Salesforce User manual
જાહેરાત
જાહેરાત
Set Up and Maintain Your
Salesforce Organization
Salesforce, Summer ’17
@salesforcedocs
Last updated: August 31, 2017
©
Copyright 2000–2017 salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners.
CONTENTS
Set Up and Maintain Your Salesforce Organization
. . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Set Up Your Company in Salesforce
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Export Backup Data from Salesforce
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 472
Manage Duplicate Records in Salesforce
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 474
Protect Your Salesforce Organization
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773
Enable Your Users to Work on Mobile Devices
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 802
Learn More About Setting Up Salesforce
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 926
Index
SET UP AND MAINTAIN YOUR SALESFORCE ORGANIZATION
As a Salesforce administrator—that is, a user assigned to the Administrator profile—you’re responsible for setting up your online organization, which means adding users and configuring the system for your needs.
EDITIONS
Available in: Salesforce
Classice and Lightning
Experience
IN THIS SECTION:
Use a trial Salesforce org to evaluate Salesforce before you subscribe. Your trial org includes sample data and various Salesforce features, and you can use it to easily subscribe to Salesforce when you're ready.
Available in: All Editions
Before you roll up your sleeves and start setting up Salesforce, take a look at the resources available to help you plan your rollout.
Set Up Your Company in Salesforce
Use the Company Information page in Setup to track what’s important about your company’s organization in Salesforce. You can also manage your licenses and entitlements. This page contains the information that was provided when your company signed up with Salesforce.
In Salesforce, each user is uniquely identified with a username, password, and profile. Together with other settings, the profile determines which tasks a user can perform, what data the user can see, and what the user can do with the data.
Salesforce provides a flexible, layered data sharing design that allows you to expose different data sets to different sets of users, so users can do their job without seeing data they don't need to see. Use permission sets and profiles to specify the objects and fields users can access. Use organization-wide sharing settings, user roles, sharing rules to specify the individual records that users can view and edit.
Using the Platform Cache can enable applications to run faster because they can store reusable data in memory. Applications can quickly access this data, removing the need to duplicate calculations and requests to the database on subsequent transactions.
Manage Duplicate Records in Salesforce
Maintaining clean and accurate data is one of the most important things you can do to get the most out of Salesforce. Use duplicate management to control whether and when users can create duplicate records in Salesforce, customize the logic used to identify duplicates and the user interface for handling them, and create reports on duplicates that users save.
Protect Your Salesforce Organization
Salesforce is built from the ground up to protect your data and applications. You can also implement your own security scheme to reflect the structure and needs of your organization. Protecting your data is a joint responsibility between you and Salesforce. The
Salesforce security features enable you to empower your users to do their jobs safely and efficiently.
Salesforce provides a variety of ways to keep tabs on activity in your Salesforce organization so you can make sure you're moving in the right direction.
Enable Your Users to Work on Mobile Devices
Salesforce provides several mobile apps to keep you and your users connected and productive, no matter where you are.
1
Set Up and Maintain Your Salesforce Organization Try Out Salesforce
Learn More About Setting Up Salesforce
In addition to online help, Salesforce creates guides and tip sheets to help you learn about our features and successfully administer
Salesforce.
Try Out Salesforce
Use a trial Salesforce org to evaluate Salesforce before you subscribe. Your trial org includes sample data and various Salesforce features, and you can use it to easily subscribe to Salesforce when you're ready.
As the person who signed up, you become the Salesforce admin. You can add another admins when you add more users.
Note:
Features in your trial org depend on the edition that you purchase.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional and Enterprise Editions
IN THIS SECTION:
When you sign up for Salesforce, you can choose an industry-specific template with sample data. During your trial period, you can start a new trial with a blank template. To start a new trial abandon your current trial, including all data and customizations. Only usernames are preserved.
When you sign up for Salesforce, your Salesforce org is initially populated with sample data. During your trial period, Salesforce admins can delete the sample data and all your org’s data by using the Delete All Data link.
Start a New Trial
When you sign up for Salesforce, you can choose an industry-specific template with sample data.
During your trial period, you can start a new trial with a blank template. To start a new trial abandon your current trial, including all data and customizations. Only usernames are preserved.
You can start a new trial if you have:
•
Fewer than 1,000 rows of data
•
No additional user licenses added by Salesforce
•
No additional functionality enabled by Salesforce
1. From Setup, enter
Start a New Trial
in the
Quick Find
box, then select Start a
New Trial. This link is available only during your trial period.
2. Select your language and template preferences.
3. Enter the requested text stating that you want to abandon your current trial org and all its data, including sample data and data that you’ve entered.
4. To confirm that all of your current data will be lost, select the checkbox.
5. Click Submit.
6. When the confirmation page appears, click Submit.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional and Enterprise Editions
USER PERMISSIONS
User Permissions Needed
To start a new trial:
•
Modify All Data
2
Set Up and Maintain Your Salesforce Organization Delete Trial Data
Delete Trial Data
When you sign up for Salesforce, your Salesforce org is initially populated with sample data. During your trial period, Salesforce admins can delete the sample data and all your org’s data by using the
Delete All Data link.
EDITIONS
Note: The Delete All Data link is visible only when all these conditions are met.
•
The user has the “Modify All Data” user permission.
•
The org is in a trial state.
•
The org doesn’t have portals enabled.
•
The user isn’t a Partner Administrator, acting on another user’s behalf.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional and Enterprise Editions
USER PERMISSIONS
1. From Setup, enter
Delete All Data
in the
Quick Find
box, then select Delete All
Data.
2. Enter the requested text stating that you understand that all data in your org will be deleted, including sample data and data that you entered. Your user and admin setup isn’t affected.
3. Click Submit.
To delete trial data:
•
Modify All Data
Note:
If data storage limits prevent you from deleting all your trial data this way, use Mass Delete Records to delete your accounts.
Records and Reports on page 469.
Plan Your Salesforce Rollout
Before you roll up your sleeves and start setting up Salesforce, take a look at the resources available to help you plan your rollout.
If you're wondering how to get started, you might consider working with a consulting partner to take full advantage of the product.
Consulting partners are firms that employ Salesforce-certified consultants. Consultants work with you to learn what your company needs, design and build your Salesforce organization to meet those needs, and test the organization before you roll it out to your teams.
Consulting partners have one goal in mind: Your success with Salesforce.
Rolling out an effective Salesforce organization takes time and thoughtful planning. Working with a partner can help your company harness the power of Salesforce in a way that can be difficult and time-consuming without expert guidance.
Not sure if your company needs expert guidance? Consider how you would respond to the following questions about your company’s sales goals.
•
Does your company have the internal resources with the time, expertise, and experience to develop the appropriate Salesforce features to solve your business needs?
•
Is your company expanding into new business, countries, or industries?
•
Do you need a decisive, objective perspective when making business decisions?
•
Do you want to see results in weeks, not years?
Still on the fence? Check out this comparison between rolling out Salesforce yourself and rolling out Salesforce with a partner.
Compare
Qualifications
Rolling out Salesforce Yourself
Sometimes companies have
Salesforce-certified employees who can assist with setup.
Rolling out Salesforce with a Partner
Consultants are Salesforce-certified.
3
Set Up and Maintain Your Salesforce Organization Plan Your Salesforce Rollout
Compare
Experience
Availability of resources for setup
External support
Time commitment
Salesforce adoption by your sales teams
Training resources
Rolling out Salesforce Yourself
Usually employees have little or no
Salesforce experience.
Rolling out Salesforce with a Partner
Consultants have set up many Salesforce organizations and are knowledgeable about best practices.
Usually setup competes with your employees’ other projects and priorities.
Consultants commit to and deliver on a scope of work for your Salesforce rollout.
Salesforce offers basic support for all
Salesforce organizations. Support includes access to self-help (online help articles) and
Customer Support agents (guaranteed to respond within 2 days).
Consultants are experienced and well-connected, and can offer personalized support to companies during setup and rollout.
Usually rolling out Salesforce yourself is a significant time commitment unless experienced resources are available.
Usually rolling out Salesforce with a partner is faster, because experienced resources are fully engaged in your project.
When Salesforce isn’t rolled out properly, companies run the risk that their sales teams don’t recognize the products’ value, and don’t adopt the product wholeheartedly.
When consultants roll out Salesforce, there is a greater chance that sales teams adopt the product from the start because its value is obvious.
Companies are required to customize and roll out their own training plans for employees without mentorship from expert resources.
Salesforce partners can offer experienced mentorship and pre-designed training materials.
To learn more about consulting partners and how to connect with one, check out our website, Successfully Implement with Salesforce
Partners.
SEE ALSO:
Successfully Implement with Salesforce Partners
Successfully Implement with Salesforce Partners
4
Set Up and Maintain Your Salesforce Organization Set Up Your Company in Salesforce
Set Up Your Company in Salesforce
Use the Company Information page in Setup to track what’s important about your company’s organization in Salesforce. You can also manage your licenses and entitlements. This page contains the information that was provided when your company signed up with Salesforce.
In sandbox orgs, you can use this page to match provisioned licenses in production to your sandbox organization. The matching process updates your sandbox organization with licenses from production and deletes any licenses in sandbox that aren’t in production.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
IN THIS SECTION:
Manage Information About Your Company
The Company Information page shows all the important information about your company
(listed here in alphabetical order). The page also includes the user and feature licenses purchased for your organization.
To enable your users to access Salesforce, you must add the standard Salesforce domains to your list of allowed domains.
USER PERMISSIONS
To view company information:
•
View Setup and
Configuration
To change company information:
•
Modify All Data
Give your users the best working experience you can by designing setting up the user interface to meet their needs.
Set Up the Lightning Experience Home Page
Give your users everything they need to manage their day from the Home page in Lightning Experience. Your sales reps can see their quarterly performance summary and get important updates on critical tasks and opportunities. You can also customize the page for different types of users and assign custom pages for different profiles.
Select Your Language, Locale, and Currency
The Salesforce settings for language, locale, time zone, and currency can affect how objects, such as Accounts, Leads, or Opportunities, are displayed.
Specify a fiscal year that fits your business needs.
Find out which objects and fields are searchable. Customize search settings, search result filters, and lookup search. Learn how to improve the search experience for users.
Provide Maps and Location Services
Maps and location services uses Google Maps to display maps on standard address fields, enables creation of Visualforce maps, and helps users enter new addresses with autocomplete.
Customize Reports and Dashboards
Set up reports and dashboards to deliver information to your users in the ways that work best for them.
Salesforce periodically releases updates that improve the performance, logic, and usability of Salesforce, but may affect your existing customizations. When these updates become available, Salesforce lists them in Setup at Critical Updates and displays a message when administrators go to Setup.
Divisions let you segment your organization's data into logical sections, making searches, reports, and list views more meaningful to users. Divisions are useful for organizations with extremely large amounts of data.
5
Set Up and Maintain Your Salesforce Organization Manage Information About Your Company
Salesforce Upgrades and Maintenance
Salesforce reserves up to five minutes of service interuption for major upgrades, but you have access your data during other maintenance events, like splits and migrations.
Permissions for UI Elements, Records, and Fields
To access UI elements, records or fields in Salesforce requires specific permissions. At a minimum, you must have the “Read” permission to view a tab, record, record field, related list, button, or link. To edit a record or record field, you must have the “Edit” permission.
If the service doesn’t meet your needs, you should cancel it.
SEE ALSO:
Manage Information About Your Company
The Company Information page shows all the important information about your company (listed here in alphabetical order). The page also includes the user and feature licenses purchased for your organization.
Field
Address
Admin Newsletter
API Requests, Last 24 Hours
City
Corporate Currency
Country
Created By
Description
Street address of the organization. Up to 255 characters are allowed in this field.
Allow administrators in your organization to choose whether they want to receive administrator-targeted promotional emails from
Salesforce.
The total number of API requests issued by the organization in the last 24 hours. The maximum number of requests depends on your Edition.
City in which organization is located. Up to 40 characters are allowed in this field.
The currency in which the organization's corporate headquarters reports revenue. Serves as the basis for all currency conversion rates.
Only for organizations that use multiple currencies.
Country portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
User who signed up the organization, including creation date and time. (Read only)
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
The available fields vary according to which
Salesforce Edition you have.
6
Set Up and Maintain Your Salesforce Organization
Field
Currency Locale
Default Language
Default Locale
Default Time Zone
Division
Fax
Fiscal Year Starts In
Hide Notices About System Downtime
Manage Information About Your Company
Description
The country or geographic region in which the organization is located. The setting affects the format of currency amounts. For single currency organizations only.
The default language that is selected for new users in the organization. This setting determines the language used for the user interface text and help. In all editions except Personal Edition and Database.com, individual users can separately set the language for their own login, which overrides the organization setting. In
Group Edition, this field is called
Display Language
.
This setting also determines the language in which all customizations—such as custom fields, tabs, and user interface options—are stored. For customizations, individual users' language settings don’t override this setting.
If you edit or clone existing filter criteria, check that this setting matches the default language that was configured when the filter criteria was originally set. Otherwise, the filter criteria can be evaluated differently than expected.
The default country or geographic region that is selected for new users in the organization. This setting determines the format of dates, times, and names in Salesforce. In Contact Manager, Group,
Professional, Enterprise, Unlimited, Performance, and Developer
Edition organizations, individual users can set their personal locale, which overrides the organization setting. In Group Edition, this field is called
Locale
.
Primary time zone in which the organization is located. A user's individual
Time Zone
setting overrides the organization's
Default Time Zone
setting.
Note: Organizations in Arizona typically select “Mountain Standard
Time,” and organizations in parts of Indiana that don’t follow
Daylight Savings Time usually select “Eastern Standard Time.”
Group or division that uses the service, for example, PC Sales Group.
Up to 40 characters are allowed in this field.
Fax number. Up to 40 characters are allowed in this field.
If using a standard fiscal year, the starting month and year for the organization’s fiscal year. If using a custom fiscal year, the value is
“Custom Fiscal Year.”
Select this checkbox to prevent advance notices about planned system downtime from displaying to users when they log in to
Salesforce.
7
Set Up and Maintain Your Salesforce Organization
Field
Hide Notices About System Maintenance
Modified By
Newsletter
Organization Edition
Organization Name
Phone
Primary Contact
Restricted Logins, Current Month
Salesforce Licenses
Salesforce Organization ID
State/Province
Streaming API Events, Last 24 Hours
Zip
Used Data Space
Manage Information About Your Company
Description
Select this checkbox to prevent advance notices about planned system maintenance from displaying to users when they log in to
Salesforce.
User who last changed the company information, including modification date and time. (Read only)
Allow users in your organization to choose whether they want to receive user-targeted promotional emails from Salesforce.
Edition of the organization, such as Developer Edition or Enterprise
Edition.
Name of the organization. Up to 80 characters are allowed in this field.
Main phone number at organization. Up to 40 characters are allowed in this field.
Person who is main contact or administrator at the organization.
You can enter a name, or select a name from a list of previously defined users. Up to 80 characters are allowed in this field.
Number of restricted login users who have logged in during the current month.
This value resets to zero at the beginning of each month. The maximum number of restricted login users for the organization is in parentheses.
Number of Salesforce user accounts that can be defined for access to the service. This number represents the Salesforce user licenses for which the organization is billed, if charges apply.
Code that uniquely identifies your organization to Salesforce.
State or province portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
The total number of Streaming API events used by the organization in the last 24 hours. The maximum number of events depends on your edition.
Zip or postal code of the organization. Up to 20 characters are allowed in this field.
Amount of data storage in use. The value is expressed as a measurement (for example, 500 MB) and as a percentage of the total amount of data storage available (for example, 10%).
8
Set Up and Maintain Your Salesforce Organization Allow the Required Domains
Field
Used File Space
Description
Amount of file storage in use. The value is expressed as a measurement (for example, 500 MB) and as a percentage of the total amount of file storage available (for example, 10%).
SEE ALSO:
Set Up Your Company in Salesforce
Allow the Required Domains
To enable your users to access Salesforce, you must add the standard Salesforce domains to your list of allowed domains.
If you’ve disabled third-party cookies (typically enabled by default in all major browsers), you must accept them for Salesforce to function properly.
If your users have general access to the Internet, no action is required.
Salesforce uses these domains to deliver content.
•
*.content.force.com
•
*.force.com
•
*.salesforce.com
•
*.salesforceliveagent.com (used with Live Agent, Omni-Channel, and SOS)
•
*.bluetail.salesforce.com
•
In addition, these domains are used to deliver content in the right frame of your login screen.
•
*.sfdcstatic.com
•
secure.eloqua.com
•
www.google.*
•
*.doubleclick.net
•
www.facebook.com
•
ssl.google-analytics.com
The right frame content is displayed in the followings URLs.
•
login.salesforce.com
•
test.salesforce.com
•
<yourInstance>.salesforce.com
•
A My Domain URL without custom branding (for example, norns.my.salesforce.com)
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions.
9
Set Up and Maintain Your Salesforce Organization Allow the Required Domains
52.44.146.48
34.225.107.166
34.206.188.121
54.210.4.174
54.208.220.233
52.73.79.3
52.22.254.22
34.193.204.122
52.4.158.80
52.3.73.106
34.205.234.140
107.23.108.83
54.82.148.169
52.4.238.209
107.21.49.246
34.200.8.4
Allow Network Access for News, Account Logos, and Automated Account Fields
If your company has policies to restrict certain IP addresses or Salesforce domains, you need to whitelist the following domain and IP addresses before you can use the News, Account Logos, and
Automated Account Fields features.
1. Whitelist the domain *bluetail.salesforce.com.
2. Whitelist the following IP addresses.
34.224.144.232
52.21.43.255
EDITIONS
News, Account Logos, and
Automated Account Fields are available in: Group,
Professional, Enterprise,
Performance, Unlimited
Editions
34.197.49.208
52.54.5.76
54.236.191.28
52.21.109.221
107.23.62.176
107.23.102.197
54.87.200.56
52.86.60.223
34.200.157.195
52.205.154.40
52.54.242.233
54.175.157.145
34.195.58.231
34.196.109.221
52.22.224.140
52.72.252.194
52.203.119.68
107.23.29.15
10
Set Up and Maintain Your Salesforce Organization Customize the User Interface
Customize the User Interface
Give your users the best working experience you can by designing setting up the user interface to meet their needs.
From Setup, search for
User Interface
in the
Quick Find
box.
IN THIS SECTION:
Modify your org's user interface by enabling or disabling these settings.
Set Up the User Interface in Salesforce Classic
The improved Setup user interface provides a streamlined experience for viewing and managing personal and administrative setup tasks.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
The available user interface settings vary according to which Salesforce Edition you have.
USER PERMISSIONS
To modify user interface settings:
•
Customize Application
User Interface Settings
Modify your org's user interface by enabling or disabling these settings.
EDITIONS
User Interface Settings
Enable Collapsible Sections
Collapsible sections let users collapse or expand sections on their record detail pages by using the arrow icon next to the section heading. When enabling collapsible sections, make sure your section headings are displayed for each page layout. Sections remain expanded or collapsed until the user changes the settings for that tab. If your org has enabled record types, Salesforce remembers a different setting for each record type.
Show Quick Create
The Quick Create area on a tab home page allows users to create a record quickly with minimal information. It displays by default on the tab home pages for leads, accounts, contacts, forecasts, and opportunities. You can control whether the Quick Create area is displayed on all relevant tab home pages.
Available in: both Salesforce
Classic and Lightning
Experience
The available user interface settings vary according to which Salesforce Edition you have.
USER PERMISSIONS
To modify user interface settings:
•
Customize Application
Note: The
Show Quick Create
setting also affects whether users can create records from within the lookup dialog. Creating records in the lookup dialog is available only if Quick Create is available for your chosen record type. In addition, users always need the appropriate “Create” permission to use Quick Create even though it displays for all users.
Enable Hover Details
Hover detail displays an interactive overlay containing record details. Details appear when users hover over a link to that record in the Recent Items list on the sidebar, or in a lookup field on a record detail page. Users can quickly view information about a record before clicking to view or edit the record. The record's mini page layout determines which fields are included in the hover details.
Users can’t customize which fields appear. This option is enabled by default.
Note: To view hover details for a record, users need the appropriate sharing access, and field-level security access for the fields in the mini page layout.
11
Set Up and Maintain Your Salesforce Organization Customize the User Interface
Enable Related List Hover Links
Related list hover links display at the top of record detail pages and custom object detail pages in Setup. Users can hover over a related list link to display the list and its number of records in an interactive overlay. Users quickly view and manage the related list items from the overlay. Users can also click a related list hover link to jump to the related list without having to scroll down the patge.
This option is enabled by default.
Enable Separate Loading of Related Lists
When enabled, users see primary record details immediately. As the related list data loads, users see a progress indicator. Separate loading can improve performance on record detail pages for orgs with large numbers of related lists. This option is disabled by default. The options for separately loading related lists don’t apply to Visualforce pages, the Self-Service portal, or other pages for which you can’t control the layout.
Enable Separate Loading of Related Lists of External Objects
When enabled, related lists of external objects are loaded separately from primary record details and related lists of standard and custom objects. External objects behave similarly to custom objects, except that they map to data that’s stored outside your Salesforce org. It can take awhile to retrieve data from an external system, depending on the network latency and availability of the external system. The
Enable Separate Loading of Related Lists of External Objects
option is conveniently selected by default. The options for separately loading related lists don’t apply to Visualforce pages, the Self-Service portal, or other pages for which you can’t control the layout.
Enable Inline Editing
Inline editing lets users quickly edit field values, right on a record’s detail page. This option is enabled by default and applies to all users in your org.
Note: This option doesn't enable inline editing for profiles. Select
Enable Enhanced Profile List Views under Setup.
Enable Enhanced Lists
Enhanced lists give you the ability to quickly view, customize, and edit list data to speed up your daily productivity. When enabled with the
Enable Inline Editing
setting, users can also edit records directly from the list, without navigating away from the page. This option is enabled by default.
Note: To enable enhanced lists for profiles in particular, select
Enable Enhanced Profile List Views
under
Setup.
Enable the Salesforce Classic 2010 User Interface Theme
This option is not related to Lightning Experience. In this case, “Salesforce Classic 2010 user interface theme” refers to the newer version of Salesforce Classic, which is the interface that immediately precedes Lightning Experience. Enabling this option turns on the updated Salesforce Classic look and feel. Disabling it turns on the Salesforce Classic 2005 user interface theme —the classic,
classic Salesforce interface.
Warning:
Some features, like Chatter, require the Salesforce Classic 2010 user interface theme. Disabling this theme automatically disables Chatter in both Salesforce Classic and Lightning Experience.
Only users with supported browsers see the Salesforce Classic 2010 user interface theme.
The Salesforce Classic 2010 user interface theme is not supported in portals or on the Console tab.
Enable Tab Bar Organizer
The Tab Bar Organizer arranges tabs in the main tab bar to prevent horizontal scrolling of the page. The Organizer dynamically determines how many tabs can display based on the width of the browser window. It puts tabs that extend beyond the browser's viewable area into a drop-down list.
Note: Note the following limitations:
•
The Tab Bar Organizer isn’t available with the partner portal or Customer Portal.
12
Set Up and Maintain Your Salesforce Organization Customize the User Interface
•
The Tab Bar Organizer is only available with the Salesforce Classic 2010 user interface theme. Orgs using the Salesforce
Classic 2005 user interface theme can enable the feature, but it isn’t available to users until the newer theme is also enabled.
•
The Tab Bar Organizer isn’t available on Internet Explorer 6.
Enable Printable List Views
Printable list views let users easily print list views. If it’s enabled, users click the Printable View link from any list view to open a new browser window, displaying the list view in a print-ready format. The link is located next to the Help for this Page link in the colored title bar of the page.
Enable Spell Checker on Tasks and Events
Available in all Editions. Enables the Check Spelling button when users create or edit tasks or events. The spell checker analyzes the
Description
field on events and the
Comments
field on tasks.
Enable Customization of Chatter User Profile Pages
Enables administrators to customize the tabs on the Chatter user profile page. This includes adding custom tabs or removing default tabs. If disabled, users see the Feed and Overview tabs only.
Sidebar Settings
Enable Collapsible Sidebar
The collapsible sidebar enables users to show or hide the sidebar on every page that normally includes it. When enabled, the collapsible sidebar is available to all users in your org, but each user can choose how to display the sidebar. Users can leave the sidebar visible, or they can collapse it and show it only when needed by clicking the edge of the collapsed sidebar.
Note:
Call center users won't see incoming calls if they collapse the sidebar.
Tip: If your org uses divisions, we recommend that you keep the sidebar pinned and visible so you always have access to the
Divisions drop-down list.
Show Custom Sidebar Components on All Pages
If you have custom home page layouts that include components in the sidebar, this option makes the sidebar components available on all pages for all org users. If you only want certain users to view sidebar components on all pages, grant those users the “Show
Custom Sidebar On All Pages” permission.
Note: If the
Show Custom Sidebar Components on All Pages
user interface setting is selected, the “Show
Custom Sidebar On All Pages” permission is not available.
Calendar Settings
Enable Home Page Hover Links for Events
Enables hover links in the calendar section of the Home tab. On the Home tab, users can hover the mouse over the subject of an event to see the details of the event in an interactive overlay. This option is enabled by default. This checkbox only controls the Home tab; hover links are always available on other calendar views.
The fields available in the event detail and edit overlays are defined in a mini page layout.
Note: If you create all day events, we recommend adding the
All Day Event
field to the events mini page layout.
Enable Drag-and-Drop Editing on Calendar Views
Enables dragging of events on single-user, daily and weekly calendar views. This allows users to reschedule events without leaving the page. This option is enabled by default.
Note:
Calendar views can load less quickly when this checkbox is enabled.
13
Set Up and Maintain Your Salesforce Organization Customize the User Interface
Enable Click-and-Create Events on Calendar Views
Lets users create events on day and weekly calendar views by double-clicking a specific time slot and entering event details in an interactive overlay. The fields available in the event detail and edit overlays are defined in a mini page layout.
Recurring events and multi-person events aren’t supported for click-and-create events on calendar views.
Enable Drag-and-Drop Scheduling on List Views
Lets users create events associated with records by dragging records from list views to weekly calendar views and entering event details in an interactive overlay. This option is disabled by default. The fields available in the event detail and edit overlays are defined in a mini page layout.
Enable Hover Links for My Tasks List
Enables hover links for tasks in the My Tasks section of the Home tab and on the calendar day view. This option is enabled by default.
Users can hover the mouse over the subject of a task to see the details of that task in an interactive overlay.
Your administrator can configure the information presented on these overlays.
Setup Settings
Enable Enhanced Page Layout Editor
When enabled, the enhanced page layout editor replaces the current interface for editing page layouts with a feature-rich WYSIWYG editor that includes several improvements.
Enable Enhanced Profile List Views
Enables enhanced list views and inline editing on the profiles list page. With inline editing in enhanced profile list views, you can manage multiple profiles at once.
Enable Enhanced Profile User Interface
Enables the enhanced profile user interface, which allows you to easily navigate, search, and modify settings for a single profile.
Enable Streaming API
Enables Streaming API, which lets you receive notifications for changes to data that match a SOQL query that you define in a secure and scalable way. This field is selected by default. If your Salesforce edition has API access and you don’t see this checkbox, contact
Salesforce.
Enable Dynamic Streaming Channel Creation
Enables dynamic channel creation when using the generic streaming feature of Streaming API. When enabled, generic streaming channels get dynamically created when clients subscribe, if the channel hasn’t already been created. This field is selected by default.
If your Salesforce edition has API access and you don’t see the checkbox, contact Salesforce.
Enable Custom Object Truncate
Enables truncating custom objects, which permanently removes all the records from a custom object while keeping the object and its metadata intact for future use.
Enable Improved Setup User Interface
When disabled, users with Salesforce Classic access their personal settings from the Setup menu. When enabled, users with Salesforce
Classic access their personal settings from the My Settings menu, accessible from the username menu. The Setup link is also moved from the username menu to the Force.com App Menu. If you change this setting, be sure to notify all users in your org.
Enable Advanced Setup Search (Beta)
When enabled, users can search for Setup pages, custom profiles, permission sets, public groups, roles, and users from the sidebar in Setup. When disabled, users can search for Setup pages only.
Note:
•
Advanced Setup Search is in beta; it is production quality but has known limitations.
14
Set Up and Maintain Your Salesforce Organization Customize the User Interface
•
Some searchable items (such as permission sets) aren’t available in some editions. Users can’t search for items that aren’t included in their edition.
Advanced Settings
Activate Extended Mail Merge
Enables Extended Mail Merge for your org. When selected, the Mass Mail Merge link is available in the Tools area on the home pages for accounts, contacts, and leads. Also, single mail merges requested from the Activity History related list on a record are performed using Extended Mail Merge functionality.
Extended Mail Merge is available by request only. Contact Salesforce Customer Support if you are interested in this feature.
Always save Extended Mail Merge documents to the Documents tab
Mail merge documents generated using Extended Mail Merge are added to the user's documents folder on the Documents tab, rather than delivered as email attachments. Users are sent confirmation emails when their mail merge requests have completed.
Those emails include links for retrieving generated documents from the Documents tab. These documents count against your org's storage limits.
Set Up the User Interface in Salesforce Classic
The improved Setup user interface provides a streamlined experience for viewing and managing personal and administrative setup tasks.
When the improved Setup user interface is enabled in an organization, you see several differences from the original user interface.
EDITIONS
Available in: Salesforce
Classe
•
The Setup menu is accessed from the Setup link on the upper-right corner of any Salesforce page.
•
The Setup menu is organized into goal-based categories: Administer, Build, Deploy, Monitor, and Checkout.
•
Personal settings, which all Salesforce users can edit, are available from a separate My Settings menu.
Available in: All editions except Database.com
To access My Settings, click your name in the upper-right corner of any Salesforce page, then click My Settings. You can also access
My Settings from your Chatter profile page: in the right pane, click My Settings.
•
The My Settings home page includes quick links for easily accessing the most commonly used personal settings tools and tasks.
Important:
When enabled, the improved Setup user interface is activated for every user in an organization. Be sure to notify your organization before enabling or disabling this setting.
To enable the improved Setup user interface, from Setup, enter
User Interface
in the
Quick Find
box, then select User
Interface, then select Enable Improved Setup User Interface.
Note: The improved Setup user interface:
•
Is not supported in Internet Explorer version 6
•
Is available only when the new user interface theme is enabled
IN THIS SECTION:
Find Items in Setup with Advanced Setup Search (Beta)
With Advanced Setup Search, users can search for many types of items in Setup. These items including approval items, custom objects and fields, custom profiles, permission sets, workflow items, users, and so on.
15
Set Up and Maintain Your Salesforce Organization Customize the User Interface
Find Items in Setup with Advanced Setup Search (Beta)
With Advanced Setup Search, users can search for many types of items in Setup. These items including approval items, custom objects and fields, custom profiles, permission sets, workflow items, users, and so on.
Note: Advanced Setup Search is in beta. It is production quality but has known limitations.
To use Advanced Setup Search, verify that the Advanced Setup Search user interface setting is enabled. From Setup, enter
User Interface
in the
Quick Find
box, then select User
Interface, then scroll to
Enable Advanced Setup Search (Beta)
. If Advanced Setup
Search is disabled, the Setup search box returns the titles of pages in the Setup menu, but not individual items that you created or edited in Setup.
Advanced Setup Search is multipurpose, allowing you to use it in different ways.
•
To find Setup pages, type part or all of a Setup page name in the Setup Search box. As you type in this box, you immediately see Setup pages whose names match what you’re typing. Click the name of the page to open it.
•
To find Setup records or objects, enter at least two consecutive characters of the item you want and click or press Enter. In the Setup Search Results page that appears, select the item you want from the list.
Note:
Some searchable items (such as permission sets) aren’t available in some editions.
Users can’t search for items that aren’t included in their edition.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To enable Advanced Setup
Search:
•
Customize Application
To search Setup:
•
View Setup and
Configuration
Example: For example, let’s say you want to see all the installed packages in your organization. Enter
inst
. As you enter letters, the Setup menu shrinks to include only the menus and pages that match your search terms. You quickly see the link for the page you want (Installed Packages).
Next, perhaps you want to change the password for one of your users, Jane Smith. Enter
smit
and click . From the Setup
Search Results page, click the Jane Smith result to go directly to her user detail page.
IN THIS SECTION:
Setup Search Results Page (Beta)
The Setup Search Results page displays various types of items in Setup that match your search terms, including approval items, custom objects and fields, custom profiles, permission sets, workflow items, users, and so on.
Setup Search Results Page (Beta)
The Setup Search Results page displays various types of items in Setup that match your search terms, including approval items, custom objects and fields, custom profiles, permission sets, workflow items, users, and so on.
Note:
Advanced Setup Search is in beta. It is production quality but has known limitations.
In the Setup Search Results page:
•
The left pane shows each category with the number of results in parentheses.
–
Click any category to see only that category’s results.
–
If you’ve filtered your results by category, click All Results to show all search results.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
16
Set Up and Maintain Your Salesforce Organization Set Up the Lightning Experience Home Page
•
Click a result name to open it or click Edit.
•
Use the search box at the top of the page to search Setup again.
Note: Search terms that match a user’s name or community nickname (the
Nickname
field in the user detail page) return results that show the user’s name only. If the nickname doesn’t match the username, the result might not be obvious. For example, if a user who’s named Margaret Smith has the nickname Peggy, a search for
peg
returns Margaret Smith.
Tip: When viewing setup search results, bookmark the results page in your Web browser to easily perform the same search in the future. For example, if you often search for “smit”, you can bookmark the results page to perform the same search again. The URL for this bookmark would be something like https://MyCompany.salesforce.com/ui/setup/SetupSearchResultsPage?setupSearch=smit
.
