How to Setup a user account in Salesforce?

As an administrator, you will definitely need to add or set up new users in your organization during the new hiring or on-boarding process. Also, you can either add a single user or multiple users at a time depending upon your Salesforce edition and purchased a user license by your organization. In any organization, each user must be provided with a user account. Similarly in Salesforce, each user must have their user account provided by the Administrator of the organization. A user account identifies the user across all Salesforce organizations and it must be unique for each user in the organization. As an Administrator, you must have access to create and manage various user management tasks including Setup a user account in the Salesforce organization. It is very easy to create and manage users in any Salesforce organization through the help of assigning a Salesforce Administrator in the organization who is responsible for Setup a user account, assign and manage license, reset the password, activate, deactivate and freeze a user, etc. There are some various user account setup features that an Administrator controls in the organization as follows:

  • Create and maintain users
  • Assign and manage licenses
  • Resolve locked accounts
  • Activate, freeze, and deactivate users
  • Reset passwords

What is a user?

A user is referred to the employee of an organization who logs in to the Salesforce platform to perform the task such as sales reps, managers, developers, etc.

Every user in the Salesforce organization must have a user account to identify the user. A user account contains details such as username, email, first and last name, user license, profile, and role in the organization.

As a new admin in the organization, you must have sound knowledge of some user management task such as:

  • Create and edit users
  • Password reset
  • Grant permissions
  • Configuring data access, etc.

How to view and manage users in Salesforce?

As an administrator, you have access to view and manage the users in your organization. To view and manage users in your organization, follow the below steps:

  • Login to your Salesforce account
  • Go to the Setup menu at the top right corner of your screen.
  • Enter users in the quick find box and select users under the administer section.
Setup a user account in Salesforce
Set up a user account in Salesforce

After selecting users, you will find a list of all users in your org. Various tasks that can be performed in this section are as follows:

  • To create one or more users
  • To reset the password for a specific user
  • View and Edit user detail
  • Log in as any user if the user has granted you to log in through system administrator login access.

What are the basic key terms used in setting up a user account in Salesforce?

Some important key terms are used while adding a user to the Salesforce organization. As an Administrator, you must familiar with these terminologies such as username, license, profiles, roles, etc.

Username

  • A user must have a unique username in the Salesforce organization.
  • Username must be formatted as an email address.
  • Username must be unique across the entire Salesforce platform
  • Username can be similar to the user’s email address to make it unique across all Salesforce organizations.

User Licence

The license refers to the access that a user can access in the Salesforce organization. As an administrator, you can grant either a few specific features to access or all access to the user in your organization. For example, if there is a need of granting chatter access without seeing the Salesforce data, you can grant a chatter-free license to that user.

It is the baseline of features that a user can access within the Salesforce organization. Each user is assigned only one user license by their administrator. However, as an Admin, you assign user permission for accessing the data through the profile and optionally one or more permission sets.

Profiles

The profile is used to define what a user can do in the Salesforce organization. Each user must have only one profile. A profile includes a set of permissions having access to particular objects, tabs, fields, records, and tabs, etc. As an Administrator, you should not grant more access than a user needs to complete their task in the organization. However, you can grant more access to items with permission sets while a user needs on doing their job in the Salesforce organization.

The profile determines how a user access objects and data and what they can do within the application. Each user must be assigned a profile during the onboarding process in an organization.

Permission sets

It is the combined collection of all settings and permission required to access Salesforce data and function by a user. These settings and permissions in permission sets can also be found in the profile. But whenever there is a need to extend the permissions or access without affecting the user’s profile, you need to check permission sets.

Roles

The role of a user defines which type of data a user can view and edit in the Salesforce organization. A user can access data according to their level or role hierarchy in their organization. Roles are optional but as an Admin, you can assign only one role to each user. You can create a role hierarchy and assign the roles to each user in your organization.

Alias

Alias is the combination of the first letter of the user’s first name and the first four letters of the user’s last name.

For example; a user name is Shane Watson, then the alias or short name of that user will be Swats. It is used to identify the user in some places where their name does not set fit such as report and dashboards, list pages, etc.

Important factors to set up a user account in Salesforce

Few guidelines must be kept in mind while adding a user to the Salesforce platform and these are as follows:

Username: Each user must be assigned a unique username across entire Salesforce organizations. The username must be formatted like an email address and also can use their email address to make it unique across all Salesforce orgs. However, the username will be the same as their email address by default.

Email: Each user can have the same email address across all Salesforce orgs.

Password: All users must change their account password While login to Salesforce accounts for the first time.

Login Link: If a user has not reset the account password during the sign-up process, the administrator has to reset their password for login to the Salesforce platform.

How to add/create a user in Salesforce?

As an administrator, you will definitely need to add or create new users in your organization during the new hiring or on-boarding process. Also, you can either add a single user or multiple users at a time depending upon your Salesforce edition and purchased a user license by your organization.

