Administrator Certification Prep: Reporting and Automation

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.

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. This does not show a sales rep just
GROUPED BY SALES REP. their own open opportunities.

B. CREATE A REPORT WITH A CROSS Incorrect. Cross filters are used in reports to filter
FILTER BY MY OPPORTUNITIES. for cross object fields.

C. CREATE A REPORT FILTERED BY Correct. This report shows a sales rep their
MY OPPORTUNITIES. own open opportunities.

D. CREATE A REPORT SCHEDULE Incorrect. A schedule doesn’t create a report that

FOR EACH SALES REP. allows each sales rep to see their own open
opportunities.

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 Administrator Certification Prep: Reporting and Automation

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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 Administrator Certification Prep: Reporting and Automation

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 Correct. The Save Hierarchy Level checkbox
ON THE PIPELINE REPORT. 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 Incorrect: Creating a formula does not change

FORMULA ON THE PIPELINE which opportunities are visible.
REPORT.

C. UPDATE THE REPORT FILTER TO Correct. Using a filter to show all

SHOW ALL OPPORTUNITIES. opportunities allows users with the View All
Data permission enabled to see all of the
opportunities on the report.

D. CHANGE THE ORG-WIDE Incorrect. This would allow everyone in the

OPPORTUNITY SHARING DEFAULT organization to see opportunities.
TO PUBLIC READ.

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. Setting the dashboard filter to the current
THE CURRENT USER. user would only show opportunities for that user,
not the user running the dashboard.

B. CREATE A DASHBOARD FOLDER Incorrect. Creating a dashboard folder for each

FOR EACH USER. 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 Incorrect. Dynamic dashboards are limited. The
DYNAMIC VIEW SET TO THE VP OF View Dashboard As options are:
SALES. • Me
• Another person
• Dashboard viewer

D. SET THE DASHBOARD RUNNING Correct. This ensures that the dashboard
USER TO “THE DASHBOARD shows data relevant to only the user viewing
VIEWER.” it.

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 Administrator Certification Prep: Reporting and Automation

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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 Administrator Certification Prep: Reporting and Automation

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 Correct. Users are not able to access a custom
TYPE IS DEPLOYED. report type if it hasn’t been deployed.

B. MAKE SURE THE USER PROFILE Incorrect. Access to objects is controlled by

INCLUDES THE REPORT TYPE. profiles not based on report type.

C. ADD THE NEW REPORT TYPE TO Incorrect. Report types are created for the object
THE RELATED OBJECTS. that is reported on.

D. ADD A BUTTON FOR THE NEW Incorrect. Report types are part of the Report
REPORT TYPE TO THE REPORT Builder when deployed.
BUILDER.

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 Administrator Certification Prep: Reporting and Automation

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 Correct. Criteria-based sharing rules

ON CRITERIA. determine what records to share based on
field values other than ownership.

B. SAVE ALL OPPORTUNITY Incorrect. Saving reports in a public folder will

REPORTS IN A PUBLIC FOLDER. give access to everyone.

Incorrect. If product managers are in a role below

sales representatives, they will not be able to see
C. MOVE ALL PRODUCT MANAGERS the reports. Product managers would have to be
TO A ROLE BELOW THE SALES in a role above the sales representatives
REPRESENTATIVES. according to the role hierarchy.

D. CREATE A NEW ROLE FOR Incorrect. Creating a new role would further
PRODUCT MANAGERS AND SALES separate the role hierarchy. The product
REPRESENTATIVES. managers and sales representatives would not
need to be combined or branched off.

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 Administrator Certification Prep: Reporting and Automation

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
Summary report with a
display the number of
report formula
contacts related to an
account?

Tabular report with Rows to

What are three reports Display set to 10
that can be used to
display a list of the top Summary report with a chart
10 accounts on a
dashboard? Summary report without a
chart

What should an
administrator do to
Create a custom report type.
organize the fields
available on a report?

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Administrator Certification Prep: Reporting and Automation

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
Tabular Report 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.

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
Summary Report 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.

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Administrator Certification Prep: Reporting and Automation

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
Matrix Report 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.

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
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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Administrator Certification Prep: Reporting and Automation

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
Filter Logic
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.

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 Administrator Certification Prep: Reporting and Automation

Related Badges

Looking for more information? Explore these related badges.