SEE ALSO:
Find Items in Setup with Advanced Setup Search (Beta)
Set Up the Lightning Experience Home Page
Give your users everything they need to manage their day from the Home page in Lightning
Experience. Your sales reps can see their quarterly performance summary and get important updates on critical tasks and opportunities. You can also customize the page for different types of users and assign custom pages for different profiles.
Create and edit Home pages from the Lightning App Builder. From Setup, enter
Lightning
App Builder
in the
Quick Find
box, then select Lightning App Builder. Click New to create a Lightning Home page, or edit an existing page.
You can also access the Lightning App Builder directly from the Home page. Click and select
Edit Page to create a copy of the current Home page to edit.
EDITIONS
Available in: Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
IN THIS SECTION:
Set a new default Home page to surface the information that’s most relevant for your users. All users see the default Home page unless they have profiles that are assigned to another Home page.
Assign Custom Home Pages to Specific Profiles
Assign pages to different profiles to give your users access to a Home page perfect for their role.
Lightning Experience Home Permissions and Settings
Give your users access to opportunity details and other permissions so they can get the most out of the Home page.
17
Set Up and Maintain Your Salesforce Organization Set Up the Lightning Experience Home Page
Set a New Default Home Page
Set a new default Home page to surface the information that’s most relevant for your users. All users see the default Home page unless they have profiles that are assigned to another Home page.
You can set the default Home page in two places.
•
Lightning App Builder—From Setup, enter
Lightning App Builder
in the
Quick
Find
box, then select Lightning App Builder.
After you save a page, click Activate from the Page Saved dialog, or click Activation later.
•
Home in Setup—From Setup, enter
Home
in the
Quick Find
box, then select Home.
Click Set Default Page and select a page. To restore the standard Home page, select System
Default.
EDITIONS
Available in: Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create and save Lightning
Pages in the Lightning App
Builder
•
Customize Application
To view Lightning Pages in the Lightning App Builder
•
View Setup and
Configuration
Assign Custom Home Pages to Specific Profiles
Assign pages to different profiles to give your users access to a Home page perfect for their role.
You can set page assignments by profile in two places. You can use the Lightning App Builder to assign profiles to a single Home page, but Setup offers more control over page assignments.
•
Lightning App Builder—From Setup, enter
Lightning App Builder
in the
Quick
Find
box, then select Lightning App Builder.
After you save a page, click Activate from the Page Saved dialog, or click Activation and select
Assign this Home page to specific profiles
.
•
Home in Setup—From Setup, enter
Home
in the
Quick Find
box, then select Home.
Click Set Page Assignments or click next to a profile and select Change Assignment.
EDITIONS
Available in: Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create and save Lightning
Pages in the Lightning App
Builder
•
Customize Application
To view Lightning Pages in the Lightning App Builder
•
View Setup and
Configuration
18
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Lightning Experience Home Permissions and Settings
Give your users access to opportunity details and other permissions so they can get the most out of the Home page.
For information about adding news to the Home page, see “Account Settings” in the Salesforce
Help.
Today’s Events shows the next five meetings scheduled today. Today’s Tasks shows the next five tasks due today.
The performance chart and Top Deals display opportunity information about a rep’s sales team if they have an associated team. Otherwise, the chart displays opportunities owned by the rep.
Note: The performance chart isn’t compatible with custom fiscal years. If you have custom fiscal years enabled in your org, create your own reports and dashboards to display on the
Home page.
To populate the performance chart, Top Deals, and the Assistant, users must have:
Table 1: Required Permissions for Home Features
Permission or Setting Performance Chart
Read access to the Opportunity object and sharing access to relevant opportunities
Read access to the Opportunity object’s Amount field
EDITIONS
Available in: Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Top Deals Assistant
Read access to the Opportunity object’s Probability field
“Run Reports” user permission enabled for users
Closed opportunities or open opportunities with a probability over 70% during the current fiscal quarter
Read access to the Lead object
For information about configuring action buttons in the Assistant, see “View Important Updates with the Assistant” in the Salesforce
Help.
Select Your Language, Locale, and Currency
The Salesforce settings for language, locale, time zone, and currency can affect how objects, such as Accounts, Leads, or Opportunities, are displayed.
In a single currency organization, Salesforce administrators set the currency locale, default language, default locale, and default time zone for their organizations. Users can set their individual language, locale, and time zone on their personal settings pages.
In a multiple currency organization, Salesforce administrators set the corporate currency, default language, default locale, and default time zone for their organizations. Users can set their individual currency, language, locale, and time zone on their personal settings pages.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
19
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Note: Single language organizations cannot change their language, although they can change their locale.
Setting
Currency
Corporate Currency
Currency Locale
Default Currency ISO Code
Default Language
Default Locale
Default Time Zone
Information Currency
Language
Locale
Time Zone
Who can edit the setting
User in a multiple currency organization
Administrator in a multiple currency organization
Administrator in a single currency organization
Not editable
Administrator
Administrator
Administrator
Not editable
User
User
User
IN THIS SECTION:
The Salesforce locale settings determine the display formats for date and time, users’ names, addresses, and commas and periods in numbers. For single-currency organizations, locales also set the default currency for the organization when you select them in the
Currency Locale
picklist on the Company Information page.
You can find a list of Salesforce supported times zones and codes for your organization under your personal settings.
Set Your Personal or Organization-Wide Currency
If you have a single-currency organization, you can set the default currency for your organization. Multi-currency organizations don’t have a default currency. Instead, change your corporate currency or your personal currency.
You can manage static exchange rates between your active and inactive currencies and the corporate currency by editing the conversion rates. These exchange rates apply to all currency fields used in your organization. In addition to these conversion rates, some organizations use dated exchange rates for opportunities and opportunity products.
20
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Language Settings Overview
The Salesforce Web user interface, Salesforce for Outlook, Connect Offline, and Connect for Office
are available in multiple languages
.
The Salesforce Web user interface has two language settings:
•
Personal language—All on-screen text, images, buttons, and online help display in this language.
Edit your personal information to change this setting.
•
Default organization language—This applies to all new users until they select their personal language. This setting also determines the language in which all customizations—such as custom fields, tabs, and user interface options—are stored. For customizations, users' personal language settings don't override this default setting. Some setup items that are manually entered by an administrator can be translated in the Translation Workbench.
Administrators can change this setting by editing the company information.
Text entered by users remains in the language in which it was entered.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
IN THIS SECTION:
Salesforce offers three levels of language support: fully supported languages, end-user languages, and platform-only languages.
SEE ALSO:
Select Your Language, Locale, and Currency
Supported Languages
Salesforce offers three levels of language support: fully supported languages, end-user languages, and platform-only languages.
A two-character language code identifies each language, such as en
, or a five-character locale code, such as en_AU.
Note: Setting a default locale is different from setting a default language.
In addition to the Salesforce language support, you can localize your organizations in two ways. The Translation Workbench lets you specify languages you want to translate, assign translators to languages, create translations for customizations you’ve made to your
Salesforce organization, and override labels and translations from managed packages. Everything from custom picklist values to custom fields can be translated so your global users can use all of Salesforce in their language.
The second option is to rename tabs and fields in Salesforce. If your custom application uses only a few standard Salesforce tabs and fields, you can translate them.
Fully Supported Languages
You can change the language for all features, including Help, to one of the following fully supported languages from the Setup page.
Enter
Company Information
in the
Quick Find
box, select Company Information, then select Edit.
•
Chinese (Simplified): zh_CN
•
Chinese (Traditional): zh_TW
•
Danish: da
•
Dutch: nl_NL
•
English: en_US
21
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
•
Finnish: fi
•
French: fr
•
German: de
•
Italian: it
•
Japanese: ja
•
Korean: ko
•
Norwegian: no
•
Portuguese (Brazil): pt_BR
•
Russian: ru
•
Spanish: es
•
Spanish (Mexico): es_MX
•
Swedish: sv
•
Thai: th
Note:
•
Spanish (Mexico) falls back to Spanish for customer-defined translations.
•
Even though the Salesforce user interface is fully translated to Thai, Help remains in English.
End-User Languages
End-user languages are useful if you have a multilingual organization or partners who speak languages other than your company’s default language. For end-user languages, Salesforce provides translated labels for all standard objects and pages, except administrative pages, Setup, and Help. When you specify an end-user language, labels and Help that aren’t translated appear in English. End-user languages are intended only for personal use by end users. Don’t use end-user languages as corporate languages. Salesforce doesn’t provide customer support in end-user languages.
End-user languages include:
•
Arabic: ar
•
Bulgarian: bg
•
Croatian: hr
•
Czech: cs
•
English (UK): en_GB
•
Greek: el
•
Hebrew: iw
•
Hungarian: hu
•
Indonesian: in
•
Polish: pl
•
Portuguese (Portugal): pt_PT
•
Romanian: ro
•
Slovak: sk
•
Slovenian: sl
•
Turkish: tr
•
Ukrainian: uk
22
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
•
Vietnamese: vi
Note:
Salesforce provides limited support for right-to-left languages—Arabic and Hebrew—for the following features.
•
Live Agent
•
Cases
•
Accounts
These features are not supported in Lightning Experience, the Salesforce1 mobile app, any other mobile app or mobile browser, or any user interface except Salesforce Classic. There is no guarantee that right-to-left languages function correctly with any other
Salesforce features. There are no plans to expand the list of supported features.
Features that aren’t supported for right-to-left languages include, but are not limited to, the following.
•
Report Builder
•
Generating quote PDFs
•
Customizable forecasting
•
Emails
•
Salesforce Knowledge
•
Feeds
•
Communities
The absence of a feature from this list does not imply support. Only Live Agent, Cases, and Accounts are supported with right-to-left languages.
Platform-Only Languages
In situations where Salesforce doesn’t provide default translations, use platform-only languages to localize apps and custom functionality that you’ve built on the Salesforce App Cloud. You can translate items such as custom labels, custom objects, and field names. You can also rename most standard objects, labels, and fields. Informative text and non-field label text aren’t translatable.
Platform-only languages are available in all places where you can select a language in the application. However, when you select a platform-only language, all standard Salesforce labels default to English or, in select cases, to an end-user or fully supported language.
When you specify a platform-only language, labels for standard objects and fields fall back to English, except:
•
Dutch (Belgium) falls back to Dutch
•
English (Australia), English (India), English (Malaysia), and English (Philippines) fall back to English (UK).
•
French (Belgium), French (Canada), French (Luxembourg), and French (Switzerland) fall back to French.
•
German (Austria), German (Belgium), German (Luxembourg), and German (Switzerland) fall back to German.
•
Italian (Switzerland) falls back to Italian.
•
Romanian (Moldova) falls back to Romanian.
•
Montenegrin falls back to Serbian (Latin).
•
Portuguese (Portugal) falls back to Portuguese (Brazil).
The following platform-only languages are currently supported.
•
Albanian: sq
•
Arabic (Algeria): ar_DZ
•
Arabic (Bahrain): ar_BH
•
Arabic (Egypt): ar_EG
•
Arabic (Iraq): ar_IQ
23
Set Up and Maintain Your Salesforce Organization
•
Arabic (Jordan): ar_JO
•
Arabic (Kuwait): ar_KW
•
Arabic (Lebanon): ar_LB
•
Arabic (Libya): ar_LY
•
Arabic (Morocco): ar_MA
•
Arabic (Oman): ar_OM
•
Arabic (Qatar): ar_QA
•
Arabic (Saudi Arabia): ar_SA
•
Arabic (Sudan): ar_SD
•
Arabic (Syria): ar_SY
•
Arabic (Tunisia): ar_TN
•
Arabic (United Arab Emirates): ar_AE
•
Arabic (Yemen): ar_YE
•
Armenian: hy
•
Basque: eu
•
Bosnian: bs
•
Bengali: bn
•
Chinese (Simplified—Singapore): zh_SG
•
Chinese (Traditional—Hong Kong): zh_HK
•
Dutch (Belgium): nl_BE
•
English (Australia): en_AU
•
English (Canada): en_CA
•
English (Hong Kong): en_HK
•
English (India): en_IN
•
English (Ireland): en_IE
•
English (Malaysia): en_MY
•
English (Philippines): en_PH
•
English (Singapore): en_SG
•
English (South Africa): en_ZA
•
Estonian: et
•
French (Belgium): fr_BE
•
French (Canada): fr_CA
•
French (Luxembourg): fr_LU
•
French (Switzerland): fr_CH
•
Georgian: ka
•
German (Austria): de_AT
•
German (Belgium): de_BE
•
German (Luxembourg): de_LU
•
German (Switzerland): de_CH
•
Hindi: hi
24
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization
•
Icelandic: is
•
Irish: ga
•
Italian (Switzerland): it_CH
•
Latvian: lv
•
Lithuanian: lt
•
Luxembourgish: lb
•
Macedonian: mk
•
Malay: ms
•
Maltese: mt
•
Romanian (Moldova): ro_MD
•
Montenegrin: sh_ME
•
Romansh: rm
•
Serbian (Cyrillic): sr
•
Serbian (Latin): sh
•
Spanish (Argentina): es_AR
•
Spanish (Bolivia): es_BO
•
Spanish (Chile): es_CL
•
Spanish (Colombia): es_CO
•
Spanish (Costa Rica): es_CR
•
Spanish (Dominican Republic): es_DO
•
Spanish (Ecuador): es_EC
•
Spanish (El Salvador): es_SV
•
Spanish (Guatemala): es_GT
•
Spanish (Honduras): es_HN
•
Spanish (Nicaragua): es_NI
•
Spanish (Panama): es_PA
•
Spanish (Paraguay): es_PY
•
Spanish (Peru): es_PE
•
Spanish (Puerto Rico): es_PR
•
Spanish (United States): es_US
•
Spanish (Uruguay): es_UY
•
Spanish (Venezuela): es_VE
•
Tagalog: tl
•
Tamil: ta
•
Urdu: ur
•
Welsh: cy
SEE ALSO:
Select Your Language, Locale, and Currency
25
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Supported Locales
The Salesforce locale settings determine the display formats for date and time, users’ names, addresses, and commas and periods in numbers. For single-currency organizations, locales also set the default currency for the organization when you select them in the
Currency Locale picklist on the Company Information page.
Name Code
Albanian
(Albania) sq_AL
Arabic
(Algeria) ar_DZ
Arabic
(Bahrain) ar_BH
Arabic
(Egypt) ar_EG
Default currency
Date and time format
Albanian
Lek: ALL
2008-02-28
4.30.PM
Time format
6.00.PD
Algerian
Dinar:
DZD
/ / :
PM
:
Number format
Name format
1.234,56 Ms.
FName
LName
Ms.
FName
LName
Address format
Address
Line 1,
Address
Line 2
City, State
ZipCode
Country
Address
Line 1,
Address
Line 2
City, State
ZipCode
Country
Bahraini
Dinar:
BHD
/ / :
PM
:
Egyptian
Pound:
EGP
/ / :
PM
:
Ms.
FName
LName
Ms.
FName
LName
Address
Line 1,
Address
Line 2
City, State
ZipCode
Country
Address
Line 1,
Address
Line 2
City, State
ZipCode
Country
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Database.com, and
Developer Editions
USER PERMISSIONS
To view company information:
•
View Setup and
Configuration
To change company information:
•
Customize Application
The available personal setup options vary according to which
Salesforce Edition you have.
26
Set Up and Maintain Your Salesforce Organization
Name Code
Arabic (Iraq) ar_IQ
Arabic (Jordan)
Arabic (Kuwait)
Arabic
(Lebanon)
Arabic (Libya)
Arabic
(Morocco)
Arabic (Oman) ar_JO ar_KW ar_LB ar_LY ar_MA ar_OM
Default currency
Iraqi Dinar: IQD
Jordanian
Dinar: JOD
Kuwaiti Dinar:
KWD
Lebanese
Pound: LBP
Libyan Dinar:
LYD
Moroccan
Dirham: MAD
Omani Rial:
OMR
Date and time format
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
Select Your Language, Locale, and Currency
Time format Number format
:
:
:
:
:
:
:
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
27
Set Up and Maintain Your Salesforce Organization
Name Code
Arabic (Qatar)
Arabic (Saudi
Arabia)
Arabic (Sudan)
Arabic (Syria)
Arabic (Tunisia)
Arabic (United
Arab Emirates)
Arabic (Yemen) ar_QA ar_SA ar_SD ar_SY ar_TN ar_AE ar_YE
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Qatar Rial: QAR
Saudi Arabian
Riyal: SAR
Sudanese
Pound: SDG
Syrian Pound:
SYP
Tunisian Dinar:
TND
UAE Dirham:
AED
Yemen Riyal:
YER
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
/ / : PM
:
:
:
:
:
:
:
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
28
Set Up and Maintain Your Salesforce Organization
Name Code
Armenian
(Armenia)
Azerbaijani
(Azerbaijan)
Basque (Spain)
Belarusian
(Belarus)
Bengali
(Bangladesh)
Bosnian
(Bosnia and
Herzegovina) hy_AM az_AZ eu_ES be_BY bn_BD bs_BA
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Armenian
Dram: AMD
Azerbaijanian
New Manat:
AZN
Euro: EUR
Belarussian
Ruble: BYR
Bangladesh
Taka: BDT
Convertible
Marks: BAM
25.10.2016,
17:00
2008-02-28
16:30
2008-02-28
16:30
28.2.2008
16.30
/ / : PM
28.02.2008.
16:30
06:00
06:00
06:00
6.00
:
06:00
1234,56
1.234,56
1.234,56
1 234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
29
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
Bulgarian
(Bulgaria)
Burmese
(Myanmar
[Burma])
Catalan (Spain)
Chinese (China,
Pinyin
Ordering)
Chinese (China,
Stroke
Ordering)
Chinese
(China)
Code
bg_BG my_MM
Catalan (Spain,
Euro) ca_ES_EURO ca_ES zh_CN_PINYIN zh_CN_STROKE zh_CN
Default currency
Bulgarian Lev:
BGN
Date and time format
25.10.2016
17:00
Time format Number format
6:00 1 234,56
Myanmar Kyat:
MMK
Euro: EUR
Euro: EUR
Chinese Yuan:
CNY
Chinese Yuan:
CNY
Chinese Yuan:
CNY
/ / :
28/02/2008
16:30
28/02/2008
16:30
2008-2-28
PM4:30
2008-2-28
PM4:30
2008-2-28
PM4:30
:
06:00
06:00
上午6:00
上午6:00
上午6:00
, .
1.234,56
1.234,56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
30
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
Chinese (Hong
Kong SAR
China, Stroke
Ordering)
Chinese (Hong
Kong SAR
China)
Chinese
(Macau SAR
China)
Chinese
(Singapore)
Chinese
(Taiwan, Stroke
Ordering)
Chinese
(Taiwan)
Croatian
(Croatia)
Code
zh_HK_STROKE zh_HK zh_MO zh_SG zh_TW_STROKE Taiwan Dollar:
TWD zh_TW hr_HR
Default currency
Date and time format
Time format Number format
Hong Kong
Dollar: HKD
Hong Kong
Dollar: HKD
Macau Pataca:
MOP
Singapore
Dollar: SGD
Taiwan Dollar:
TWD
Croatian Kuna:
HRK
25/10/2016
PM5:00
2008 2 28
PM4:30
25/10/2016
PM5:00
28/02/2008
PM 04:30
2008-2-28 PM
4:30
2008-2-28 PM
4:30
28.02.2008.
16:30
6:00
6:00
6:00
06:00
上午 6:00
上午 6:00
06:00
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1.234,56
Name format
Address format
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
Ms. FName
LName
Address Line 1,
Address Line 2
31
Set Up and Maintain Your Salesforce Organization
Name Code
Czech (Czech
Republic)
Danish
(Denmark)
Dutch (Aruba)
Dutch
(Belgium)
Dutch
(Netherlands)
Dutch
(Suriname) cs_CZ da_DK nl_AW nl_BE nl_NL nl_SR
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Czech Koruna:
CZK
Danish Krone:
DKK
Aruba Florin:
AWG
Euro: EUR
Euro: EUR
Surinam Dollar:
SRD
28.2.2008
16:30
28-02-2008
16:30
28-2-2008
16:30
28/02/2008
16:30
28-2-2008
16:30
28-2-2008
16:30
6:00
06:00
6:00
6:00
6:00
6:00
1 234,56
1.234,56
1.234,56
1.234,56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
32
Set Up and Maintain Your Salesforce Organization
Name
Dzongkha
(Bhutan)
Code
dz_BT
English
(Antigua and
Barbuda)
English
(Australia)
English
(Bahamas)
English
(Barbados)
English (Belize)
English
(Bermuda) en_AG en_AU en_BS en_BB en_BZ en_BM
Default currency
Bhutan
Ngultrum: BTN
East Caribbean
Dollar: XCD
Australian
Dollar: AUD
Bahamian
Dollar: BSD
Barbados
Dollar: BBD
Belize Dollar:
BZD
Bermuda
Dollar: BMD
Date and time format
- -
PM
25/10/2016,
5:00 PM
28/02/2008
4:30 PM
25/10/2016,
5:00 PM
28/02/2008
16:30
2/28/2008 4:30
PM
28/02/2008
16:30
Select Your Language, Locale, and Currency
Time format Number format
6:00 AM 1,234.56
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
33
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Botswana)
English
(Cameroon)
English
(Canada)
English
(Cayman
Islands)
English
(Eritrea)
English
(Falkland
Islands)
English (Fiji) en_BW en_CM en_CA en_KY en_ER en_FK en_FJ
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Botswana Pula:
BWP
CFA Franc
(BEAC): XAF
Canadian
Dollar: CAD
Cayman
Islands Dollar:
KYD
Eritrea Nakfa:
ERN
Falkland
Islands Pound:
FKP
Fiji Dollar: FJD
28/02/2008
4:30 PM
2/28/2008 4:30
PM
28/02/2008
4:30 PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
34
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Gambia)
English
(Ghana)
English
(Gibraltar)
English
(Guyana)
English (Hong
Kong SAR
China)
English (India) en_GM en_GH en_GI en_GY en_HK en_IN
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Gambian
Dalasi: GMD
Ghanaian Cedi:
GHS
Gibraltar
Pound: GIP
Guyana Dollar:
GYD
Hong Kong
Dollar: HKD
Indian Rupee:
INR
2/28/2008 4:30
PM
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28/2/2008 4:30
PM
28/2/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
35
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
English
(Indonesia)
Code
en_ID
English
(Ireland, Euro) en_IE_EURO
English
(Ireland)
English
(Jamaica)
English (Kenya)
English
(Liberia)
English
(Madagascar) en_IE en_JM en_KE en_LR en_MG
Default currency
Indonesian
Rupiah: IDR
Date and time format
28/02/2008
16:30
Time format Number format
6:00 AM 1,234.56
Euro: EUR
Euro: EUR
Jamaican
Dollar: JMD
Kenyan
Shilling: KES
Liberian Dollar:
LRD
Malagasy
Ariary: MGA
28/02/2008
16:30
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
06:00
06:00
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
36
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Malawi)
English
(Malaysia)
English
(Mauritius)
English
(Namibia)
English (New
Zealand)
English
(Nigeria)
English
(Pakistan) en_MW en_MY en_MU en_NA en_NZ en_NG en_PK
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Malawi
Kwacha: MWK
Malaysian
Ringgit: MYR
Mauritius
Rupee: MUR
Namibian
Dollar: NAD
New Zealand
Dollar: NZD
Nigerian Naira:
NGN
Pakistani
Rupee: PKR
2/28/2008 4:30
PM
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28/02/2008
4:30 PM
28/02/2008
16:30
2/28/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
37
Set Up and Maintain Your Salesforce Organization
Name Code
English (Papua
New Guinea)
English
(Philippines)
English
(Rwanda)
English (Saint
Helena)
English
(Samoa)
English
(Seychelles) en_PG en_PH en_RW en_SH en_WS en_SC
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Papua New
Guinea Kina:
PGK
Philippine
Peso: PHP
Rwanda Franc:
RWF
St Helena
Pound: SHP
Samoa Tala:
WST
Seychelles
Rupee: SCR
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
38
Set Up and Maintain Your Salesforce Organization
Name Code
English (Sierra
Leone) en_SL
English
(Singapore)
English (Sint
Maarten
(Dutch part))
English
(Solomon
Islands)
English (South
Africa)
English
(Swaziland)
English
(Tanzania) en_SG en_SX en_SB en_ZA en_SZ en_TZ
Default currency
Sierra Leone
Leone: SLL
Singapore
Dollar: SGD
Neth Antilles
Guilder: ANG
Solomon
Islands Dollar:
SBD
South African
Rand: ZAR
Swaziland
Lilageni: SZL
Tanzanian
Shilling: TZS
Select Your Language, Locale, and Currency
Date and time format
Time format
2/28/2008 4:30
PM
6:00 AM
Number format
1,234.56
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2008/02/28
4:30 PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
39
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Tonga)
English
(Trinidad and
Tobago)
English
(Uganda)
English (United
Kingdom)
English (United
States)
English
(Vanuatu)
Estonian
(Estonia) en_TO en_TT en_UG en_GB en_US en_VU et_EE
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Tonga Pa'anga:
TOP
Trinidad&Tobago
Dollar: TTD
Ugandan
Shilling: UGX
British Pound:
GBP
U.S. Dollar:
USD
Vanuatu Vatu:
VUV
Euro: EUR
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28.02.2008
16:30
6:00 AM
6:00 AM
6:00 AM
06:00
6:00 AM
6:00 AM
6:00
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1 234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
40
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
Finnish
(Finland, Euro)
Finnish
(Finland)
French
(Belgium)
French
(Canada)
French
(Comoros)
Code
fi_FI_EURO fi_FI fr_BE fr_CA fr_KM
French (France,
Euro) fr_FR_EURO
Default currency
Date and time format
Time format Number format
Euro: EUR
Euro: EUR
Euro: EUR
Canadian
Dollar: CAD
Comoros
Franc: KMF
Euro: EUR
28.2.2008
16:30
28.2.2008
16:30
28/02/2008
16:30
2008-02-28
16:30
28/02/2008
16:30
28/02/2008
16:30
6:00
6:00
6:00
06:00
06:00
06:00
1 234,56
1 234,56
1.234,56
1 234,56
1 234,56
1 234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
41
Set Up and Maintain Your Salesforce Organization
Name
French
(France)
French
(Guinea)
French (Haiti)
French
(Luxembourg)
French
(Mauritania)
French
(Monaco)
French
(Switzerland)
Code
fr_FR fr_GN fr_HT fr_LU fr_MR fr_MC fr_CH
Default currency
Euro: EUR
Guinea Franc:
GNF
Haiti Gourde:
HTG
Euro: EUR
Mauritania
Ougulya: MRO
Euro: EUR
Swiss Franc:
CHF
Select Your Language, Locale, and Currency
Date and time format
28/02/2008
16:30
Time format Number format
06:00 1 234,56
28/02/2008
16:30
28/02/2008
16:30
28/02/2008
16:30
28/02/2008
16:30
28/02/2008
16:30
28.02.2008
16:30
06:00
06:00
06:00
06:00
06:00
06:00
1 234,56
1 234,56
1 234,56
1 234,56
1 234,56
1'234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
42
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
French (Wallis and Futuna)
Georgian
(Georgia)
German
(Austria, Euro)
German
(Austria)
German
(Germany,
Euro)
German
(Germany)
Code
fr_WF ka_GE de_AT_EURO de_AT de_DE_EURO de_DE
German
(Luxembourg,
Euro) de_LU_EURO
Default currency
Date and time format
Time format Number format
Pacific Franc:
XPF
Georgia Lari:
GEL
Euro: EUR
Euro: EUR
Euro: EUR
Euro: EUR
Euro: EUR
28/02/2008
16:30
25.10.2016,
17:00
28.02.2008
16:30
28.02.2008
16:30
28.02.2008
16:30
28.02.2008
16:30
28.02.2008
16:30
06:00
06:00
06:00
06:00
06:00
06:00
06:00
1 234,56
1.234,56
1.234,56
1.234,56
1.234,56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Address format
Country - State
ZipCode
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
43
Set Up and Maintain Your Salesforce Organization
Name Code
German
(Luxembourg) de_LU
German
(Switzerland)
Greek (Greece)
Hebrew (Israel)
Hindi (India)
Hungarian
(Hungary)
Icelandic
(Iceland) de_CH el_GR iw_IL hi_IN hu_HU is_IS
Default currency
Euro: EUR
Swiss Franc:
CHF
Euro: EUR
Israeli Shekel:
ILS
Indian Rupee:
INR
Hungarian
Forint: HUF
Iceland Krona:
ISK
Select Your Language, Locale, and Currency
Date and time format
28.02.2008
16:30
Time format Number format
06:00 1.234,56
28.02.2008
16:30
28/2/2008 4:30
PM
16:30
28/02/2008
/ / : PM
2008.02.28.
16:30
28.2.2008
16:30
06:00
6:00 πμ
06:00
:
6:00
06:00
1'234.56
1.234,56
1,234.56
, .
1 234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Address format
Address Line 1,
Address Line 2
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
LName FName Address Line 1,
Address Line 2
City, State
ZipCode
Country
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
44
Set Up and Maintain Your Salesforce Organization
Name Code
Indonesian
(Indonesia) in_ID
Irish (Ireland)
Italian (Italy)
Italian
(Switzerland)
Japanese
(Japan)
Kazakh
(Kazakhstan)
Khmer
(Cambodia) ga_IE it_IT it_CH ja_JP kk_KZ km_KH
Default currency
Indonesian
Rupiah: IDR
Euro: EUR
Euro: EUR
Swiss Franc:
CHF
Japanese Yen:
JPY
Kazakhstan
Tenge: KZT
Cambodia Riel:
KHR
Select Your Language, Locale, and Currency
Date and time format
28/02/2008
16:30
Time format Number format
6:00 1.234,56
28/02/2008
16:30
28/02/2008
16.30
28.02.2008
16:30
2008/02/28
16:30
28.02.2008
16:30
28/2/2008,
16:30
06:00
6.00
06:00
6:00
06:00
6:00
1,234.56
1.234,56
1'234.56
1,234.56
1 234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City
Country - State
ZipCode
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
45
Set Up and Maintain Your Salesforce Organization
Name Code
Kyrgyz
(Kyrgyzstan)
Korean (North
Korea)
Korean (South
Korea)
Lao (Laos)
Latvian (Latvia)
Lithuanian
(Lithuania)
Luba-Katanga
(Congo -
Kinshasa) ky_KG ko_KP ko_KR lo_LA lv_LV lt_LT lu_CD
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Kyrgyzstan
Som: KGS
North Korean
Won: KPW
Korean Won:
KRW
Lao Kip: LAK
Euro: EUR
Euro: EUR
Franc
Congolais: CDF
2/28/2008 4:30
PM
2008. 2. 28 PM
4:30
2008. 2. 28 PM
4:30
25/10/2016,
17:00
28.02.2008
16:30
2008.2.28
16.30
25/10/2016
17:00
6:00 AM
오전 6:00
오전 6:00
6:00 AM
06:00
06.00
6:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1 234,56
1 234,56
1,234.56
Name format
Address format
Country
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
LName FName Country
ZipCode State
City
Address Line 1,
Address Line 2
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
46
Set Up and Maintain Your Salesforce Organization
Name Code
Luxembourgish
(Luxembourg)
Macedonian
(Macedonia)
Malay (Brunei)
Malay
(Malaysia)
Maltese (Malta)
Nepali (Nepal) lb_LU mk_MK ms_BN ms_MY mt_MT ne_NP
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Euro: EUR
Macedonian
Denar: MKD
Brunei Dollar:
BND
Malaysian
Ringgit: MYR
Euro: EUR
Nepalese
Rupee: NPR
2/28/2008 4:30
PM
28.2.2008
16:30
28/02/2008
4:30 PM
28/02/2008
4:30 PM
28/02/2008
16:30
- - :
6:00 AM
06:00
6:00 AM
6:00 AM
06:00
:
1,234.56
1.234,56
1.234,56
1,234.56
1,234.56
, .
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
47
Set Up and Maintain Your Salesforce Organization
Name Code
Norwegian
(Norway) no_NO
Pashto
(Afghanistan)
Persian (Iran)
Polish (Poland)
Portuguese
(Angola)
Portuguese
(Brazil)
Portuguese
(Cape Verde) ps_AF fa_IR pl_PL pt_AO pt_BR pt_CV
Default currency
Norwegian
Krone: NOK
Afghanistan
Afghani (New):
AFN
Iranian Rial: IRR
Polish Zloty:
PLN
Angola
Kwanza: AOA
Brazilian Real:
BRL
Cape Verde
Escudo: CVE
Select Your Language, Locale, and Currency
Date and time format
28.02.2008
16:30
Time format Number format
06:00 1 234,56
: / /
: / /
28.02.2008
16:30
28-02-2008
16:30
28/02/2008
16:30
28-02-2008
16:30
:
:
06:00
6:00
06:00
6:00
1 234,56
1.234,56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
48
Set Up and Maintain Your Salesforce Organization
Name Code
Portuguese
(Mozambique)
Portuguese
(Portugal)
Portuguese
(São Tomé and
Príncipe)
Romanian
(Moldova)
Romanian
(Romania)
Romansh
(Switzerland)
Rundi
(Burundi) pt_MZ pt_PT pt_ST ro_MD ro_RO rm_CH rn_BI
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Mozambique
New Metical:
MZN
Euro: EUR
Sao Tome
Dobra: STD
Moldovan Leu:
MDL
Romanian Leu
(New): RON
Swiss Franc:
CHF
Burundi Franc:
BIF
28/02/2008
16:30
28-02-2008
16:30
28-02-2008
16:30
28.02.2008,
16:30
28.02.2008
16:30
28.02.2008
16:30
2/28/2008 4:30
PM
06:00
6:00
6:00
06:00
06:00
06:00
6:00 AM
1.234,56
1.234,56
1.234,56
1.234,56
1.234,56
1’234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City
Country - State
ZipCode
Address Line 1,
Address Line 2
49
Set Up and Maintain Your Salesforce Organization
Name Code
Russian
(Russia)
Serbian (Bosnia and
Herzegovina)
Serbian
(Serbia)
Serbian (Serbia and
Montenegro)
Serbo-Croatian
(Bosnia and
Herzegovina)
Serbo-Croatian
(Montenegro) ru_RU sr_BA sr_RS sr_CS sh_BA sh_ME
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Russian
Rouble: RUB
Convertible
Marks: BAM
Serbian Dinar:
RSD
Serbian Dinar:
CSD
U.S. Dollar:
USD
U.S. Dollar:
USD
28.02.2008
16:30
2008-02-28
16:30
28.2.2008.