There are few simple steps to add or create a new user in your organization given as follows:

  • Log in to Salesforce account
Login Salesforce
Login Salesforce
  • Go to the Setup menu and click on it.
  • Enter the Users in the Quick Find Box and select Users from the dropdown list.
  • Click New User to add a single user or click Add Multiple Users to add up to 10 users at a time in your Salesforce organization.
add single or multiple new users in Salesforce
add single or multiple new users in Salesforce
  • Enter each user’s name, email address, and unique user name in the email address format. However, by default user name and email address are the same but still you can edit this field.
Fill details for user setup in Salesforce
Fill details for user setup in Salesforce
  • Select the User License and then select the profile for each user. The profile of each user depends on the User License.
  • Select the appropriate time zone, locale, and language for each user.
  • Click the box to Generate a new password and notify the user immediately.
user setup in Salesforce
user setup in Salesforce
  • Click the save button.

What is various user setup features that an Administrator controls in Salesforce?

As an Administrator, you have to complete some essential tasks even if you are not on your desktop or outdoor through SalesforceA mobile app. An administrator can perform tasks such as resetting the passwords, freezing the user’s account, and recent system status, etc.

As an Admin, you need to perform user management task such as;

  • Create and Edit users
  • Reset passwords
  • Create a Google apps account
  • Grant permissions to users
  • Create and manage users
  • Set up custom fields
  • Set up custom links
  • Create and run reports on users
  • Delegate user administration tasks to other users, etc.

How to view and manage users in Salesforce?

As an administrator, you can view and manage all users from the list of users in the Salesforce organization, partner portal, and customer portal.

There are a few simple steps to view and manage users in Salesforce as follows:

  • Login to your Salesforce account.
  • Go to the Setup menu and click on it.
  • Enter Users in Quick Find Box and select Users from the dropdown list to get all users list of your organization.
  • Now you can perform various tasks such as create single or multiple users, reset passwords for the selected users, Edit a user, view user’s detail page by clicking the name, username, and alias, view or edit users profile by clicking profile name, etc.

Note: “Salesforce can assign one more Administrators by assigning the same profile and permission set that the primary admin already has.”

 How to edit users in Salesforce?

As an administrator, you can change user details such as profile, role, license, email address, contact information, locale setting, etc. To edit the users in Salesforce you need to follow the below-mentioned steps:

  • Login to your Salesforce account
  • Go to the Setup menu and click on it.
  • Enter Users in Quick Find Box and select Users from the dropdown list.
  • Select a user and click Edit next to the user’s name
edit a user in Salesforce
edit a user in Salesforce
  • Change the setting or information as required
  • Click Save

How to unlock users in Salesforce?

When a user enters incorrect login credentials multiple times then the user can be locked out from Salesforce organizations. In these cases, users need to contact their admin to unlock their accounts to restore their access.

As an Admin, you can also check the total number of failed login attempts for any user via the failed login attempt field. There are some steps to unlock any user from the Salesforce organizations as follows:

  • Login to your Salesforce account
  • Go to the Setup menu and click on it
  • Enter Users in Quick Find Box and select Users from the list.
  • Select the locked user from the list.
  • Click the Unlock button next to the locked user.

Note: This Unlock button appears only when the user is locked out.

Also read: Set password policies for Salesforce

How to deactivate or delete users in Salesforce?

As an admin, you can’t delete a user account but you can deactivate a user account or remove access from the user’s account. When a user gets deactivated then they can’t log in to the Salesforce platform or access Salesforce data.

There are some steps to deactivate a user from the Salesforce organization as follows:

  • Login Salesforce account
  • Go to the Setup menu and click on it
  • Enter Users in Quick Find Box and select Users from the list.
  • Select the users which you want to deactivate
Deactivate a user in Salesforce
Deactivate a user in Salesforce
  • Click Edit next to the user name
  • Deselect the Active checkbox from the user’s detail page
Deactivate a user in Salesforce
Deactivate a user in Salesforce

After allowing the popup active checkbox will be removed from the user’s detail page.

User deactivated from Salesforce
User deactivated from Salesforce
  • Click Save

There are two important reasons when a user can’t be deactivated and these are as follows:

  1. The user is a recipient of the workflow email alert.
  2. The user is already assigned as a customer community administrator.

How to Freeze/Unfreeze user account in Salesforce?

If a user is selected in a custom hierarchy field then an admin can’t deactivate that user’s account immediately. However, meantime you can prevent those users from login to Salesforce by freezing the user’s account and then deactivate the user while needed.

There are few simple steps to Freeze or Unfreeze a user account in Salesforce as follows:

  • Log in to Salesforce account
  • Go to the Setup menu and click on it
  • Enter Users in Quick Find Box and select Users from the list which you want to freeze or unfreeze.
Click to username to freeze or unfreeze user account
Click the username to freeze or unfreeze the user account
  • Click Freeze to restrict all access from Salesforce and click unfreeze to permit access for login to Salesforce
Freeze or Unfreeze a user in Salesforce
Freeze or Unfreeze a user in Salesforce

Note: When a user account gets freeze then it doesn’t mean their user license is available for another user or organization. To make user licenses available, you need to deactivate those users from Salesforce.

About the Author: Admin

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