Your FREE Salesforce Administrator Flashcards 2026 – 250+ Cards

A collection of settings and permissions that defines what a user can do; every user is assigned exactly one profile.

A grant of additional permissions and access assigned on top of a profile; a user can have many. It only grants, never removes, access.

A position in the role hierarchy that controls record-level access (who can see whose records via the hierarchy), separate from permissions.

The baseline, most restrictive level of record access for an object; sharing is then opened up from there with roles and sharing rules.

A rule that grants additional record access to groups of users beyond the org-wide defaults, based on record ownership or field criteria.

Exactly one. A user is assigned a single profile; extra access is layered on with permission sets and permission set groups.

Many. Permission sets are additive grants you can assign to multiple users to extend their access without changing the profile.

A bundle of permission sets assigned together; muting permission sets can remove specific permissions within the group.

Use minimal-access profiles plus permission sets/groups to grant access. This is more scalable and easier to maintain than many custom profiles.

Whether users can see and edit specific fields. It overrides page layout visibility; a field hidden by FLS is hidden everywhere, including reports and the API.

CRUD access on an object: Create, Read, Edit, Delete, plus View All and Modify All. Set on profiles or permission sets.

Object-level permissions that let a user see or edit ALL records of an object, ignoring sharing settings. Use sparingly.

Grants users access to records owned by or shared with users below them in the hierarchy (roll-up access), independent of profiles.

Private; Public Read Only; Public Read/Write; Controlled by Parent. OWD sets the baseline per object.

Granting a single record to a specific user or group, available on records with private or read-only OWD. Largely replaced by other tools in Lightning.

Role hierarchy, sharing rules, manual sharing, and team/account sharing (plus Apex-managed sharing for code).

A collection of users, roles, roles-and-subordinates, and other groups used to simplify sharing rules and manual sharing.

Owner-based shares records owned by certain users/roles; criteria-based shares records whose field values meet defined criteria.

Login IP range (on the profile) restricts where users can log in; trusted IP range (network access) lets users skip identity verification.

Profile settings that restrict the days and times users can log in to Salesforce.

A required extra verification step (e.g., an authenticator app) beyond username and password; mandatory for Salesforce logins.

A license that enables certain features for a user via a permission set, separate from the user's base license.

A user license (e.g., Salesforce, Platform) defines the baseline features available; the profile then configures what within those the user can access.

Records remain owned by the deactivated user; the user cannot log in. You can transfer records or leave ownership in place. Users are deactivated, not deleted.

No. Users cannot be deleted; they are deactivated. This preserves data integrity and audit history. A deactivated user frees its license.

A way to grant limited admin tasks (e.g., managing certain users or custom objects) to non-admin users without giving full admin rights.

Viewing org-wide settings such as default locale, currency, licenses available/used, and the org ID.

OWD controls record-level access (which records you can see); profiles/permission sets control object- and field-level access (what you can do).

An OWD option that lets managers up the role hierarchy access subordinates' records; can be disabled for custom objects.

Org/profile settings for session security, such as timeout length, lock sessions to IP, and high-assurance requirements.

Connected app and app-visibility settings on the profile or via permission sets; users select apps from the App Launcher.

The waffle-grid menu where users find and open Lightning apps and items available to them.

A branded collection of items (tabs, utilities) tailored to a user group; configured in the App Manager.

Standard profiles ship with Salesforce and have limited editability; custom profiles are cloned from standard ones and fully configurable.

Defines the operating hours of support teams, used by case escalation rules and entitlement milestones to measure elapsed time.

A date range when business hours don't count toward escalation/milestone timers (e.g., company closures).

Defines standard or custom fiscal periods for reporting and forecasting; custom fiscal years allow non-standard period structures.

Freezing immediately blocks login while you reassign records/licenses; deactivating frees the license. Freeze is a fast, reversible stop.

A queue can own records and route work to its members; a public group is only a collection of users used for sharing — it cannot own records.