16.30
28.2.2008.
16.30
28.02.2008.
16:30
28.02.2008.
16:30
6:00
06:00
06.00
06.00
06:00
06:00
1 234,56
1.234,56
1.234,56
1.234,56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
50
Set Up and Maintain Your Salesforce Organization
Name Code
Serbo-Croatian
(Serbia and
Montenegro) sh_CS
Slovak
(Slovakia)
Slovenian
(Slovenia)
Somali
(Djibouti)
Somali
(Somalia)
Spanish
(Argentina)
Spanish
(Bolivia) sk_SK sl_SI so_DJ so_SO es_AR es_BO
Default currency
U.S. Dollar:
USD
Euro: EUR
Euro: EUR
Dijibouti Franc:
DJF
Somali Shilling:
SOS
Argentine
Peso: ARS
Bolivian
Boliviano: BOB
Select Your Language, Locale, and Currency
Date and time format
28.02.2008.
16:30
Time format Number format
06:00 1.234,56
28.2.2008
16:30
28.2.2008
16:30
28/02/2008
4:30 PM
28/02/2008
4:30 PM
28/02/2008
16:30
28-02-2008
04:30 PM
6:00
6:00
6:00 sn.
6:00 sn.
06:00
06:00 AM
1 234,56
1.234,56
1,234.56
1,234.56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
51
Set Up and Maintain Your Salesforce Organization
Name Code
Spanish (Chile)
Spanish
(Colombia)
Spanish (Costa
Rica)
Spanish (Cuba)
Spanish
(Dominican
Republic)
Spanish
(Ecuador)
Spanish (El
Salvador) es_CL es_CO es_CR es_CU es_DO es_EC es_SV
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Chilean Peso:
CLP
Colombian
Peso: COP
Costa Rica
Colon: CRC
Cuban Peso:
CUP
Dominican
Peso: DOP
U.S. Dollar:
USD
El Salvador
Colon: SVC
28-02-2008
04:30 PM
28/02/2008
04:30 PM
28/02/2008
04:30 PM
28/02/2008
16:30
28/02/2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
06:00 AM
06:00 AM
06:00 AM
6:00
06:00 AM
06:00 AM
06:00 AM
1.234,56
1.234,56
1,234.56
1.234,56
1,234.56
1.234,56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
52
Set Up and Maintain Your Salesforce Organization
Name Code
Spanish
(Guatemala)
Spanish
(Honduras)
Spanish
(Mexico)
Spanish
(Nicaragua)
Spanish
(Panama)
Spanish
(Paraguay) es_GT es_HN es_MX es_NI es_PA es_PY
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Guatemala
Quetzal: GTQ
Honduras
Lempira: HNL
Mexican Peso:
MXN
Nicaragua
Cordoba: NIO
Panama
Balboa: PAB
Paraguayan
Guarani: PYG
28/02/2008
04:30 PM
02-28-2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
02/28/2008
04:30 PM
28/02/2008
04:30 PM
06:00 AM
06:00 AM
06:00 AM
06:00 AM
06:00 AM
06:00 AM
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
53
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
Spanish (Peru)
Spanish
(Puerto Rico)
Code
es_PE es_PR
Spanish (Spain,
Euro) es_ES_EURO
Spanish (Spain)
Spanish
(United States)
Spanish
(Uruguay)
Spanish
(Venezuela) es_ES es_US es_UY es_VE
Default currency
Date and time format
Peruvian
Nuevo Sol: PEN
28/02/2008
04:30 PM
Time format Number format
06:00 AM 1.234,56
U.S. Dollar:
USD
Euro: EUR
Euro: EUR
U.S. Dollar:
USD
Uruguayan
New Peso: UYU
Venezuelan
Bolivar Fuerte:
VEF
02-28-2008
04:30 PM
28/02/2008
16:30
28/02/2008
16:30
2/28/2008 4:30
PM
28/02/2008
04:30 PM
28/02/2008
04:30 PM
06:00 AM
6:00
6:00
6:00 a.m.
06:00 AM
06:00 AM
1,234.56
1.234,56
1.234,56
1,234.56
1.234,56
1.234,56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
54
Set Up and Maintain Your Salesforce Organization
Name Code
Swedish
(Sweden)
Tagalog
(Philippines)
Tajik
(Tajikistan)
Tamil (India)
Tamil (Sri
Lanka)
Thai (Thailand)
Tigrinya
(Ethiopia) sv_SE tl_PH tg_TJ ta_IN ta_LK th_TH ti_ET
Select Your Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Swedish Krona:
SEK
Philippine
Peso: PHP
Tajik Somoni:
TJS
Indian Rupee:
INR
Sri Lanka
Rupee: LKR
Thai Baht: THB
Ethiopian Birr:
ETB
2008-02-28
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2-28-2008 4:30
PM
2-28-2008 4:30
PM
28/2/2551, 16:30 น.
28/02/2008
4:30 PM
06:00
6:00 AM
6:00 AM
6:00 am
6:00 am
6:00 น.
6:00
1 234,56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address format
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
55
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Name
Turkish
(Turkey)
Ukrainian
(Ukraine)
Urdu (Pakistan)
Uzbek
(LATN,UZ)
Vietnamese
(Vietnam)
Welsh (United
Kingdom)
Code
tr_TR uk_UA ur_PK uz_LATN_UZ vi_VN cy_GB
Default currency
Date and time format
Time format Number format
Turkish Lira
(New): TRY
Ukraine
Hryvnia: UAH
Pakistani
Rupee: PKR
Uzbekistan
Sum: UZS
Vietnam Dong:
VND
British Pound:
GBP
28.02.2008
16:30
28.02.2008
16:30
28/2/2008 4:30
PM
2008-02-28
16:30
16:30
28/02/2008
28/02/2008
16:30
06:00
6:00
6:00 AM
06:00
06:00
06:00
1.234,56
1 234,56
1,234.56
1,234.56
1.234,56
1,234.56
Name format
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
LName FName Address Line 1,
Address Line 2
City, State
ZipCode
Country
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
56
Set Up and Maintain Your Salesforce Organization
Name Code
Yoruba (Benin) yo_BJ
Default currency
CFA Franc
(BCEAO): XOF
Select Your Language, Locale, and Currency
Date and time format
28/02/2008
4:30 PM
Time format Number format
6:00 Àár 1,234.56
Name format
Ms. FName
LName
Address format
Address Line 1,
Address Line 2
City, State
ZipCode
Country
SEE ALSO:
Select Your Language, Locale, and Currency
Supported Time Zones
You can find a list of Salesforce supported times zones and codes for your organization under your personal settings.
1. From your personal settings, enter
Time Zone
in the
Quick Find
box, then select
Language and Time Zone. No results? Enter
Personal Information
in the
Quick
Find
box, then select Personal Information. Then click Edit.
2. Click the Time Zone drop-down list for a list of supported time zones.
For reference, the Salesforce supported times zones and codes (in chronological order) are as follows:
Time Zone Code
GMT+14:00
GMT+13:00
GMT+13:00
GMT+12:45
GMT+12:00
GMT+12:00
GMT+12:00
GMT+11:30
GMT+11:00
GMT+11:00
GMT+10:30
GMT+10:00
Time Zone Name
Line Is. Time (Pacific/Kiritimati)
Phoenix Is.Time (Pacific/Enderbury)
Tonga Time (Pacific/Tongatapu)
Chatham Standard Time (Pacific/Chatham)
New Zealand Standard Time (Pacific/Auckland)
Fiji Time (Pacific/Fiji)
Petropavlovsk-Kamchatski Time
(Asia/Kamchatka)
Norfolk Time (Pacific/Norfolk)
Lord Howe Standard Time
(Australia/Lord_Howe)
Solomon Is. Time (Pacific/Guadalcanal)
Australian Central Standard Time ((South
Australia) Australia/Adelaide)
Australian Eastern StandardTime (New South
Wales) (Australia/Sydney)
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Database.com, and
Developer Editions
USER PERMISSIONS
To view company information:
•
View Setup and
Configuration
To change company information:
•
Customize Application
The available personal setup options vary according to which
Salesforce Edition you have.
57
Set Up and Maintain Your Salesforce Organization
Time Zone Code
GMT+10:00
GMT+09:30
GMT+05:30
GMT+05:30
GMT+05:00
GMT+05:00
GMT+05:00
GMT+04:30
GMT+04:00
GMT+04:00
GMT+04:00
GMT+04:00
GMT+03:30
GMT+03:00
GMT+03:00
GMT+09:00
GMT+09:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+07:00
GMT+07:00
GMT+07:00
GMT+06:30
GMT+06:00
GMT+05:45
58
Select Your Language, Locale, and Currency
Time Zone Name
Australian Eastern Standard Time (Queensland) (Australia/Brisbane)
Australian Central Standard Time (Northern Territory)
(Australia/Darwin)
Korea Standard Time (Asia/Seoul)
Japan Standard Time (Asia/Tokyo)
Hong Kong Time (Asia/Hong_Kong)
Malaysia Time (Asia/Kuala_Lumpur)
Philippines Time (Asia/Manila)
China Standard Time (Asia/Shanghai)
Singapore Time (Asia/Singapore)
China Standard Time (Asia/Taipei)
Australian Western Standard Time (Australia/Perth)
Indochina Time (Asia/Bangkok)
Indochina Time (Asia/Ho_Chi_Minh)
West Indonesia Time (Asia/Jakarta)
Myanmar Time (Asia/Rangoon)
Bangladesh Time (Asia/Dhaka)
Nepal Time (Asia/Kathmandu)
India Standard Time (Asia/Colombo)
India Standard Time (Asia/Kolkata)
Pakistan Time (Asia/Karachi)
Uzbekistan Time (Asia/Tashkent)
Yekaterinburg Time (Asia/Yekaterinburg)
Afghanistan Time (Asia/Kabul)
Azerbaijan Summer Time (Asia/Baku)
Gulf Standard Time (Asia/Dubai)
Georgia Time (Asia/Tbilisi)
Armenia Time (Asia/Yerevan)
Iran Daylight Time (Asia/Tehran)
East African Time (Africa/Nairobi)
Arabia Standard Time (Asia/Baghdad)
Set Up and Maintain Your Salesforce Organization
GMT+02:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+01:00
GMT+01:00
GMT+01:00
GMT–01:00
GMT+00:00
GMT+00:00
GMT+00:00
GMT–00:00
GMT–00:00
GMT–02:00
GMT–02:30
GMT–03:00
Time Zone Code
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+02:00
GMT+02:00
GMT+02:00
59
Select Your Language, Locale, and Currency
Time Zone Name
Arabia Standard Time (Asia/Kuwait)
Arabia Standard Time (Asia/Riyadh)
Moscow Standard Time (Europe/Minsk)
Moscow Standard Time (Europe/Moscow)
Eastern European Summer Time (Africa/Cairo)
Eastern European Summer Time (Asia/Beirut)
Israel Daylight Time (Asia/Jerusalem)
Eastern European Summer Time (Europe/Athens)
Eastern European Summer Time (Europe/Bucharest)
Eastern European Summer Time (Europe/Helsinki)
Eastern European Summer Time (Europe/Istanbul)
South Africa Standard Time (Africa/Johannesburg)
Central European Summer Time (Europe/Amsterdam)
Central European Summer Time (Europe/Berlin)
Central European Summer Time (Europe/Brussels)
Central European Summer Time (Europe/Paris)
Central European Summer Time (Europe/Prague)
Central European Summer Time (Europe/Rome)
Western European Summer Time (Europe/Lisbon)
Central European Time (Africa/Algiers)
British Summer Time (Europe/London)
Cape Verde Time (Atlantic/Cape_Verde)
Western European Time (Africa/Casablanca)
Irish Summer Time (Europe/Dublin)
Greenwich Mean Time (GMT)
Eastern Greenland Summer Time (America/Scoresbysund)
Azores Summer Time (Atlantic/Azores)
South Georgia Standard Time (Atlantic/South_Georgia)
Newfoundland Daylight Time (America/St_Johns)
Brasilia Summer Time (America/Sao_Paulo)
Set Up and Maintain Your Salesforce Organization
GMT–06:00
GMT–06:00
GMT–07:00
GMT–07:00
GMT–07:00
GMT–08:00
GMT–08:00
GMT–09:00
GMT–9:00
GMT–09:30
GMT–10:00
GMT–11:00
GMT–11:00
Time Zone Code
GMT–03:00
GMT–03:00
GMT–03:00
GMT–04:00
GMT–04:00
GMT–04:30
GMT–04:00
GMT–04:00
GMT–05:00
GMT–05:00
GMT–05:00
GMT–05:00
GMT–05:00
GMT–06:00
SEE ALSO:
Select Your Language, Locale, and Currency
Select Your Language, Locale, and Currency
Time Zone Name
Argentina Time (America/Argentina/Buenos_Aires)
Chile Summer Time (America/Santiago)
Atlantic Daylight Time (America/Halifax)
Atlantic Standard Time (America/Puerto_Rico)
Atlantic Daylight Time (Atlantic/Bermuda)
Venezuela Time (America/Caracas)
Eastern Daylight Time (America/Indiana/Indianapolis)
Eastern Daylight Time (America/New_York)
Colombia Time (America/Bogota)
Peru Time (America/Lima)
Eastern Standard Time (America/Panama)
Central Daylight Time (America/Mexico_City)
Central Daylight Time (America/Chicago)
Central Standard Time (America/El_Salvador)
Mountain Daylight Time (America/Denver)
Mountain Standard Time (America/Mazatlan)
Mountain Standard Time (America/Phoenix)
Pacific Daylight Time (America/Los_Angeles)
Pacific Daylight Time (America/Tijuana)
Pitcairn Standard Time (Pacific/Pitcairn)
Alaska Daylight Time (America/Anchorage)
Gambier Time (Pacific/Gambier)
Hawaii-Aleutian Standard Time (America/Adak)
Marquesas Time (Pacific/Marquesas)
Hawaii-Aleutian Standard Time (Pacific/Honolulu)
Niue Time (Pacific/Niue)
Samoa Standard Time (Pacific/Pago_Pago)
60
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Set Your Personal or Organization-Wide Currency
If you have a single-currency organization, you can set the default currency for your organization.
Multi-currency organizations don’t have a default currency. Instead, change your corporate currency or your personal currency.
IN THIS SECTION:
If you have a single-currency organization, you can set your default currency.
In multi-currency organizations, set your corporate currency to the currency in which your corporate headquarters reports revenue. All conversion rates are based on the corporate currency.
In multi-currency organizations, you can set a personal currency that’s different from the organization’s corporate currency.
USER PERMISSIONS
To view currencies:
•
View Setup and
Configuration
To change currencies:
•
Customize Application
SEE ALSO:
Select Your Language, Locale, and Currency
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience.
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Set Your Currency Locale
If you have a single-currency organization, you can set your default currency.
1. Search Setup for Company Information.
2. On the Company Information page, click Edit.
3. Select a locale from the Currency Locale drop-down list.
4. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view currencies:
•
View Setup and
Configuration
To change currencies:
•
Customize Application
61
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Set Your Corporate Currency
In multi-currency organizations, set your corporate currency to the currency in which your corporate headquarters reports revenue. All conversion rates are based on the corporate currency.
When Support enables multiple currencies, your corporate currency is set to the value specified on the Company Information page in Setup. You can change the corporate currency.
1. Search Setup for Manage Currencies.
2. On the Currency page, click Change Corporate.
3. Select a currency from the New Corporate Currency drop-down list.
4. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view currencies:
•
View Setup and
Configuration
To change currencies:
•
Customize Application
Set Your Personal Currency
In multi-currency organizations, you can set a personal currency that’s different from the organization’s corporate currency.
1. From your personal settings, enter
Time Zone
in the
Quick Find
box, then select
Language and Time Zone. No results? Enter
Personal Information
in the
Quick
Find
box, then select Personal Information.
2. Select a currency from the Currency drop-down list.
3. Save your changes.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view company information:
•
View Setup and
Configuration
To change company information:
•
Customize Application
The available personal setup options vary according to which
Salesforce Edition you have.
62
Set Up and Maintain Your Salesforce Organization Select Your Language, Locale, and Currency
Edit Conversion Rates
You can manage static exchange rates between your active and inactive currencies and the corporate currency by editing the conversion rates. These exchange rates apply to all currency fields used in your organization. In addition to these conversion rates, some organizations use dated exchange rates for opportunities and opportunity products.
1. Search Setup for Manage Currencies.
2. If you use advanced currency management, click Manage Currencies.
3. In the Active Currencies or Inactive Currencies list, click Edit Rates.
4. Enter the conversion rate between each currency and your corporate currency.
5. Click Save.
When you change the conversion rates, currency amounts are updated using the new rates. Previous conversion rates are not stored. All conversions within opportunities, forecasts, and other amounts use the current conversion rate.
If your organization uses advanced currency management, you can also manage dated exchange rates for currency fields on opportunities and opportunity products.
Note:
•
You cannot track revenue gain or loss based on currency fluctuations.
•
Changing conversion rates causes a mass recalculation of roll-up summary fields. This recalculation can take up to 30 minutes, depending on the number of records affected.
•
You can also change a conversion rate via the API. However, if another roll-up summary recalculation for the same currency field is in progress, the age of that job affects the recalculation job that you triggered. Here’s what happens when you request a currency rate change via the API, and a related job is in progress.
–
If the other recalculation for the same currency field was kicked off less than 24 hours ago, your currency rate change isn’t saved. You can try again later or instead change the currency rate from Manage Currencies in Setup. Initiating the change from Setup stops the old job and triggers your recalculation to run.
–
If the other recalculation job was kicked off more than 24 hours ago, you can save your currency rate change and your job starts.
To check the status of your recalculation job, see the Background Jobs page in Setup.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view currencies:
•
View Setup and
Configuration
To change currencies:
•
Customize Application
SEE ALSO:
Set Your Personal or Organization-Wide Currency
63
Set Up and Maintain Your Salesforce Organization
Supported Currencies
Salesforce supported currencies:
Bahraini Dinar
Burundi Franc
Bermuda Dollar
Brunei Dollar
Bolivian Boliviano
Bolivia Mvdol
Brazilian Cruzeiro (old)
Brazilian Real
Bahamian Dollar
Bhutan Ngultrum
Botswana Pula
Belarussian Ruble
Belize Dollar
Canadian Dollar
Currency Name
UAE Dirham
Afghanistan Afghani (New)
Albanian Lek
Armenian Dram
Neth Antilles Guilder
Angola Kwanza
Argentine Peso
Australian Dollar
Aruba Florin
Azerbaijanian New Manat
Convertible Marks
Barbados Dollar
Bangladesh Taka
Bulgaria Lev
BOV
BRB
BRL
BSD
BHD
BIF
BMD
BND
BOB
BTN
BWP
BYR
BZD
CAD
BAM
BBD
BDT
BGN
ARS
AUD
AWG
AZN
Currency Code
AED
AFN
ALL
AMD
ANG
AOA
64
Select Your Language, Locale, and Currency
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Database.com, and
Developer Editions
USER PERMISSIONS
To view company information:
•
View Setup and
Configuration
To change company information:
•
Customize Application
The available personal setup options vary according to which
Salesforce Edition you have.
Set Up and Maintain Your Salesforce Organization
Estonian Kroon
Egyptian Pound
Eritrea Nakfa
Ethiopian Birr
Euro
Fiji Dollar
Falkland Islands Pound
British Pound
Georgia Lari
Ghanian Cedi
Gibraltar Pound
Gambian Dalasi
Guinea Franc
Guatemala Quetzal
Guyana Dollar
Hong Kong Dollar
Currency Name
Franc Congolais
Swiss Franc
Unidades de fomento
Chilean Peso
Chinese Yuan
Colombian Peso
Costa Rica Colon
Cuban Peso
Cape Verde Escudo
Czech Koruna
Dijibouti Franc
Danish Krone
Dominican Peso
Algerian Dinar
65
GMD
GNF
GTQ
GYD
HKD
GBP
GEL
GHS
GIP
EUR
FJD
FKP
EEK
EGP
ERN
ETB
DJF
DKK
DOP
DZD
CRC
CUP
CVE
CZK
Currency Code
CDF
CHF
CLF
CLP
CNY
COP
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization
Kyrgyzstan Som
Cambodia Riel
Comoros Franc
North Korean Won
Korean Won
Kuwaiti Dinar
Cayman Islands Dollar
Kazakhstan Tenge
Lao Kip
Lebanese Pound
Sri Lanka Rupee
Liberian Dollar
Lesotho Loti
Libyan Dinar
Moroccan Dirham
Moldovan Leu
Currency Name
Honduras Lempira
Croatian Kuna
Haiti Gourde
Hungarian Forint
Indonesian Rupiah
Israeli Shekel
Indian Rupee
Iraqi Dinar
Iranian Rial
Iceland Krona
Jamaican Dollar
Jordanian Dinar
Japanese Yen
Kenyan Shilling
66
LRD
LSL
LYD
MAD
MDL
KZT
LAK
LBP
LKR
KGS
KHR
KMF
KPW
KRW
KWD
KYD
JMD
JOD
JPY
KES
INR
IQD
IRR
ISK
Currency Code
HNL
HRK
HTG
HUF
IDR
ILS
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization
Nigerian Naira
Nicaragua Cordoba
Norwegian Krone
Nepalese Rupee
New Zealand Dollar
Omani Rial
Panama Balboa
Peruvian Nuevo Sol
Papua New Guinea Kina
Philippine Peso
Pakistani Rupee
Polish Zloty
Paraguayan Guarani
Qatar Rial
Romanian Leu (New)
Serbian Dinar
Currency Name
Malagasy Ariary
Macedonian Denar
Myanmar Kyat
Mongolian Tugrik
Macau Pataca
Mauritania Ougulya
Mauritius Rupee
Maldives Rufiyaa
Malawi Kwacha
Mexican Peso
Mexican Unidad de Inversion (UDI)
Malaysian Ringgit
Mozambique New Metical
Namibian Dollar
67
PLN
PYG
QAR
RON
RSD
PEN
PGK
PHP
PKR
NGN
NIO
NOK
NPR
NZD
OMR
PAB
MXV
MYR
MZN
NAD
MUR
MVR
MWK
MXN
Currency Code
MGA
MKD
MMK
MNT
MOP
MRO
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization
Currency Name
Russian Rouble
Rwanda Franc
Saudi Arabian Riyal
Solomon Islands Dollar
Seychelles Rupee
Sudanese Pound
Swedish Krona
Singapore Dollar
St Helena Pound
Sierra Leone Leone
Somali Shilling
Surinam Dollar
South Sudan Pound
Sao Tome Dobra
Syrian Pound
Swaziland Lilageni
Thai Baht
Tajik Somoni
Turkmenistan New Manat
Tunisian Dinar
Tonga Pa'anga
Turkish Lira (New)
Trinidad&Tobago Dollar
Taiwan Dollar
Tanzanian Shilling
Ukraine Hryvnia
Ugandan Shilling
U.S. Dollar
Uruguayan New Peso
Uzbekistan Sum
68
UAH
UGX
USD
UYU
UZS
TRY
TTD
TWD
TZS
SYP
SZL
THB
TJS
TMT
TND
TOP
SOS
SRD
SSP
STD
SEK
SGD
SHP
SLL
Currency Code
RUB
RWF
SAR
SBD
SCR
SDG
Select Your Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Currency Name
Venezuelan Bolivar Fuerte
Vietnam Dong
Vanuatu Vatu
Samoa Tala
CFA Franc (BEAC)
East Caribbean Dollar
CFA Franc (BCEAO)
Pacific Franc
Yemen Riyal
South African Rand
Zambian Kwacha (New)
Zimbabwe Dollar
XOF
XPF
YER
ZAR
ZMK
ZWL
Currency Code
VEF
VND
VUV
WST
XAF
XCD
SEE ALSO:
Set Your Personal or Organization-Wide Currency
Define Your Fiscal Year
Specify a fiscal year that fits your business needs.
If your fiscal year follows the Gregorian calendar, but does not start in January, you can define a standard fiscal year with a different starting month. If your fiscal year follows a different structure from the Gregorian calendar, you can define a custom fiscal year that meets your needs.
Whether you use a standard fiscal year or a custom fiscal year, you define individual fiscal years one time. These fiscal year definitions allow you to use these fiscal periods throughout Salesforce including in reporting, opportunities, and forecasting.
Tip: As a best practice, update product schedules whenever a custom fiscal year is created or changed.
EDITIONS
Available in: both Salesforce
Classic and Lighting
Experience
Available in: All Editions except for Database.com.
Standard Fiscal Years
Standard fiscal years follow the Gregorian calendar, but can start on the first day of any month of the year.
USER PERMISSIONS
To define or edit fiscal years:
•
Customize Application
To view fiscal years:
•
View Setup and
Configuration
Custom Fiscal Years
Some companies break down their fiscal years, quarters, and weeks into custom fiscal periods based on their financial planning requirements. Salesforce allows you to flexibly define these periods using custom fiscal years. For example, you can create a 13-week quarter represented by three periods of four, four, and five weeks, rather than calendar months.
69
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
If you use a common fiscal year structure, such as 4-4-5 or a 13-period structure, you can rapidly define a fiscal year. Just specify a start date and choose an included template. If the fiscal year structure you need is not among the templates, you can easily modify a template to suit your business. For example, if you use three fiscal quarters per year (a trimester) rather than four, delete or modify quarters and periods to meet your needs.
Your custom fiscal periods can be named based on your standards. For example, a fiscal period could be called “P2” or “February.”
Fiscal years can be modified any time. For example, you can add an extra week to synchronize a custom fiscal year with a standard calendar in a leap year. Changes to fiscal year structure take effect immediately upon being saved. If you use forecasting, Salesforce recalculates your forecasts when you save changes to a fiscal year.
Considerations for Enabling Custom Fiscal Years
Before enabling custom fiscal years, consider these key points.
•
After you enable custom fiscal years, you can’t disable the feature. However, to revert to standard fiscal years, you can define custom fiscal years that follow the same Gregorian calendar structure as the Salesforce standard fiscal years.
•
Fiscal year definitions are not automatically created. Define a custom fiscal year for each year you do business.
•
Enabling or defining custom fiscal years impacts your forecasts, reports, and quotas.
–
When you define the first custom fiscal year, all existing forecasts, forecast history, and forecast adjustments from the year’s first period forward are deleted. Forecasts for periods before the first custom fiscal year are not deleted and can be accessed as usual.
–
When you define a new custom fiscal year, any existing forecasts, forecast history, forecast adjustments, and quotas for the corresponding standard fiscal year are lost.
–
If you use Customizable Forecasting, you can group reports for a period after the last defined fiscal year only by date, not by period.
–
If you use Customizable Forecasting, view the forecast for the period included in the report before running a forecast report.
Verify that your reports have the most updated amounts. If you use Collaborative Forecasts, it is not necessary to view the forecast before running reports.
•
You can’t use fiscal period columns in opportunity, opportunity with product, or opportunity with schedule reports.
•
Opportunity list views don’t include a fiscal period column.
•
When custom fiscal years are enabled, you can't use the
FISCAL_MONTH()
,
FISCAL_QUARTER()
, or
FISCAL_YEAR() date functions in SOQL.
IN THIS SECTION:
If your company follows the Gregorian calendar year but you want to change the fiscal year start month, use standard fiscal years.
If your company does not observe a standard fiscal year, you can enable custom fiscal years, which define a more complex fiscal year structure.
Customize the Fiscal Year Structure
If your custom fiscal year needs a different structure than one available from the
templates , modify the details of your custom fiscal
year definition.
Customize the Fiscal Year Labels
Customize the labels of your fiscal years in two ways: Naming schemes and prefix choices or fiscal year picklist customization.
Choosing a Custom Fiscal Year Template
70
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Set up your company’s custom fiscal years to fit your company’s calendar. If you define a custom fiscal year and want to change it, edit the existing fiscal year definition.
Set the Fiscal Year
If your company follows the Gregorian calendar year but you want to change the fiscal year start month, use standard fiscal years. If your company does not observe a standard fiscal year, you can enable custom fiscal years, which define a more complex fiscal year structure.
Warning:
•
Users of Customizable Forecasting: If you change your fiscal start month, you can lose all quotas, forecast history, and overrides. To preserve your data, change to a month previously used as the first month in a quarter. For example, if your start month is April and you change it to May, which isn't a month that starts a fiscal quarter, you lose data. If you change it to July, which is a month that starts a fiscal quarter, you preserve your data.
•
Users of Collaborative Forecasts: If you change your fiscal year start month, quota and adjustment information is purged.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
1. Back up your current data and export it into a set of comma-separated values (CSV) files.
Tip: Run a data backup export because changing the fiscal year causes fiscal periods to shift. This change affects opportunities and forecasts organization-wide.
USER PERMISSIONS
To view fiscal year:
•
View Setup and
Configuration
To change fiscal year:
•
Customize Application
2. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select Fiscal Year.
3. Select
Standard Fiscal Year
or
Custom Fiscal Year
.
•
To create a standard fiscal year, choose the start month. Then specify whether the fiscal year name is based on the year in which it begins or ends.
If you want to apply the new fiscal year settings to your existing forecasts and quotas, select
Apply to All Forecasts and Quotas
. Whether this option is available depends on your forecast settings.
•
.
Warning:
Custom fiscal years cannot be disabled once enabled. Enabling custom fiscal years has impacts on your reports, forecasts, quotas, and other date-sensitive material. Do not enable custom fiscal years unless you understand and are prepared for all the implications. For detailed information on the impact, see
.
4. Click Save.
For specific information on both types of fiscal years, see Define Your Fiscal Year on page 69.
71
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Customize the Fiscal Year Structure
If your custom fiscal year needs a different structure than one available from the
, modify the details of your custom fiscal year definition.
Custom fiscal years let you:
•
•
Reset the fiscal year to a template
•
•
Change the length of a fiscal week
Warning:
Changing the length of a fiscal year has an impact on forecasting and reporting.
For detailed information on the impact, see Define Your Fiscal Year .
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
Customizing the Period Labels
You can change labels, or names of your fiscal year periods. Forecasting and reporting also use these period labels. For information about changing them, see
Customize the Fiscal Year Labels on
page 73.
USER PERMISSIONS
To define or edit fiscal years:
•
Customize Application
To view fiscal years:
•
View Setup and
Configuration
Resetting the Fiscal Year to a Template
During customization, if you want to return to a fiscal year template, select a template from the
Reset Fiscal Year Structure drop-down list.
Note: Resetting the fiscal year structure to a template removes all the customizations you made to the fiscal year.
Adding or Removing Fiscal Periods
You can easily add or remove fiscal periods (such as quarters, periods, or weeks) from the fiscal year structure.
To add fiscal periods:
1. From Setup, click Company Profile > Fiscal Year.
2. Click Edit for the fiscal year you want to edit.
3. If it is not already expanded, expand the Advanced Customization section.
4. Select the checkbox for the period before the new period. For example, to add a quarter, and you want it to be the second quarter, select the checkbox for the first quarter.
5. Click Insert.
Note: The maximum number of fiscal periods is 250.
To remove a fiscal period:
1. From Setup, click Company Profile > Fiscal Year.
2. Click Edit for the fiscal year you want to edit.
3. If it is not already expanded, expand the Advanced Customization section.
4. Select the checkbox for the period you want to delete.
5. Click Delete.
72
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Note: You must have at least one quarter, one period, and one week. If you delete a fiscal period or quarter, you delete forecast adjustments and quotas for that period or quarter.
Changing the Length of a Fiscal Week
To change the length of fiscal periods:
1. From Setup, click Company Profile > Fiscal Year.
2. Click Edit for the fiscal year you want to edit.
3. If it is not already expanded, expand the Advanced Customization section.
4. Choose the length from the Duration drop-down list for the fiscal week.
Note: To change the duration of a fiscal period or quarter, insert or delete weeks, or change the length of weeks that compose the period or quarter.
After you have customized your fiscal year, preview the fiscal year definition. Then, save your work.
Customize the Fiscal Year Labels
Customize the labels of your fiscal years in two ways: Naming schemes and prefix choices or fiscal year picklist customization.
EDITIONS
Fiscal Year Naming Schemes and Prefix Choices
When defining a custom fiscal year, you can choose the labeling scheme to use for your custom fiscal year. Each fiscal period type (quarter, period, and week) has a list of labeling schemes that you can select.
Quarter Name Scheme
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
USER PERMISSIONS
Numbered by Year
This option allows you to add the quarter number to the quarter label. The quarter label is a combination of the label for the quarter prefix and the quarter number. For example, if the quarter prefix is “Q”, the label for the third quarter Q3. To customize the quarter prefix, see
on page 74. By default the order of the quarter determines its
number (the first quarter is labeled “1”). To customize the order, select a different value from the quarter detail drop-down list.
To define or edit fiscal years:
•
Customize Application
To view fiscal years:
•
View Setup and
Configuration
Custom Quarter Names
This option allows you to set the quarter label to any name. The quarter label is set to the name you select from
from the quarter detail drop-down list.
