Preparing for a Salesforce Admin interview in 2025? This comprehensive guide covers the top 50 Salesforce Admin interview questions along with expert-level answers. Each answer includes clear examples and practical explanations to help you stand out. Whether you’re a beginner or an experienced admin, these questions will give you a deep understanding of core Salesforce concepts. Bookmark this page for future reference!
1. What is Salesforce?
Salesforce is a cloud-based Customer Relationship Management (CRM) platform that enables businesses to streamline their sales, marketing, customer service, and more. It is built on a multi-tenant architecture, meaning all users share the same infrastructure and software but have their data securely isolated. Salesforce helps companies manage their customer interactions efficiently, automate repetitive tasks, and make data-driven decisions through dashboards and analytics.
2. What are Standard and Custom Objects?
Standard objects are the default objects provided by Salesforce, such as Account, Contact, Lead, Opportunity, and Case. These are pre configured and come with built-in functionality.
Custom objects, on the other hand, are created by users to meet specific business needs.
For example, a company might create a custom object called “Project” to track project details. Custom objects can have custom fields, validation rules, workflows, and relationships just like standard objects.
3. What is a Profile in Salesforce?
A Profile in Salesforce is a collection of settings and permissions that define what users can see and do within the platform. Profiles control access to objects, fields, record types, page layouts, tabs, and administrative permissions. Every user in Salesforce is assigned exactly one profile, and it forms the foundation of Salesforce’s security model.
NOTE : Salesforce is soon going to retire permissions from Profile .
4. What are Permission Sets?
Permission Sets are additional access settings that allow users to do things beyond what their profile allows. They are used to grant temporary or specific access to users without creating a new profile.
For example, if a user in the Sales profile temporarily needs access to a Marketing app, a Permission Set can be assigned instead of changing their profile.
5. What is Record Types in Salesforce?
Record Types allow you to configure different business processes, picklist values, and page layouts for different users based on their profiles. For example, you might have separate Record Types for “B2B” and “B2C” accounts, each with different fields and workflows. Record Types are powerful tools for customizing Salesforce without code.
6. Difference between Role and Profile?
Role: Controls record-level access based on the organization’s data hierarchy. It determines which records a user can see based on their position in the hierarchy. Roles help manage visibility of records across different users.
Profile: Controls object and field-level permissions. It defines what actions a user can perform on objects, such as create, read, edit, or delete. Profiles also govern other system settings like login hours, IP restrictions, and app access.
A user must have a profile, but they may or may not have a role.
Example:
A “Sales Rep” profile allows users to create and edit Opportunities, while a “Sales Manager” role allows users to see Opportunities owned by their team, not just their own.
7. What is a Restriction Rule?
A Restriction Rule is used to limit access to certain records based on defined criteria. It helps enforce data security by preventing users from viewing or editing records that don’t meet the required conditions. Restriction Rules are typically applied in scenarios where you need to control access based on user profile, role, or other factors.
Example:
A Restriction Rule might prevent a sales representative from viewing opportunities that are assigned to another sales rep, based on the user’s role in the organization. Only users with the role of “Sales Manager” or above may access those records.
8. Difference between Workflow and Process Builder?
Workflow Rules are limited to four actions (email alert, field update, task creation, and outbound message). They support only a single if/then condition.
Process Builder is more advanced, allowing for multiple if/then branches, creating records, invoking Apex code, and calling other processes. It offers a visual representation, making it easier to design complex automation.
Note: Salesforce is encouraging the transition from Workflow and Process Builder to Flows for better future support. As workflow and Process builder is going to retire soon
9. What is a Flow in Salesforce?
A Flow is an application that automates complex business processes without code. Salesforce Flow consists of:
- Screen Flows (interactive, user-facing)
- Scheduled Flows (time-based automation)
- Auto-launched Flows (run in the background)
Flows can update records, send emails, create tasks, integrate with external systems, and more. They are created using Flow Builder, a drag-and-drop tool.
10. What is a Validation Rule?
A Validation Rule is a logical expression that prevents a user from saving a record unless certain criteria are met. It helps ensure data quality and consistency.
Example: To prevent a case from being closed without providing a reason:
AND(ISPICKVAL(Status,"Closed"), ISBLANK(Reason__c))If this evaluates to TRUE, the record won’t save and an error message will be displayed.
11. What is the difference between a Lookup and a Master-Detail Relationship?
- Lookup Relationship: Creates a loosely coupled relationship between two objects. Child records can exist without a parent. Deleting a parent does not delete the child.
- Master-Detail Relationship: Creates a tightly coupled relationship where the child record is completely dependent on the parent. Deleting the parent automatically deletes the child. Roll-up summary fields can be used on master-detail relationships.
Example: An Invoice (child) might have a lookup to Account (parent), while a Line Item (child) must be related to an Order (master-detail).