Badge Content Type

Project

Create Reports and Dashboards for Sales

and Marketing Managers

Module

Reports & Dashboards for Lightning

Experience

Module

Sales Reports for Lightning Experience

Superbadge

Lightning Experience Reports &

Dashboards Specialist

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!

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 Administrator Certification Prep: Reporting and Automation

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

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. Others are receiving the correct
TEMPLATE IS USED. email from the email alerts, so you know
the correct email template is used.\

D. CHECK THAT THE PROCESS Incorrect. Others are receiving the email, so
EVALUATION CRITERIA IS CORRECT. you know the process evaluation criteria is
correct when the process is being triggered.

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. Outbound Messaging Delivery

QUEUE 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.

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. Validation rules are evaluated

RULES, WORKFLOW RULES, AUTO- before escalation rules, and auto-response
RESPONSE RULES, ASSIGNMENT RULES rules are evaluated before workflow rules.

B. VALIDATION RULES, ASSIGNMENT Correct. This is the correct order of

RULES, AUTO-RESPONSE RULES, evaluation.
WORKFLOW RULES, ESCALATION RULES

C. WORKFLOW RULES, VALIDATION Incorrect. Workflow rules are evaluated

RULES, ASSIGNMENT RULES, ESCALATION after validation rules.
RULES, AUTO-RESPONSE RULES

D. VALIDATION RULES, ESCALATION Incorrect. Workflow rules are evaluated

RULES, ASSIGNMENT RULES, AUTO- before escalation rules.
RESPONSE RULES, WORKFLOW RULES

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 Administrator Certification Prep: Reporting and Automation

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 Incorrect. Each workflow rule applies to a
ALERTS single object. In this solution the email
alerts would be for the same object.

B. TWO WORKFLOW RULES WITH ONE Correct. Each workflow rule applies to a
EMAIL ALERT EACH single object. Opportunity and/or case
would need a separate workflow for
each object.

C. NO WORKFLOW RULES, BUT TWO EMAIL Incorrect. Email alerts need a workflow to
ALERTS define criteria for the email to be sent.

D. FOUR WORKFLOW RULES FOR CREATE Incorrect. Opportunities and cases are
AND UPDATE ON OPPORTUNITIES AND created on accounts by the users. The
ACCOUNTS email alerts are to communicate to the
account managers that there is a record on
their account.

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 Administrator Certification Prep: Reporting and Automation

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.

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 Administrator Certification Prep: Reporting and Automation

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 Create a time-based
about to expire. workflow on account with a
rule criteria of Agreement
How should an End Date > TODAY().
administrator configure
this functionality?

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 Verify the user's email
Solar complains about address.
not receiving the email
alerts. All other users at
Ursa Major Solar receive
these email alerts.

How can an administrator

troubleshoot this issue?

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Administrator Certification Prep: Reporting and Automation

Ursa Major Solar wants

to create a workflow rule
to send an email alert to
members of its board of Up to 5 additional email
directors, none of whom addresses can be added to
use Salesforce. the email alert.
How many of the board
members can be added
to a single email alert?

A flow is an application that

can execute logic, interact
Flow with the Salesforce
database, call Apex classes,
and collect data from users.

Quick actions can be object-

specific or global actions.
Only Create, Update, and
Log a Call actions are
Quick Action supported. You can also
use actions in a process,
and can only set values for
fields that are part of the
action’s layout.

Every process includes a

trigger, which tells the
process when to start. How
you configure that trigger
Process Trigger
depends on what type of
process you’re creating—
record change, event,
invokable.

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Administrator Certification Prep: Reporting and Automation

An approval process
automates how records are
approved in Salesforce. An
approval process specifies
Approval process each step of approval,
including from whom to
request approval and what
to do at each point of the
process.

Before you delete an

approval process, make
sure it’s inactive. Delete
Delete an Approval
pending approval requests
Process
that are associated with it,
and remove them from the
recycle bin.

An approval process must

have at least one step
before you can activate it.
After an approval process is
Activate an Approval
activated, you can’t add,
Process
delete, or change the order
of the steps, or change its
reject or skip behavior, even
if the process is inactive.

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 Administrator Certification Prep: Reporting and Automation

Related Badges
Looking for more information? Explore these related badges.

Badge Content Type

Module

Lightning Flow

Project

Automate Business Processes for a

Recruiting App

Project

Build a Discount Approval Process

Project

Quick Start: Process Builder

Project

Build a Battle Station App

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 Administrator Certification Prep: Reporting and Automation

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!

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