Period Name Scheme
Numbered By Year
This option allows you to set the period label based on its position in the year. The period label is a combination of the period prefix and the period number. Period numbers do not reset in each quarter. For example, if the period prefix is “P,” the label for the sixth period is P6. To customize the
Period Prefix
on page 74. By default the order of the
period determines its number (the first period is labeled “1”). To customize the number, select a different value from the period detail drop-down list.
73
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Numbered By Quarter
This option allows you to set the period label based on its position in the quarter. The period label is a combination of the period prefix and the period number. Period numbers reset in each quarter. For example, if the period prefix is “P,” and the sixth period
is the second period in the second quarter, its label is P2. To customize the period prefix, see
By default the number for each period is set by their order within the quarter (the first period in a quarter is labeled “1”); customize it by selecting a different value from the period detail drop-down list.
Standard Month Names
This option allows you to set the period label to the month name of the start of the period. For example, if a period started on
October 12 and ends on November 10, the period label would be October.
Custom Period Names
By default the order of the period names is the same as the picklist order, which you can customize by selecting a different value from the period detail drop-down list.
Fiscal Year Picklists
Review these custom picklists to customize the labels for your custom fiscal year.
Quarter Prefix
The quarter prefix picklist is a list of options for the text that prefixes the quarter number or name if your fiscal year uses the Numbered
By Year quarter naming scheme. For example, if the fiscal quarter is called “Q4,” the “Q” is the quarter prefix.
Period Prefix
The period prefix picklist is a list of options for the text that prefixes the period number or name if your fiscal year uses the Numbered
By Year period naming scheme. For example, if the fiscal quarter is called “P4,” the “P” is the period prefix.
Quarter Name
The quarter name picklist is a list of options for the quarter name if your fiscal year uses the Custom Quarter Names quarter naming scheme. For example, if you want to name your quarters for the seasons (Spring, Summer, Fall, and Winter), you could set the quarter name list to those values.
Period Name
The period name picklist is a list of options for the quarter name if your fiscal year uses the Custom Period Names quarter naming scheme. Similar to the quarter name picklist, you can choose meaningful names for the period name picklist.
Customizing Fiscal Year Names
To customize one of these picklists:
1. From Setup, click Company Profile > Fiscal Year.
2. Click Edit next to the appropriate picklist.
SEE ALSO:
74
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Choosing a Custom Fiscal Year Template
When defining a new custom fiscal year, your first step is to choose a custom fiscal year template.
These templates are available to make it easier for you to define your custom fiscal year. They create a simple custom fiscal year that you can customize to meet your exact needs.
Note: If you choose a template and realize that it is not the best one for your fiscal year definition, you can reset it at any time using the Reset Fiscal Year Structure option.
Choose one of three types of templates:
4 Quarters per Year, 13 Weeks per Quarter
Choose one of these templates for your fiscal year if you want each quarter to have the same number of weeks per quarter. These templates all have 4 quarters, 12 periods, and 52 weeks per year. Each quarter is 13 weeks long and is composed of three periods. Two of the periods in each quarter are 4 weeks, and one is 5 weeks. In a 4-4-5 template, for example, the first and second period of a quarter are 4 weeks long, and the third period is 5 weeks long. Weeks are always 7 days long. A typical customization for these templates is to add extra weeks for leap years.
4-4-5
Within each quarter, period 1 has 4 weeks, period 2 has 4 weeks, and period 3 has 5 weeks
4-5-4
Within each quarter, period 1 has 4 weeks, period 2 has 5 weeks, and period 3 has 4 weeks
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com.
USER PERMISSIONS
To change your fiscal year:
•
Customize Application
5-4-4
Within each quarter, period 1 has 5 weeks, period 2 has 4 weeks, and period 3 has 4 weeks
13 Periods per Year, 4 Weeks per Period
Choose one of these templates if your fiscal year has more than 12 periods and if one quarter is longer than the other quarters. These templates all have 4 quarters per year, 13 periods per year, 3 or 4 periods per quarter, 53 weeks per year, and 4 weeks per period (5 weeks in the final period). Weeks generally have 7 days, but include a short week at the end of a year. The most common customization for this type of template is to create or change the length of a short week.
3-3-3-4
Quarter 1 has 3 periods, quarter 2 has 3 periods, quarter 3 has 3 periods, and quarter 4 has 4 periods
3-3-4-3
Quarter 1 has 3 periods, quarter 2 has 3 periods, quarter 3 has 4 periods, and quarter 4 has 3 periods
3-4-3-3
Quarter 1 has 3 periods, quarter 2 has 4 periods, quarter 3 has 3 periods, and quarter 4 has 3 periods
4-3-3-3
Quarter 1 has 4 periods, quarter 2 has 3 periods, quarter 3 has 3 periods, and quarter 4 has 3 periods
Gregorian Calendar
12 months/year, standard Gregorian calendar.
Unlike the other template styles, you can’t do advanced customization of a fiscal year that has been created from a Gregorian calendar template. Only use this template if you want to create a fiscal year that follows the Gregorian calendar. This template mimics the functionality of standard fiscal years.
SEE ALSO:
75
Set Up and Maintain Your Salesforce Organization Define Your Fiscal Year
Define a Custom Fiscal Year
Set up your company’s custom fiscal years to fit your company’s calendar. If you define a custom fiscal year and want to change it, edit the existing fiscal year definition.
Before defining a custom fiscal year, enable custom fiscal years. See
on page 71 for more information.
Before defining or editing any custom fiscal years, be aware of its impact on forecasting, reports, and other objects by reviewing
on page 69.
Custom fiscal years cannot be deleted.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except for Database.com.
USER PERMISSIONS
Define a New Custom Fiscal Year
1. From Setup, click Company Profile > Fiscal Year.
2. Click New. The Custom Fiscal Year template dialog opens.
3. Choose a template and click Continue to close the Custom Fiscal Year template dialog. For
more information on the templates, see Choosing a Custom Fiscal Year Template
on page 75.
4. Set the fiscal year start date, the fiscal year name, and choose the week start day. You can also add a description for the fiscal year.
To view fiscal year:
•
View Setup and
Configuration
To change your fiscal year:
•
Customize Application
Note: For the first custom fiscal year, the
Fiscal Year Start Date
and the
Week Start Date
are automatically set to today's date and day of week. If you already defined a custom fiscal year, the start dates are set to the day after the last end date of your custom fiscal years.
on page 72.
5. To review the fiscal year definition, click Preview.
If it is correct, close the preview and click Save to save your fiscal year, or Save & New to save your fiscal year and define another fiscal year.
Warning: If your company uses forecasting, creating the first custom fiscal year deletes any quotas and adjustments in the corresponding and subsequent standard fiscal years.
Edit a Custom Fiscal Year
1. From Setup, click Company Profile > Fiscal Year.
2. Click a defined fiscal year name to review the details. Close the fiscal year preview to continue.
3. Click Edit for the fiscal year you want to edit.
4. Change the
Fiscal Year Start Date
, the
Fiscal Year Name
,
Description
, or
Week Start Day
.
Sometimes changing the
Fiscal Year Start Date
causes this fiscal year to overlap with the previous fiscal year or create a gap between the fiscal years. In this case, the end date of the previous fiscal year is changed to the day before the start of this fiscal year.
If changing the end date causes this fiscal year to overlap the next fiscal year, or create a gap between the fiscal years, the start date of the next fiscal year changes to the day after the end of this fiscal year.
Note: You can’t change the start or end date of a fiscal year if that causes it to overlap with a fiscal year that is defined using a Gregorian year template.
76
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Warning: If you change the start or end date of any quarter, period, or week, you lose all forecast data that are within that date range, including quotas, forecast history, and forecast adjustments. It also includes all forecasts for date ranges automatically adjusted as a result of that change and end or start date changes resulting from inserting or deleting periods.
5. Click Preview.
6. Review the fiscal year definition. If it is correct, close the preview and click Save to save your fiscal year. To make more detailed edits,
see Customize the Fiscal Year Structure on page 72.
Note: The default label values for the fiscal year periods determine the fiscal year period labels for forecasting and reporting,
unless you specify them. To change them, see Customize the Fiscal Year Labels on page 73.
Set Up and Manage Search
Find out which objects and fields are searchable. Customize search settings, search result filters, and lookup search. Learn how to improve the search experience for users.
EDITIONS
IN THIS SECTION:
Salesforce searches a unique set of fields for each object.
Choose which columns appear to users in the lookup search results.
Available in: both Salesforce
Classicand Lightning
Experience
Available in: All Editions
except Database.com
Configure Search Settings in Salesforce Classic
Enable document content search, CJKT search optimization, sidebar search auto-complete, and more. Configure the lookup settings and the number of search results per object and lookup settings.
Configure Search Results Filters in Salesforce Classic
Admins choose the filters available to users for refining search results. Choosing the correct filters for each object is important so that users can easily navigate through search results to find the right record.
Set Up and Manage Federated Search
Do your users search for content stored outside of Salesforce? Federated search makes it easy to add external search engines (or connectors) to your org. Users look for information using Salesforce global search and see external results in a single search results page. Understand more about how federated search works, how to set it up, and how users see results.
Help Users Find Missing Records
Are users reporting that records aren’t appearing in their search results? Admins can troubleshoot common search issues for users.
Encouraging users to narrow their search scope or use more specific search terms is always a good first step. Admins can also verify the search status, permissions, and search settings. Learn about search result crowding, also called truncation, and how it affects the results returned.
Disabling search for custom objects and external objects and scheduling bulk uploads during off-peak hours helps speed up search.
77
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Searchable Objects and Fields
Salesforce searches a unique set of fields for each object.
EDITIONS
Note: When you search for a value in a field that's hidden from you by field-level security, your results include the record that contains the field. However, you can't see the field.
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Searchable Fields by Object in Lightning Experience
The records included in search results depend on whether the record’s object type and its fields are searchable. If you search for an object with a value that’s stored in a field that isn’t searchable, your desired object doesn’t appear in your search results.
The types of records you can search vary according to the edition you have.
Available in: All Editions
except Database.com
Searchable Fields by Object in Salesforce Classic
Each search type—sidebar, advanced, global, and lookup—searches a unique set of fields for each object. Your search results for a particular object depend on two factors: the type of search and the searchable fields for that object.
Searchable Fields by Object in Lightning Experience
The records included in search results depend on whether the record’s object type and its fields are searchable. If you search for an object with a value that’s stored in a field that isn’t searchable, your desired object doesn’t appear in your search results.
Note: When you search for a value in a field that's hidden from you by field-level security, your results include the record that contains the field. However, you can't see the field.
Reference the table to determine which objects you can find with a search. If an object has custom fields, you can find records of that object with the custom field values.
Not all object and fields are searchable, so see the table.
Object
Account
Fields
Account Name
Account Name (Local)
Account Number
Account Site
Billing Address
Description
Fax
Phone
Shipping Address
Ticker Symbol
Website
All custom fields
EDITIONS
Available in: Lightning
Experience
The types of records you can search vary according to the edition you have.
78
Set Up and Maintain Your Salesforce Organization
Object
Article (Knowledge
Article)
Fields
Article Number
Summary
Title
URL Name
Attached file’s content (text within the file)
Attached file
Title
Asset
Asset Name
Description
Serial Number
Campaign
Campaign Name
Description
Case
Case Number
Description
Subject
Web Company
(of person who submitted the case online)
Web Email
(of person who submitted the case online)
Web Name
(of person who submitted the case online)
Web Phone
(of person who submitted the case online)
Chatter (Feed)
Group (Chatter Group)
Description
Name
Contact
@Name
(where
Name
is a username)
Comment Body
Commenter Name
File Name
Group Name
Links
Post Body
Post Origin (Person, Group, Record Name)
Assistant
Asst. Phone
Department
79
Set Up and Manage Search
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Object Fields
Description
Fax
First Name (Local)
Home Phone
Last Name (Local)
Mailing Address
Mobile
Other Address
Other Phone
Phone
Title
Contract
Billing Address
Billing Name
Contract Name
Contract Number
Description
Shipping Address
Special Terms
Custom objects and fields
Name
All custom auto-number fields and custom fields that are set as an external ID (no need to enter leading zeros)
All custom fields of type email and phone
All custom fields of type text, text area, long text area, and rich text area
Note: Custom object records are searchable in the Salesforce user interface only if the custom object is associated with a custom tab. Users aren't required to add the tab for display.
Note: The same field types are also searchable for custom fields on standard objects.
Dashboard
Entitlement
Title
Entitlement Name
80
Set Up and Maintain Your Salesforce Organization
Object
External objects
Event (Calendar)
File
Lead
Fields
Global search only: Text, text area, and long text area fields
Set Up and Manage Search
Note:
•
Lookup search isn’t available for external lookup relationship fields. To edit an external lookup relationship field, manually enter the value of the
External ID
standard field for the parent record. This limitation doesn’t apply when the parent external object is associated with the cross-org adapter for Salesforce Connect.
•
Lookup search isn’t available for indirect lookup relationship fields. To edit an indirect lookup relationship field, manually enter the value of the target field of the parent record. The target field is the custom field with
External ID
and
Unique
attributes that was selected when the indirect lookup relationship was created. To determine related records, Salesforce matches target field values against the values of the indirect lookup relationship field on the child object.
An external object accesses data that’s stored outside your Salesforce org. Your Salesforce admin controls which external objects are searchable. Which external object fields are searched depends on how the external system handles searches. If the search results aren’t as you expected, use case-sensitive search strings that contain only alphanumeric characters. If the results still aren’t as expected, contact your admin for recommendations on searching your specific external system.
Description
Subject
Body
Description
Extension
(such as ppt)
Name
Owner
Address
Company
Company(Local)
Description
Fax
First Name (Local)
Last Name (Local)
Mobile
Name
Phone
Title
81
Set Up and Maintain Your Salesforce Organization
Object
Note
Operating Hours
Opportunity
Order
People
Person Account
Set Up and Manage Search
Fields
Note: In Lightning Experience, both the converted lead record and the new record based on the converted lead are searchable. However, you can’t view or edit the converted lead record from the search results page.
Body
Title
Description
Name
Description
Opportunity Name
Billing Address
Description
Order Name
Order Number
Order Reference Number
PO Number
Shipping Address
About Me
Address
Name
Nickname
Phone
Title
Username
Account Name
Account Name (Local)
Account Number
Account Site
Assistant
Assistant Phone
Billing Address
82
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Object Fields
Description
Fax
Home Phone
Mailing Address
Mobile
Other Address
Other Phone
Shipping Address
Ticker Symbol
Title
Website
Note: The Person Account object contains fields that originate from both the Business Account and Contact objects. All search terms are compared to business account and contact fields at the same time.
Price Book
Description
Price Book Name
Product
Product Code
Product Description
Product Name
Quote
Report
Service Appointment
Appointment Number
Description
Subject
Service Resource
Description
Report Name
Description
Name
Service Territory
Quote Name
Quote Number
Description
Name
83
Set Up and Maintain Your Salesforce Organization
Object
Task
Topic
Work Order
Fields
Comments
Subject
Description
Topic Name
Description
Subject
Work Order Number
Set Up and Manage Search
IN THIS SECTION:
Searchable Setup Objects in Lightning Experience
Use global search while in Setup to find specific setup records, such as the Lead Source picklist or the Sales Rep profile. Global search differs from Quick Find, which finds pages within the Setup menu, such as Account Settings or Profiles.
Searchable Setup Objects in Lightning Experience
Use global search while in Setup to find specific setup records, such as the Lead Source picklist or the Sales Rep profile. Global search differs from Quick Find, which finds pages within the Setup menu, such as Account Settings or Profiles.
Search in Setup is only an option for global search while you’re in Setup. While within Setup, enter a record name, and select the in Setup option in instant results or press Enter.
EDITIONS
Available in: Lightning
Experience
On the search results page, use the search scope bar beneath global search to see results only for a specific Setup object. Top Results includes results from the Setup object pages you use most frequently.
The following Setup objects are always shown in the search scope bar. You can’t customize the order.
The types of records you can search vary according to the edition you have.
•
Users
•
Profiles
•
Permission Sets
•
Objects
•
Fields
•
Groups and Queues
If you want to see results for a Setup object not shown, use the More drop-down to the right of the list. Here’s a list of all the searchable
Setup objects.
•
Approval Post Templates
•
Approval Processes
•
Assignment Rules
•
Business Hours
84
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
•
Compact Layouts
•
Custom Buttons or Links
•
Custom Home Pages
•
Duplicate Rules
•
Email Alerts
•
Email Templates
•
Entitlement Process
•
Field Updates
•
Fields
•
Groups and Queues
•
Home Page Components
•
Permission Sets
•
Profiles
•
Objects
•
Roles
•
Static Resources
•
Users
•
Workflow Outbound Messages
•
Workflow Rules
•
Workflow Tasks
Here are the columns shown in search results. You can’t customize the columns. The Type column lists the type of setup record, such as Field. The Object field shows the Salesforce object, such as Contact.
•
Name
•
Type
•
Object
•
Last Modified Date
•
Last Modified By
Setup search results have certain restrictions.
•
You can’t sort or filter results.
•
You can only search by the API name of the setup record.
Searchable Fields by Object in Salesforce Classic
Each search type—sidebar, advanced, global, and lookup—searches a unique set of fields for each object. Your search results for a particular object depend on two factors: the type of search and the searchable fields for that object.
For example, consider an account that contains "Acme" in its
Description
field. The
Description
field isn't queried by standard lookup search, but is queried by global search and enhanced lookup search when All Fields is selected. So a search for Acme returns this account record only if you use either global search or enhanced lookup search with All Fields selected.
A few things to note about searchable fields:
EDITIONS
Available in: Salesforce
Classic
The types of records you can search vary according to the edition you have.
85
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
•
Global search finds more fields per object compared to other search types.
•
By default, enhanced lookups query a limited set of fields, primarily Name fields for each object. If available in the enhanced lookup search dialog, select All Fields and enter other search terms unique to the record, to search through all searchable fields.
•
You can't search encrypted, formula, and lookup fields.
Note: When you search for a value in a field that's hidden from you by field-level security, your results include the record that contains the field. However, you can't see the field.
This table shows the types of search supported for each object. Not all objects and fields are searchable for every type, so follow the links to see the list of searchable fields for each object.
Object
Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search
Global Search
86
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Object
Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search
Global Search
87
Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Object
Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search
Global Search
IN THIS SECTION:
Searchable Fields: Thanks Badge
Searchable Fields: Work.com Feedback
Searchable Fields: Activities (Events and Tasks)
Note:
Archived events and tasks aren’t searchable.
Searchable Fields
Comments
(tasks only)
Description
(events only)
Subject
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area,
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
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Searchable Fields
long text area, rich text area, email, and phone
Sidebar Search
The contents of attachments are not searchable.
Advanced Search
Searchable Fields: Attachment
Sidebar Search Searchable Fields
Description
File Name
Advanced Search Global Search
Global Search
Searchable Fields: Asset
Searchable
Fields
Asset Name
Sidebar Search
Description
Serial
Number
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Contact Manager, and
Developer editions
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Searchable Fields: Business Account
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Account
Name
Account
Name
(Local)
Account
Number
Account
Site
Billing
Address
Description
D-U-N-S
Number
(This field is only available to organizations that use
Data.com
Prospector)
Fax
Phone
Shipping
Address
Ticker
Symbol
Website
All custom auto-number fields and custom fields
EDITIONS
Available in: Salesforce
Classic
The available business account fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Campaign
Searchable
Fields
Campaign
Name
Description
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
Sidebar Search
All custom fields of type text, text area, long text area, rich text area, email, and phone
Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields: Case
Searchable
Fields
Case
Comments
Case Number
(You don't need to enter leading zeros.)
Sidebar Search
Description
Subject
Web Company
(of person who submitted the case online)
Web Email
(of person who submitted the case online)
Web Name
(of person who submitted the case online)
Web Phone
(of person who submitted the case online)
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer editions
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Searchable Fields: Chatter Feed
To find information in a feed, use global search or feed search. Neither sidebar search nor advanced search are designed to find information in Chatter feeds.
Note: Global search and feed search return matches for file or link names shared in posts, but not in comments.
Advanced
Search
Global Search Feed Search Searchable
Fields
@Name
(where
Name
is a username)
Comment
Body
Commenter
Name
File Name
Sidebar Search
Group Name
Links
Origin of
Post
(Group,
Person, or
Record Name
Post Body
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Contact Manager, and
Developer editions
Searchable Fields: Chatter Group
Neither sidebar search nor advanced search are designed to find Chatter groups. To find a Chatter group, use global search or the search tools on the Groups tab. Global search results include archived groups.
Global Search Groups Tab Searchable
Fields
Description
Sidebar Search
Group Name
Advanced
Search
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Contact Manager, and
Developer editions
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Searchable Fields: Coaching
Searchable Fields
Name
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Set Up and Manage Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
Searchable Fields: Community
Searchable
Fields
Community
Name
Sidebar Search Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in all editions
Searchable Fields: Contact
Note:
If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Assistant
Asst.
Phone
Department
Description
Fax
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
First Name
Global Search
First Name
(Local)
Home Phone
Last Name
Last Name
(Local)
Mailing
Address
Middle Name
Middle Name
(Local)
Mobile
Other Address
Other Phone
Phone
Suffix
Title
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
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Searchable Fields: Salesforce CRM Content
Neither sidebar search nor advanced search are designed to find content. To find content, use global search (results appear as files) or the search tools on the Content tab.
Advanced
Search
Global Search Content Tab Searchable
Fields
Body
Description
Sidebar Search
File
Owner
Title
Version
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer editions
Searchable Fields: Contract
Searchable
Fields
Billing
Address
Billing
Name
(First and
Last)
Contract
Name
Sidebar Search
Contract
Number
Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Performance and Developer Editions
Available in: Professional,
Enterprise, and Unlimited
Editions with the Sales Cloud
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Searchable Fields
Description
Shipping Address
Special Terms
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Standard Lookup
Search
Global Search
Searchable Fields: Contract Line Item
Sidebar Search Searchable Fields
Description
Name
Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Performance and Developer Editions
Available in: Professional,
Enterprise, and Unlimited
Editions with the Sales Cloud
Searchable Fields: Custom Object
Custom object records are searchable in the Salesforce user interface only if the custom object is associated with a custom tab. Users aren't required to add the tab for display.
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Name
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer editions
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
Global Search
All custom fields of type email and phone
All custom fields of type text, text area, long text area, and rich text area
Searchable Fields: D&B Company
To have access to D&B Company records, your organization must have Data.com Prospector or
Data.com Clean.
Advanced Search Global Search Searchable Fields
Company City
Company
Country
Company
Description
D-U-N-S Number
Facsimile
Number
Mailing
Address
Primary
Address
Primary
Business Name
Telephone
Number
Ticker Symbol
Sidebar Search
EDITIONS
Available in: Salesforce
Classic
Available with a Data.com
Prospector license in:
Contact Manager (no Lead object), Group, Professional,
Enterprise, Performance, and Unlimited Editions
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Searchable Fields
URL
Sidebar Search Advanced Search
Set Up and Manage Search
Global Search
Searchable Fields: Discussion
Discussions support only standard lookup searches.
Searchable
Fields
Title
Sidebar Search Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in all editions
Searchable Fields: Document
To find a document, use global search or the Find Document button on the Documents tab.
Neither sidebar search nor advanced search are designed to find documents.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Global
Search
Documents
Tab
Document
Name
Body
Keywords
All standard text fields
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
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Searchable Fields: Entitlement
Searchable
Fields
Entitlement
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar
Search
Standard
Lookup
Exhanced
Lookup
Advanced
Search
Global
Search
Set Up and Manage Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions with the Service
Cloud
Searchable Fields: External Object
An external object accesses data that’s stored outside your Salesforce org. Your Salesforce admin controls which external objects are searchable. Which external object fields are searched depends on how the external system handles searches. If the search results aren’t as you expected, use case-sensitive search strings that contain only alphanumeric characters. If the results still aren’t as expected, contact your admin for recommendations on searching your specific external system.
Note:
•
Lookup search isn’t available for external lookup relationship fields. To edit an external lookup relationship field, manually enter the value of the
External ID
standard field for the parent record. This limitation doesn’t apply when the parent external object is associated with the cross-org adapter for Salesforce Connect.
•
Lookup search isn’t available for indirect lookup relationship fields. To edit an indirect lookup relationship field, manually enter the value of the target field of the parent record.
The target field is the custom field with
External ID
and
Unique
attributes that was selected when the indirect lookup relationship was created. To determine related records, Salesforce matches target field values against the values of the indirect lookup relationship field on the child object.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Salesforce Connect is available in: Developer
Edition and for an extra cost in: Enterprise, Performance, and Unlimited Editions
Files Connect for cloud-based external data sources is available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Federated Search is available in: Enterprise,
Professional, Unlimited, and Developer Editions
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Searchable Fields
Text, text area, and long text area fields
Sidebar Search Advanced Search
Searchable Fields: Goal
Searchable Fields
Description
Goal Name
All custom auto-number fields and custom fields that
Sidebar Search Advanced Search Global Search
Global Search
Searchable Fields: File
Neither sidebar search nor advanced search are designed to find files. To find a file, use global search or the search tools on the Files tab.
Global Search Files Tab Searchable
Fields
Body
Description
Sidebar Search
Extension
(such as ppt)
Name
Owner
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Advanced
Search
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Contact Manager, and
Developer editions
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields
are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Searchable Fields: Idea
Sidebar Search Searchable
Fields
Idea Body
Description
Title
Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
Searchable Fields: Knowledge Article
Neither sidebar search nor advanced search is designed to find articles. To find an article, use global search or the search tools in the sidebar on the Articles tab.
Global Search Articles Tab Searchable
Fields
All standard text fields
Sidebar Search
Body
File
Summary
Title
URL
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
Advanced
Search
EDITIONS
Salesforce Knowledge is available in: Salesforce
Classic.
Salesforce Knowledge is available in: Performance and Developer Editions and in Unlimited Edition with the
Service Cloud.
Salesforce Knowledge is available for an additional cost in: Enterprise and
Unlimited Editions.
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Searchable Fields
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search Articles Tab
Searchable Fields: Lead
Note:
Once converted, a lead record is no longer searchable, unless your admin has assigned you the "View and Edit Converted Leads" permission. The new account, contact, or opportunity record created from the converted lead is searchable.
Advanced
Search
Standard
Lookup Search
Global Search Searchable
Fields
Address
Company
Company
D-U-N-S
Number
Company
Name(Local)
Description
Fax
First Name
First Name
(Local)
Last Name
Last Name
(Local)
Middle Name
Mobile
Phone
Suffix
Title
All custom auto-number
Sidebar Search
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer editions
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Searchable Fields
fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Standard Lookup
Search
Global Search
Searchable Fields: Live Chat Transcript
Sidebar Search Searchable Fields
Body
Supervisor
Transcript
Body
Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer editions
Searchable Fields: Macro
Sidebar Search Searchable Fields
Description
Name
Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
Searchable Fields: Metric
Searchable Fields
Description
Metric Name
All custom auto-number fields and custom fields that are set as an external
ID
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Searchable Fields: Note
Sidebar Search Searchable Fields
Body
Title
Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer editions
Searchable Fields: Operating Hours
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Description
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area,
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
long text area, rich text area, email, and phone
Searchable Fields: Opportunity
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Description
Opportunity
Name
Account
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields: Order
Searchable Fields
Billing
Address
Description
Order Name
Order Number
Order
Reference
Number
PO Number
Shipping
Address
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Set Up and Manage Search
EDITIONS
Available in: Salesforce
Classic
Orders are available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Searchable Fields: People
Neither sidebar search nor advanced search are designed to find people; however, sidebar search and advanced search can be used to find users. See
To find people, use global search or the search tools on the People tab.
Global Search People Tab Searchable
Fields
About Me
Address
First Name
Last Name
Sidebar Search Advanced
Search
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Contact Manager, and
Developer editions
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Searchable Fields
Name
Nickname
Phone
Record ID
(15 character Record ID only)
Title
Username
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Set Up and Manage Search
People Tab
Note: Information in hidden fields on a profile is not searchable by other partners and customers in the community, but is searchable by users in the company’s internal organization.
Searchable Fields: Performance Cycle
Searchable Fields
Name
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields: Person Account
Note: The Person Account object contains fields that originate from both the Business
Account and Contact objects. All search terms are compared to all searchable business account and contact fields at the same time.
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Fax
Home
Phone
Mailing
Address
Mobile
Other
Address
Other
Phone
Account
Name
Account
Name
(Local)
Account
Number
Account
Site
Assistant
Assistant
Phone
Billing
Address
Description
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
The available person account fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Shipping
Address
Ticker Symbol
Global Search
Title
Website
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All account and contact custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Price Book
Neither global search, sidebar search, nor advanced search are designed to find price books. To find a price book, use the Price Books area on the Products tab.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Global
Search
Products
Tab Search
Price
Book
Description
Price
Book Name
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields: Product
Neither sidebar search nor advanced search are designed to find price books or products. To find a product, use global search or the Find Products area on the Products tab.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Global
Search
Products
Tab Search
Product
Code
Product
Description
Product
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
Searchable Fields: Question
The Answers tab in Salesforce lists all the questions posted to an answers community.
Advanced Search Global Search Searchable Fields
Question Body
Question Title
Reply Body
Sidebar Search
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer editions
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Searchable Fields: Quick Text
Sidebar Search Searchable Fields
Message
Name
Advanced Search Global Search
Set Up and Manage Search
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer editions
Searchable Fields: Quote
Searchable
Fields
Quote Name
Sidebar Search
Quote
Number
All custom fields of type text, text area, long text area, rich text area, email, and phone
Advanced
Search
Standard
Lookup
Global Search
EDITIONS
Available in: Salesforce
Classic
Quotes available in:
Performance and
Developer Editions and in
Professional, Enterprise, and Unlimited Editions with the Sales Cloud
Searchable Fields: Report
Sidebar Search Searchable Fields
Description
Report Name
Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
Searchable Fields: Resource Absence
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Absence
Number
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
Description
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Reward Fund
Searchable Fields
Name
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Searchable Fields: Reward Fund Type
Searchable Fields
Name
All custom auto-number fields and custom fields that are set as an external
ID
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search Advanced Search Global Search
Searchable Fields: Self-Service User
Self-service users support only standard lookup searches.
Searchable
Fields
First Name
Last Name
Sidebar Search Advanced
Search
Standard
Lookup Search
Global Search
EDITIONS
Available in: Salesforce
Classic
Available in all editions
Searchable Fields: Service Appointment
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Appointment
Number
Description
Subject
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area,
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
long text area, rich text area, email, and phone
Searchable Fields: Service Contract
Sidebar Search Searchable Fields
Contract
Number
Description
Contract Name
Special Terms
Advanced Search Global Search
EDITIONS
Available in both: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions with the Service
Cloud
Searchable Fields: Service Resource
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Description
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area,
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
rich text area, email, and phone
Searchable Fields: Service Resource Skill
Note:
If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Resource
Skill
Number
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
Searchable Fields: Service Territory
Note:
If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
Description
Name
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Service Territory Member
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Member
Number
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area,
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
email, and phone
Searchable Fields: Skill
Note: Lightning Experience users can see skills endorsements that they’ve received in the feed.
Advanced Search Global Search Searchable Fields
Skill Name
All custom auto-number fields and custom fields that are set as an external
ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Sidebar Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
Searchable Fields: Solution
Neither sidebar search nor advanced search are designed to find solutions. To find a solution, use global search or the Find Solution button on the Solutions tab.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer editions
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Searchable Fields: Thanks Badge
Note: Lightning Experience users can see thanks badges that they’ve received in the feed.
Badge
The attributes of a type of thanks badge, such as the badge name, description, and image.
Searchable Fields
Badge Name
Description
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Badge Received
A specific thanks badge that is given to a user.
Sidebar Search Searchable Fields
Badge Received Name
Description
Advanced Search Global Search
Searchable Fields: Topic
Neither sidebar search nor advanced search are designed to find topics. To find a topic, use global search.
Sidebar Search Advanced Search Global Search Searchable Fields
Description
Topic Name
EDITIONS
Available in: Salesforce
Classic
Available in all editions
Searchable Fields: User
Note:
If you're using Chatter and searching for people, see Searchable Fields: People .
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
About Me
Address
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
First Name
Global Search
Last Name
Middle Name
Name
Nickname
Phone
Record ID
(15 character Record ID only)
Suffix
Title
Username
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Work.com Feedback
Note: To have access to the following objects, your org must have the Work.com add-on.
Feedback
A response to a feedback question or request.
Searchable Fields
Feedback Name
Sidebar Search Advanced Search Global Search
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Feedback Question
A free-form text question or multiple choice question within a larger set of questions.
Sidebar Search Advanced Search Searchable Fields
Feedback Question
Name
Instruction Detail
Feedback Question Set
A set of questions being asked in a performance cycle.
Sidebar Search Searchable Fields
Feedback Question Set
Name
Feedback Request
A one-time feedback request on a subject or topic.
Searchable Fields
Feedback Request Name
Sidebar Search
Advanced Search
Advanced Search
Set Up and Manage Search
Global Search
Global Search
Global Search
Searchable Fields: Work Order
Note: If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Description
Subject
Work
Order
Number
All custom auto-number fields and custom fields
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Searchable Fields Sidebar Search Advanced Search Standard Lookup
Search
Enhanced Lookup
Search (Default)
Global Search
that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
Searchable Fields: Work Order Line Item
Note:
If available, there is an option when using enhanced lookup search to query all searchable fields, not just the fields checked in the Enhanced Lookup Search (Default) column in the table.
Searchable
Fields
Sidebar
Search
Advanced
Search
Standard
Lookup
Search
Enhanced
Lookup
Search
(Default)
Global
Search
Description
Work
Order
Line Item
Number
All custom auto-number fields and custom fields that are set as an external ID
(You don't need to enter leading zeros.)
All custom fields of type text, text area, long text area, rich text area, email, and phone
EDITIONS
Available in: Salesforce
Classic
The available fields vary according to which
Salesforce edition you have.
