Salesforce Step-by-Step System Administrator Training

Salesforce CRM: Become an indispensable business resource without a tech background or any coding
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  • Lectures 58
  • Length 7 hours
  • Skill Level All Levels
  • Languages English
  • Includes Lifetime access
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    Available on iOS and Android
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About This Course

Published 4/2013 English

Course Description

NOTE: New material continues to be added to the course as the Salesforce platform continues to evolve.


In this course you will learn how to configure Salesforce(SFDC) to fulfill business needs, in preparation for well paying employment.

Aspiratech is a registered Salesforce consulting partner, and as such we design and implement the system for companies large and small, including non-profits. We are leading experts in the field, which you can see by simply Googling "Salesforce Training."

As part of every Salesforce implementation, we train both users and at least one internal System Administrator (Sys Admin). This training course has effectively trained hundreds of new Sys Admins to take on real world duties upon which their companies depend, and has helped many attain certification by providing a strong foundation upon which they could build.

  • Using step by step instruction, clearly demonstrated and explained, including the “gotchas" that send the unsuspecting in circles, this course will teach you how to customize Salesforce to meet the job requirements of a System Administrator.
  • Practical hands-on exercises are included to make sure you know how to apply what you see to real world examples.
  • This course provides the training you need for the only type of true job security there is, the security of genuinely being the best at what you do.

You should plan on working on this course an hour a day for 3-4 weeks to effectively cover all the material. Going through the course a second time, simply watching the videos on the second pass, is also advised. Frequent exposure is key during the training period.

This course will help prepare you for the System Administrator certification track, unlike other Salesforce courses that purport to be "complete," but which in fact focus on the Developer track and leave out a large portion of what is needed for a Sys Admin. Developer is a track that will not lead to either Sys Admin positions or highly paid consulting positions, and is only appropriate for those who intend to go on to become apex coders. This course is intended for people who never want to have to configure an API or deal with writing code syntax.

That said, there is no substitute for getting the most recent Salesforce supplied study guide (webpage linked to within the course) to actually study for the exam itself, just as when you were in school you had to supplement in class learning with extra study for end of semester exams.

Here is an email we received from a student about using this course to get her Sys Admin certification:

"I wanted to let you know that I successfully passed my admin 201 certification. I am looking forward to write my 401 exam as well... I know that certification will help me in securing a job. I highly recommended your course to my friends. Only because of your course and watching it several times and practice it several times, I was able to grasp knowledge. Thank you very much. Best, Padma"

Starting salaries for employed consultants in the industry are typically $40-60/hr, depending on your region, and independent consultants who sign their own clients often make several times those amounts. If you have had an interest in expanding your career options by adding a practical technology proficiency to your skill set, Salesforce System Administration is where many non-technical people find their opportunity. For those who have no interest in embarking upon a technology specialist career path, the SFDC Sys Admin skill set is also greatly in demand and in short supply in many non-technical positions and will make you an indispensable part of any work team.

Note: It is expected that you will have access to an instance of SFDC you can experiment and practice in within this course. Salesforce provides a free Developer org at:

Developer dot salesforce dot com/signup

(Udemy no longer allows us to make this a live link, so unfortunately you're going to have to do some manual work to get to the right page on the Salesforce site to get this from them... is also posted within the second lecture in this course)

-- Note that you should use a personal email address as your username when signing up for a developer edition account, so that your work email address will remain available for your company instance username.

If your company does not have Salesforce yet, but is considering implementing it, get a free 30-day Trial org on the Salesforce website. You will then have the added benefit that work you do toward genuine goals during this course can be preserved for use by your company (unlike work saved in a developer org), possibly encouraging your employer to allow you to work on the course during your regular work day or even purchase the course for you.

What are the requirements?

  • This is a training course for those with no previous knowledge of the Salesforce backend. Though it is not necessary to understand the front end of the system to take this course, you will be a far better Sys Admin if you also understand the user experience.
  • If you have never worked in Salesforce at all, it is advised that you round out your knowledge by taking our inexpensive Salesforce New User course here on Udemy.
  • Regardless of previous knowledge levels, all students will need access to an instance to do practice lessons within. Either a developer org or trial org will give you access to most functionality of the paid system.

What am I going to get from this course?

  • Effective combination of video demonstration, clear explanation of both the how and why, and ample practice exercises for effective learning
  • Comprehensive coverage of all responsibilities a Sys Admin would be expected to fulfill
  • Proven methodology for successful application on the job
  • Proven preparation for the most sought after Salesforce certification, System Administrator
  • Quizzes to verify understanding and aid retention
  • Expert preparation for non-tech users to add tech to their career paths
  • Instructor available by email to respond to questions

Who is the target audience?

  • Those who would like to build skills in the backend of the system to enhance their career security and upward mobility.
  • This course is also useful for managers who will make change requests of System Administrators and/or consultants, and would benefit from a clear understanding of what the system can do and how it does it.

What you get with this course?

Not for you? No problem.
30 day money back guarantee.

Forever yours.
Lifetime access.