A security step that verifies a user's identity (email/SMS code) when logging in from an unrecognized device or IP.

A framework that lets an external application integrate with Salesforce using APIs and OAuth, with admin-controlled access policies.

Tab settings (Default On, Default Off, Tab Hidden) on the profile or via permission sets.

A setting that lets you check, in code or formulas, whether a user should access a specific custom feature; granted via profiles/permission sets.

Profile = what you can DO (object/field/system access); Role = which RECORDS you can see (record-level via hierarchy).

An alternate, organized UI for viewing and editing all the settings within a profile in one place.

A custom screen flow that runs during the login process to enforce additional steps (e.g., accept terms, MFA setup).

A rule that checks data against a formula when a record is saved and blocks the save with an error message if the formula returns true.

A setting that offers different page layouts, picklist values, and business processes to different users for the same object.

An object provided by Salesforce out of the box, such as Account, Contact, Lead, Opportunity, and Case.

An object you create to store data unique to your business; its API name ends in __c.

A loosely coupled link between two objects; the child can exist without the parent, and deleting the parent does not delete children by default.

A tightly coupled relationship where the detail record inherits the master's sharing and ownership, and is deleted (cascade) when the master is deleted.

Master-detail children have no owner and inherit the parent's sharing; lookup children have their own owner and sharing.

Up to two, which makes it a junction object for a many-to-many relationship.

A custom object with two master-detail relationships used to create a many-to-many relationship between two objects.

A field on a master record that aggregates (COUNT, SUM, MIN, MAX) values from related detail records; requires a master-detail relationship.

A read-only field that calculates its value from other fields using a formula; it is computed at runtime and not stored.

A formula that references fields on a related (parent) object using the relationship name, e.g., Account.Industry.

A controlling field whose value filters the available values in a dependent picklist field.

A feature that logs changes to selected fields (old/new value, user, date) in the related history list; up to 20 fields per object.

Controls the arrangement of fields, buttons, related lists, and sections on a record in both Classic and Lightning detail views.

A customizable page in the Lightning App Builder that arranges components (including the record detail) around a record; assignable by app, record type, and profile.

The page layout controls fields/related lists/buttons; the Lightning record page controls the overall component arrangement and assigns the layout to the detail component.

A point-and-click tool to build and customize Lightning pages (app, home, and record pages) by dragging standard, custom, and AppExchange components.

A Lightning App Builder feature that places individual fields and field sections directly on the record page for visibility/required rules, instead of a single page-layout component.

An action shown on a Lightning record page only when filter conditions (e.g., record field values, user permissions) are met.

Rules in the Lightning App Builder that show or hide a component based on field values, device, or user attributes.

A field you add to a standard or custom object to capture additional data; its API name ends in __c.

Text, Number, Email, and Auto Number can be unique or external IDs; external IDs are used to match records on import/upserts.

A custom field flagged to identify records from an external system, enabling upsert matching and faster reporting lookups.

A read-only field that assigns a unique, sequential number to each new record using a display format you define.

Sometimes, but with restrictions and possible data loss; some conversions (e.g., to/from certain types) are not allowed.

A sales, lead, support, or solution process that defines the picklist values (e.g., stages or statuses) available for a record type.

Controls which key fields appear in the highlights panel at the top of a record and in mobile cards.

A list on a record showing related child records (e.g., Contacts on an Account); configured on the page layout.

A tab that surfaces a custom object, Visualforce page, web page, or Lightning component in the navigation.

A visual tool to view and create objects, fields, and relationships in the data model via drag-and-drop.

Both store app configuration; custom metadata types are deployable with changesets/packages and queryable in code, making them preferred for config.

A special lookup available only on the User object, used to link a user to another user (e.g., manager).

Yes, if all existing child records have a value in the lookup field (no blanks); otherwise you must populate it first.

Field-level 'required' enforces it everywhere (including API); page-layout 'required' enforces it only on that layout's UI.