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Configure Lookup Search
Choose which columns appear to users in the lookup search results.
IN THIS SECTION:
Configure Lookup Search in Salesforce Classic
Enable enhanced lookups and lookup auto-completion and customize lookup filter fields.
Configure Lookup Search in Lightning Experience
Customize which columns appear to users in the lookup dialog search results using the Search
Results search layout customization setting. Users aren’t able to filter using these columns. They are intended to provide contextual help for determining which record to associate.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions
except Database.com
Configure Lookup Search in Salesforce Classic
Enable enhanced lookups and lookup auto-completion and customize lookup filter fields.
EDITIONS
IN THIS SECTION:
Enable enhanced lookups so users can sort, filter, and page through their results. Enhanced lookups are available only for specific objects.
Available in: Salesforce
Classic
Available in: All Editions
except Database.com
Specify Lookup Search Filter Fields
After enabling enhanced lookups, specify which fields users can use to filter lookup search results. If you don't specify any fields, your users can't use filters in enhanced lookup dialogs. Enhanced lookups are available only for specific objects.
Enable lookup auto-completion so users can select items from a dynamic list of matching, recently used records when editing a lookup field. It’s supported for account, contact, user, opportunity, and custom object lookups.
Enable Enhanced Lookups
Enable enhanced lookups so users can sort, filter, and page through their results. Enhanced lookups are available only for specific objects.
Note:
Custom object records are searchable in the Salesforce user interface only if the custom object is associated with a custom tab. Users aren't required to add the tab for display.
1. From Setup, enter
Search Settings
in the Quick Find box, then select Search Settings.
2. In the Lookup Settings area, select the objects for which you want to enable enhanced lookup functionality.
3. Click Save.
After enabling enhanced lookups, specify which fields users can use to filter lookup search results.
If you don't specify any fields, your users can't use filters in enhanced lookup dialogs. Fields configured to use enhanced lookups don’t support single character searches (except for searches in Chinese,
Japanese, Korean, and Thai) or wildcards at the beginning of search terms.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
except Database.com
USER PERMISSIONS
To enable enhanced lookups:
•
Customize Application
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Note: If you enable enhanced lookups in your org, it is also enabled for the Visualforce pages you create. However, enhanced fields aren’t available for Force.com sites.
SEE ALSO:
Configure Lookup Search in Salesforce Classic
Specify Lookup Search Filter Fields
After enabling enhanced lookups, specify which fields users can use to filter lookup search results.
If you don't specify any fields, your users can't use filters in enhanced lookup dialogs. Enhanced lookups are available only for specific objects.
1. From the management settings for an object, go to Search Layouts.
2. For the Lookup Filter Fields layout, click Edit.
3. Use the arrows to add or remove fields from the layout and to define the order in which the fields display. You can add up to six filter fields to the Selected Fields list. To select more than one field, use CTRL+click, or SHIFT+click to select multiple items in a range.
4. Click Save.
Note: If you enable enhanced lookups in your org, it is also enabled for the Visualforce pages you create. However, enhanced fields aren’t available for Force.com sites.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
except Database.com
USER PERMISSIONS
To specify lookup filter fields:
•
Customize Application
SEE ALSO:
Configure Lookup Search in Salesforce Classic
Enable Lookup Auto-Completion
Enable lookup auto-completion so users can select items from a dynamic list of matching, recently used records when editing a lookup field. It’s supported for account, contact, user, opportunity, and custom object lookups.
1. From Setup, enter
Search Settings
in the
Quick Find
box, then select Search
Settings.
2. In the Search Settings area, select the object lookups for which you want to enable auto-completion. Currently, only account, contact, opportunity, user, and custom object lookups can use this feature.
3. Click Save.
SEE ALSO:
Configure Lookup Search in Salesforce Classic
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
except Database.com
USER PERMISSIONS
To enable lookup auto-completion:
•
Customize Application
To use lookup auto-completion:
•
Edit on the record that includes the lookup field
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Configure Lookup Search in Lightning Experience
Customize which columns appear to users in the lookup dialog search results using the Search
Results search layout customization setting. Users aren’t able to filter using these columns. They are intended to provide contextual help for determining which record to associate.
In Lightning Experience, use Search Results under the Search Layouts customization setting to change which fields appear in the search results for both global search and lookup search. You aren’t required to separately update Lookup Dialogs.
The order of fields in the search layout also affects the secondary field displayed in Lightning
Experience instant results. The second usable field as chosen in this step appears as the secondary field in instant results.
•
Examples of usable fields are short-text, phone, currency, percent, date, or time fields.
•
Examples of unusable fields are HTML-formatted fields (URL and email), inline image fields, pick lists, or long-text fields.
EDITIONS
Available in: Lightning
Experience
Available in: All Editions
except Database.com
USER PERMISSIONS
To specify lookup filter fields:
•
Customize Application
Configure Search Settings in Salesforce Classic
Enable document content search, CJKT search optimization, sidebar search auto-complete, and more. Configure the lookup settings and the number of search results per object and lookup settings.
To change your org’s search settings, enter
Search Settings
in the
Quick Find
box, then select Search Settings.
Search Settings
Field
Enable “Limit to Items I Own”
Search Checkbox
Description
If this setting is enabled, the
Limit to
Items I Own
option is available to users.
The option allows users to include only records for which they are the record owner when entering search queries in the sidebar.
Note:
The
Limit to Items I
Own
option that appears in advanced search is always available to users, regardless of this setting.
Enable Document Content Search
If this setting is enabled, users can perform a full-text document search. When a new document is uploaded or an old one is replaced, its contents are available as search terms to retrieve the document. This setting applies only to searches for the document object.
Enable Search Optimization if your Content is Mostly in
Japanese, Chinese, or Korean
If this setting is enabled, search is optimized for the Chinese, Japanese, and Korean languages in the sidebar search. It affects sidebar search and the account search for Find Duplicates on
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
USER PERMISSIONS
To modify search settings:
•
Customize Application
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Field
Number of Search Results Displayed Per
Object
Lookup Settings
Description
a lead record in sidebar search and global search.
Note: Enable this option only if users are searching mostly in Chinese, Japanese, or Korean, and if the text in searchable fields is mostly in those languages. Don’t enable this option if you expect content and searches to be mostly in other languages.
Use Recently Viewed User Records for Blank and Auto-Complete Lookups
If this setting is enabled, the list of records that are returned from a user auto-complete lookup and from a blank user lookup is taken from the user’s recently viewed user records. This setting applies only to lookups in the user object.
If this setting isn’t enabled, the dialog box shows a list of recently accessed user records from across the org.
Enable Drop-Down List for Sidebar Search
Enable Sidebar Search Auto-Complete
Enable Single-Search-Result Shortcut for
Sidebar and Advanced Search
If this setting is enabled, a drop-down appears for users to choose whether to search within tags, within a specific object, or across all objects.
If this setting is enabled, when users start typing search terms, sidebar search displays a matching list of recently viewed records.
If this setting is enabled, users skip the search results page and go directly to the record’s detail page when their search returns only a single item.
Note:
This setting doesn’t apply to tags, case comments
(in advanced search), and global search. If the search result is a single tag, case comment, or item in global search, the search results page still appears.
The Number of Search Results Displayed Per Object area allows you to configure the number of items that are returned for each object in the Search Results page.
The Lookup Settings area allows you to enable enhanced lookups and lookup auto-completion for enhanced lookup-enabled objects and any custom object lookups.
SEE ALSO:
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Configure Search Results Filters in Salesforce Classic
Admins choose the filters available to users for refining search results. Choosing the correct filters for each object is important so that users can easily navigate through search results to find the right record.
1. On the Search Results page, in an object’s related list, select Customize > Filters for All Users.
Alternatively, from the management settings for an object, go to Search Layouts, and click Edit for Search Filter Fields.
2. To choose columns, use Add and Remove.
3. To reorder columns, use Up and Down.
4. Click Save.
Note: Search result filters defined for an object in the internal org also apply for search results for that object in communities.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
except Database.com
USER PERMISSIONS
To change search layouts:
•
Customize Application
Set Up and Manage Federated Search
Do your users search for content stored outside of Salesforce? Federated search makes it easy to add external search engines (or connectors) to your org. Users look for information using Salesforce global search and see external results in a single search results page. Understand more about how federated search works, how to set it up, and how users see results.
EDITIONS
Available in: both Lightning
Experience and Salesforce
Classic
IN THIS SECTION:
Search for Data from External Search Providers
Available in: Professional,
Enterprise, Unlimited, and
Developer Editions
With federated search, users can search data stored in repositories outside of Salesforce while remaining inside the Salesforce user interface. For example, a team member can use Salesforce global search and see results from external search engines. Salesforce has also partnered with
Coveo, Docurated, and Swiftype to make it easy to connect external search providers to Salesforce. Leveraging these partner’s services, you can search through the external repositories they serve. For example, Dropbox, Confluence, SharePoint.
Configure a Solr Server to Support OpenSearch
If you want Solr search results to appear as external results in Salesforce, configure the server to support OpenSearch and Atom XML format. The OpenSearch standard is the basis for Salesforce Federated Search, which displays external search results in Salesforce.
Configure your Solr server before creating an external data source in Salesforce.
Define an External Data Source for Federated Search: OpenSearch
Let users search in your Salesforce org and access data from an external search provider.
Considerations for Federated Search
When setting up federated search, familiarize yourself with the nice-to-knows and limitations.
How Results from External Search Providers Appear to Users
Understand how users see and interact with external search results in both Salesforce Classic and Lightning Experience.
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Search for Data from External Search Providers
With federated search, users can search data stored in repositories outside of Salesforce while remaining inside the Salesforce user interface. For example, a team member can use Salesforce global search and see results from external search engines. Salesforce has also partnered with Coveo,
Docurated, and Swiftype to make it easy to connect external search providers to Salesforce.
Leveraging these partner’s services, you can search through the external repositories they serve.
For example, Dropbox, Confluence, SharePoint.
The federated search connector runs search requests within Salesforce and connects to an external provider with the Salesforce Federated Search API, which is based on the OpenSearch standard.
The search results are then displayed to users in Salesforce.
1. In the Salesforce user interface, an end user searches for a record that is stored outside of
Salesforce.
EDITIONS
Available in: both Lightning
Experience and Salesforce
Classic
Available in: Professional,
Enterprise, Unlimited, and
Developer Editions
2. Salesforce search sends the request to the federated search connector.
3. The federated search connector sends a request to the external search provider conforming to the Salesforce Federated Search API.
4. The external search provider searches the external data repository index (like DropBox).
5. The external search provider gets results from the external data repository index.
6. The external search provider returns the results to the federated search connector.
7. The federated search connector returns the results in a Salesforce search results page.
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Configure a Solr Server to Support OpenSearch
If you want Solr search results to appear as external results in Salesforce, configure the server to support OpenSearch and Atom XML format. The OpenSearch standard is the basis for Salesforce
Federated Search, which displays external search results in Salesforce. Configure your Solr server before creating an external data source in Salesforce.
IN THIS SECTION:
EDITIONS
Available in: both Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Professional, Unlimited, and Developer Editions
1.
To transform the Solr default search results from JSON to XML Atom, you create an XSL file. Solr provides example files that you can customize for your server.
2.
Add parameters that reference the Atom XSL file to the Solr query. Then test your changes to make sure that results are appearing in XML Atom format.
3.
Publish the OpenSearch Description
To transform the Solr default search results from JSON to XML Atom, create and publish an OpenSearch description file. This XML file defines the search query URL and supported parameters.
Create the Atom XSL File
To transform the Solr default search results from JSON to XML Atom, you create an XSL file. Solr provides example files that you can customize for your server.
1. Find a sample Atom XSL file from the Solr distribution at solr.6.5.1/server/solr/configsets/sample_techproducts_configs/xslt/example_atom.xsl.
2. Save the file in the xslt folder that has the example xsl file.
3. In the entry
section, edit the name
, features
, and timestamp
names of the title
, summary
, and updated
fields, respectively. This section transforms the search results into Atom. When changing the names, review the example XML files in the solr.6.5.1/example/exampledocs
folder created when Solr was installed. Or run a search against Solr, and review the
JSON search results.
Example: Here’s an example of an Atom XSL file.
<!-- search results xslt -->
<xsl:template match="doc">
<xsl:variable name="id" select="str[@name='id']"/>
<entry>
<title><xsl:value-of select="str[@name='name']"/></title>
<link href="http://localhost:8983/solr/select?q={$id}"/>
<id>tag:localhost,2007:<xsl:value-of select="$id"/></id>
<summary><xsl:value-of select="arr[@name='features']"/></summary>
<updated><xsl:value-of select="date[@name='timestamp']"/></updated>
</entry>
</xsl:template>
Edit and Test the Solr Query
Add parameters that reference the Atom XSL file to the Solr query. Then test your changes to make sure that results are appearing in
XML Atom format.
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1. Add these parameters to the Solr query: wt=xslt
and tr=file_name.xsl
, where file_name is the name of your Atom XSL file. For example, tr=acme.xsl
.
2. Use this URL to test your query: http://localhost:8983/solr/techproducts/select?q=sd500&wt=xslt&tr=example_atom.xsl. In this test, the core name is techproducts and the search term is sd500.
Example: Here’s an example of a response formatted in Atom XML.
<feed xmlns="http://www.w3.org/2005/Atom">
<title>Example Solr Atom 1.0 Feed</title>
<subtitle>
This has been formatted by the sample "example_atom.xsl" transform - use your own
XSLT to get a nicer Atom feed.
</subtitle>
<author>
<name>Apache Solr</name>
<email>[email protected]</email>
</author>
<link rel="self" type="application/atom+xml" href="http://localhost:8983/solr/q=sd500&wt=xslt&tr=atom.xsl"/>
<updated/>
<id>tag:localhost,2007:example</id>
<entry>
<title>Canon PowerShot SD500</title>
<link href="http://localhost:8983/solr/select?q=9885A004"/>
<id>tag:localhost,2007:9885A004</id>
<summary>
3x zoop, 7.1 megapixel Digital ELPHmovie clips up to 640x480 @30 fps2.0" TFT
LCD, 118,000 pixelsbuilt in flash, red-eye reduction
</summary>
<updated/>
</entry>
</feed>
Publish the OpenSearch Description
To transform the Solr default search results from JSON to XML Atom, create and publish an OpenSearch description file. This XML file defines the search query URL and supported parameters.
1. To create an OpenSearch description XML file, see OpenSearch URL template syntax . The query host, core name, and XSL file name are required.
2. Publish the XML file either with an HTTP file server or file sharing service. To publish via Google Drive:
a. Put the OpenSearch description XML file in a GDrive folder.
b. Set the share settings to make the file publicly visible.
c. Determine the file direct-link URL using the Google Drive Direct-Link Generator.
3. Note the URL to the published XML file. Use this URL when creating the OpenSearch external data source within Salesforce. The
OpenSearch description is accessed only when creating the OpenSearch external data source or when the data source is synchronized.
Example: This OpenSearch description includes the minimum required.
<?xml version="1.0" encoding="UTF-8"?>
<OpenSearchDescription xmlns="http://a9.com/-/spec/opensearch/1.1/">
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<ShortName>Solr Search</ShortName>
<Url type="application/atom+xml" template="http://localhost:8983/solr/techproducts/select?q={searchTerms}&wt=xslt&tr=example_atom.xsl"/>
</OpenSearchDescription>
Define an External Data Source for Federated Search: OpenSearch
Let users search in your Salesforce org and access data from an external search provider.
Salesforce has also partnered with Coveo, Docurated, and Swiftype to make it easy to connect external search providers to Salesforce. Leveraging these partner’s services, you can search through the external repositories they serve. For example, Dropbox, Confluence, SharePoint. If you use external data sources managed by Coveo, Docurated, or Swiftype, work with them to set up their service as an external search provider.
1. From Setup, enter
External Data Sources
in the Quick Find box, then select External
Data Sources.
2. Click New External Data Source and set the following options.
Field
External Data Source
Name
Type
OpenSearchDescription URL
Connection Timeout
Search results visible to all profiles
Description
A user-friendly name for the data source that’s displayed in the Salesforce user interface.
A unique identifier used to refer to the external data source definition through the API. This field auto-populates with the same name as
External Data Source when you click in the field.
Select Federated Search: OpenSearch.
URL to point to the OpenSearchDescription of the external data source provider. Located in the OpenSearch section of search engine documentation. Include the entire URL, including https://.
Number of seconds to wait for a response from the external system before timing out, up to 120 seconds. The default is 20 seconds.
Use this field to limit how long to wait for external data to load into your org. Depending on the availability of and the connection to the external system, it can take a long time to retrieve external data.
Makes external search results visible to all profiles during the initial setup. If you clear this option or it appears disabled, you can manually set which profiles get search results.
EDITIONS
Available in: both Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Professional, Unlimited, and Developer Editions
USER PERMISSIONS
To create and edit an external data source:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
Field
Certificate
Identity Type
Authentication Protocol
Authentication Provider
Description
Associate the authentication certificate to the external data source.
The identity type used to authenticate to the external data source.
•
If you don’t need authentication, select Anonymous.
•
If you need authentication, select Named Principal.
The protocol required to access the external data source.
•
If you selected Anonymous for Identity Type, select No
Authentication.
•
If you selected Named Principal for Identity Type, select
OAuth 2.0 and complete the additional fields.
Look up the name of the OpenID Connect Authentication
Provider that you added.
Autofills to Search.
Select to start the authentication process.
Scope
Start Authentication Flow
3. Click Save.
4. To ensure that the external data source connects correctly, click Validate and Sync.
5. To create the Salesforce external object and a custom field for each table column that’s compatible with a Salesforce metadata field type, select the tables and click Sync. You can’t create an external object manually.
You can customize external objects. Configure the external object label, search result layout, page layout, and field-level security to ensure visibility to individual fields. However, don’t change the name of the external object. By default, all fields for the external object are visible to all user profiles. You don’t need to create a custom tab for the external object to appear in search results. For Lightning
Experience, if you created a custom tab, the source could show up both under External Results and in the list of objects.
Considerations for Federated Search
When setting up federated search, familiarize yourself with the nice-to-knows and limitations.
•
By default, all fields for the external object are visible to all user profiles.
•
You don’t need to create a custom tab for the external object to appear in search results. For
Lightning Experience, if you created a custom tab, the source could show up both under External
Results and in the list of objects.
EDITIONS
Available in: both Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Professional, Unlimited, and Developer Editions
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Set Up and Maintain Your Salesforce Organization Set Up and Manage Search
How Results from External Search Providers Appear to Users
Understand how users see and interact with external search results in both Salesforce Classic and
Lightning Experience.
EDITIONS
Both Lighting Experience and Salesforce Classic
Available in: both Lightning
Experience and Salesforce
Classic
•
The external source name on the search results page is the name that was entered when the
•
source was defined.
External results appear in instant results.
Available in: Developer,
Enterprise, Professional, and Unlimited Editions
•
Which fields are searchable, relevance ranking, and any advanced search features (like spell correction) are applied per the external data source. Verify with the external search provider how it searches for content and which special features it offers.
•
Salesforce search features (lemmatization, spell correction, nicknames, and synonym group features) and relevance ranking aren’t applied to external search results.
•
The ability to sort results depends on whether the external search provider supports sorting on certain fields. Options to sort by
Relevance and Display URL are always available. However, if the external search provider doesn’t support these options, selecting the option doesn’t sort results. If the provider supports sorting for other fields, those options appear in the sorting drop down. Sorting might not be available for all fields.
Salesforce Classic
•
External results are included within the list of all searchable objects in alphabetical order.
•
The new external source doesn’t appear immediately at the top of the search results list because it’s new. Users can pin the object to the top of search results by hovering over the object name in the search results object list and clicking the pin icon.
Lightning Experience
•
External sources are grouped in the External Results section on the left side, under Search Results.
•
The external sources are listed alphabetically. You can’t customize the order.
•
Frequently used external sources appear in Top Results under Search Results.
•
If you added the external data source to the navigation bar, the external source also appears in the Search Results. The source is also listed under Show More in Search Results.
•
Users select the Title to go to the record detail page or the Display URL to get to the record directly. Depending on the external source, the URL opens in the external source website or in a frame inside Salesforce.
Help Users Find Missing Records
Are users reporting that records aren’t appearing in their search results? Admins can troubleshoot common search issues for users. Encouraging users to narrow their search scope or use more specific search terms is always a good first step. Admins can also verify the search status, permissions, and search settings. Learn about search result crowding, also called truncation, and how it affects the results returned.
Have your users tried sorting and filtering results and still can’t find a record? Here are some tips for helping them get to the right record faster.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions
except Database.com
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Understand search results crowding or truncation
The search engine applies limits to the number of records analyzed at each stage of the search process. Limits are important because they help maintain performance and don’t overwhelm the user with irrelevant records.
Users don’t always find all possible matching results because the record that they’re looking for falls outside the result limit. This behavior is called crowding or truncation and typically happens when:
•
Users have limited permissions or access to records in comparison to the total number of records in the org. These users are considered “low visibility users.” Therefore, the records they do have access to might not be part of the results set that is filtered by access permissions. Consider advising users to enter a more specific search term.
•
Users search using a term that matches a large number of records. Because the search matches so many records, the search engine can’t determine which specific record the user is searching for. This typically happens when the search term isn’t specific enough. Consider advising users to enter a more specific search term.
•
Users perform a standard lookup search. Lookup searches have additional result limits and only search the record name field.
Consider advising users to enter a more specific search term. Admins can also create lookup filters and adjust how lookup search results are displayed.
Encourage users to narrow the search scope
When users first perform a search, they are taken to a results page that lists top results based on the objects they search most frequently. If a certain record is from an object that isn’t used frequently, user might not see the record on the first search results page.
If this is the case, users should limit the search scope to the right object. The search is rerun. Potentially, users could see more results, because the full result set limit is applied against a single object.
Encourage users to use more specific search terms
Searches work best when users enter a unique search term.
Acme Company San Francisco
returns more relevant results than
Acme
.
Review the search layout for user sorting or filtering
Users can sort and filter only the fields that are available as columns on the search results page. Depending on the object type, some fields are more helpful than others. You can choose the available fields for each object in the search layout.
Develop record naming conventions
Although not always possible for existing orgs, encourage users to give their records unique names. This way, searches for the record return fewer results and won’t reach the results limit.
Create list views
Create a list view for a specific set of contacts, documents, or other object records that users search for repeatedly. List views have no limits on the number of records and have a set order. Sharing rules are also applied. List views aren’t designed to search for a single, specific record. They are meant to search for multiple records by a specific parameter. For example, a list of accounts in your state, leads with a specific lead source, or opportunities above a particular amount.
List views are different from search result filters. Even if global or lookup filters are applied, users can still encounter search crowding.
Instead of making more complicated filters, consider countering search crowding with the other tips listed.
Check whether the record’s object or field is searchable
Another possible issue is that the record’s object or field isn’t searchable. Check which fields and objects are searchable.
After a record is created or updated, it can take a few minutes for the new text to be indexed and become searchable. A record doesn’t show in the search results until it’s in the index. Wait a few minutes and search again. If the record still isn’t searchable after
15 minutes, there could be an indexing delay.
Make sure that the object has a tab and that its tab visibility is correct for a user’s profile. Custom object records are searchable only if the custom object is associated with a custom tab. Users aren’t required to add the tab for display.
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Check user permissions and profiles
We show results to users only if they have permission to view them, so records don’t appear for users if they don’t have access. Users inherit the same access permissions as users below them in the role hierarchy. Check the user permissions, such as org-wide defaults or role hierarchy settings, to make sure that users have the right level of access. You can also manually grant access to your user records so that others can access them. Granting access to a user record makes the user’s detail page visible to others. It also makes the user visible in lookups, list views, search, and so on.
Example:
Joe Smith, a sales executive at Acme, wants to find the account record for Industrial Computing. He types
Industrial
into the search bar. Because so many records match the search term Industrial, a limit is imposed on the results. Unfortunately for
Joe, the record he wants is outside the limit. Because Joe used a global search, limits are applied to each object type to make up the record limit. If Joe limited his search to just one object, the limit applies only to that object, increasing the chance that the record he wants is returned. Joe retries by typing
Industrial Computing San Francisco
as a search scoped to just accounts. With a more specific search term and specified object, the search engine returns better matches, even with the same limits applied.
Make Search Faster
Disabling search for custom objects and external objects and scheduling bulk uploads during off-peak hours helps speed up search.
Records are included in search results only if the object’s field that contains the information matching the search term is searchable.
After a record is created or updated, it could take a few minutes for the new text to be indexed and become searchable.
To make searches faster across your org:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions
except Database.com
Disable search for custom objects that your users aren’t actively searching
Choose which custom objects your users can search by enabling the Allow Search setting on the custom object setup page. If you don’t need a custom object’s records to be searchable, disable search for that custom object. Making a custom object searchable when you don’t need your users to find its records slows down searches across your org.
By default, search is disabled for new custom objects. Disabling search doesn’t affect reports and list views.
Note: Custom object records are searchable in the Salesforce user interface only if the custom object is associated with a custom tab. Users aren't required to add the tab for display.
Disable search for external objects that your users aren’t actively searching
To disable search for an external object, deselect
Allow Search
on its setup page. To include an external object in SOSL and
Salesforce searches, enable search on both the external object and the external data source.
By default, search is disabled for new external objects. However, you can validate and sync an external data source to automatically create external objects. Syncing always enables search on the external object when search is enabled on the external data source, and vice versa.
As with custom objects, unnecessarily making an external object searchable can slow down searches across your org.
Avoid making significant changes to your org at once
Creating or updating many records at the same time, such as via data imports, increases the time it takes for each record to become searchable. If you have a large org with many users who frequently make simultaneous updates, schedule bulk uploads and background processes to run during non-peak hours.
135
Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Provide Maps and Location Services
Maps and location services uses Google Maps to display maps on standard address fields, enables creation of Visualforce maps, and helps users enter new addresses with autocomplete.
To generate a map image, an address must include the street and city fields and either the state, postal code, or the country. If an address field is missing any of the required information, a map won’t display on the detail page of a record.
The map image on the address is static, but clicking the map image opens Google Maps in a new browser tab on the desktop, and opens a map app on a mobile device.
If your organization has Salesforce1 offline access enabled, a map doesn’t display when a user’s device is offline.
To enable your organization’s map and location services:
1. From Setup, enter
Maps
in the
Quick Find
box, select Maps and Location Settings, then click Edit.
2. Check
Enable Maps and Location Services
.
3. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance, and Unlimited editions.
USER PERMISSIONS
To modify maps and location settings:
•
Customize Application
IN THIS SECTION:
Autocomplete on Standard Addresses
When you enable autocomplete on standard addresses, Salesforce1, users can enter text on standard address fields and see possible matching addresses in a picklist.
Let Users Select State and Country from Picklists
State and country picklists let users select states and countries from predefined, standardized lists, instead of entering state and country data into text fields. State and country picklists offer faster and easier data entry. They help to ensure cleaner data that can be harnessed for other uses—in reports and dashboards, for example. They protect data integrity by preventing typos, alternate spellings, and junk data—even in records updated through the API.
Autocomplete on Standard Addresses
When you enable autocomplete on standard addresses, Salesforce1, users can enter text on standard address fields and see possible matching addresses in a picklist.
Autocomplete on standard address picklist results are optimized for these countries:
•
USA
•
Japan
•
United Kingdom
•
Canada
•
Australia
•
Germany
•
France
•
Netherlands
•
Brazil
•
Spain
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance, and Unlimited editions.
USER PERMISSIONS
To modify maps and location settings:
•
Customize Application
136
Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
•
Russia
•
Sweden
To enable autocomplete on standard address fields:
1. From Setup, enter
Maps
in the
Quick Find
box, select Maps and Location Settings, then click Edit.
2. Check
Enable autocomplete on standard address fields
.
3. Click Save.
Note:
•
Autocomplete on standard address fields is available for all versions of Salesforce1 and the Lightning Experience.
Let Users Select State and Country from Picklists
State and country picklists let users select states and countries from predefined, standardized lists, instead of entering state and country data into text fields. State and country picklists offer faster and easier data entry. They help to ensure cleaner data that can be harnessed for other uses—in reports and dashboards, for example. They protect data integrity by preventing typos, alternate spellings, and junk data—even in records updated through the API.
The states and countries in the picklists are based on ISO-3166 standard values, making them compatible with other applications.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
State and country picklists are available in the shipping, billing, mailing, and “other” address fields in the account, campaign members, contact, contract, lead, order, person accounts, quotes, and service contracts standard objects. The picklists are also available for managing users and companies in Setup. To use the picklists, first choose the country and then choose from the options that automatically populate the state or province picklist.
You can use the state and country picklists in most places that state and country fields are available in Salesforce, including:
•
Record edit and detail pages
•
List views, reports, and dashboards
•
Filters, functions, rules, and assignments
State and country picklists can also be searched, and they’re supported in Translation Workbench.
State and Country Picklist Limitations
State and country picklists include 239 countries by default. They also include the states and provinces of the United States, Canada,
Australia, Brazil, China, India, Ireland, Italy, and Mexico. State and country picklists that contain more than 1,000 states or countries can cause degraded performance. State and country picklists do not work with:
•
Salesforce to Salesforce
•
Salesforce Mobile Classic
•
Connect Offline
•
Visual Workflow or change sets
If your org uses Data.com, the Data.com records can contain states and countries not included in the standard state and country picklists.
If your org uses these states and countries, add them to the picklist before Data.com users can add or clean these records:
•
American Samoa (AS)
•
Guam (GU)
•
Hong Kong (HK)
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•
Marshall Islands (MH)
•
Netherlands Antilles (AN)
•
Northern Mariana Islands (MP)
•
Serbia and Montenegro (CS)
•
United States Minor Outlying Islands (UM)
Picklist labels, not code values, are displayed in reports on state and country fields. To display code value abbreviations wherever your users see state or country names, manually change your State Name or Country Name labels to your code values. (For editing instructions, see
StateCode
and
CountryCode
fields in Workbench or the Data Loader.
Implementing State and Country Picklists
Here’s how to transition from text-based state and country fields to state and country picklists.
1.
Configure the state and country values you want to use in your org.
We recomment this step because it gives you the opportunity to customize state and country values. It ensures that state and country data continues to work with the third-party systems you have integrated with Salesforce.
2.
Scan your org’s data and customizations.
Convert data and update customizations, such as list views, reports, and workflow rules, so that they continue to work with the new field type.
3.
The conversion process lets you map the various values in your org to standard picklist values. For example, map U.S., USA, and
United States to US.
4.
Turn on the picklists for your users.
If you turn on state and country picklists without configuring values, scanning your org, and converting existing data, users can use the picklists in new records. However, all existing data is incompatible with the new format, which could compromise data consistency and integrity across the two field formats.
5. Optionally, rescan and fix customizations or records that have been created or edited since your first scan.
For a step-by-step guide to implementing state and country picklists, see Implementing State and Country Picklists .
IN THIS SECTION:
Integration Values for State and Country Picklists
An integration value is a customizable text value that is linked to a state or country code. Integration values for standard states and countries default to the full ISO-standard state and country names. Integration values function similarly to the API names of custom fields and objects. Configuring integration values allows integrations that you set up before enabling state and country picklists to continue to work.
Configure State and Country Picklists
Configuring state and country picklists means choosing which states and countries you want to be available in your Salesforce org.
It lets you make state and country picklists available for purposes like importing data, working with external systems, and accessing picklist data from the Metadata API.
Standard Countries for Address Picklists
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Edit State and Country Details
You can add states and countries to your organization or edit the values of existing states and countries on a state or country’s detail page.
State and Country Picklists and the Metadata API
If you’re editing many state and country picklist integration values, using the Metadata API is more efficient than editing values in
Setup.
Prepare to Scan State and Country Data and Customizations
Before switching from text-based state and country fields to standardized state and country picklists, scan your org to see how the change affects it. This discovery process shows you where and how state and country data appears in your org. The process also shows where this data is used in customizations, such as list views and reports. After you’ve analyzed the scan results, you can plan to convert your data, update your customizations, and turn on state and country picklists.
Scan State and Country Data and Customizations
Prepare to Convert State and Country Data
If your Salesforce organization includes text-based state and country values, you can convert that data to standardized picklist values.
Convert State and Country Data
To convert text-based state and country data to picklist-compatible values, select specific text values and choose the standard values you want to map them to. For example, you can select all occurrences of “USA” and change them to “United States.”
Enable and Disable State and Country Picklists
When you enable state and country picklists, the picklists are immediately available to users. However, it can take some time for
Salesforce to populate the ISO code fields on existing records. If users try to edit the state or country on a record before the code field is populated, they are prompted to select a code value.
State and Country Picklist Field-Syncing Logic
When you save records with state and country picklist values, Salesforce syncs the records’ integration and code values for states and countries. You can’t directly edit state or country integration values on record detail pages. You can directly edit records' state or country integration values only with workflows, Apex code, API integrations, and so on.
State and Country Picklist Error Messages
When you try to save records with mismatched code and text values for states or countries, various errors can occur. This information demystifies those error messages.
Integration Values for State and Country Picklists
An integration value is a customizable text value that is linked to a state or country code. Integration values for standard states and countries default to the full ISO-standard state and country names.
Integration values function similarly to the API names of custom fields and objects. Configuring integration values allows integrations that you set up before enabling state and country picklists to continue to work.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
When you enable state and country picklists, your text-typed
State/Province
and
Country fields are repurposed as
Integration Value
fields. In reports and list views, your
Integration Value
fields are called
State/Province (text only)
and
Country
(text only)
. In addition, for each of your
State/Province (text only)
and
Available in all editions except Database.com
Country (text only)
fields, a picklist-typed
State Code
or
Country Code
field is created. The state and country picklist values set up in your organization determine the available values on these code fields.
