Salesforce Scenario Based Questions 2025

This article concerns real-time and knowledgeable Salesforce Scenario-Based Questions 2025. It is drafted with the interview theme in mind to provide maximum support for your interview. Go through these Salesforce Tower Scenario-Based Questions 2025 to the end, as all scenarios have their importance and learning potential.📌

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Disclaimer:
These solutions are based on my experience and best effort. Actual results may vary depending on your setup. Codes may need some tweaking.

1. How would you go about creating a custom HR onboarding app in Salesforce without writing code?

Use App Manager in Salesforce Setup to create a new Lightning App named “HR Onboarding.”
Define objects like Employee, Department, Device, Club, and Membership.
Configure tabs only for needed objects (e.g., no tab for Membership).
Use standard navigation and make sure setup access is enabled for admins.
Choose themes, icons, and navigation behavior based on org requirements.

2. In your HR Onboarding app, how do you ensure employee data is entered accurately?

Implement Validation Rules on the Employee object.
Rules could include format checks (e.g., email, phone), mandatory fields, or logic like DOB can’t be in the future.
Keep error messages clear to guide users during data entry.
Use ISBLANK, REGEX, or TODAY() functions for conditions.

3. How did you manage department assignments for employees in the HR onboarding app?

Created a lookup relationship from Employee to Department.
One department can have many employees – hence, it’s a many-to-one relationship.
This helps in filtering or reporting all employees under a department easily.
Enforced mandatory department selection using field-level validation.

4. How do you handle capturing assets like laptops or phones assigned to employees?

Built a Device custom object and used a lookup or master-detail from Device to Employee.
One employee can have multiple devices – a one-to-many relationship.
Added fields like device type, issue date, asset ID to the Device object.
Optionally enabled roll-up summary fields to count number of assets per employee.

5. How would you model club memberships for employees who can join multiple clubs?

Created a junction object called Membership linking Employee and Club.
This supports a many-to-many relationship between employees and clubs.
Added extra fields like joining date or fees paid in the Membership object.
Avoided creating a tab for Membership since it’s purely a linking object.

6. You need to import department data from Excel into Salesforce. What’s your approach?

Used Data Import Wizard for simple CSV uploads.
Chose Department as the target object, mapped columns to fields.
Ensured department names are unique to avoid duplicates.
For large or complex imports, switched to Data Loader or Workbench.

7. How do you control who can view or edit employee data in the HR onboarding app?

Configured profiles to assign base-level object permissions (CRUD).
Set OWD to private for sensitive objects like Employee.
Used permission sets for exceptions like granting read-only or edit access.
Defined manual sharing and sharing rules for special cases like managers accessing their team’s records.

8. A manager wants a custom email template to welcome new hires. How did you do it?

Created a Classic Email Template using merge fields from the Employee object.
Designed the layout using Classic Letterhead for branding.
Used Lead or Employee object to store email recipients if needed.
Enabled it for use with workflow rules for automation.

9. What’s your approach to automate assigning a department to new employees?

Used a Flow triggered when a new employee is created.
The flow checks the role or joining location to auto-assign a department.
Could also use Process Builder if conditions are straightforward.
Ensures data consistency and reduces manual errors.

10. How do you generate department-wise employee headcount reports?

Created a Summary Report grouped by Department Name.
Added a row-level summary to count employees in each group.
Used filters to exclude inactive or future-joining employees.
Optionally added the report to a Dashboard for leadership review.

11. How would you implement default values for fields like “Joining Date” on the Employee object?

Use Default Value formulas on fields to auto-populate TODAY() for Joining Date.
Optionally, override in the UI when needed.
Ensures consistency and reduces manual input.

12. Suppose you need to prevent duplicate department names. How would you do it?

Create a Unique Text field on Department.Name.
Alternatively, set validation rule checking ISNEW() and an existing Name.
Ensures data integrity without custom development.

13. How do you allow off-cycle hires to specify their second manager as approver?

Add a lookup field Second Manager on Employee.
Create a Flow triggered on record creation/update: if off-cycle checkbox = true, then notify Second Manager via email task.
Routes approvals dynamically as needed.

14. A new user complains they can’t see the “Device” tab. What steps do you take?

Check their Profile – confirm the Device app tab is visible and object permissions include Read.
Confirm App Settings: is Device tab included in HR Onboarding app?
Ensure OWD and sharing allow visibility.