A reusable set of picklist values shared across multiple picklist fields, ensuring consistency.

A value (literal or formula) automatically populated in a field when a new record is created.

A button/link on a layout that performs an action, runs a URL, or launches code; many are replaced by quick actions and flows in Lightning.

Hover text you define on a field to explain its purpose to users.

Standard objects like Account, Contact, Opportunity, Lead, Case, and custom objects where you allow activities, so tasks/events can relate to them.

Read lets the user see the field; Edit lets them change it. No access hides the field entirely.

The field and its data are moved to a deleted-fields area for ~15 days where they can be restored, then permanently erased.

A template that defines which objects and fields are available for a report, and how related objects are joined (with or without related records).

A visual display of report data using components such as charts, gauges, metrics, and tables; each component is sourced from one report.

An in-app tool to import up to 50,000 records for standard objects (accounts, contacts, leads, solutions, campaign members) and custom objects.

A client application (or command line) for importing, updating, upserting, deleting, and exporting large data volumes (up to 5 million records).

Data Loader. The Data Import Wizard caps at 50,000 records and fewer objects; Data Loader handles up to 5 million and all objects.

A combined insert-and-update operation that uses an external ID or record ID to update matching records and create the rest.

Insert (add), update, and upsert. It cannot delete records; use Data Loader or mass delete for that.

A simple, flat list of records (like a spreadsheet) with no grouping or subtotals; good for exporting and list views.

A report with rows grouped by one or more fields, allowing subtotals and charts.

A report grouped by both rows and columns, used to compare related totals (a two-dimensional grid).

A report with multiple blocks that can use different report types, showing related but distinct data side by side.

A field that categorizes report records into groups you define, without creating a custom formula field.

A report filter based on the presence or absence of related records (e.g., Accounts WITH or WITHOUT Opportunities).

Report filter logic that lets you combine filters with AND/OR and parentheses, instead of the default all-AND behavior.

A formula that calculates values at the group or grand-total level using summary data; up to five per report.

A formula that calculates a value for each row in a report using that row's field values; one per report.

A container that organizes reports and controls who can access them via folder sharing (view, edit, manage).

The user's sharing access plus the report's filters and scope; users only see records they have access to.

The user whose security determines the data shown; in a standard dashboard everyone sees the running user's data unless it's a dynamic dashboard.

A dashboard that displays data according to each viewer's own access ("as logged-in user"), so each person sees their own data.

Each dashboard component is driven by a single source report; a dashboard can include many components.

A gauge chart, which displays a single value against a range with a target.

A component that displays a single summarized value (e.g., total pipeline) often used as a KPI tile.

A setting that runs a report automatically and emails the results on a recurring schedule, or notifies when conditions are met.

A feature that runs a source report on a schedule and writes the results to a custom object so you can report on data over time (trends).

If a field is hidden by FLS, the user cannot add it as a report column or see its values.

A Setup tool to reassign ownership of many records (e.g., leads, accounts) from one user to another at once.

A Setup tool to delete many records of selected object types at once, sending them to the Recycle Bin.

15 days, after which they are permanently removed; admins can restore within that window.

A rule that defines what action to take (block or alert) when a user tries to save a record that matches a duplicate, based on a matching rule.

A rule that defines how Salesforce compares records to identify duplicates; used by duplicate rules.

Data Export (Setup) generates backup CSV files of your data weekly or monthly via the scheduled export service.

Use scheduled Data Export, Data Loader exports, or a backup product; Salesforce recommends regular backups since data is not infinitely recoverable.

Data Loader (via command-line interface). The Data Import Wizard cannot schedule imports.

Insert creates new records; update changes existing records matched by record ID. Upsert does both via an external ID or ID.

A visual (bar, line, donut, etc.) added directly to a summary or matrix report; can be embedded on a page layout.

A control that lets viewers filter all eligible dashboard components by a field value without editing the source reports.

Color rules on summary/matrix report values that flag thresholds (e.g., red/yellow/green) for quick scanning.