12. What are Roll-Up Summary Fields?
Roll-up Summary Fields allow you to calculate values such as SUM, COUNT, MIN, and MAX on child records and display them on the parent record, but only when a master-detail relationship exists.
Example: Count the number of Opportunities related to an Account or sum the value of total closed-won Opportunities for reporting.
13. What is a Junction Object?
A Junction Object is used to create a many-to-many relationship between two objects. This is done by creating a custom object with two master-detail relationships.
Example: A custom object called “Enrollment” could serve as a junction object between “Student” and “Course”.
14. What is a Queue in Salesforce?
A Queue in Salesforce is a place where records wait to be processed. Queues are used for objects like Leads, Cases, or Custom Objects and can be assigned to groups of users.
Example: When a lead is created, it can be assigned to the Sales queue. Any sales rep can pick up the lead and work on it.
15. What are Assignment Rules?
Assignment Rules determine how leads or cases are automatically assigned to users or queues based on criteria like region, priority, or product type. This helps automate record routing.
Example: All leads from the US can be assigned to the “US Sales Team.”
16. What is the Recycle Bin in Salesforce?
The Recycle Bin stores deleted records for 15 days, during which admins or users (with permission) can restore them. After 15 days, the records are permanently deleted.
Note: You can access it from the App Launcher by searching for “Recycle Bin.”
You could read detailed information about Recycle Bin : Click Here
17. What is Data Import Wizard?
The Data Import Wizard is a point-and-click tool in Salesforce that allows users to import data for standard objects (like Contacts, Leads, Accounts) and custom objects. It is best suited for small data sets (up to 50,000 records).
18. What is Data Loader?
Data Loader is a client application used for bulk import, export, update, and delete of data. It supports larger volumes (up to 5 million records) and offers more advanced features like scheduling and command-line usage. You can download Data Loader from here.
Difference from Import Wizard: More control, better suited for admins and developers.
19. What are Sharing Rules?
Sharing Rules are used to open up access to records (that users wouldn’t otherwise see based on Org-Wide Defaults or Role Hierarchy). Sharing can be based on ownership or criteria.
Example: Share all accounts in a particular region with a specific team.
20. What is a Public Group?
A Public Group is a collection of users, roles, and other public groups. It is used to define sharing rules, folder access, and assignment rules.
Example: You could create a Public Group for “West Coast Sales” that includes users from multiple roles or teams.
21. What is a Role Hierarchy in Salesforce?
Role Hierarchy in Salesforce allows you to open up access to records for users higher in the hierarchy. It’s designed to reflect your organization’s chain of command.
Example: A manager can access their subordinates’ records based on this hierarchy even if OWD (Org-Wide Defaults) are private.
22. What are Organization-Wide Defaults (OWD)?
OWDs define the baseline level of access to data records for all users in the org. It can be Private, Public Read Only, or Public Read/Write.
Tip: OWDs are the first step in the record-level access model and can be extended using roles, sharing rules, and manual sharing.
23. What is Manual Sharing?
Manual Sharing lets users share individual records with others manually. It’s typically used when a user doesn’t have access to a record through OWD, roles, or sharing rules but needs temporary or specific access.
Note: Only record owners or users with “Full Access” can manually share records.
24. What is Field-Level Security (FLS)?
FLS controls user access to individual fields within an object. You can hide fields from users using profiles or permission sets—even if they have access to the object.
Example: A salary field might be hidden from standard users but visible to HR managers.
25. What is a Page Layout?
Page Layouts control the organization of fields, buttons, related lists, and custom links on a record page. You can assign different layouts to different profiles and record types.
26. What is a Compact Layout?
Compact Layouts control which fields appear in the highlights panel at the top of a record page in Lightning Experience. It helps users quickly access key information.
Tip: Useful for mobile and console views as well.
27. What are Lightning Record Pages?
Lightning Record Pages define the layout of a record in Lightning Experience. You can customize these pages using the Lightning App Builder to include components like charts, visualforce pages, or custom widgets.
28. What is AppExchange?
AppExchange is Salesforce’s marketplace for third-party apps, solutions, and consultants. It offers pre-built components that extend Salesforce functionality without custom development.
Example: Apps for document signing, email marketing, or project management.
29. What is a Sandbox?
A Sandbox is a copy of your production environment used for development, testing, and training without affecting real data. Types include Developer, Developer Pro, Partial Copy, and Full Sandbox.
Tip: Always test in Sandbox before deploying to Production.
You can refer this for more detailed information about Sandbox differences Click here
30. How do you deploy changes from Sandbox to Production?
You can deploy changes using Change Sets, Salesforce CLI (SFDX), or third-party tools like Gearset or Copado.
Best Practice: Use outbound change sets to migrate metadata and test using validation before deploying.
