Getting your org ready for users

Org. Level:

orglevel

So the company profiles is the top security control tool, and UI Setting is the second…

Company profile: A collection of information about your organization, mostly captured at contractual signup.

Company info:

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  • Name and address

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  • Primary contact

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  • Default locale

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  • Default company

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  • Storage used

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  • Licenses available

Financial Information: FY, Currencies

Support Information: Business hours, holidays

Locale Setting:

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  • Locale: (also in address format) determine how date, times, number and names are displayed

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  • Language: determine the language in the user interface and in Help and Training

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  • Time Zone: time zone used for event start and end times, and in Date/Time Fields

Each user has their own personal user record settings

Multi-Currencies:

multi-currenties

Multi-currency allows just one exchange rate per currency by default!

Inline editing is not available for currency.

Create list views for frequently performed searches

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  • Save list views fro future use

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  • Filter on specific fields

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  • Specify which groups of users have access to the list view

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  • Print list views

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  • Edit records in list views

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  • Follow records and view related chatter posts

Users need creates and customize list view permissions in order to finish this (by default, they should have this function) can be removed

Chatter: Secure and works in accordance with all of the security and permission setting in SFDC org.

Chatter enabled: Account, Case, Chatter Group, Contact, Lead, Opportunity, Topic, User

Chatter Groups:

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  • Users can create groups

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  • Groups can be public private or unlisted

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  • Groups can be made “Broadcast Only”

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  • A group has only 1 owner and several managers

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  • The groups tab lists all groups

Notes:

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  • User interface & search settings are global settings that affect all users

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  • Default locale, language, and currency are set on the company profile, but can be modified for individual users

Setting up and managing users

Profile: collection of settings and permissions that determines what users can see in the user interface and what they can do

Settings(What users can see):

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  • Apps

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  • Tabs

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  • Record Types

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  • Page Layouts

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  • Fields

Permissions(What users do):

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  • Administrative

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  • General user

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  • Standard object

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  • Custom object

Profiles and Object Permissions (Profile = Permissions):

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  • Create

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  • Read

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  • Edit

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  • Delete

Tab Settings: define the tabs accessible to users after logging in

Tab Hidden: Allows you to hide a tab, the user cannot display it back

Default on: Allows you to display a tab by default.

Default off: Allows you to hide a tab by default. However, any users assigned to the profile can display it, if required.

Standard Profiles

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  • All Salesforce Editions have standard profiles

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  • Standard profiles cannot be edited and deleted

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  • Clone

System Admin: View and Modify all data, customize app

Standard User: View and edit records they can access and delete their own

Solution Manager: Standard user + manage published solutions

Marketing user: Standard user + import leads

Contract Manager: Standard user + manage contracts

Read only: only view records they can access.

Standard Chatter Profiles

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  • Are available based on Chatter Free or Chatter External user license

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  • Allow users to login to Chatter Only

Chatter Free User: Access all standard Chatter people, profiles, groups and files

Chatter Moderator User:

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  • Access same data as Chatter Free users

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  • Active/Deactivate other Chatter Free users/moderators

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  • Grant/revoke moderator privileges

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  • Delete posts and comments they can see

Chatter External User: Access groups they’ve been invited to and interact with members of those groups

User: Someone with login access to your salesforce org, who has license and a user record containing personal, security, and locale info.

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  • Personal: name, alias, email, phone/address, title

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  • Security and Access: username, license, profile, role, login history

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  • Locale: time zone, locale, language, currency

Chatter Free License

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  • Users can access people, profiles, groups, and files,

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    • Make posts

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    • View comments

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    • Upload and view files

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    • Join groups

Chatter External License

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  • Let people outside the company, such as customers, into private groups in the Chatter community

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  • Chatter external user can:

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    • See the groups they belong to, and the profiles of members of those groups

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    • Share files common to groups they belong to

Note: Chatter free users do not have access to any salesforce data for security reason

Chatter Customer Experience:

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  • Chatter Customers can only be invited to a private chatter group

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  • They can see:

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    • Groups and profiles of the members of groups they belong to

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    • Files shared to groups they belong to

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  • They cannot see:

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    • Post to profiles

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    • See records or other Salesforce information, even in search results

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    • Be followed. Additionally, customers can’t follow people or files

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Steps to trouble shoot login issues:

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  • Viewing a user’s log in history: Setup|Manage Users|Users|Name of the Userà show you the status of the password

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  • Dealing with an Invalid Password: users, check user, reset password

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  • Setup|Security Controls|PasswordPolicies confirming security setting

SalesforceA Can do:

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  • Freeze a user

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  • Deactivate a user

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  • Unlock a user

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  • Reset a user’s password

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  • View and edit a user’s information

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  • Assign permission sets

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  • View system status

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  • Switch between accounts in multiple orgs