Reports display up to 2,000 rows on screen but can export far more; very large result sets may need other tools.

A report on snapshots of data over time for select objects, showing how field values changed (separate from reporting snapshots).

It controls whether the report includes parent records that lack children ("with or without") or only parents that have children ("with").

Their record access differs (sharing, role hierarchy, ownership) and field-level security; the report respects each user's permissions.

Salesforce's primary declarative automation tool; Flow Builder creates flows that can guide users, automate logic, and act on records.

The declarative tool for building flows: screen flows, record-triggered flows, scheduled flows, and autolaunched flows.

A flow that runs automatically when a record is created, updated, or deleted; the modern replacement for Workflow Rules and Process Builder.

A flow that displays screens to guide a user through a process, collecting input and acting on records; can be embedded on pages or launched as an action.

An autolaunched flow that runs at a set time and frequency on a batch of records.

Before-save flows update the triggering record fast and without DML (great for field updates); after-save flows can create/update other records and send emails.

Salesforce is retiring Workflow Rules and Process Builder; Flow is the single, more powerful automation tool going forward.

A multi-step automation that routes a record to one or more approvers, with actions on submission, approval, rejection, and recall.

Initial submission, final approval, final rejection, and recall actions; each can include field updates, email alerts, tasks, and outbound messages.

An automation action that sends an email using a template to specified recipients; usable in flows and approval processes.

An action that sets a field to a specific value; in Flow this is an Update Records element, formerly a Workflow/Process field update.

An automation action that sends a SOAP message with field data to an external endpoint, used for integrations.

A before-save record-triggered flow, which updates the triggering record without an extra DML operation.

Before-save flows run early (before validation completes in many cases); after-save flows run later; understanding order prevents conflicts with validation rules and other automation.

A connector that defines what happens if an element errors, allowing graceful error handling and user-friendly messages.

A tool to see and order all flows that run on an object's create/update so you can manage their execution order.

A flow called by another flow, enabling reusable, modular automation.

A container that stores data (a value, record, or collection) for use within a flow.

A flow element that queries records matching criteria and stores them for later use in the flow.

A flow element that branches the flow path based on conditions (like an if/then).

A flow element that iterates over a collection of records to process each one.

Criteria that must be met for the flow to run, improving performance by skipping irrelevant records.

Yes; if a before-save flow sets a value that a validation rule rejects, the save fails. Sequence and test automation together.

Flow (record-triggered flows). Workflow Rules are being retired and should be migrated to Flow.

A Setup tool that converts existing Workflow Rules (and Process Builder processes) into flows.

A message that flows or code can publish/subscribe to for event-driven integration; flows can be triggered by platform events.

An autolaunched flow runs in the background with no UI; a screen flow displays interactive screens to a user.

Another flow, a process, Apex, a quick action, a platform event, or a record-trigger — it has no user screens.

A validation rule for declarative enforcement; before-save flows can also set/adjust values, but validation rules block invalid saves with a message.

An element that sets or changes the value of variables (or fields stored in variables) during a flow.

Flows can run in system context (ignoring some permissions) or user context, affecting what records/fields they can access.

An email element/action within a record-triggered or scheduled flow, using an email template.

Entry criteria prevent the flow from running at all on non-matching records, which is more efficient than starting then exiting.

A prospect or unqualified sales contact stored separately from Accounts/Contacts until it is qualified and converted.

The lead becomes an Account, Contact, and (optionally) an Opportunity; field mapping moves lead data to the new records.

A rule that automatically assigns incoming leads to users or queues based on criteria.

A potential revenue deal tracked through stages in a sales process toward Closed Won or Closed Lost.

A step in the sales process (e.g., Prospecting, Negotiation, Closed Won) tied to a probability and forecast category.

The set of opportunity stages available to a record type, defined as a business process.

A list of products with their prices; the standard price book holds standard prices, and custom price books hold segment-specific prices.