Among the fields on each state or country picklist value are
Active
,
Visible
,
Name
,
Code
, and
Integration Value
. All your state and country picklists—for
Billing Address
,
Shipping Address
, and so on—can access the state and country picklist values you create. Storing a state or country code allows your records to access other information about your states and countries.
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By default,
Name
and
Integration Value
fields for your states and countries contain identical values. The value in the
Name field displays to users who interact with your picklist.
Integration Value
is used by:
•
Apex classes and triggers
•
Visualforce pages
•
SOQL queries
•
API queries and integrations
•
Rules for assignment, AutoResponse, validation, and escalation
•
Workflow rules
•
Email templates
•
Custom buttons and links
•
Field set customizations
•
Reports and list views
When you update a code value on a record, that record’s
State/Province (text only)
or
Country (text only) column is populated with the corresponding integration value. Likewise, when you update a state or country
(text only)
column with a valid integration value, we keep the corresponding state or country code column in sync. You can change your organization’s integration values after you enable state and country picklists. However, when you update your picklists’ state and country integration values, the integration values on your records aren’t updated. Name values aren’t stored on records. Instead, they’re retrieved from
Salesforce based on a record’s
State Code
or
Country Code
value. If the states or countries in your picklists have different field values for
Name
and
Integration Value
, make sure your report or list view filters use the correct values. Use names in
State and
Country
filters, and use integration values in
State (text only)
and
Country (text only)
filters. Otherwise, your reports can fail to capture all relevant records.
Edit your integration values in Setup or using the Metadata API. States’ and countries’
Name
fields are editable only in Setup. In the
Metadata API,
Name
and
Integration Value
fields are called label
and integrationValue
, respectively.
SEE ALSO:
Let Users Select State and Country from Picklists
Edit State and Country Details
State and Country Picklist Field-Syncing Logic
State and Country Picklist Error Messages
140
Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Configure State and Country Picklists
Configuring state and country picklists means choosing which states and countries you want to be available in your Salesforce org. It lets you make state and country picklists available for purposes like importing data, working with external systems, and accessing picklist data from the Metadata
API.
Configuring picklists is not required for you to enable state and country picklists for users, but it’s highly recommended. Configuring picklists helps ensure continuity and data integrity with existing state and country data and customizations.
When configuring states and countries, you start with countries and drill down to their states or provinces. State and country picklists include 239 countries by default. They also include the states and provinces of the United States, Canada, Australia, Brazil, China, India, Ireland, Italy, and Mexico.
State and country picklists that contain more than 1,000 states or countries can cause degraded
.
Note:
•
Integration values for state and country picklists can also be configured through the
Metadata API. For more information, read about the AddressSettings component in the
Metadata API Developer Guide.
•
State and country picklists aren’t supported in Salesforce change sets or packages.
However, you can move integration value changes for state and country picklists between sandbox and production orgs by using the Metadata API. First, configure your state and country picklists in your sandbox org. Then, use the Metadata API to retrieve the sandbox configurations, and deploy them to your production org. You can’t deploy new ISO codes or update ISO code values using any API.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
USER PERMISSIONS
To configure state and country picklists:
•
Modify All Data
1. From Setup, enter
State and Country Picklists
in the
Quick Find
box, then select State and Country Picklists.
2. On the State and Country Picklists setup page, click Configure states and countries.
3. Select from the following options:
Active
Makes the country available in the Metadata API so that records that contain the country can be imported. However, unless you also set it as visible, the country isn’t available to users in Salesforce.
Visible
Makes the country available to users in Salesforce. A country has to be active before you can make it visible.
4. Click Edit to view and edit details for the country, including to configure its states or provinces.
5. (Optional) Under Picklist Settings, select a
Default Country
. The Default Country automatically populates country picklists for new records in your org, but users can select a different country. Default countries must be both active and visible.
6. Click Save to save your configuration.
Note: Active states and countries not marked
Visible
are still valid filter lookup values. You can use invisible states and countries when creating filters in reports, list views, workflows, and so on.
SEE ALSO:
Edit State and Country Details
Let Users Select State and Country from Picklists
Integration Values for State and Country Picklists
141
Set Up and Maintain Your Salesforce Organization
Standard Countries for Address Picklists
BD
BE
BF
BG
AZ
BA
BB
BJ
BL
BH
BI
BM
AT
AU
AW
AX
AM
AO
AQ
AR
AF
AG
AI
AL
ISO Code
AD
AE
Standard Countries
Salesforce provides these 239 countries as standard for country address picklists. An asterisk (*) indicates that states or provinces are available for that country.
Country
Andorra
United Arab Emirates
Afghanistan
Antigua and Barbuda
Anguilla
Albania
Armenia
Angola
Antarctica
Argentina
Austria
Australia*
Aruba
Aland Islands
Azerbaijan
Bosnia and Herzegovina
Barbados
Bangladesh
Belgium
Burkina Faso
Bulgaria
Bahrain
Burundi
Benin
Saint Barthélemy
Bermuda
Provide Maps and Location Services
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
142
Set Up and Maintain Your Salesforce Organization
CW
CX
CY
CZ
DE
CO
CR
CU
CV
CL
CM
CN
CG
CH
CI
CK
CA
CC
CD
CF
BV
BW
BY
BZ
BS
BT
BQ
BR
ISO Code
BN
BO
143
Provide Maps and Location Services
Congo
Switzerland
Cote d’Ivoire
Cook Islands
Chile
Cameroon
China*
Colombia
Costa Rica
Cuba
Cape Verde
Curaçao
Christmas Island
Cyprus
Czech Republic
Germany
Country
Brunei Darussalam
Bolivia, Plurinational State of
Bonaire, Sint Eustatius and Saba
Brazil*
Bahamas
Bhutan
Bouvet Island
Botswana
Belarus
Belize
Canada*
Cocos (Keeling) Islands
Congo, the Democratic Republic of the
Central African Republic
Set Up and Maintain Your Salesforce Organization
GL
GM
GN
GP
GQ
GF
GG
GH
GI
GB
GD
GE
FK
FO
FR
GA
FI
FJ
ES
ET
EE
EG
EH
ER
DM
DO
DZ
EC
ISO Code
DJ
DK
144
Country
Djibouti
Denmark
Dominica
Dominican Republic
Algeria
Ecuador
Estonia
Egypt
Western Sahara
Eritrea
Spain
Ethiopia
Finland
Fiji
Falkland Islands (Malvinas)
Faroe Islands
France
Gabon
United Kingdom
Grenada
Georgia
French Guiana
Guernsey
Ghana
Gibraltar
Greenland
Gambia
Guinea
Guadeloupe
Equatorial Guinea
Provide Maps and Location Services
Set Up and Maintain Your Salesforce Organization
KG
KH
KI
KM
KN
JP
KE
JM
JO
IS
IT
JE
IQ
IR
IN
IO
ID
IE
IL
IM
HN
HR
HT
HU
GT
GW
GY
HM
ISO Code
GR
GS
145
Provide Maps and Location Services
Honduras
Croatia
Haiti
Hungary
Indonesia
Ireland*
Israel
Isle of Man
Country
Greece
South Georgia and the South Sandwich Islands
Guatemala
Guinea-Bissau
Guyana
Heard Island and McDonald Islands
India*
British Indian Ocean Territory
Iraq
Iran, Islamic Republic of
Iceland
Italy*
Jersey
Jamaica
Jordan
Japan
Kenya
Kyrgyzstan
Cambodia
Kiribati
Comoros
Saint Kitts and Nevis
Set Up and Maintain Your Salesforce Organization
MN
MO
MQ
MR
MS
MG
MK
ML
MM
MD
ME
MF
LV
LY
MA
MC
LR
LS
LT
LU
LI
LK
LB
LC
KW
KY
KZ
LA
ISO Code
KP
KR
146
Provide Maps and Location Services
Country
Korea, Democratic People’s Republic of
Korea, Republic of
Kuwait
Cayman Islands
Kazakhstan
Lao People’s Democratic Republic
Lebanon
Saint Lucia
Liechtenstein
Sri Lanka
Liberia
Lesotho
Lithuania
Luxembourg
Latvia
Libyan Arab Jamahiriya
Morocco
Monaco
Moldova, Republic of
Montenegro
Saint Martin (French part)
Madagascar
Macedonia, the former Yugoslav Republic of
Mali
Myanmar
Mongolia
Macao
Martinique
Mauritania
Montserrat
Set Up and Maintain Your Salesforce Organization
PK
PL
PM
PN
PS
PE
PF
PG
PH
NZ
OM
PA
NO
NP
NR
NU
NF
NG
NI
NL
MZ
NA
NC
NE
MV
MW
MX
MY
ISO Code
MT
MU
147
Country
Malta
Mauritius
Maldives
Malawi
Mexico*
Malaysia
Mozambique
Namibia
New Caledonia
Niger
Norfolk Island
Nigeria
Nicaragua
Netherlands
Norway
Nepal
Nauru
Niue
New Zealand
Oman
Panama
Peru
French Polynesia
Papua New Guinea
Philippines
Pakistan
Poland
Saint Pierre and Miquelon
Pitcairn
Palestine
Provide Maps and Location Services
Set Up and Maintain Your Salesforce Organization
SV
SX
SY
SZ
TC
SS
ST
SO
SR
SL
SM
SN
SJ
SK
SH
SI
SC
SD
SE
SG
RU
RW
SA
SB
QA
RE
RO
RS
ISO Code
PT
PY
148
Provide Maps and Location Services
Country
Portugal
Paraguay
Qatar
Reunion
Romania
Serbia
Russian Federation
Rwanda
Saudi Arabia
Solomon Islands
Seychelles
Sudan
Sweden
Singapore
Saint Helena, Ascension and Tristan da Cunha
Slovenia
Svalbard and Jan Mayen
Slovakia
Sierra Leone
San Marino
Senegal
Somalia
Suriname
South Sudan
Sao Tome and Principe
El Salvador
Sint Maarten (Dutch part)
Syrian Arab Republic
Swaziland
Turks and Caicos Islands
Set Up and Maintain Your Salesforce Organization
VU
WF
WS
YE
YT
VC
VE
VG
VN
UY
UZ
VA
TZ
UA
UG
US
TR
TT
TV
TW
TL
TM
TN
TO
TJ
TK
TG
TH
ISO Code
TD
TF
149
Country
Chad
French Southern Territories
Togo
Thailand
Tajikistan
Tokelau
Timor-Leste
Turkmenistan
Tunisia
Tonga
Turkey
Trinidad and Tobago
Tuvalu
Taiwan
Tanzania, United Republic of
Ukraine
Uganda
United States*
Uruguay
Uzbekistan
Holy See (Vatican City State)
Saint Vincent and the Grenadines
Venezuela, Bolivarian Republic of
Virgin Islands, British
Vietnam
Vanuatu
Wallis and Futuna
Samoa
Yemen
Mayotte
Provide Maps and Location Services
Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
ISO Code
ZA
ZM
ZW
Country
South Africa
Zambia
Zimbabwe
Edit State and Country Details
You can add states and countries to your organization or edit the values of existing states and countries on a state or country’s detail page.
To add or edit a state or province, navigate to its detail page through the detail page of its associated country.
1. From Setup, enter
State
in the
Quick Find
box, then select State and Country Picklists.
2. Click Configure states and countries.
3. Click New Country to add a country or click Edit for a listed country.
4. Under Country Information, specify your options.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
USER PERMISSIONS
Country Name
By default, the ISO-standard name. The name is what users see in the Salesforce user interface.
To add or edit state or country details:
•
Modify All Data
Country Code
By default, the two-letter ISO-standard code. If you change an ISO code, the new value must be unique. Codes are case insensitive and must contain only ASCII characters and numbers. You can’t edit the ISO codes of standard states or countries. You can edit the country codes of custom states and countries only before you enable those states and countries for your users.
Integration Value
A customizable text value that is linked to a state or country code. Integration values for standard states and countries default to the full ISO-standard state and country names. Integration values function similarly to the API names of custom fields and objects. Configuring integration values allows integrations that you set up before enabling state and country picklists to continue to work.
You can edit integration values to match values that you use elsewhere in your organization. For example, let’s say that you have a workflow rule that uses
USA
instead of the default
United States
as the country name. If you manually set the integration value for country code
US
to
USA
, the workflow rule doesn’t break when you enable state and country picklists.
When you update a code value on a record, that record’s
State/Province (text only)
or
Country (text only)
column is populated with the corresponding integration value. Likewise, when you update a state or country
(text only)
column with a valid integration value, we keep the corresponding state or country code column in sync. You can change your organization’s integration values after you enable state and country picklists. However, when you update your picklists’ state and country integration values, the integration values on your records aren’t updated. Name values aren’t stored on records.
Instead, they’re retrieved from Salesforce based on a record’s
State Code
or
Country Code
value. If the states or countries in your picklists have different field values for
Name
and
Integration Value
, make sure your report or list view filters use the correct values. Use names in
State
and
Country
filters, and use integration values in
State (text only)
and
Country (text only)
filters. Otherwise, your reports can fail to capture all relevant records.
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Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Active
Makes the country available in the Metadata API so that records can be imported that contain the country. However, unless you also set it as visible, the country isn’t available to users in Salesforce.
Visible
Makes the country available to users in Salesforce. A country must be active before you can make it visible.
5. If you’re adding a country, click Add.
6. If you’re editing a country, specify the options for States:
Active
Makes the state available in the Metadata API so that records can be imported that contain the state. However, unless you also set it as visible, the state isn’t available to users in Salesforce.
Visible
Makes the state available to users in Salesforce. A state must be active before you can make it visible.
7. Click either of the following, if desired.
•
New State to add a custom state or province. On the New State page, specify a
State Name
,
State Code
, and
Integration Value
, and select whether the new state is
Active
or
Visible
. To save the new state, click Add.
•
Edit to view and edit state or province details, including the
State Name
,
State Code
, and
Integration Value
.
8. Click Save.
SEE ALSO:
Configure State and Country Picklists
Let Users Select State and Country from Picklists
Integration Values for State and Country Picklists
State and Country Picklists and the Metadata API
State and Country Picklists and the Metadata API
If you’re editing many state and country picklist integration values, using the Metadata API is more efficient than editing values in Setup.
You can use the Metadata API to edit existing states and countries in state and country picklists.
You can’t use the Metadata API to create or delete new states or countries. First, configure your state and country picklists in your sandbox org. Then, use the Metadata API to retrieve the sandbox configurations, and deploy them to your production org. You can’t deploy new ISO codes or update
ISO code values using any API. Search for "AddressSettings" in the
Metadata API Developer Guide
for information about working with state and country picklists in the Metadata API.
SEE ALSO:
Integration Values for State and Country Picklists
Edit State and Country Details
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
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Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Prepare to Scan State and Country Data and Customizations
Before switching from text-based state and country fields to standardized state and country picklists, scan your org to see how the change affects it. This discovery process shows you where and how state and country data appears in your org. The process also shows where this data is used in customizations, such as list views and reports. After you’ve analyzed the scan results, you can plan to convert your data, update your customizations, and turn on state and country picklists.
Every org’s discovery process is unique. For some orgs, transitioning from state and country text fields to standardized picklists is straightforward and manageable. However, if state and country metadata is used extensively throughout an org, the transition can be a complicated and time-consuming process. Salesforce recommends that you scan your org early and often so that you can transition smoothly to the new lists. Keep these best practices and considerations in mind.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
•
Scanning doesn’t convert data or fix your customizations. Convert your data separately, and update your customizations individually.
•
You can continue to work normally in your org during the scan.
•
The scanning process identifies affected managed packages but doesn’t provide a mechanism for addressing packaging issues.
•
Scanning doesn’t find formulas that include state and country metadata.
•
You can’t use display values in validation rules or workflow rules that use comparison formula functions. If your validation or workflow rules on state or country fields use
BEGINS
,
CONTAINS
,
ISCHANGED
, or
REGEX
, use
ISPICKVAL
with state and country code values in your comparison functions.
•
Scanning doesn’t find personal list views and reports that use state and country metadata. Individual users must update those customizations themselves.
•
Converted leads aren’t scanned. State and country values aren’t updated on converted lead records when you enable state and country picklists.
•
Scan your org multiple times. After you update a customization, rescan to make sure that your changes fixed the problem and didn’t create new ones.
SEE ALSO:
Scan State and Country Data and Customizations
Let Users Select State and Country from Picklists
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Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Scan State and Country Data and Customizations
Scanning an organization for text-based state and country values reveals where and how text-based state and country data appears in existing records. For example, you can see all the ways United
States is saved as a text value, such as U.S., US, America, Estados Unidos, and even misspelled entries like Untied States. In addition, scanning shows you where state and country data is used in customizations, including:
•
List views
•
Reports
•
Validation rules
•
Custom buttons and links
•
Workflow rules
•
Email templates
•
Field sets
•
Apex classes and triggers
•
Visualforce pages
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
USER PERMISSIONS
To scan state and country data and customizations:
•
Modify All Data
AND
Create Documents
When the scan is complete, you receive 2 emails with links to detailed reports: one on address data and one on customizations. After analyzing the reports, begin the tasks of converting existing data to picklist values and updating customizations so that they work with the new picklist fields.
1. From Setup, enter
State and Country Picklists
in the
Quick Find
box, then select State and Country Picklists.
2. On the State and Country Picklists setup page, click Scan Now and then click Scan.
3. Wait for an email that contains the results.
Depending on the size and complexity of your organization, the results take anywhere between a few minutes and a few hours to generate.
Note: The emails are sent from [email protected]. They have the subject line, “Salesforce Address Data Scan” or
“Salesforce Address Customization Scan.” If you don’t receive the emails, make sure that they weren’t caught in a spam filter.
4. Click the link in each email to go to a document that contains the report of affected data or customizations.
5. On the Document detail page, click View file.
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SEE ALSO:
Let Users Select State and Country from Picklists
Prepare to Convert State and Country Data
If your Salesforce organization includes text-based state and country values, you can convert that data to standardized picklist values.
Converting existing data allows you to keep working with the data after you switch to picklists. Say, you have a report that culls all your sales reps’ leads in Washington state. The report is generated from state picklist value Washington. To ensure that records with text-based state values such as
Wash., WA, and Washington are included in the report, convert text-based state data to standardized picklist values.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
Converting existing state and country text data into standardized picklist values helps ensure data integrity after you enable picklists in your organization. Your users encounter validation errors when saving records that contain state or country values not in your picklists. Also, reports become unreliable when records created before you enable state and country picklists contain different state and country values than records created using picklists.
When you convert data, Salesforce starts with countries, then goes on to states. As you go through the conversion process, here are a few things to keep in mind:
•
Save frequently. You can exit the conversion tool and return to it at any time.
•
You can continue to work normally in your organization while converting data.
•
You can’t convert data while you’re scanning for affected data and customizations, or while state or country picklists are being deployed.
•
Steps can be repeated and undone at any time until you enable the picklists for users. After the picklists are enabled, you can’t undo the conversion.
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Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
•
If you use Data.com Clean, we recommend that you suspend Clean jobs until the conversion is finished.
SEE ALSO:
Convert State and Country Data
Let Users Select State and Country from Picklists
Convert State and Country Data
To convert text-based state and country data to picklist-compatible values, select specific text values and choose the standard values you want to map them to. For example, you can select all occurrences of “USA” and change them to “United States.”
Before you convert state and country values in State and Country Picklists setup,
configure the picklists for your org
. That way, the data in your org is consistent and accurate when you enable picklists, because all new and updated records use your specified integration value.
Convert countries first, and then states and provinces.
You can convert up to 2,000 country values and up to 2,000 state values. However, state and country picklists that contain more than 1,000 states or countries can degrade performance.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
USER PERMISSIONS
1. From Setup, enter
State and Country Picklists
in the
Quick Find
box, then select State and Country Picklists.
2. On the State and Country Picklists setup page, click Convert now.
Salesforce opens the Convert Countries page. This page displays all the country text values that appear in your org and the number of times each value is used.
To convert text-based state and country data:
•
Modify All Data
3. Select
Change
for one or more values you want to convert. For example, select
Change
for all the iterations of United States.
4. In the
Change To
area, choose the country you want to convert the text values to and click Save to Changelist.
Note: If you map states or countries to
Unknown value
, users see states and countries in their records. However, your users encounter errors when they save records, unless they change each state or country to a valid value before saving.
5. Repeat Steps 3 and 4 for other country values, such as for Canada.
Salesforce tracks planned changes in the Changelist area.
6. When all the countries are mapped, click Next to convert state values.
Use the Country of Origin column to identify the country associated with that state or province.
7. On the Confirm Changes page, click Finish to return to the setup overview page. Or click Finish and Enable Picklists to convert the values and turn on state and country picklists in your org.
A few words about undo:
•
On the Convert Countries or Convert States page, click Undo at any time to revert values in the changelist.
•
On the Convert States page, click Previous to return to the Convert Countries page and change country mappings.
•
You can convert state and country values even after clicking Finish. After picklists are enabled, however, you can no longer edit your conversion mappings.
SEE ALSO:
Let Users Select State and Country from Picklists
155
Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Enable and Disable State and Country Picklists
When you enable state and country picklists, the picklists are immediately available to users. However, it can take some time for Salesforce to populate the ISO code fields on existing records. If users try to edit the state or country on a record before the code field is populated, they are prompted to select a code value.
1. From Setup, enter
State and Country Picklists
in the
Quick Find
box, then select State and Country Picklists.
2. On the State and Country Picklists setup page, click Enable to turn on the picklists.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
Note:
•
You can also enable state and country picklists when you finish converting existing, text-based data to picklist values. See
Convert State and Country Data
.
USER PERMISSIONS
To turn state and country picklists on and off:
•
Modify All Data
3. To turn off state and country picklists, click Disable on the State and Country Picklists setup page.
Important: If you disable state and country picklists:
•
For records that you haven’t saved since enabling picklists, state and country values revert to their original text values.
•
For records that you have saved since enabling picklists, state and country integration values replace original text values.
•
References to state and country picklists in customizations—such as workflow field updates, email templates, and Visualforce pages—become invalid.
•
Columns and filters that refer to picklist fields in reports and list views disappear.
SEE ALSO:
Let Users Select State and Country from Picklists
State and Country Picklist Field-Syncing Logic
When you save records with state and country picklist values, Salesforce syncs the records’ integration and code values for states and countries. You can’t directly edit state or country integration values on record detail pages. You can directly edit records' state or country integration values only with workflows, Apex code, API integrations, and so on.
Your Change Result
You update a record’s state or country code to a valid value.
Salesforce updates the record’s state or country integration value to match the code.
You update a record’s state or country integration value to a valid value.
You create or update a record with state and country values. The new state isn’t in the new country.
Salesforce updates the record’s state or country code to match the integration value.
You remove a record’s country code, but don’t remove the corresponding state code.
Salesforce removes the record’s state code and the state and country integration values.
No changes are saved. You get an error message.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
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Set Up and Maintain Your Salesforce Organization Provide Maps and Location Services
Your Change
You update the state or country integration and code values on an existing record. The new integration and code values don’t match.
Result
No changes are saved. You get an error message.
You create a record with mismatched state or country integration and code values.
Salesforce updates your new record’s integration value to match the code value.
SEE ALSO:
Let Users Select State and Country from Picklists
Integration Values for State and Country Picklists
State and Country Picklist Error Messages
State and Country Picklist Error Messages
When you try to save records with mismatched code and text values for states or countries, various errors can occur. This information demystifies those error messages.
Error
Invalid country specified for field
There’s a problem with this country, even though it may appear correct. Please select a country from the list of valid countries.
Cause
Your country code doesn’t match an existing country.
Your country integration value doesn’t match an existing country. Or, the country value was mapped to
Unknown value
during data conversion.
Mismatched integration value and ISO code for field
Your code and integration values match different states or countries.
A country must be specified before specifying a state value for field
Your record has a state code or integration value but no country code. You can’t save a state without a corresponding country.
The existing country doesn’t recognize the state value for field
Your state code and integration values belong to a state in a different country.
Invalid state specified for field Your state code doesn’t match an existing state.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions except Database.com
SEE ALSO:
Let Users Select State and Country from Picklists
Integration Values for State and Country Picklists
State and Country Picklist Field-Syncing Logic
157
Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Customize Reports and Dashboards
Set up reports and dashboards to deliver information to your users in the ways that work best for them.
To get to this page, from Setup, enter
Reports
in the
Quick Find
box, then select Reports
and Dashboards Settings.
EDITIONS
Available in: Salesforce
Classic
IN THIS SECTION:
Available in: All editions except Database.com
Provide Convenience Features for Your Report and Dashboard Users
You can enable or disable several user interface features that may help your users get more out of reports and dashboards. These settings are for convenience and ease of use; they don’t affect the data returned in your reports and dashboards.
USER PERMISSIONS
Let Users Subscribe to Report Notifications
Allow users to subscribe to reports to be notified whenever certain metrics meet conditions they specify.
Customize Report and Dashboard Email Notifications
Choose how users are notified when information changes in the reports and dashboards they use.
To modify report and dashboard settings:
•
Customize Application
A report type defines the set of records and fields available to a report based on the relationships between a primary object and its related objects. Reports display only records that meet the criteria defined in the report type.
Turn On Enhanced Sharing for Reports and Dashboards
When you enable analytics sharing, Salesforce converts your users’ existing folder access levels to use new, more detailed access levels.
Set Up Historical Trend Reporting
To make historical trend reports available to your users, start by using filters to configure the amount of data that’s captured for historical trend reporting. Then select the fields needed for historical reports.
Report builder, a powerful drag-and-drop editor, is the standard tool for creating and editing reports. If your organization is still using the old report wizard, you should upgrade to report builder.
SEE ALSO:
158
Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Provide Convenience Features for Your Report and Dashboard Users
You can enable or disable several user interface features that may help your users get more out of reports and dashboards. These settings are for convenience and ease of use; they don’t affect the data returned in your reports and dashboards.
EDITIONS
Available in: Salesforce
Classic
IN THIS SECTION:
Let Users See Report Headers While Scrolling
Floating report headers keep column and row headings in sight no matter how far users scroll in report results.
Help Users Find Dashboards Quickly
Dashboard finder uses auto-complete to help users quickly find dashboards in the Dashboards tab, just by entering the first few letters of its name in the search filter.
Let Users Post Dashboard Components in Chatter
Dashboard component snapshots let users post static images of dashboard components to
Chatter feeds, making the snapshot visible to all users.
Available in: All Editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
Exclude the Confidential Information Disclaimer from Reports
By default, report footers include a disclaimer that reads “Confidential Information - Do Not Distribute”. The disclaimer reminds users to be mindful of who they share reports with, helping to ensure that third parties don’t view your reports. At your discretion, exclude the disclaimer from your reports.
Show Enhanced Charts in Salesforce1
Show your users enhanced charts in Salesforce1. Enhanced charts are similar to Lightning Experience charts: see details before drilling into a report, filter reports by tapping on chart segments, and change chart types. This feature is available in all versions of Salesforce1.
Let Users See Report Headers While Scrolling
Floating report headers keep column and row headings in sight no matter how far users scroll in report results.
With floating report headers, users can scroll to the bottom of lengthy reports without having to scroll back to the top to view the names of the column headings.
Users can also click floating report headers to sort data in a specific column. When users sort data by clicking a floating report heading, the report refreshes and redirects users to the beginning of report results.
Floating headers are available for tabular, summary, and matrix reports.
1. From Setup, enter
Reports
in the
Quick Find
box, then select Reports and Dashboards
Settings.
2. Select or deselect Enable Floating Report Headers.
3. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Help Users Find Dashboards Quickly
Dashboard finder uses auto-complete to help users quickly find dashboards in the Dashboards tab, just by entering the first few letters of its name in the search filter.
All dashboards matching that text are dynamically displayed in the drop-down list. The list first shows dashboards the user viewed recently, and then other dashboards appear in alphabetical order by folder. The first 1000 results are shown in a single list; above 1000, results are shown 500 per page. Users only see dashboards in folders they can access. Disable this option to use the static drop-down list instead.
This option is enabled by default.
1. From Setup, enter
Reports
in the
Quick Find
box, then select Reports and Dashboards
Settings.
2. Select or deselect Enable Dashboard Finder.
3. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in: Group (View
Only), Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Available in: both Legacy
Folder Sharing and
Enhanced Folder Sharing
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
Let Users Post Dashboard Components in Chatter
Dashboard component snapshots let users post static images of dashboard components to Chatter feeds, making the snapshot visible to all users.
1. Make sure Chatter feed tracking for dashboards is enabled.
2. From Setup, enter
Reports
in the
Quick Find
box, then select Reports and Dashboards
Settings.
3. Select or deselect Enable Dashboard Component Snapshots.
Important: This option lets users override dashboard visibility settings, making snapshots visible to all Chatter users. Though this makes it easy to share time-specific data without having to add people to dashboard folders, be aware that users can inadvertently post sensitive or confidential information.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group (View
Only), Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Available in: both Legacy
Folder Sharing and
Enhanced Folder Sharing
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Exclude the Confidential Information Disclaimer from Reports
By default, report footers include a disclaimer that reads “Confidential Information - Do Not
Distribute”. The disclaimer reminds users to be mindful of who they share reports with, helping to ensure that third parties don’t view your reports. At your discretion, exclude the disclaimer from your reports.
1. From Setup, enter
Reports and Dashboards Settings
in the
Quick Find box, then select Reports and Dashboards Settings.
2. Select Exclude Disclaimer from Exported Reports and Exclude Disclaimer from Report
Run Pages and from Printable View Pages.
3. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
Show Enhanced Charts in Salesforce1
Show your users enhanced charts in Salesforce1. Enhanced charts are similar to Lightning Experience charts: see details before drilling into a report, filter reports by tapping on chart segments, and change chart types. This feature is available in all versions of Salesforce1.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
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After you enable enhanced charts, everyone sees them in Salesforce1 regardless of whether they use Lightning Experience or Salesforce
Classic on the full Salesforce site.
1. From Setup, enter
Reports and Dashboards Settings
in the
Quick Find
box, then select Reports and Dashboards
Settings.
2. Select Enable Enhanced Charts in Salesforce1.
3. Click Save.
Before enabling enhanced charts, take note of these limitations:
•
Enhanced Charts show only the first 200 groupings.
•
On tablets, dashboards always have two columns. On phones, dashboards always have one column.
•
On mobile dashboards, Enhanced Chart components don't show footers, but titles and subtitles still display. If there is important information in a component footer, consider moving it to the title or subtitle.
•
Enhanced Charts have a different color palette than Legacy Charts.
Let Users Subscribe to Report Notifications
Allow users to subscribe to reports to be notified whenever certain metrics meet conditions they specify.
1. From Setup, enter
Report Notifications
in the
Quick Find
box, then select
Report Notifications.
2. Select the option to enable report notifications.
3. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Customize Report and Dashboard Email Notifications
Choose how users are notified when information changes in the reports and dashboards they use.
EDITIONS
1. From Setup, enter
Email Notifications
in the
Quick Find
box, then select Email
Notifications.
Available in: Salesforce
Classic
2. Select or clear the following options to modify the notifications for your organization:
Allow Reports and Dashboards to Be Sent to Portal Users
If you enable this option, all internal and portal users specified as recipients receive reports and dashboards. If this option isn’t enabled, only internal Salesforce users can receive reports and dashboard refresh notifications.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
This option, disabled by default, is available to Enterprise, Unlimited, and Performance
Edition organizations that have a Customer Portal or partner portal set up.
USER PERMISSIONS
Use Images Compatible with Lotus Notes in Dashboard Emails
Dashboard refresh notifications can be sent to specified users when a scheduled dashboard
To modify report and dashboard settings:
•
Customize Application refresh completes. By default, Salesforce sends images in dashboard emails as
.png
(Portable Network Graphic) files, which are not supported in Lotus Notes. When you enable the
Use Images Compatible with Lotus Notes in Dashboard Emails
> option, Salesforce uses
.jpg
images, which Lotus Notes supports, when sending dashboard emails. The “Schedule Dashboard” permission is required to view this option.
Note: Dashboard emails that contain images compatible with Lotus Notes are substantially larger and the image quality can be lower.
3. Click Save.
Set Up a Custom Report Type
A report type defines the set of records and fields available to a report based on the relationships between a primary object and its related objects. Reports display only records that meet the criteria defined in the report type.
For example, an administrator can create a report type that shows only job applications that have an associated resume; applications without resumes won't show up in reports using that type. An administrator can also show records that may have related records—for example, applications with or without resumes. In this case, all applications, whether or not they have resumes, are available to reports using that type.
You can create custom report types from which users can report on your organization's reports and dashboards. When defining a custom report type, select Reports or Dashboards from the
Primary
Object
drop-down list on the New Custom Report Type page.
Tip: When you’re done creating your report type, consider ways you can do more with it:
•
Add the custom report type to apps you upload to Force.com AppExchange.
•
Users designated as a translator with the “View Setup and Configuration” permission can translate custom report types using the Translation Workbench.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
IN THIS SECTION:
1.
Choose the primary object you’d like your new report type to support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.
2.
Add Child Objects To Your Custom Report Type
To enable reports to pull data from more than just the primary object, consider adding one or more related objects to your report type.
3.
Design the Field Layout for Reports Created From Your Custom Report Type
After you define a custom report type and choose its object relationships, you can specify the standard and custom fields a report can display when created or run from a custom report type.
4.
After you create a custom report type, you can customize, edit, and delete it.
5.
Custom report types are subject to some limits to ensure high performance and usability.
Create a Custom Report Type
Choose the primary object you’d like your new report type to support, then give it a name and a useful description. Mark it as “in development” until you’re ready to make it available for users to create reports.
1. From Setup, enter
Report Types
in the
Quick Find
box, then select Report Types.
2. Click New Custom Report Type.
3. Select the
Primary Object
for your custom report type.
Tip:
•
You can choose from all objects—even those you don't have permission to view.
This lets you build report types for a variety of users.