31. What is a Change Set?
A Change Set is a deployment tool in Salesforce used to transfer metadata (like objects, fields, workflows) between related orgs, typically from Sandbox to Production.
Limitation: You cannot use Change Sets to deploy data.
32. What are Reports in Salesforce?
Reports are lists of records that meet defined criteria. You can summarize data, apply filters, and group by fields. Salesforce offers four types: Tabular, Summary, Matrix, and Joined Reports.
You can refer this for more detailed information about Reports : Click here
33. What are Dashboards?
Dashboards are visual representations of report data using components like charts, tables, and gauges. They provide real-time insights for decision-making.
Example: A Sales Manager Dashboard showing pipeline, top opportunities, and win rates.
34. What is a Report Type?
Report Types define which objects and relationships are available for building a report. Salesforce includes Standard Report Types and allows creation of Custom Report Types.
Tip: Use Custom Report Types for complex reporting needs that involve custom objects or filtered relationships.
35. What are Scheduled Reports?
Scheduled Reports allow users to automatically run and email reports at defined intervals (daily, weekly, monthly).
Use Case: Email daily lead report to sales reps every morning at 8 AM.
36. What is the App Launcher?
The App Launcher in Lightning Experience is the main menu for accessing apps and items. It helps users switch between apps and find objects quickly.
37. What are Global Actions?
Global Actions are available from the top-right action bar and can be used to create records, log calls, or open custom flows across the platform.
Example: “New Task” or “Log a Call” buttons.
38. What is Chatter in Salesforce?
Chatter is Salesforce’s enterprise social network. It allows users to collaborate in real-time by posting updates, sharing files, and commenting on records.
Tip: Enable feed tracking for objects to see changes in record details.
39. What is a Lightning App?
A Lightning App is a collection of tabs, objects, and components designed for specific business roles or purposes. You can customize navigation, branding, and layout using Lightning App Builder.
40. What are Duplicate Rules and Matching Rules?
Duplicate and Matching Rules are used to prevent or identify duplicate records. Matching Rules define the logic for what counts as a duplicate, while Duplicate Rules determine what happens when a duplicate is found (block, allow, alert).
Example: Prevent creation of Leads with the same email.
41. What is a Custom Setting?
Custom Settings are similar to custom objects and allow you to store configuration data that can be accessed in Apex. Two types: List and Hierarchy.
Use Case: Storing API credentials or business logic values.
42. What is a Custom Metadata Type?
Custom Metadata Types allow you to define custom configurations that can be deployed between environments and are accessible in Apex. Unlike Custom Settings, these are metadata, not data.
Advantage: Can be packaged and deployed using change sets.
43. What is Field History Tracking?
Field History Tracking allows you to track changes to fields over time. It helps in auditing and understanding how data evolves.
Limit: 20 fields per object.
44. What is Permission Set Group?
A Permission Set Group is a feature in Salesforce that bundles multiple permission sets together. This allows Admins to group related permissions and assign them more efficiently.
Use Case: Combine Sales User and Marketing User permissions into a single group and assign it to users who need both.
45. What is a Formula Field?
A Formula Field is a read-only field that derives its value from a formula expression. It can include mathematical operations, text concatenations, conditional logic, and references to other fields.
Example: Full Name = First Name + ” ” + Last Name
46. What are Dynamic Forms?
Dynamic Forms allow you to show/hide fields and sections on a Lightning Record Page based on user permissions or record data without using page layouts.
Tip: Increases performance and user experience.
47. What are Dynamic Actions?
Dynamic Actions enable you to control the visibility of action buttons (like Edit, Delete) on a Lightning Record Page. Visibility can be based on user profile, record field, or device.
48. What are Audit Fields in Salesforce?
Audit Fields include Created By, Created Date, Last Modified By, and Last Modified Date. These fields help track who made changes and when.
Admin Tip: You can request Salesforce to enable field value setting for these during data migration.
49. What are Login IP Ranges and Login Hours?
These are profile-level security settings:
- Login IP Ranges: Restrict logins from specific IP addresses.
- Login Hours: Restrict logins to specific time ranges.
Example: Only allow logins from office IPs during business hours.
50. What is the difference between Profile and Permission Set?
- Profile: A Profile is mandatory for every user and defines their baseline access to Salesforce features, including object, field, tab, and app access. It also sets rules for login hours, IP restrictions, and more.
- Permission Set: A Permission Set is an add-on that extends a user’s access without modifying their Profile. It is used to grant additional permissions to specific users when needed.
Example:
A user in the “Sales Rep” profile has access to create and edit Opportunities. However, they may need access to custom reports for a special campaign. Instead of creating a new profile, you can assign a Permission Set called “Custom Reports Access” to that user.
Best Practice: Use minimal profiles and layer on permission sets to scale access management.
Summary
This will help you to Prepare for Salesforce Admin interview in 2025 to get a job . Please leave a comment if this article was helpful .
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