A product is something you sell; a price book entry is that product's price within a specific price book.

A product added to an opportunity with quantity and price, drawn from a price book entry.

A marketing initiative (email, event, webinar) you track in Salesforce, with members and ROI metrics.

A lead or contact associated with a campaign, with a status such as Sent, Responded, or Registered.

A model that attributes opportunity revenue to the campaigns that touched the deal, for marketing ROI.

A Salesforce-generated HTML form that captures website visitor info and creates Lead records automatically.

An Einstein feature that ranks leads by likelihood to convert based on historical patterns.

A tool that projects sales based on opportunity amounts and forecast categories, rolled up through the role hierarchy.

A grouping (Pipeline, Best Case, Commit, Closed, Omitted) tied to opportunity stages, used in forecasting.

A guidance feature showing the stages of a process with key fields and guidance for success at each step.

Groups of users who collaborate on a deal or account, each with a role and record access level.

A record representing a proposed price for products on an opportunity; can generate a PDF and sync back to the opportunity.

A field that records each contact's part in the deal (e.g., Decision Maker, Influencer).

A lead is an unqualified prospect not linked to an account; a contact is a person associated with an account after qualification.

Matching and duplicate rules that alert or block users when creating leads or contacts that match existing records.

The master list of all products with their default standard prices; every product needs a standard price before custom prices.

A picklist tracking a lead's progress (e.g., Open, Working, Qualified); converted leads move to accounts/contacts/opportunities.

It defaults from the opportunity stage but can be edited; it feeds expected revenue and forecasting.

Key fields and guidance for each stage, helping reps know what to do to advance the deal.

A parent-child structure of accounts (e.g., headquarters and subsidiaries) using the Parent Account field.

A parent-child structure of campaigns that rolls up statistics (members, responses) to the parent.

A record of a customer question, issue, or request tracked to resolution by the service team.

A rule that automatically assigns incoming cases to users or queues based on criteria such as origin or type.

A rule that escalates cases (e.g., reassigns or notifies) when they remain open beyond defined time criteria.

A holding area that owns records (cases, leads, custom objects) until a team member takes ownership.

A rule that sends an automatic email to the contact when a case or web/email lead is created, based on criteria.

A feature that captures cases from a website form and creates Case records automatically.

A feature that converts inbound customer emails into cases and logs the email thread on the case.

A record defining the support a customer is eligible for (e.g., phone support), used to enforce service levels on cases.

A required, time-dependent step in a support process (e.g., first response within 1 hour) tracked on cases.

A timeline of milestones a case must meet, applied via an entitlement to enforce SLAs.

A knowledge base of articles agents and customers use to resolve cases; articles can be attached to cases.

A Lightning app optimized for agents with a tabbed, split-view workspace to handle many cases efficiently.

A feature that routes work (cases, chats, leads) to the most available, qualified agents based on capacity and skills.

A group of users who work together on a case, each with a defined role and access level.

A Lightning case layout that shows activity, emails, and updates in a chronological feed for faster handling.

A business process that defines the case status values available to a case record type.

A configuration that lets Omni-Channel route a specific type of work item (case, chat, custom object) to agents.

A self-service portal where customers find knowledge articles, log cases, and engage, reducing agent load.

A real-time chat channel that lets agents support customers on the website and route conversations via Omni-Channel.

Notifications, reassignment, or field updates triggered when escalation criteria are met.

A picklist tracking case progress (e.g., New, Working, Escalated, Closed), defined per support process.

Assignment routes a new case to the right owner/queue; escalation acts on aging open cases that breach time criteria.

On-Demand Email-to-Case uses Salesforce's email service with no agent install; standard requires an email agent behind your firewall for high volume.

Both add notes; case feed posts appear in the chronological feed, while comments are a simpler related list (Classic-oriented).

It holds unassigned cases so any qualified agent can take ownership, often paired with assignment rules and Omni-Channel.

