmatched by Classic.
Lightning migration involves structured phases ensuring readiness, compatibility, and user adoption.
Lightning migration is successful when it focuses not only on technical conversion but also user adoption and enhanced experience.
Salesforce Data Architecture defines how data is structured, stored, related, accessed, and optimized across the platform.
Enterprise architecture includes high-volume strategies, which ensure performance at scale.
FeatureShield EncryptionStandard/Platform EncryptionTypeAdvanced encryption suite (paid)Basic field-level encryptionEncryption LevelDeterministic & probabilisticBasic encryptionSearchabilitySupports search, filtering, indexingLimited or no searchEvent MonitoringIncludedNot includedField Audit TrailIncludedNot includedComplianceGDPR, HIPAA, FINRA-gradeBasic complianceUse CasesHighly regulated industriesBasic field protection
Shield Encryption is for enterprises requiring full compliance, high performance, and secure encryption-at-rest.
Archiving is essential for orgs with Large Data Volumes (LDV).
Good archival design keeps the org fast, reduces storage cost, and maintains compliance.
Governor Limits are Salesforce’s way of enforcing multi-tenant architecture fairness by limiting resource usage for each org.
Limits include:
Governor limits prevent a single org from affecting system stability.
Strategies to avoid governor limits:
By following these patterns, automation remains scalable and governor-limit-safe.
Debugging complex flows requires a structured approach that combines Salesforce’s built-in debugging tools, best practices in flow design, and detailed system monitoring.
The Flow Debugger allows real-time execution with:
It helps pinpoint errors in decision elements, loops, or data operations.
Every “Get Records,” “Update,” “Create,” “Delete,” or “Apex Action” must have a fault path to:
This ensures reliability and traceability.
Flow errors appear in debug logs under:
Debug logs reveal:
Complex flows become unreadable, unmaintainable, and slow.
Subflows improve:
Create a custom “Flow Log” object or use a Logging Apex class via @Invocable method.
Allows simulating record changes without saving actual data.
Optimize:
Proper debugging ensures flows execute efficiently, avoid governor limits, and remain maintainable at enterprise scale.
Choosing the right automation tool depends on complexity, performance needs, governor limits, and future scalability.
Flow is Salesforce’s primary automation tool and replaces Process Builder/Workflow.
Use Flow when:
Use Apex when:
Apex is mandatory for:
Process Builder is deprecated and should not be used for new automation.
PB should only be used:
Transaction Order of Execution is Salesforce’s internal sequence controlling how data, automation, and triggers run during DML events.
Understanding this order is critical for avoiding recursion, automation conflicts, and performance bottlenecks.
To prevent infinite loops in automation:
Example:
public class TriggerControl {
public static Boolean isFirstRun = true;
}
Then in trigger:
if(TriggerControl.isFirstRun) {
TriggerControl.isFirstRun = false;
// trigger logic
}
Flow best practices:
Having Flows + PB + workflow on same object causes unexpected recursion.
Move everything into:
Loop-induced DML increases recursion and limits consumption.
Such as:
Proper recursion control ensures reliable automation and prevents governor-limit failures.
Salesforce API allows external systems to interact with Salesforce for data integration, automation, and system interoperability.
Salesforce APIs empower deep integrations across systems like ERP, websites, ETL tools, and mobile apps.
Salesforce allows powerful no-code integrations:
These tools enable integrations without writing Apex, reducing technical cost and speeding up deployment.
External Services allow Salesforce to consume external REST APIs without writing code, making API integrations accessible to admins.
External Services empower low-code API integration that previously required developers.
Event Monitoring (part of Salesforce Shield) provides deep visibility into user behavior, system performance, and security risks.
It logs:
Exports up to 50+ event types.
Event Monitoring is essential for enterprise governance, security, and compliance.