Learn on the go.
Desktop, iOS and Android.

Get rewarded.
Certificate of completion.


Section 1: Getting Started
Course Update Status Notifications
This lecture will introduce you to the course content and the training method, so that you will know how to get the most out of this course to achieve practical skill you can apply on the job.

This is an applied learning course. That means you will need to do exercises within an actual database.

This lesson will show you how to secure a free developer org at:

for your training and future practice.

By knowing key database terminology, you will not only have an easier time following along in this course, but will also have a much easier time using Salesforce's online Help system. The more you understand the basic organization of the database, the easier it will be to learn. Don't skip this foundational lesson that will set you up for success in the course.
Admin Setup Interface Navigation
Salesforce Admin Setup Interface Changes Over Time
Most of your time as Admin will be spent in this part of the system. By understanding the logic behind how the interface is organized, you will have an easier time figuring out where to look for what even before you have memorized common functions through repetition.
One of your responsibilities as Admin will be to anticipate user needs and set the environment up to work the way that is best for your company's business process. While users won't know what the system can and can't do, you should. This lesson will teach you the benefits and drawbacks of different user interface options that will affect what your users can do in the database.
Setting Feature Usage: Homepage Layouts
Setting Feature Usage: Quotes & Tags
Setting Feature Usage: Chatter & Chat
Setting Feature Usage: Social Accounts and Contacts
One of your most essential functions as a System Administrator is going to be managing user access to the system. In this lecture you'll learn to add new users, deactivate users, transfer record ownership, and resolve common user access problems.

Introduces the decision factors in migrating some or all users to the new Salesforce Lightning Experience, including the steps needed to do so.

4 questions

Be sure you can answer these essential questions before you continue on to the next Section. Good luck!


Answers to homework in Lectures 8 and 9 (the only lectures with homework in this section). This is a silent video. Pause when necessary if you need longer to read instructions.

Section 2: Security
In this course section we'll be looking at the key aspects of security within As a Sys Admin, one of your primary duties is to make sure that the security model for your company is allowing only the right people the right access, so that your company's data is secure.

In this lecture we will look at how the system allows us to control Object access.

The homework answers are attached to this lesson. Please do the homework on your own before looking at the answers, or you will cheat yourself out of an opportunity to be sure you've learned this.

In this lecture we’re going to be covering System Access within the security model. In previous lectures you were introduced to the SFDC security funnel. System Access is the broadest access level, governing a user’s ability to access the system at all.
Now that we’ve looked at how to allow or restrict access to the SFDC system in its entirety using System Access settings, and to control access to specific objects and abilities in the system using Profiles, it’s time to learn how to control access to the records on those objects.

In the previous lesson we set Org-wide security to make Opportunities and Cases private, except where the role hierarchy naturally shares them.  In this lecture we will consider the situation where a company needs an even finer level of control over who sees what records.  Let’s say that in addition to wanting Sales Managers to see and edit all of their team’s Opportunities we also want the Sales Reps to be able to see each other’s Opportunities, but not edit them.  How would we achieve this? This lecture will teach you how.

Hello, in this lecture you will be learning how to limit data access field by field when needed.
Now that we've covered the various components of security, it is time to learn how those components are assembled within a cohesive security plan.
6 questions
Given a specific business situation and expressed desires within a Security Questionnaire, design an effective security plan.
Section 3: Customization To Fit Your Business Process

In this lecture you will learn to use custom fields to adapt to the way your business works. 


Now that you know the basics of creating a custom field, let’s consider a special custom field that allows you to connect records on one object to records on any object in the database structure. Lookup fields.  

As we continue our way through the examination of different types of special fields, let’s take a look at creating fields that can summarize data on other records, Roll-up Summary fields.

In this lecture you will learn how to use a very powerful type of special field in for automatic calculations, Formula Fields.

In this lecture you will learn how to create a special field that will make data entry easier for users and reporting more meaningful for managers, picklists.

Work with picklists in the most efficient way, to minimize data clean up and keep reports up-to-date.


While SFDC doesn't offer the conditional showing/hiding of fields according to values entered in other fields on the page, you can control what values in a picklist display based on data entered in other fields. In this lesson you will learn how.


When you want to be able to create a lookup relationship between objects that ALSO allows you to create rollup summary fields on the master/parent object, you must create a master-detail field on the detail/child object first. In this lesson you'll learn how.

If your business has more than one line of business it is managing within a single SF instance, you may need to implement more than one sales process to accurately reflect each sales cycle. This lecture is for you.

Lightning experience gives sales users a different way of moving deals forward.

Once you’ve created the fields you want in order to capture the data important to your business process, you need to arrange those fields on the page in a meaningful and organized display for data entry. You do so by customizing Page Layouts. 

Now that you know how to customize the appearance of fields on a record page, it’s time to learn how to customize the fields that show from related records as well. In this lesson we will be customizing related lists.


While it's easy to see where you can change the names of the custom fields you create, did you know you can also change how users see the names of standard fields? In this lesson you will learn how.