15. How would you count devices per employee on the Employee record?

Use a Roll-up summary on Employee object: count child Device records.
Display that count on the Employee page layout.
Allows manager visibility without custom code.

16. A requirement arises: device assignments must be returned within 30 days after termination. How to enforce it?

Add field Return Date on Device.
Create a validation rule: if Employee status = Terminated and TODAY() - ReturnDate > 30, show error.
Prevents overdue assignments from being omitted.

17. The onboarding email template should include the employee’s department and device count. How do you add both in the template?

Use merge fields: e.g., {!Employee.Department__r.Name}.
For device count, ensure the roll-up summary field is created (e.g., Device_Count__c) and use {!Employee.Device_Count__c}.
Template auto populates key info per record.

18. How would you export a list of employees in a specific department with their manager names?

Create a Tabular or Matrix Report, grouped by Department, include fields Employee Name, Manager Name.
Add filter Department = X.
Export as CSV or Excel for external use.

19. How do you restrict HR onboarding app access for seasonal recruiters?

Use Permission Sets granting minimal needed access (Employee read-only).
Assign permission set based on job role.
Avoid creating a new profile; use permission sets for flexibility.

20. You need an email alert when an employee joins a high-security department. How would you automate that?

Create a Workflow Rule or Process Builder for Employee.Department = High Security.
Add an Email Alert to notify HR or Security Ops.
Optional: add Task creation for physical access setup.

21. How would you display the latest club membership directly on the Club record?

Use Roll-up Summary on Club: count or MAX of Membership Join Date.
Optionally, add formula field to display the most recent member name via Cross-object formula.
Enables quick club insights.

22. Recruitment team demands to know which employees are in multiple clubs. How to report?

Use a Joined Report, combining Employee and Membership objects.
Filter Membership__c where Club Count > 1 (using a roll-up on Employee).
Provides multi-club member visibility.

23. Onboarding forms must only be filled once per employee. How do you enforce that?

Use Record Type for Onboarding Form access.
Use a Validation Rule: if Employee already has a completed form record, block creation of subsequent forms.
Ensures single submission.

24. Compliance requires that employee data cannot be deleted, only archived. How to enforce?

Use Profile settings: Remove Delete permission on Employee object.
Enable Data Archiving with a custom field like Is_Archived__c.
Use Flow to convert user delete requests into archived mark.

25. Employees are mistakenly assigned to wrong departments. How do you create a change notification?

Build a Trigger or Flow on Employee update where Department changed.
Send email alert or Chatter post with old vs. new department values.
Audit trail via field history tracking.

26. A mobile-only HR staff needs limited access. What UI configuration would you make?

In App Manager, set Supported Form Factor to Mobile only.
Choose a simplified app navigation with only essential tabs.
Assign via Permission Set to mobile staff.

27. How would you clone an existing profile for a new junior admin role?

In Profiles, click “Clone” on Admin profile.
Name it “Junior Admin”, remove permissions not needed.
Grant this profile to new hires; use Permission Sets to enhance later.

28. An HR report needs to show employees without devices. How do you build it?

Create a Left Outer Join Report: Employees and Devices.
Filter where Device Name = null.
Highlights missing asset assignments.

29. How would you allow HR to temporarily share an Employee record without changing overall org-wide defaults?

Use Manual Sharing: HR can click share on the record, grant access for a set duration.
Optional: use Sharing Set with criteria-based transient sharing.
Records revert once shared period expires.

30. Describe how you would implement web-to-lead for external candidates.

Enable Web-to-Lead form for candidate interest capture.
Generate HTML and embed on career page.
Customize Lead Auto-Response Rule to send welcome emails.
Use auto-assignment rules to route to recruiters.

31. How would you roll out email templates to regional HR teams with localization?

Create separate Record Types for each region.
Assign distinct Email Templates per region and use appropriate record type mapping.
Optionally, use translation tools for multilingual versions.

32. A requirement says fields like “Employee ID” must be 6 digits starting with “EMP”. How to validate?

Add a Validation Rule: NOT(REGEX(Employee_ID__c, "^EMP[0-9]{3}$")).
Enforce formatting consistency.
Provides immediate feedback to HR users.

