4. User Setup

A person who can log into Salesforce, represented by a User Standard Object record.

The login credential used to access Salesforce, typically unique and in email format.

The email address used for communication from the Salesforce org to the user. It differs from the username.

A setting that determines the level of access and functionality a user has within Salesforce.

A license assigned to a user, enabling them to utilize specific Salesforce features and functionalities.

A way to prevent access to a Salesforce org, while still maintaining the user record and their license.

A user status allowing login and access to the Salesforce org, consuming the user license.

A way to remove a user from the Salesforce org without deleting their record, freeing up a license.

A user who can't access Salesforce due to too many failed login attempts. This happens automatically and does not free up their license.

It defines the user's allowed actions and visibility within the Salesforce org. Imagine it's like a set of rules.

It allows a user to access specific Salesforce features and functions, like a ticket to a specific show.

A user who can't log in but their user record and license are still active. Think of it like a pause button.

Turning off the 'Active' checkbox in the user record. This removes the user from Salesforce and releases their license.

These are fields that must be filled when creating a new user record in Salesforce. They ensure a complete user profile.

Username must be unique across all Salesforce organizations and be in email format, even though it may not match the Email field.

Locked users cannot access the system. They are usually locked out automatically due to multiple failed login attempts.

Users cannot be deleted because it breaks the audit trail and removes historical records, potentially covering up malicious activity.

Password policies control the complexity and security of user passwords. They can be defined at the organizational or individual user level.

Profile-level password policies override org-wide settings, allowing for customized settings for specific users.

Org-Wide Password Policies apply to all users in the organization and establish the general password security standards.

If a user forgets their password, they can use this option to request a reset. This is typically managed by Salesforce.

This occurs when too many incorrect login attempts are made. It's a security measure to prevent unauthorized access.

They control access to Salesforce's features and data. Users are assigned roles and profiles, which determine what they can do.

User status management is essential for maintaining a secure and well-managed Salesforce environment. It includes actions like activating, deactivating, freezing, and unlocking users.

The "User Standard Object" in Salesforce represents every individual who has access to the system. It's a central hub for storing critical information about these users.

When creating a new user, you must provide at least four essential pieces of information: their Last Name, Alias, Email address, and Username. These are crucial for identification and communication.

The "Username" is used to uniquely identify a user for login, ensuring that each user has a distinct account. The "Email" field is for communicating with the user from Salesforce, but it doesn't have to be unique.

When creating multiple users at once, you cannot customize certain fields. You can't set unique nicknames (aliases), assign different usernames and emails, or assign different user licenses.

Salesforce doesn't allow user deletion because it's essential to maintain the integrity of system data. Deleting a user would leave important fields blank, making it impossible to track user actions accurately.

A "Frozen" user is disabled by an administrator, often due to specific needs, like their involvement in hierarchy fields. A "Locked" user is automatically disabled by the system after repeated failed login attempts.

To activate an inactive user, an admin must go to their record in Setup, click "Edit," and select the "Active" checkbox. This grants the user access to Salesforce.

An admin can unlock a user directly on their individual detail page in Setup. They can find the "Unlock" button and use it to re-enable the user's access.

When a user is locked out, the admin should unlock their account and reset their password. The password reset process sends the user an email with instructions to create a new password.

An administrator can set the maximum number of failed login attempts allowed before a user is locked out. They can do this in the "Password Policies" section within a user's profile or at the org-wide level under "Security > Password Policies.

Managing users carefully is vital for a secure and well-functioning Salesforce org. Improper user management can expose sensitive data, lead to unauthorized access, and disrupt operations.

Active users can log in and use Salesforce, consuming a license. Inactive users are temporarily disabled. Frozen users are disabled by an administrator, while Locked users are automatically disabled due to security measures.

Adding a single user lets you customize everything. Adding multiple users lets you create many users with similar settings, but offers less individual control. Choose the appropriate method based on your needs.

Password policies can be set at both the profile and org-wide levels, providing flexibility and enhanced security. This allows for tailored security rules for different user groups.

Salesforce prevents user deletion to maintain data integrity. This ensures that audit trails remain complete and user actions are accurately tracked.