5 questions

Given a specific request that you fulfill a business need, decide what you will need to create and modify in the system.

Section 4: Reporting Analytics
Though the creation of reports is actually a user function, in practice Sys Admins are frequently asked to make new reports for management or alter existing ones. In this section you will learn the essentials of analytics within
In this lesson you will learn the essentials of creating custom reports to meet business needs, going beyond simple technical logistics to focus on the decision making that goes into planning a report. 
Before deciding to create a new report in Salesforce, first check to see if you might modify an existing report to meet your needs. In this lesson you will learn how.
Once you’ve created key reports and dashboards, you’ll want to share them with others at your company. While some users will take it upon themselves to navigate and retrieve the data, often senior executives will not. In this lesson you will learn how to email key analytics on a regular schedule.  
Though reports are great for collating data across multiple records and presenting it in an organized fashion, the real analytical power in the system is the dashboard. In this lesson you will learn how to create both standard and dynamic dashboards.
6 questions
Given a request from a Manager to be able to see that data's answer to a specific question, create a report and be able to answer questions about that report's customization.
5 questions
Given a Manager's request to see the data's answer to an additional business question, create a dashboard off your previous report so that the answer is obvious at a glance, then be able to answer questions about what you made.
Section 5: Communication
Understanding Different Types of Email Templates

Before you can create HTML email templates, you must have at least one letterhead available for use. In this lecture you will learn how to create and customize one.

Now that we have letterhead available in our org, let’s create HTML email templates.
Mass Emailing

Though often you will want emails that users send from Salesforce to have the user’s email address in the sender  email address field, sometimes you want staff to be able to send on behalf of a particular department. In this lesson you will learn to create organization wide email addresses that can be used for such purposes.

When it comes to business communication, email was once king, but overflowing inboxes are making it less and less effective in organizing conversations that can’t be simultaneous. With chatter external users and groups, your own private social network integrated into your CRM may be the answer. In this lesson you will learn to configure the feature for use with your customers and staff.
When you want to control access to a document you’re sending to a customer,  Content deliveries may be the answer. In this lesson you will learn how to set up the feature for your users, as well as important considerations to keep in mind.
5 questions

Verify understanding of different methods of communication and their considerations.

Section 6: Automation

Learn to trigger records updates, emails and task assignments off user actions.


Building upon what is possible with workflow automation, without needing apex coding.


Validation rules are all about data quality. They make sure that before a user saves a record, the data they have entered makes sense.

Web-to-Lead Forms

Though users can always manually assign new leads to the right owner when creating the lead record, if there are consistent rules for who owns which leads at your company, the easiest thing for everyone is if you set up a Lead Assignment Rule. Here's how.


Now that we’ve set up our Lead Assignment rules and campaigns to go with our web-to-lead forms, we need to get the right whitepaper to the right website visitor. The way we’ll automate that is by using auto-response rules.


So what is Visualforce and what do you need to do with it as a Sys Admin?

Section 7: Conclusion

Now that you understand the how and why of the most commonly needed skills for new Sys Admins, the time has come to start applying that knowledge at your current workplace. In this lesson you will learn key points to keep in mind in making the transition from a practice environment to a live one.

In this lesson you will learn how to expand your job duties so that you can demonstrate your new skill set and start seeing the career advancement that can create for  you.

Once you are acting as an internal Sys Admin in your current workplace, you may want to consider ways to further build upon your new skill set. In this lesson you will learn how to chart such a course. Be sure to check out the newly included the SFDC certification tip sheet.

9 pages

Here are all quiz questions and answers. Don't cheat yourself by viewing these before you have taken the quiz. This is just to help you further solidify your understanding.

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Instructor Biography

Aspiratech Training, Salesforce Consulting Partner

Hello, I am the founder of Aspiratech. In early 2007 I moved to the San Francisco Bay Area and took a temp job at a transportation logistics company for a position requiring two weeks of training. The day before I began, the employee I was filling in for decided to leave early for maternity leave. It turned out that she had been acting as the de facto Salesforce System Administrator at the company, and no one else knew how to configure the system. I hit the ground running and was able to learn enough to improve efficiency considerably, so much so that the company decided to invest in my further training to increase the value of what I could do for them. It turned out I had a real knack for the technology, finding it gave me the opportunity to apply the breadth of business experience I'd gained over the years to use technology to solve real world business problems. A year and a half later I founded Aspiratech, an online business technology consulting firm specializing in Salesforce and other cloud technologies.

Since that time, as the final step of every implementation of Salesforce, Aspiratech has trained literally hundreds of new Sys Admins to maintain and continue to customize the new system we set up for their companies. Most of these new Sys Admins come from non-technical backgrounds, such as administration, marketing, sales and support. Quite a few have since gone on to achieve full certification. Others have decided not to pursue certification, finding more fascinating opportunities opening up to them simply because they can do more where they are now, have contact with more levels of the company, and garner appreciation from more of their co-workers, thus increasing their job security and upward mobility. I am happy to now offer a similar training to you in the hope that it will be a foundational part of your accelerated career success.

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