A Task is a to-do with a due date; an Event is a calendared appointment with a start/end. Both track work against records.

A chronological view on a record showing past and upcoming tasks, events, calls, and emails.

Salesforce's enterprise social collaboration tool for posts, comments, @mentions, groups, and following records and people.

A space for a team to collaborate; can be public, private, or unlisted, and can be linked to records.

A reusable email (text, HTML, Visualforce, or Lightning) that can merge record fields, used in flows, approvals, and manual emails.

Tools that log emails and events to related records; Einstein Activity Capture syncs email and calendar automatically.

A button that lets users create records, update fields, or log activity quickly from a record, list, or global header.

Global actions appear in the header/anywhere and aren't tied to one object; object-specific actions appear on a specific object's records.

A saved, filtered view of records for an object that users can sort, search, and act on in bulk.

The mobile experience that surfaces Lightning pages, list views, and actions; admins configure the mobile navigation.

A targeted in-app or mobile push message you can send from a flow or process to specific users.

A container that organizes assets and controls sharing access (view/edit/manage) to them.

A set of instructions that automates repetitive tasks on records (commonly cases) with one click in the console.

A feature to send a single email to a list of contacts/leads (e.g., from a list view or campaign), tracked individually.

An action applied to multiple selected records at once from a list view, such as mass update.

Coaching text and key fields shown at each step of a process Path to help users move records forward.

Email productivity features that bring Salesforce data and actions into Gmail/Outlook.

A view of events and, optionally, object records with date fields, helping users plan activities.

Salesforce's marketplace for installing managed packages (apps, components, flows) that extend the platform.

A managed package is upgradable and its components are locked by the publisher; an unmanaged package is an editable template you own after install.

A task is a to-do with a due date and status; an event is a calendar appointment with a start and end time.

Shared calendars for team events or bookable resources (e.g., conference rooms).

Settings that determine which record field changes post automatically to the record's Chatter feed.

Salesforce's platform for building and deploying AI agents that autonomously take actions and answer questions using your trusted Salesforce data.

An AI assistant configured with topics and actions that can reason over data and perform tasks for users or customers.

The tool used to create and configure Agentforce agents, defining their topics, instructions, and actions.

A grouping of related jobs an agent can handle; it contains instructions and the actions the agent can take for that subject.

A task an agent can perform (e.g., query records, run a flow, draft an email); actions are attached to topics.

It gives the agent a specific capability it can invoke when handling that topic, such as retrieving or updating Salesforce data.

Trusted company data in Salesforce (records, knowledge) via the Data Cloud and the platform, so answers reflect real data.

A security architecture that protects data used with generative AI (e.g., data masking, zero retention, toxicity checks) for safe AI in Salesforce.

It unifies and grounds data from many sources so agents and AI features can act on a complete, trusted customer view.

By defining its topics and actions and applying permissions; the agent can only use the actions and data it is granted.

Standard agents ship with prebuilt topics/actions; custom agents are configured in Agent Builder for specific business needs.

A tool to create reusable, grounded generative-AI prompt templates that pull in Salesforce data for consistent AI output.

A conversational AI assistant within Salesforce that helps users complete tasks using natural language and grounded data.

Grounding ties responses to real, trusted Salesforce data, reducing hallucinations and keeping answers accurate and relevant.

Users need the appropriate Agentforce/Einstein permission sets and feature licenses, assigned by the admin.

Agentforce provides testing tools (e.g., the Agent testing center) to evaluate an agent's responses before deployment.

Turn on Agentforce/Einstein in Setup and assign the required permission sets and licenses to users.

Check the agent user's permissions, the action's data access, and sharing — the agent is constrained by the same security model.

A reusable, grounded instruction (built in Prompt Builder) that generates AI content using merge fields from Salesforce data.

To keep AI responses accurate to the business and compliant; grounding reduces hallucinations and respects data security.

Define a topic for the use case, attach the right actions, set permissions, then test and deploy the agent to the relevant channel.