•
Once you save a report type, you can't change the primary object.
•
•
If the primary object on a report type is a custom or external object, and that object is deleted, the report type and reports created from it are deleted.
If you remove an object from a report type, all references to that object and its associated objects are removed from the reports and dashboards based on that type.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
4. Enter the
Report Type Label
and the
Report Type Name
.
The label can be up to 50 characters long. The name is used by the SOAP API.
5. Enter a description for your custom report type, up to 255 characters long.
Provide a meaningful description so users have a good idea of which data is available for reports. For example:
Accounts with
Contacts. Report on accounts and their contacts. Accounts without contacts are not shown.
.
6. Select the category in which you want to store the custom report type.
7. Select a
Deployment Status
:
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
•
Choose
In Development
during design and testing as well as editing. The report type and its reports are hidden from all users except those with the “Manage Custom Report Types” permission. Only users with that permission can create and run reports using report types in development.
•
Choose
Deployed
when you’'re ready to let all users access the report type.
Note: A custom report type’s
Deployment Status
changes from
Deployed
to
In Development
if its primary object is a custom or external object whose
Deployment Status
similarly changes.
8. Click Next.
A developer can edit a custom report type in a managed package after it’s released, and can add new fields. Subscribers automatically receive these changes when they install a new version of the managed package. However, developers can’t remove objects from the report type after the package is released. If you delete a field in a custom report type that’s part of a managed package, and the deleted field is part of bucketing or used in grouping, you receive an error message.
Add Child Objects To Your Custom Report Type
To enable reports to pull data from more than just the primary object, consider adding one or more related objects to your report type.
1. Click the box under the primary object.
2. Select a child object.
Only related objects are shown.
Tip: Type in the search box to find objects quickly.
3. For each child object, select one of the following criteria:
•
Each "A" record must have at least one related "B" record.
Only parent records with child records are shown in the report.
•
"A" records may or may not have related "B" records.
Parent records are shown, whether or not they have child records.
When Users are the primary object, select child objects by field—for example, Accounts (Account
Owner) or Accounts (Created By).
4. Add up to three child objects.
The number of children depends on the objects you choose.
5. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
Example:
•
If you select that object A may or may not have object B, then all subsequent objects automatically include the may-or-may-not association on the custom report type. For example, if accounts are the primary object and contacts are the secondary object, and you choose that accounts may or may not have contacts, then any tertiary and quaternary objects included on the custom report type default to may-or-may-not associations.
•
Blank fields display on report results for object B when object A does not have object B. For example, if a user runs a report on accounts with or without contacts, then contact fields display as blank for accounts without contacts.
•
On reports where object A may or may not have object B, you can't use the OR condition to filter across multiple objects. For example, if you enter filter criteria
Account Name starts with M OR Contact First Name starts with M
, an error message displays informing you that your filter criteria is incorrect.
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
•
The
Row Limit
option on tabular reports shows only fields from the primary object on reports created from custom report types where object A may or may not have object B. For example, in an accounts with or without contacts report, only fields from accounts are shown. Fields from objects after a may-or-may-not association on custom report types aren't shown. For example, in an accounts with contacts with or without cases report, only fields from accounts and contacts are available to use. Also, existing reports may not run or disregard the
Row Limit
settings if they were created from custom report types where object associations changed from object A with object B to object A with or without object B.
Design the Field Layout for Reports Created From Your Custom Report Type
After you define a custom report type and choose its object relationships, you can specify the standard and custom fields a report can display when created or run from a custom report type.
EDITIONS
Note:
Custom fields appear in custom report types only if they’ve been added to that report type’s page layout.
1. From Setup, enter
Report Types
in the
Quick Find
box, then select Report Types to display the All Custom Report Types page.
2. Select the custom report type you want to edit and click Edit Layout on the Fields Available for Reports section.
You can click Preview Layout to preview which fields will display on the Select Columns page of a report customized or run from this report type.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
Note: When previewing the layout, all fields and objects are displayed, including fields and objects you may not have permission to access. However, you cannot access any data stored in the fields or objects that you do not have permission to access.
3. Select fields from the right-hand box and drag them to a section on the left.
Tip:
You can view a specific object's fields by selecting an object from the
View drop-down list.
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
4. Optionally, click Add fields related via lookup to display the Add Fields Via Lookup overlay.
From here you can add fields via the lookup relationship the object selected in the
View
drop-down list has to other objects.
•
A lookup field is a field on an object that displays information from another object. For example, the
Contact Name
field on an account.
•
A custom report type can contain fields available via lookup through four levels of lookup relationships. For example, for an account, you can get the account owner, the account owner's manager, the manager's role, and that role's parent role.
•
You can only add fields via lookup that are associated with objects included in the custom report type. For example, if you add the accounts object to the custom report type, then you can add fields from objects to which accounts have a lookup relationship.
•
Selecting a lookup field on the Add Fields Via Lookup overlay may allow you to access additional lookup fields from other objects to which there is a lookup relationship. For example, if you select the
Contact Name
field from cases, you can then select the
Account
field from contacts because accounts have a lookup relationship to contacts which have a lookup relationship to cases.
•
The fields displayed in the Add Fields Via Lookup overlay do not include lookup fields to primary objects. For example, if accounts are the primary object on your custom report type, and contacts are the secondary object, then the Add Fields Via Lookup overlay does not display lookup fields from contacts to accounts.
•
Fields added to the layout via the Add fields related via lookup link are automatically included in the section of the object from which they are a lookup field. For example, if you add the
Contact
field as a lookup from accounts, then the
Contact field is automatically included in the Accounts section. However, you can drag a field to any section.
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
•
Fields added via lookup automatically display the lookup icon on the field layout of the custom report type.
•
Reduce the amount of time it takes a user to find fields to report on by grouping similar fields together on custom report types' field layouts. You can create new page sections in which to group fields that are related to one another, and you can group fields to match specific detail pages and record types.
•
If you include activities as the primary object on a custom report type, then you can only add lookup fields from activities to accounts on the select column layout of the custom report type.
5. Arrange fields on sections as they should appear to users.
Fields not dragged onto a section will be unavailable to users when they generate reports from this report type.
6. Click Preview Layout and use the legend to determine which fields are included on the layout, added to the report by default, and added to the layout via a lookup relationship.
Warning: Users can view roll-up summary fields on reports that include data from fields they do not have access to view.
For example, a user that does not have access to view the
Price
field on an opportunity product can view the
Total
Price
field on opportunity reports if he or she has access to the
Total Price
field.
7. To rename or set which fields are selected by default for users, select one or more fields and click Edit Properties.
•
Click the
Checked by Default
checkbox next to one or more fields.
Fields selected by default automatically display the checkbox icon ( ) on the field layout of the custom report type.
•
Change the text in the
Display As
field next to the field you want to rename.
Note: Renamed fields from standard objects, as well as renamed standard objects, do not display as such on the field layout of the custom report type. However, renamed fields from standard objects and renamed standard objects do display their new names on the report and the preview page, which you can access by clicking Preview Layout.
8. To rename the sections, click Edit next to an existing section, or create a new section by clicking Create New Section.
9. Click Save.
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Manage Custom Report Types
After you create a custom report type, you can customize, edit, and delete it.
EDITIONS
From Setup, enter
Report Types
in the
Quick Find
box, then select Report Types to display the All Custom Report Types page, which shows the list of custom report types defined for your organization.
•
Select a list view from the
View
drop-down list to go directly to that list page, or click Create
New View to define your own custom view.
•
Define a new custom report type by clicking New Custom Report Type.
•
Update a custom report type's name, description, report type category, and deployment status by clicking Edit next to a custom report type's name.
•
Delete a custom report type by clicking Del next to the custom report type's name. All the data stored in the custom report type will be deleted and cannot be restored from the Recycle Bin.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
Important: When you delete a custom report type, any reports based on it are also deleted. Any dashboard components created from a report based on a deleted custom report type display an error message when viewed.
•
Display detailed information about a custom report type and customize it further by clicking a custom report type's name.
After you click a custom report type name you can:
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
–
Update which object relationships a report can display when run from the custom report type.
–
Edit the page layout of the custom report type to specify which standard and custom fields a report can display when created or run from the custom report type.
–
See how the fields display to users in reports run from the custom report type by clicking Preview Layout on the Fields Exposed for Reporting section.
–
Create a new custom report type with the same object relationships and fields as the selected custom report type by clicking
Clone.
–
Rename fields in the report.
–
Set which fields are selected by default.
When you edit a report, you can see the report type displayed above the report name in report builder. The report type isn't displayed on the report run page.
1. Report type
2. Report name
Note: If the Translation Workbench is enabled for your organization, you can translate custom report types for international users.
Limits on Report Types
Custom report types are subject to some limits to ensure high performance and usability.
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•
You can add up to 1000 fields to each custom report type. A counter at the top of the Page Layout step shows the current number of fields included. If you have too many fields, you can't save the layout.
•
You can't add the following fields to custom report types:
–
Product schedule fields
–
History fields
–
Person account fields
–
The
Age
field on cases and opportunities
•
A custom report type can contain up to 60 object references. For example, if you select the maximum limit of four object relationships for a report type, then you could select fields via lookup from an additional 56 objects. However, users will receive an error message if they run a report from a custom report type and the report contains columns from more than 20 different objects.
•
Object references can be used as the main four objects, as sources of fields via lookup, or as objects used to traverse relationships.
Each referenced object counts toward the maximum limit even if no fields are chosen from it. For example, if you do a lookup from account to account owner to account owner’s role, but select no fields from account owner, all the referenced objects still count toward the limit of 60.
•
Reports run from custom report types that include cases do not display the
Units
drop-down list, which allows users to view the time values of certain case fields by hours, minutes, or days.
•
You can't add forecasts to custom report types.
•
Report types associated with custom objects in the Deleted Custom Objects list count against the maximum number of custom report types you can create.
Turn On Enhanced Sharing for Reports and Dashboards
When you enable analytics sharing, Salesforce converts your users’ existing folder access levels to use new, more detailed access levels.
Note:
If your organization was created after the Summer ’13 Salesforce release, you already have analytics folder sharing. If your organization existed before the Summer ’13 release, follow these steps to make folder sharing available to your users.
When analytics sharing is in effect, all users in the organization get Viewer access by default to report and dashboard folders that are shared with them. Users might have more access if they are
Managers or Editors on a given folder, or if they have more administrative user permissions. Each user’s access to folders under the new capability is based on the combination of folder access and user permissions they had before enhanced folder sharing was enabled.
1. From Setup, enter
Folder Sharing
in the
Quick Find
box, then select Folder
Sharing.
2. Select Enable access levels for sharing report and dashboard folders.
3. Click Save.
Important: If you go back to the old folder sharing model, existing report and dashboard folders go back to the state they were in before.
•
If a folder existed before analytics folder sharing was enabled, its properties and sharing settings are rolled back to their previous state.
•
If a folder was created while enhanced analytics folder sharing was in effect, it is hidden from the folder list and all its sharing settings are removed. Administrative user permissions are still in effect.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the analytics folder sharing setting:
•
View Setup and
Configuration
To modify the analytics folder sharing setting:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
Set Up Historical Trend Reporting
To make historical trend reports available to your users, start by using filters to configure the amount of data that’s captured for historical trend reporting. Then select the fields needed for historical reports.
Shape your historical trend data to have enough for users to exploit but doesn’t exceed the space limits. Consider which fields contain useful historical data and which fields contain data you can leave out.
Important:
Retaining historical data increases the amount of data you store. The effect depends on the ways your organization works. Say that someone updates the status of a typical opportunity record every day or two. Historical trending data for the Status field on the Opportunity object takes up more space than if the record changes once or twice a month.
If any of your trended objects is in danger of exceeding the data limit, you receive an email alert.
1. From Setup, enter
Historical Trending
in the
Quick Find
box, then select
Historical Trending.
2. Select the object that you want to do historical trend reporting on.
You can select Opportunities, Cases, Forecasting Items, and up to 3 custom objects. Historical trend reporting is available only for Collaborative forecasting, not Customizable forecasting. If
Cumulative Forecast Rollups are enabled in Collaborative Forecasts settings, Forecasting Items are not available in historical trend reports.
EDITIONS
Available in: both Salesforce
Classic Lightning Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create, edit, and delete reports:
•
Create and Customize
Reports
AND
Report Builder
3. Select Enable Historical Trending.
4. Use the filters under Configure Data to specify the total amount of data you can use to create historical trend reports.
You can narrow down historical data for Opportunities, Cases, and custom objects. For Forecasting Items, the available data is selected for you.
For example, to reduce the data stored for Opportunities reports, drop out the least likely deals by setting
Stage not equal to Prospecting
.
5. Under Select Fields, choose up to 8 fields to make available for historical trend reporting.
These fields can be selected when creating historical trending reports.
•
For Opportunities reporting, 5 fields are preselected: Amount, Close Date, Forecast Category, Probability, and Stage. You can add 3 more.
•
For Forecasting, all 8 available fields are pre-selected.
After you enable historical trending, a new custom report type is available when you create future reports. If you enable historical trending on a new field, that field is automatically added to the historical trending report layout.
When you turn off historical trending, keep these points in mind.
•
Turning off historical trending for a field hides the historical data for that field. If you re-enable historical trending, historical data for the field can be viewed again, including data created after historical trending was turned off.
•
Turning off historical trending for an object causes all historical data and configuration settings to be deleted for that object. The object’s historical trending report type and any reports that have been created with it are also deleted.
•
If you turn off historical trending for a field and delete it, the field’s historical data is no longer available even if you re-enable historical trending.
170
Set Up and Maintain Your Salesforce Organization Respond to Critical Updates
Note:
•
The historical fields available to each user depend on the fields that user can access. If your permissions change and you can no longer see a given field, that field’s historical data also becomes invisible.
•
Each historical field has the same field-level security as its parent field. If the field permissions for the parent field change, the historical field’s permissions change accordingly.
SEE ALSO:
Tip Sheet: Historical Trend Reporting for Opportunities
Upgrade the Report Wizard
Report builder, a powerful drag-and-drop editor, is the standard tool for creating and editing reports.
If your organization is still using the old report wizard, you should upgrade to report builder.
•
All profiles get access to the report builder by default. (You may continue to see the “Report
Builder” permission in permission sets and profiles and the PermissionSet and Profile objects in the API, though the upgrade overrides those settings.)
•
The old report wizard is available only to users in Accessibility Mode.
•
Group and Professional Edition organizations can use report builder.
•
You get scatter charts, a new chart type for reports.
New organizations automatically get the latest version of report builder. If you don't see the Report
Builder Upgrade section on the User Interface Settings page, the upgrade has already been enabled for your organization.
Assigning the “Report Builder” permission to all users through profiles or permission sets isn’t the same thing as enabling report builder for your entire organization. To enable report builder for your organization, follow these steps.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
Customize Application
Important: Upgrading does not affect any of your existing reports. However, once you upgrade, you can't return to the old report wizard.
1. From Setup, enter
Reports
in the
Quick Find
box, then select Reports and Dashboards Settings.
2. Review the Report Builder Upgrade section of the page and click Enable. If you don’t see the button, report builder has already been enabled for your entire organization.
3. Confirm your choice by clicking Yes, Enable Report Builder for All Users.
Respond to Critical Updates
Salesforce periodically releases updates that improve the performance, logic, and usability of
Salesforce, but may affect your existing customizations. When these updates become available,
Salesforce lists them in Setup at Critical Updates and displays a message when administrators go to Setup.
To ensure a smooth transition, each update has an opt-in period during which you can manually activate and deactivate the update an unlimited number of times to evaluate its impact on your organization and modify affected customizations as necessary. The opt-in period ends on the auto-activation date, at which time Salesforce permanently activates the update.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: All Editions
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Set Up and Maintain Your Salesforce Organization Organize Data with Divisions
Warning: Salesforce recommends testing each update by activating it in either your Developer Sandbox or your production environment during off-peak hours.
To manage critical updates, from Setup, click Critical Updates. From this page, you can view the summary, status, and auto-activation date for any update that Salesforce has not permanently activated. To view more details about the update, including a list of customizations in your organization that the update might affect, click Review.
If an update has an Activate link, click it to test the update in your sandbox or production environment before Salesforce automatically activates it.
Notes on Critical Updates
•
Salesforce analyzes your organization to determine if a critical update potentially affects your customizations. If your customizations are not affected, Salesforce automatically activates the update in your organization.
•
On the scheduled auto-activation date, Salesforce permanently activates the update. After auto-activation, you cannot deactivate the update.
•
Each update detail page describes how your customizations might be affected and how you can correct any unintended functionality.
•
Salesforce displays a message the first time you access the setup menu after a critical update becomes available. The message lets you choose to have Salesforce display the updates immediately or remind you about the updates later.
Organize Data with Divisions
Divisions let you segment your organization's data into logical sections, making searches, reports, and list views more meaningful to users. Divisions are useful for organizations with extremely large amounts of data.
EDITIONS
Available in: Salesforce
Classic
Note: Divisions do not restrict access to data and are not meant for security purposes.
IN THIS SECTION:
Divisions can be assigned to users and other kinds of records. For example, you can create a report to show the opportunities for just the North American division to get accurate sales numbers for the North American sales team.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
When setting up divisions, you must create divisions and assign records to divisions to make sure that your data is categorized effectively.
Creating logical divisions for your organization helps you segment your records to make searching and reporting easier.
Transferring Multiple Records Between Divisions
Select groups of records to move into or between divisions.
Change the Default Division for Users
If you can manage user settings, you can change a user’s default division.
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Set Up and Maintain Your Salesforce Organization Organize Data with Divisions
If your organization uses divisions to segment data, you can customize your reports to show records within specific divisions.
SEE ALSO:
Administrator tip sheet: Getting Started with Divisions
How Divisions Work
Divisions can be assigned to users and other kinds of records. For example, you can create a report to show the opportunities for just the North American division to get accurate sales numbers for the North American sales team.
EDITIONS
•
Record-level division—Division is a field on individual records that marks the record as belonging to a particular division. A record can belong to a division created by the administrator or the standard “global” division. The standard global division is created automatically when your organization enables divisions. A record can belong to only one division at a time.
•
Default division—Users are assigned a default division that applies to their newly created accounts, leads, and custom objects that are enabled for divisions.
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
•
Working division—If you have the “Affected by Divisions” permission, you can set the division using a drop-down list in the sidebar. Then, searches show only the data for the current working division. You can change your working division at any time. If you don’t have the “Affected by Divisions” permission, you always see records in all divisions.
The following table shows how using divisions affects different areas.
Area
Search
List views
Description
If you have the “Affected by Divisions” permission:
•
In sidebar search, you can select a single division, or all divisions.
•
In advanced search, you can select a single division or all divisions.
•
In global search, you can search a single division or all divisions.
•
For searches in lookup dialogs, the results include records in the division you select from the drop-down list in the lookup dialog window.
Note: All searches within a specific division also include the global division. For example, if you search within a division called Western Division, your results include records found in both the Western Division and the global division.
If you do not have the “Affected by Divisions” permission, your search results always include records in all divisions.
If you have the “Affected by Divisions” permission, list views include only the records in the division you specify when creating or editing the list view. List views that don’t include all records (such as My
Open Cases) include records in all divisions.
If you do not have the “Affected by Divisions” permission, your list views always include records in all divisions.
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Set Up and Maintain Your Salesforce Organization
Area
Chatter
Reports
Viewing records and related lists
Creating records
Editing records
Custom objects
174
Organize Data with Divisions
Description
Chatter doesn’t support divisions. For example, you can’t use separate Chatter feeds for different divisions.
If you have the “Affected by Divisions” permission, you can set your report options to include records in just one division or all divisions.
Reports that use standard filters (such as My Cases or My team’s accounts) show records in all divisions, and can’t further limited to a specific division.
If you do not have the “Affected by Divisions” permission, your reports always include records in all divisions.
When viewing the detail page of a record, the related lists show all associated records that you have access to, regardless of division.
When you create accounts, leads, or custom objects that are enabled for divisions, the division is automatically set to your default division, unless you override this setting.
When you create records related to an account or other record that already has a division, the new record is assigned to the existing record’s division. For example, if you create a custom object record that is on the detail side of a master-detail relationship with a custom object that has divisions enabled, it is assigned the master record’s division.
When you create records that are not related to other records, such as private opportunities or contacts not related to an account, the division is automatically set to the global division.
When editing accounts, leads, or custom objects that are enabled for divisions, you can change the division. All records that are associated through a master-detail relationship are automatically transferred to the new division as well. For example, contacts and opportunities are transferred to the new division of their associated account. Detail custom objects are transferred to their master record’s new division.
When editing other types of records, you can’t change the division setting.
When you enable divisions for a custom object, Salesforce initially assigns each record for that custom object to the global division.
When you create a custom object record:
•
If the custom object is enabled for divisions, the record adopts your default division.
•
If the custom object is on the detail side of a master-detail relationship with a divisions-enabled custom object, the record adopts the division of the master record.
Set Up and Maintain Your Salesforce Organization
Area
Relationships
Organize Data with Divisions
Description
If you convert a lookup relationship to a master-detail relationship, detail records lose their current division and inherit the division of their master record.
If you convert a master-detail relationship to a lookup relationship, the previous master record determines the division for any detail records.
If you delete a master-detail relationship, the previous master record determines the division for any detail records.
Set Up Divisions
When setting up divisions, you must create divisions and assign records to divisions to make sure that your data is categorized effectively.
EDITIONS
Before you can use the divisions feature for your organization, you must enable divisions. If you are using a standard object, contact Salesforce to enable divisions for your organization. For custom objects, select
Enable Divisions
on the custom object definition page to enable divisions.
Available in: Salesforce
Classic
1. Plan which divisions you need based on how you want to segment your data.
For example, use one division for all the records belonging to your North American sales team and one division for your European sales team.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
100
2.
for your organization. All existing records are assigned to the “Global” division by default. You can change the default division name, create more divisions, and move user and data records between divisions.
USER PERMISSIONS
To create or edit divisions:
•
Modify All Data
3.
Transfer leads, accounts, and custom objects into relevant divisions
. When records are assigned to a division, associated records are assigned the same division.
For example, when you change the division assigned to an account, related records such as contacts and opportunities are assigned to the same division.
4. Add division fields to page layouts.
5. Add divisions to field-level security.
6.
assigns a different division. New records related to existing records are assigned to the existing record’s division.
7. Enable the “Affected by Divisions” permission for users.
Users with this permission can limit list views by division, search within a division, or report within a division. Users who don’t have the “Affected by Divisions” permission still have a default user-level division. They can view division fields, change the division for a record, and specify a division when creating records.
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Set Up and Maintain Your Salesforce Organization Organize Data with Divisions
Create and Edit Divisions
Creating logical divisions for your organization helps you segment your records to make searching and reporting easier.
Divisions must be enabled for the organization.
All records are initially assigned to the default “Global” division until the user defines the division.
You can create up to 100 divisions, including any inactive ones.
1. From Setup, enter
Manage Divisions
in the
Quick Find
box, then select Manage
Divisions.
2. To create a division, click New, or Edit change an existing division.
3. Enter the division name.
4. To make the division active, select the checkbox.
Note:
You can’t deactivate a division if users or lead queues are assigned to that division.
5. Click Save.
6. To change the order that divisions appear in the Divisions picklist, click Sort. Then to use the arrow buttons to move divisions higher or lower in the list.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or edit divisions:
•
Modify All Data
Transferring Multiple Records Between Divisions
Select groups of records to move into or between divisions.
To reassign the divisions for multiple records at one time, transfer groups of accounts, leads, or users between divisions.
EDITIONS
Available in: Salesforce
Classic
1. From Setup, enter
Mass Division Transfer
in the
Quick Find
box, then select
Mass Division Transfer.
2. Select the type of record you want to transferred, then click Next. When you change the division assigned to an account, related records such as contacts and opportunities are assigned to the same division. When you change the division assigned to a custom object, other custom objects belonging to it are also transferred to the new division.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
3. Select search conditions that records must match and click Next.
4. Select the division you want to transfer the records to.
USER PERMISSIONS
To mass transfer records:
•
Modify All Data
5. If you’re transferring user records, you can select
Change the division...
to also transfer the users’ records to the new division.
6. Click Transfer. You’ll receive an email notification when the transfer is complete. If 5,000 or more records are being transferred, the request will be placed in a queue for processing.
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Set Up and Maintain Your Salesforce Organization Salesforce Upgrades and Maintenance
Change the Default Division for Users
If you can manage user settings, you can change a user’s default division.
If your organization uses divisions to segment data, a default division is assigned to all users and is applied to new accounts, leads, and appropriate custom objects .The default division doesn’t prevent users from viewing or creating records in other divisions. If, however, the new record is related to an existing record, the new record is assigned the same division as the existing record.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the name, alias, or username of the user whose default division you want to change.
3. Next to the
Default Division
field, click Change.
4. Select a new default division.
5. Select an action to be applied to records the user already owns.
6. Click Save.
If you are changing your own default division, skip step 1 and go to your personal settings. Enter
Advanced User Details
in the
Quick Find
box, then select Advanced User Details.No
results? Enter
Personal Information
in the
Quick Find
box, then select Personal
Information.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To change a user’s default division:
•
Manage Users
Reporting With Divisions
If your organization uses divisions to segment data, you can customize your reports to show records within specific divisions.
Use the Division drop-down list on the report to select one of the following.
•
A specific division
•
Your current working division.
•
All records across all divisions.
Note: Reports that use standard filters (such as My Cases or My Team’s Accounts) show records in all divisions. These reports can’t be further limited to a specific division.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To limit reports by division:
•
Affected by Divisions
Salesforce Upgrades and Maintenance
Salesforce reserves up to five minutes of service interuption for major upgrades, but you have access your data during other maintenance events, like splits and migrations.
IN THIS SECTION:
Access to your data at a moment’s notice—even during our planned maintenance windows. To minimize interruption to your business, Salesforce gives users read-only access during splits, instance migrations, instance switches, pre-scripts, and certain other maintenance events.
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Set Up and Maintain Your Salesforce Organization Salesforce Upgrades and Maintenance
Salesforce reserves just five minutes of scheduled maintenance time to roll out new major versions of our service. These upgrades to the next release occur three times per year.
Check for Desktop Client Updates
Read-Only Mode
Access to your data at a moment’s notice—even during our planned maintenance windows. To minimize interruption to your business, Salesforce gives users read-only access during splits, instance migrations, instance switches, pre-scripts, and certain other maintenance events.
EDITIONS
Available in: All Editions
What to Expect in Read-Only Mode
When Salesforce is in read-only mode, you can navigate within the application and view and report on your business data.
During read-only mode, you can’t:
•
Add, edit, or delete data
•
Perform any actions in Salesforce that modify your Salesforce data. For example:
–
Post on Chatter
–
Use LiveAgent
–
Refresh dashboards
–
Perform API write or edit actions
–
Perform bulk API read actions
–
Save new or edited reports
Note: You can still run existing reports.
Activity reminders don’t occur, and Recent Items lists don’t update. Login history is still recorded for compliance purposes, but it isn’t reflected in your organization until a few minutes after the organization exits read-only mode.
When your organization is in read-only mode, desktop and mobile browser users see a banner at the top of their browser window:
When to Expect Read-Only Mode
The maintenance schedule posted on trust.salesforce.com
indicates whether each upcoming maintenance window includes read-only access. Planned maintenance windows vary in length depending on the level of maintenance needed. In addition, when users are notified two weeks before a planned maintenance window, the notification specifies whether the maintenance includes read-only access.
If you’d like to see how your organization works in read-only mode, contact Salesforce to have the testing option enabled in your sandbox organization.
178
Set Up and Maintain Your Salesforce Organization Permissions for UI Elements, Records, and Fields
5 Minute Upgrades
Salesforce reserves just five minutes of scheduled maintenance time to roll out new major versions of our service. These upgrades to the next release occur three times per year.
Although your organization should expect to experience a disruption of up to five minutes, the interruption is typically one minute or less. Users receive an error message letting them know that the service is unavailable during the upgrade, and are prompted to log in again when the upgrade is complete.
Check for Desktop Client Updates
Desktop clients such as Salesforce for Outlook and Connect Offline integrate Salesforce with your
PC. Your administrator controls which desktop clients you are allowed to install.
If your administrator enabled Home tab alerts, an alert banner displays on your Home tab when a new client version is available.
You can also see which clients are installed on your computer and check for updates on your own.
1. From your personal settings, enter
Check for Updates
in the
Quick Find
box, then select Check for Updates.
2. From the table, review the names and version numbers of available desktop clients.
3. If you are using Internet Explorer, click the correct desktop client and then click Install Now to install a client. If you are using another browser such as Mozilla Firefox, click Download Now to save the installer file to your computer. To run the installer program, double-click the saved file.
After you install the update, the alert banner displays on your Home tab until you log in through the newly updated client.
EDITIONS
Available in: Salesforce
Classic
Available in all editions
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except for Database.com
USER PERMISSIONS
To view client update alerts:
•
On, updates w/alerts
OR
On, must update w/alerts on your profile
Permissions for UI Elements, Records, and Fields
To access UI elements, records or fields in Salesforce requires specific permissions. At a minimum, you must have the “Read” permission to view a tab, record, record field, related list, button, or link.
To edit a record or record field, you must have the “Edit” permission.
What you can view or edit also depends on how you customized your personal display or page layout and what edition your org is using. This table described the different access levels in more detail.
Action
To view a tab:
Access Needed
You must have the “Read” permission on the records within that tab.
If you don’t see a particular tab, verify that you customized your personal display to show the tab.
To view a record:
You must have the “Read” permission on the type of record you want to view.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
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Set Up and Maintain Your Salesforce Organization
Action
To view a field:
To edit a field:
To view a related list:
To view a button or link:
How Do I Discontinue Service?
Access Needed
If you can’t view a certain record, check whether your org uses a sharing model or territory management. In certain sharing models, the owner of the record has to specifically share the record to grant view access to others. Territory management can restrict access to accounts, opportunities, and cases.
You must have the “Read” permission on the type of record for the field.
If you can’t view a certain field, check field-level security and your page layout. Field-level security can restrict access to a field. Page layouts can hide fields.
You must have the “Edit” permission on the type of record for the field.
If you can’t edit a certain field, check field-level security and your page layout. Field-level security can restrict access to a field. Page layouts can set fields to not be editable.
You must have the “Read” permission on the type of records displayed in the related list.
If you can’t view a certain field, check your page layout. Page layouts can hide fields.
Make sure that you have the necessary permission to perform the action. Buttons and links only display for users who have the appropriate user permissions to use them.
How Do I Discontinue Service?
If the service doesn’t meet your needs, you should cancel it.
Users who are up-to-date with their payments can request a complete download of the data in the system.
To submit your request directly, contact the Salesforce Customer Support Billing Department .
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Set Up and Maintain Your Salesforce Organization User Management
User Management
In Salesforce, each user is uniquely identified with a username, password, and profile. Together with other settings, the profile determines which tasks a user can perform, what data the user can see, and what the user can do with the data.
EDITIONS
Important: Salesforce recommends that you appoint a backup administrator for your org.
A backup administrator can keep your org running in case your primary administrator is unavailable.
As an administrator, you perform user management tasks, such as:
Available in: both Salesforce
Classic and Lightning
Experience
The available user management options vary according to which
Salesforce Edition you have.
•
Create and edit users
•
Reset passwords
•
Create Google Apps accounts
•
Grant permissions
•
Create and manage other types of users
•
Create custom fields
•
Set custom links
•
Run reports on users
•
Delegate user administration tasks to other users
Depending on your Salesforce edition and the additional features that your company purchased, you have specific licenses, such as
Marketing or Connect Offline. The licenses let users access features that are not included in their user licenses. You can assign one or more of these licenses to users and also set up accounts for users outside your org to access a limited set of fields and objects. You can grant access to the Customer Portal, partner portal, or Self-Service through user licenses. Using Salesforce to Salesforce, create connections to share records with other Salesforce users outside of your org.
Note: Starting with Spring ’12, the Self-Service portal isn’t available for new orgs. Existing orgs continue to have access to the
Self-Service portal.
IN THIS SECTION:
In the user list, you can view and manage all users in your org, partner portal, and Salesforce Customer Portal.
To enable specific Salesforce functionality for your users, you must choose one user license for each user. To enable additional functionality, you can assign permission set licenses and feature licenses to your users or purchase usage-based entitlements for your organization.
Salesforce provides each user in your organization with a unique username and password that must be entered each time a user logs in. As an administrator, you can configure several settings to ensure that your users’ passwords are strong and secure.
Control whether your users are prompted to grant account access to Salesforce admins, and whether users can grant access to publishers.
To assist other users, administrators can log in to Salesforce as another user. Depending on your organization settings, individual users might need to grant login access to administrators.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Delegate Administrative Duties
Use delegated administration to assign limited admin privileges to users in your org who aren’t administrators. For example, let’s say you want the Customer Support team manager to manage users in the Support Manager role and all subordinate roles. Create a delegated admin for this purpose so that you can focus on other administration tasks.
When you enable topics for objects, users can add topics to records so they can quickly retrieve related items using list views. With
Chatter enabled, users can also see related items on the Records tab of each topic detail page. Enabling topics for an object disables public tags on records of that object type. Personal tags aren’t affected.
SEE ALSO:
View and Manage Users
In the user list, you can view and manage all users in your org, partner portal, and Salesforce Customer
Portal.
From Setup, enter
Users
in the
Quick Find
box, then select Users.
From the user list, you can:
•
.
•
.
•
Reset passwords for selected users .
•
.
•
View a user’s detail page by clicking the name, alias, or username.
•
View or edit a profile by clicking the profile name.
•
If Google Apps
™
is enabled in your org, export users to Google and create Google Apps accounts by clicking Export to Google Apps.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Customer Portal and partner portals are not available in
Database.com
Note:
You can perform many of these tasks from the SalesforceA mobile app.