33. HR wants automatic Slack notifications when a new employee joins. How could you integrate it?

Build an Outbound Message in Process Builder or Flow.
Send JSON payload via API callout to Slack webhook.
Enables real-time team notifications.

34. How would you optimize report performance with growing Employee records?

Use Indexed fields for filter criteria (e.g., Department, Status).
Use Selective filters in reports.
Archive old records or move them to a Big Object for seldom-used data.

35. The onboarding flow needs to assign default devices based on role level. How do you configure?

Use Flow: On Employee creation, lookup Role -> Default Device Template.
Auto-create Device records and activate roll-up summary on the fly.
Saves HR time in repetitive assignments.

36. How do you manage multiple record types for employees joining via referral vs. direct hiring?

Define Employee Referral and Direct Hire record types.
Assign different Page Layouts, fields visible, default device templates.
Use Page Layout assignments based on profile and record type.

37. Suppose Departments need different approval processes. How do you set this up?

Configure Approval Process for each Department record type.
Ensure appropriate approvers per department.
Automate notifications and define criteria for entering the approval flow.

38. How would you handle deleting an HR onboarding app after a merger?

Backup all metadata and data via Change Sets / Metadata API.
Remove app via App Manager (archive associated tabs and objects).
Ensure no reference remains (Flows, Reports, Dashboards).
Delete or reassign object data as per compliance requirements.

39. How would you set up a dashboard to monitor onboarding metrics?

Use a Dashboard with components like:
- Bar Chart: Employees by Department
- Gauge: Monthly Join Rate
- Table: Pending Approvals
Schedule email delivery to HR weekly.
Authenticate via Lightning dashboard and Studio presets.

40. A requirement emerges to capture employee photo uploads during onboarding. How to approach?

Recognize that configuration-only doesn’t support file capture on custom screens.
Option A: Use Files standard object and instruct users to upload post-creation.
Option B: Write an LWC to capture photo via camera plugin and attach to record (dev involved).
Use Attachment or ContentVersion to store images.

41. How would you ensure data import consistency when departmental structures change?

Use Upsert via Data Loader with External ID (e.g., Department Code).
Prevent orphan records during import.
Schedule recurring import updates to sync with HR systems.

42. If HR wants to restrict editing of terminated employee data, what’s your strategy?

Create a Record Type + Page Layout that shows fields as Read-Only for Status = Terminated.
Use Profile permissions: remove Edit for users on that record type.
Add Validation Rule to block any further edits to terminated record.

43. How do you handle bulk onboarding imports with devices and memberships?

Use Data Loader to import:
- Department -> Employee (via External ID)
- Device records
- Membership grouping
Use parent references via External IDs for relationships.
Sequence imports to respect dependencies (e.g., Department first).

44. How do you clone an app configuration for testing purposes?

Use Sandbox to replicate HR Onboarding app and metadata.
Create a new App in Sandbox via Setup → App Manager.
Validate icons, tabs, flows; push changes to production via Change Set.

45. How do you enforce that each employee has at least one device assigned?

Build a Roll-up Summary counting Device records per Employee.
Add a Validation Rule: Device_Count__c < 1 shows error.
Prevent record save without asset allocation.

46. How would you automate reminding employees to complete HR documents?

Use Scheduled Flow running daily: query Employees with incomplete forms.
Email reminder using Flow Email Action.
Keep logs via Task creation for tracking.

47. You need to make a Lightning Component inside the app for quick data entry. What goes in?

Create custom Screen Flow and embed in Lightning App via App Manager.
Add fields like name, DOB, department—all in one streamlined UI.
Saves clicks and unifies user experience.

48. How would you integrate with external HR systems to pull job offers?

Use Outbound Apex or Flow callouts to HR system API.
Use Named Credentials for authentication.
Store responses in custom fields or objects like Offer__c.

49. Department heads want mobile push notifications when a new member is added to their department. How?

Create Mobile Publisher-enabled Flow that sends Mobile Push Notification via Notification Builder.
Filter by Department Manager lookup.
Supports mobile-first management.

50. An intern-only device list must be filtered out for reporting. How?

Use a Report Filter: Employee.Status = Intern and Device records.
Or use Sharing Filter on the Mobile layout to hide device info for interns.
Alternatively, build a Flow-based flag and report by flag.

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