USER PERMISSIONS
Tips for Managing Users
•
Create custom fields for users and set custom links to display on the user detail page. To access these options, go to the object management settings for users.
To view user lists:
•
View Setup and
Configuration
•
Use the sidebar search to search for any user in your org, regardless of the user’s status. When using a lookup dialog from fields within records, the search results return only active users. You can also run user reports in the
Reports tab.
•
To simplify user management in orgs with many of users, delegate aspects of user administration to non-administrator users.
Note: You cannot delegate administrative duties related to your org to partner portal or Customer Portal users. However, you can delegate some portal administrative duties to portal users.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
IN THIS SECTION:
Understand important options for adding users. Learn what to communicate to users about passwords and logging in.
Administrators and Separation of Duties
Separating duties limits the power of any one person or entity so that you can help prevent a single point of failure. For example, you can have two or more administrators who have responsibilities for administering different portions of your org. If you have only one administrator, consider assigning a backup person to the role. You can give the backup person the same profile or permission set that your primary administrator has.
Depending on the size of your organization or your new hire onboarding process, you may choose to add users one at a time. The maximum number of users you can add is determined by your Salesforce edition.
You can quickly add up to 10 users at a time to your organization. Your Salesforce edition determines the maximum number of users that you can add.
To change user details—such as a user’s profile, role, or contact information—edit the user account.
Users can be locked out of an organization if they enter incorrect login credentials too many times. Unlock users to restore their access.
You can’t delete a user, but you can deactivate an account so a user can no longer log in to Salesforce.
Freeze or Unfreeze User Accounts
In some cases, you can’t immediately deactivate an account, such as when a user is selected in a custom hierarchy field. To prevent users from logging in to your organization while you perform the steps to deactivate them, you can freeze user accounts.
You can define a whitelist to restrict the email domains allowed in a user’s
field.
The fields that comprise the Personal Information and other personal settings pages describe a user.
Quickly turn your mobile employees into Salesforce1 power users with Salesforce Adoption Manager. This tool trains and engages your users with intelligent email journeys aimed at driving adoption of the Salesforce1 mobile app and Lightning Experience. After inviting users to download the mobile app, Adoption Manager follows up with tips that help users get the most out of Salesforce1.
It also encourages dormant Salesforce1 users to try using the app again.
SEE ALSO:
Freeze or Unfreeze User Accounts
Help Users From Anywhere With SalesforceA
183
Set Up and Maintain Your Salesforce Organization View and Manage Users
Guidelines for Adding Users
Understand important options for adding users. Learn what to communicate to users about passwords and logging in.
EDITIONS
•
Your username must be unique across all Salesforce orgs. The username must be in the format of an email address, for example, [email protected]. The email used for your username doesn’t have to function. You can have the same functioning email address associated with your account across multiple orgs. Remember: The username in the form of an email address must remain unique.
•
If your name includes non-English characters, add the specified language to the mail format settings within Outlook if viewing email in Outlook.
•
The account verification link emailed to new users expires in six months, and users have to change their password the first time they log in. Users who click the account verification link but don’t set a password need an admin to reset their password before they can log in.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
•
Not all options are available for all license types. For example, the Marketing User and Allow Forecasting options are not available for Force.com user licenses because the Forecasts and Campaigns tabs are not available to users with a Force.com license. Force.com
user licenses are not available for Professional, Group, or Contact Manager Editions.
•
In Performance, Unlimited, Enterprise, and Developer Edition orgs, you can select Send Apex Warning Emails to send email to the user when an application that invokes Apex uses more than half of the resources specified by the governor limits. You can use this feature during Apex code development to test the amount of resources used at runtime.
•
You can move users between profiles based on user licenses that have the same record sharing models. For example, you can move a Force.com-based profile user to a Salesforce-based profile or vice versa. The user might lose permission access depending on what the user licenses permit. If you move a user with permission set assignments, the user is removed from the permission set. If you try to add the user back to the permission set, you receive a licensing error, unless the new license allows the permissions.
SEE ALSO:
Administrators and Separation of Duties
Administrators and Separation of Duties
Separating duties limits the power of any one person or entity so that you can help prevent a single point of failure. For example, you can have two or more administrators who have responsibilities for administering different portions of your org. If you have only one administrator, consider assigning a backup person to the role. You can give the backup person the same profile or permission set that your primary administrator has.
While the practice of having one person perform all administrative duties can make sense, it can lead to troubles. For example, what if:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
•
Your administrator falls ill, and a mission-critical change must be made to your org.
•
Your administrator left your company on unhappy terms but is the only person who has the administrator profile credentials.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
Prevent possible problems by ensuring that more than one person can perform key administrative tasks. Depending on which edition you use, you can create a custom profile cloned from the Administrator profile. Then assign the
184
Set Up and Maintain Your Salesforce Organization View and Manage Users cloned profile to an appropriate person. If you can’t clone profiles, consider implementing a process to ensure business continuity if your sole administrator is unavailable. You can also delegate administration tasks by assigning a delegated administrator.
SEE ALSO:
Delegate Administrative Duties
Add a Single User
Depending on the size of your organization or your new hire onboarding process, you may choose to add users one at a time. The maximum number of users you can add is determined by your
Salesforce edition.
1. Read the guidelines for adding users.
2. From Setup, enter
Users
in the
Quick Find
box, then select Users.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
3. Click New User.
4. Enter the user’s name and email address and a unique username in the form of a email address.
By default, the username is the same as the email address.
Important:
Your username must be unique across all Salesforce orgs. The username must be in the format of an email address, for example, [email protected]. The email used for your username doesn’t have to function. You can have the same functioning email address associated with your account across multiple orgs. Remember: The username in the form of an email address must remain unique.
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
5. In Professional, Enterprise, Unlimited, Performance, and Developer Editions, select a
Role
.
6. Select a
User License
. The user license determines which profiles are available for the user.
7. Select a profile, which specifies the user’s minimum permissions and access settings.
To create users:
•
Manage Internal Users
8. If your organization has Approvals enabled, you can set the user’s approver settings, such as delegated approver, manager, and preference for receiving approval request emails.
9. Check
Generate new password and notify user immediately
to have the user’s login name and a temporary password emailed to the new user.
SEE ALSO:
185
Set Up and Maintain Your Salesforce Organization View and Manage Users
Add Multiple Users
You can quickly add up to 10 users at a time to your organization. Your Salesforce edition determines the maximum number of users that you can add.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Add Multiple Users.
3. If multiple user license types are available in your organization, select the user license to associate with the users you plan to create. The user license determines the available profiles.
4. Specify the information for each user.
5. To email a login name and temporary password to each new user, select Generate passwords
and notify user via email.
6. Click Save.
7. To specify more details for the users that you’ve created with this method, edit individual users as needed.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To create users:
•
Manage Internal Users
Edit Users
To change user details—such as a user’s profile, role, or contact information—edit the user account.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Edit next to a user’s name.
3. Change the settings as needed.
4. Click Save.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
IN THIS SECTION:
Considerations for Editing Users
Be aware of the following behaviors when editing users.
SEE ALSO:
Help Users From Anywhere With SalesforceA
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To edit users:
•
Manage Internal Users
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Considerations for Editing Users
Be aware of the following behaviors when editing users.
EDITIONS
Usernames
A username must be unique across all Salesforce organizations. It must use the format of an email address (such as [email protected]), but doesn’t need to be a real email address. While users can have the same email address across organizations, usernames must be unique.
Available in: Salesforce
Classic and Lightning
Experience
If you change a username, a confirmation email with a login link is sent to the email address associated with that user account. If an organization has multiple login servers, sometimes users can’t log in immediately after you’ve changed their usernames. The change can take up to 24 hours to replicate to all servers.
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Changing email addresses
If
Generate new password and notify user immediately
is disabled when you change a user’s email address, Salesforce sends a confirmation message to the email address that you entered. Users must click the link provided in that message for the new email address to take effect. This process ensures system security.
Personal information
Users can change their personal information after they log in.
User sharing
If the organization-wide default for the user object is Private, users must have Read or Write access to the target user to access that user’s information.
Domain names
You can restrict the domain names of users’ email addresses to a list of specific domains. Any attempt to set an email address with another domain results in an error message. To enable this functionality for your organization, contact Salesforce.
SEE ALSO:
Unlock Users
Users can be locked out of an organization if they enter incorrect login credentials too many times.
Unlock users to restore their access.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select the locked user.
3. Click Unlock.
This button appears only when a user is locked out.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
SEE ALSO:
Help Users From Anywhere With SalesforceA
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To unlock users:
•
Manage Internal Users
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Set Up and Maintain Your Salesforce Organization
Deactivate (Delete) Users
You can’t delete a user, but you can deactivate an account so a user can no longer log in to Salesforce.
Watch a Demo: Removing Users’ Access to Salesforce (Salesforce Classic)
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Edit next to a user’s name.
3. Deselect the
Active
checkbox and then click Save.
Tip:
You can perform this and other administration tasks from the SalesforceA mobile app.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
IN THIS SECTION:
Considerations for Deactivating Users
Be aware of the following behaviors when deactivating users.
SEE ALSO:
Freeze or Unfreeze User Accounts
Help Users From Anywhere With SalesforceA
USER PERMISSIONS
To deactivate users:
•
Manage Internal Users
Considerations for Deactivating Users
Be aware of the following behaviors when deactivating users.
User licenses and billing
A deactivated user doesn't count against your organization’s available user licenses. However, deactivating a user doesn't reduce the number of licenses for which your organization is billed.
To change your billing, you must change your organization’s license count.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Users in custom hierarchy fields
You can't deactivate a user that’s selected in a custom hierarchy field even if you delete the field. To deactivate a user in a custom hierarchy field, delete and permanently erase the field first.
Workflow email alert recipients
You can’t deactivate a user that’s assigned as the sole recipient of a workflow email alert.
Customer Portal Administrator users
You can't deactivate a user that’s selected as a Customer Portal
Administrator
.
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Record access
Deactivated users lose access to any records that were manually shared with them, or records that were shared with them as team members. Users higher in the role hierarchy relative to the deactivated users also lose access to those records. However, you can still transfer their data to other users and view their names on the Users page.
Note:
If your organization has Asynchronous Deletion of Obsolete Shares (Pilot) enabled, removal of manual and team shares is run during off-peak hours between 6 PM and 4 AM based on your organization’s default time zone. For account records, manual and team shares are deleted right after user deactivation.
Deactivated users lose access to shared records immediately. Users higher in the role hierarchy continue to have access until that access is deleted asynchronously. If that visibility is a concern, remove the record access that’s granted to the deactivated users before deactivation.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Chatter
If you deactivate users in an organization where Chatter is enabled, they’re removed from Following and Followers lists. If you reactivate the users, the subscription information in the Following and Followers lists is restored.
If you deactivate multiple users, subscription information isn’t restored for users that follow each other. For example, user A follows user B and user B follows user A. If you deactivate users A and B, their subscriptions to each other are deleted from Following and
Followers lists. If user A and user B are then reactivated, their subscriptions to each other aren’t restored.
Salesforce Files
Files owned by a deactivated user are not deleted. The deactivated user is the file owner until an admin reassigns the files to an active user. Files shared in a content library can be edited by other library members with author or delete permissions. Sharing rules remain active until an admin modifies them.
Created By
fields
It's possible for inactive users to be listed in
Created By
fields even when they’re no longer active in an organization. This happens because some system operations create records and toggle preferences, acting as an arbitrary administrator user to complete the task. This user can be active or inactive.
Accounts and opportunities owned by deactivated users
You can create and edit accounts, opportunities, and custom object records that are owned by inactive users. For example, you can edit the
Account Name
field on an opportunity record that’s owned by an inactive user. To enable this feature, contact Salesforce.
Territories and forecasting
Deactivated users continue to own opportunities and appear in forecasts and territories. When users are deactivated, their opportunity forecast overrides, adjusted total overrides, and manager's choice overrides on subordinates' forecasts are frozen. However, the manager of a deactivated user can apply manager's choice overrides to that user's forecasts. Rollup amounts are kept current. If a deactivated user is later reactivated, the user can resume normal work as before. If “Allow Forecasting” is disabled for a user who is deactivated, the user is removed from any territories he or she is assigned to.
Opportunity and account teams
Deactivated users are removed from the default opportunity and account teams of other users. The deactivated users' default opportunity and account teams are not removed.
Account teams
If a user on an account team has Read/Write access (Account Access, Contact Access, Opportunity Access, and Case Access) and is deactivated, the access will default to Read Only if the user is reactivated.
Opportunity teams
If you deactivate users in an organization where opportunity splitting is enabled, they aren’t removed from any opportunity teams where they’re assigned a split percentage. To remove a user from an opportunity team, first reassign the split percentage.
Delegated external user administrators
When a delegated external user admin deactivates a portal user, the admin doesn’t have the option to remove the portal user from teams that user is a member of.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Freeze or Unfreeze User Accounts
In some cases, you can’t immediately deactivate an account, such as when a user is selected in a custom hierarchy field. To prevent users from logging in to your organization while you perform the steps to deactivate them, you can freeze user accounts.
Let’s say a user just left your company. You want to deactivate the account, but the user is selected in a custom hierarchy field. Because you can’t immediately deactivate the account, you can freeze it in the meantime.
Tip:
You can perform this and other administration tasks from the SalesforceA mobile app.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the username of the account you want to freeze.
3. Click Freeze to block access to the account or Unfreeze to allow access to the account again.
Note:
Freezing user accounts doesn’t make their user licenses available for use in your organization. To make their user licenses available, deactivate the accounts.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To freeze or unfreeze user accounts:
•
Manage Users
SEE ALSO:
Help Users From Anywhere With SalesforceA
Restrict User Email Domains
You can define a whitelist to restrict the email domains allowed in a user’s
field.
1. From Setup, enter
Allowed Email Domains
in the
Quick Find
box, then select
Allowed Email Domains.
Note:
If you don’t see this page, contact your Salesforce representative to enable it.
2. Click New Allowed Email Domain.
3. Enter a
Domain
.
You can enter a top-level domain, such as
sampledoc.org
, or a subdomain, such as
emea.sampledoc.org
.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
4. Click Save.
To restrict user email domains:
•
Manage Users
You can repeat the steps to add more email domains to the whitelist.
Once you've added one or more whitelisted email domains, the
field for each new user must match a whitelisted domain.
The
field for existing users doesn’t have to comply with the whitelist. However, if you edit an existing user, update the
Email field to match a whitelisted email domain.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Note: The email domain whitelist doesn't apply to users external to your organization, such as portal, Communities, or Chatter
External users.
SEE ALSO:
User Fields
The fields that comprise the Personal Information and other personal settings pages describe a user.
The visibility of fields depends on the specific page, your org’s permissions, and your Salesforce edition.
Field
Accessibility Mode
Active
Address
Alias
Allow Forecasting
Api Token
App Registration: One-Time
Password Generator
Description
When selected, enables a user interface mode designed for visually impaired users.
Administrative checkbox that enables or disables user login to the service.
Street address for user. Up to 255 characters are allowed in this field.
Short name to identify the user on list pages, reports, and other pages where the entire name does not fit. Up to 8 characters are allowed in this field.
Indicates whether the user can use customizable forecasting.
Indicates whether an API token has been reset.
If issues occur, Salesforce uses this field to help you troubleshoot issues related to API tokens.
When connected, the user can verify identity with a code from an authenticator app other than Salesforce Authenticator, such as Google
Authenticator. For example, the user enters a code from the app when logging in from an IP address outside the company’s trusted IP range.
This type of verification code is sometimes called a time-based one-time password, or TOTP.
Users with Two-Factor Authentication for User
Interface Logins permission need to use a second factor of authentication when logging in to Salesforce through the user interface. A
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Field Description
current verification code generated by the authenticator app counts as a second factor.
If the user has Two-Factor Authentication for API Logins permission and connects an authenticator app, the user enters the current code from the app to access the service. The user doesn’t enter the standard security token.
App Registration: Salesforce Authenticator
When connected, the user can verify identity by responding to a push notification with the Salesforce Authenticator mobile app, version 2 or later. For example, the user approves a notification when logging in from an IP address outside the company’s trusted
IP network. If the user sets a trusted location in the app and is allowed to use location-based automated verifications, Salesforce
Authenticator can automatically verify the user’s identity from that trusted location. Users can connect both Salesforce Authenticator and another authenticator app to the same Salesforce account.
When connected, the user can also verify identity with a code from
Salesforce Authenticator. For example, the user enters a code from the app when logging in from an IP address outside the company’s trusted IP network. This type of verification code is sometimes called a time-based one-time password, or TOTP.
Users with Two-Factor Authentication for User Interface Logins permission need to use a second factor of authentication when logging in to Salesforce through the user interface. A manual or automated response to a notification from Salesforce Authenticator counts as a second factor.
If the user has Two-Factor Authentication for API Logins permission and connects Salesforce Authenticator, the user enters the current code from the app to access the service. The user doesn’t enter the standard security token.
Call Center
Checkout Enabled
City
Color-Blind Palette on Charts
Company
The name of the call center to which this user is assigned.
Indicates whether the user is notified by email when the user’s
Checkout account is activated and available for login.
Enabling this option requires the Manage Billing permission.
City portion of user’s address. Up to 40 characters are allowed in this field.
Indicates whether the option to set an alternate color palette for charts has been enabled. The alternate palette has been optimized for use by color-blind users. For dashboard emails, the alternate palette is not used.
Company name where user works. Up to 40 characters are allowed in this field.
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Set Up and Maintain Your Salesforce Organization
Field
Contact
Country
Created By
Currency
Custom Links
Data.com User Type
Default Currency ISO Code
Default Division
Delegated Approver
Department
Development Mode
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Description
Name of the associated contact if the user is a partner user.
Country portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
User who created the user including creation date and time. (Read only)
User’s default currency for quotas, forecasts, and reports. Shown only in orgs using multiple currencies. This currency must be one of the active currencies for the org.
Listing of custom links for users as set up by your administrator.
Enables a user to find contact and lead records from Data.com and add them to Salesforce. Also indicates the type of Data.com user.
Data.com Users get a limited number of account, contact, and lead records to add or export per month, and their unused additions expire at the end of each month. Data.com List Users get a limited number of account, contact, and lead records to add or export per month, and their unused additions expire at the end of each month.
After the monthly limit is used, List Users draw record additions from a pool that is shared by all List Users in the organization.
Unused pool additions expire one year from purchase.
User’s default currency setting for new records. Available only for orgs that use multiple currencies.
Division that is applied, by default, to all new accounts and leads created by the user, unless the user explicitly sets a different division. When users create records related to an account or other record that already has a division, the new record is assigned to the existing record’s division. The default division is not used.
This setting does not restrict the user from viewing or creating records in other divisions. Users can override change their default division at any time by setting a working division.
Available only in orgs that use divisions to segment their data.
User lookup field used to select a delegate approver for approval requests. Depending on the approval process settings, this user can also approve approval requests for the user.
Group that user works for, for example, Customer Support. Up to
80 characters are allowed in this field.
Enables development mode for creating and editing Visualforce pages.
This field is visible only to orgs that have Visualforce enabled.
Set Up and Maintain Your Salesforce Organization
Field
Disable Auto Subscription For Feeds
Division
Email Encoding
Employee Number
End of day
Fax
Federation ID
First Name
Force.com Flow User
Force.com Quick Access Menu
Information Currency
Knowledge User
Language
View and Manage Users
Description
Disables automatic feed subscriptions to records owned by a user.
Only available in orgs with Chatter enabled.
Company division to which user belongs for example, PC Sales
Group. Up to 40 characters are allowed in this field.
Email address of user. Must be a valid email address in the form: [email protected]. Up to 80 characters are allowed in this field.
Character set and encoding for outbound email sent by user from within Salesforce. English-speaking users use ISO-8859-1, which represents all Latin characters. UTF-8 (Unicode) represents characters for all languages, however some older email software doesn’t support it. Shift_JIS, EUC-JP, and ISO-2022-JP are useful for
Japanese users.
Identifying number for a user.
Time of day that user generally stops working. Used to define the times that display in the user’s calendar.
Fax number for user.
The value used to identify a user for federated authentication single sign-on.
First name of user, as displayed on the user edit page. Up to 40 characters are allowed in this field.
Grants the ability to run flows. Available in Developer (with limitations), Enterprise, Unlimited, and Performance Editions.
Enabling this option requires the Manage Force.com Flow permission.
If the user has the Run Flows permission, don’t enable this field.
Enables the Force.com quick access menu, which appears in object list view and record detail pages. The menu provides shortcuts to customization features for apps and objects.
The default currency for all currency amount fields in the user record. Available only for orgs that use multiple currencies.
Grants access to Salesforce Knowledge. The user’s profile determines whether the user has access to the Article Management tab or Articles tab. Available in Professional, Enterprise, Unlimited, and Performance Editions.
The primary language for the user. All text and online help is displayed in this language. In Professional, Enterprise, Unlimited, and Performance Edition orgs, a user’s individual Language setting overrides the org’s Default Language.
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Set Up and Maintain Your Salesforce Organization
Field
Last Login
Last Name
Last Password Change or Reset
Lightning Login
Locale
Make Setup My Default Landing Page
Manager
195
View and Manage Users
Description
Not available in Personal Edition, Contact Manager, or Group
Edition
™
. The org’s Display Language applies to all users.
The date and time when the user last successfully logged in. This value is updated if 60 seconds have elapsed since the user’s last login. (Read only)
Last name of user, as displayed on the user edit page. Up to 80 characters are allowed in this field.
The date and time of this user’s last password change or reset. This read-only field appears only for users with the Manage Users permission.
Allows the user to enroll in and use Lightning Login, for password-free logins. The Enroll option indicates that a Salesforce admin has given the user the option to enroll. The Cancel option indicates that the user has enrolled, and can cancel their enrollment if needed.
Country or geographic region in which user is located.
The
Locale
setting affects the format of date, date/time, and number fields, and the calendar. For example, dates in the English
(United States) locale display as 06/30/2000 and as 30/06/2000 in the English (United Kingdom) locale. Times in the English (United
States) locale display using a twelve-hour clock with AM and PM
(for example, 2:00 PM), whereas in the English (United Kingdom) locale, they’re displayed using a 24-hour clock (for example, 14:00).
The
Locale
setting also affects the first and last name order on
Name
fields for users, leads, and contacts. For example, Bob
Johnson in the English (United States) locale displays as Bob
Johnson, whereas the Chinese (China) locale displays the name as
Johnson Bob.
For Personal Edition users, the locale is set at the org level (from
Setup, enter
Company Information
in the Quick Find box, then select Company Information). For all other users, their personal locale, available at their personal information page, overrides the org setting.
When this option is enabled, users land in the Setup page when they log in.
Lookup field used to select the user's manager. This field:
•
Establishes a hierarchical relationship, preventing you from selecting a user that directly or indirectly reports to itself.
•
Allows Chatter to recommend people and records to follow based on your org's reporting structure.
Set Up and Maintain Your Salesforce Organization
Field
Marketing User
Middle Name
Mobile
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View and Manage Users
Description
This field is especially useful for creating hierarchical workflow rules and approval processes without creating more hierarchy fields.
Note: Unlike other hierarchy fields, you can inactivate users referenced in the Manager field.
When enabled and the user has Read permission on contacts or the Import permission on Leads, and Edit permission on campaigns, the user can create, edit, and delete campaigns, configure advanced campaign setup, and add campaign members and update their statuses with the Data Import Wizard. Available in Professional,
Enterprise, Unlimited, and Performance Editions.
If this option isn’t selected, or the user doesn’t have the necessary permissions, the user can only view campaigns and advanced campaign setup, edit the Campaign History for a single lead or contact, and run campaign reports.
Middle name of the user, as displayed on the user edit page. Up to 40 characters are allowed for this field.
Note: To enable this field, contact Salesforce Customer
Support. Next, from Setup, enter
User Interface
in the Quick Find box, then select User Interface. Then select
Enable Name Suffixes for Person Names.
Cellular or mobile phone number. Up to 40 characters are allowed in this field.
This number is used for SMS-based identity confirmation.
Administrators enable SMS-based identity confirmation from Setup by entering
Session Settings
in the Quick Find box, then selecting Session Settings, and then selecting the Enable the
SMS method of identity confirmation option.
After the SMS method of identity confirmation is enabled, users without a verified mobile number in their profiles are asked after logging in to register for mobile verification. This process applies to users without mobile numbers. Users can take one of the following actions.
•
Enter a mobile phone number and then have it verified with a text message containing a verification code.
•
Skip entering a mobile number now, but be asked again at the next login.
•
Opt out of mobile verification. Users who select this action can register a mobile number later in their personal information.
Chatter Free and Chatter External license users who select this action need an administrator to set the mobile number.
Set Up and Maintain Your Salesforce Organization
Field
Mobile Configuration
Mobile User
Modified By
Monthly Contact and Lead Limit
Name
Nickname
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View and Manage Users
Description
After a user’s mobile phone number is verified, Salesforce uses it to authenticate the user when necessary. For example, verification occurs when a user logs in from an unknown IP address.
Administrators can also enter users’ mobile numbers and pre-verify them. If Enable the SMS method of identity confirmation is enabled when an administrator enters a mobile number for a user, or when a mobile number is set from an API using the
User object, the mobile number is considered verified. If Enable the
SMS method of identity confirmation is not enabled, the new mobile phone number is not considered verified.
The mobile configuration assigned to the user. If no mobile configuration is specified, this field defaults to the mobile configuration assigned to the user’s profile.
This field is visible to orgs that use Salesforce to manage mobile configurations.
Allocates one Salesforce Mobile Classic license to the user, granting the user access to Salesforce Mobile Classic app. The number of user records enabled by this checkbox can’t exceed the total number of mobile licenses your org has. Available in Professional,
Enterprise, Unlimited, and Performance Editions.
The Mobile User option is enabled by default for Unlimited,
Performance, and Developer Edition users. To prevent users from activating the Salesforce Mobile Classic app on their mobile devices before you’re ready to deploy it, disable this option for all users.
If users have already activated their Salesforce Mobile Classic account, deselecting the Mobile User option revokes the user's mobile license. The next time the user's device synchronizes with
Salesforce, all the Salesforce data is deleted from the device, and the device is no longer associated with the user.
User who last changed the user fields, including modification date and time. (Read only)
If the user’s Data.com User Type is Data.com User, the number of
Data.com contact and lead records the user can add each month.
The default number of records per license is 300, but you can assign more or fewer, up to the org limit.
Combined first name, middle name (beta), last name, and suffix
(beta) of user, as displayed on the user detail page.
A nickname is the name used to identify this user in a community.
Up to 40 alphanumeric characters are allowed. Standard users can edit this field.
Set Up and Maintain Your Salesforce Organization View and Manage Users
Field
Offline User
Partner Super User
Phone
Profile
Receive Approval Request Emails
Description
Administrative checkbox that grants the user access to Connect
Offline. Available in Professional, Enterprise, Unlimited, and
Performance Editions.
Denotes whether a partner portal user is a super user.
Phone number of user. Up to 40 characters are allowed in this field.
Administrative field that specifies the user’s base-level permissions to perform different functions within the application. You can grant more permissions to a user through permission sets.
Preference for receiving approval request emails.
This preference also affects whether the user receives approval request notifications in Salesforce1 or Lightning Experience.
Receive Salesforce CRM Content Daily Digest
Specifies that non-portal users with a Salesforce CRM Content User license and Salesforce CRM Content subscription receive a daily email summary if activity occurs on their subscribed content, libraries, tags, or authors. To receive email, you must also select the
Receive Salesforce CRM Content Email
Alerts
option. Portal users do not need the Salesforce CRM
Content User license. They need only the View Content in Portals user permission.
Receive Salesforce CRM Content Email Alerts
Specifies that non-portal users with a Salesforce CRM Content User license and Salesforce CRM Content subscription receive email notifications if activity occurs on their subscribed content, libraries, tags, or authors. To receive real-time email alerts, select this option and do not select the
Receive Salesforce CRM
Content Daily Digest
option. Portal users do not need the Salesforce CRM Content User license. They need only the View
Content in Portals user permission.
Role
Administrative field that specifies position of user within an organization, for example, Western Region Support Manager. Roles are selected from a picklist of available roles, which the administrator can change.
Not available in Personal Edition, Contact Manager, or Group
Edition.
Salesforce CRM Content User
Salesforce1 User
Indicates whether a user can use Salesforce CRM Content. Available in Professional, Enterprise, Unlimited, and Performance Editions.
Turns on automatic redirection to the Salesforce1 mobile browser app when a user logs in to Salesforce from a supported mobile
Web browser. The Salesforce1 mobile browser app option must be enabled for your org.
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Set Up and Maintain Your Salesforce Organization
Field
Self-Registered via Customer Portal
Security Key (U2F)
Send Apex Warning Emails
Show View State in Development Mode
Site.com Contributor User
Site.com Publisher User
Start of day
State/Province
199
View and Manage Users
Description
When enabled, specifies that the user was created via self-registration to a Customer Portal. Available in Enterprise,
Unlimited, and Performance Editions.
Allows the user to register and use a U2F security key as a second factor of authentication. The Register option indicates that a
Salesforce admin has given users in the org the option to register a security key. The Remove option indicates that the user has registered a security key, and can remove their registration if needed.
Specifies that users receive an email notification whenever they execute Apex that surpasses more than 50 percent of allocated governor limits.
Available in Developer, Enterprise, Unlimited, and Performance
Editions only.
Enables the View State tab in the development mode footer for
Visualforce pages.
This field is only visible to orgs that have Visualforce enabled and
Development Mode selected.
Allocates one Site.com Contributor license to the user, granting the user limited access to Site.com Studio. Users with a Contributor license can use Site.com Studio to edit site content only.
The number of user records with this checkbox enabled can’t exceed the total number of Site.com Contributor licenses your org has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your org.
Allocates one Site.com Publisher license to the user, granting the user full access to Site.com Studio. Users with a Publisher license can build and style websites, control the layout and functionality of pages and page elements, and add and edit content.
The number of user records with this checkbox enabled can’t exceed the total number of Site.com Publisher licenses your org has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your org.
Time of day that user generally starts working. Used to define the times that display in the user’s calendar.
State or province portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
Set Up and Maintain Your Salesforce Organization View and Manage Users
Field
Suffix
Temporary Verification Code
Time Zone
Title
Used Space
User License
Username
Zip/Postal Code
Description
Name suffix of the user, as displayed on the user edit page. Up to
40 characters are allowed for this field.
Note: To enable this field, contact Salesforce Customer
Support. Next, from Setup, enter
User Interface
in the Quick Find box, then select User Interface. Then select
Enable Name Suffixes for Person Names.
Users can enter a temporary code when they lose the device that they usually use for two-factor authentication. Only Salesforce admins can generate or expire a temporary code for a user. Users can expire their own code.
Primary time zone in which user works.
Users in Arizona should select the setting with America/Phoenix, and users in parts of Indiana that do not follow Daylight Savings
Time should select the setting with America/Indianapolis.
Job title of user. Up to 80 characters are allowed in this field.
Amount of disk storage space the user is using.
Indicates the type of user license.
Administrative field that defines the user’s login. Up to 80 characters are allowed in this field.
Zip code or postal code portion of user’s address. Up to 20 characters are allowed in this field.
SEE ALSO:
View Your Organization’s Feature Licenses
Salesforce Adoption Manager
Quickly turn your mobile employees into Salesforce1 power users with Salesforce Adoption Manager. This tool trains and engages your users with intelligent email journeys aimed at driving adoption of the Salesforce1 mobile app and Lightning Experience. After inviting users to download the mobile app, Adoption Manager follows up with tips that help users get the most out of Salesforce1. It also encourages dormant Salesforce1 users to try using the app again.
Is Salesforce Adoption Manager Available for All Orgs?
Adoption Manager is currently available for orgs in the United States, the U.K., and Australia. Adoption Manager determines your country by the billing country for your Salesforce account. All new Salesforce orgs start with Adoption Manager enabled by default. Note that
Adoption Manager is not available for customers on the NA21 instance of Salesforce.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
What Kind of Results Can I Expect from Salesforce Adoption Manager?
With customized tips and feedback, this program is designed to help you and your users get more out of Salesforce. For example, by using Salesforce1 effectively, customers report amazing results:
•
40% increase in employee satisfaction
•
29% faster time to find information
•
26% increase in sales productivity
Does Enabling Salesforce Adoption Manager Change the Usage of User Data?
The only change when you enable Salesforce Adoption Manager is that your users receive email messages from the program, based on their
usage of Salesforce on page 201. You can review our
privacy statement for more details.
What Happens After I Activate Salesforce Adoption Manager for My Users?
After you activate the program, Salesforce Adoption Manager begins targeting content for users regarding Salesforce1 and Lightning
Experience. All emails are optimized for desktop and mobile devices.
If users access the email from a desktop, they can text a link to download Salesforce1 to their mobile devices. After users download
Salesforce1, they receive emails based on their actual usage of the mobile app. These emails suggest top actions to take and also keep track of actions already taken. The goal is to get users up to speed with Salesforce1 so your company can start realizing more benefits from the product.
Salesforce Adoption Manager also helps your users capture the power of Lightning Experience by highlighting key Lightning features that drive productivity and help close deals faster.
Will My Users Get Notifications or Other Types of Messages in Addition to Emails?
Initially, Salesforce Adoption Manager sends email messages only. We plan to add mobile notifications in the future so users can get the tips they need while using Salesforce1.
What Do the Emails from Salesforce Adoption Manager Look Like?
Check out this video to see for yourself!
Can I Customize the Content of the Salesforce Adoption Manager Emails?
No.
Who Receives the Salesforce Adoption Manager Emails? How Frequently Are Emails Sent Out?
Emails are delivered to users with full Salesforce licenses only. Community, Partner, and Chatter users aren’t included.
Adoption Manager is intelligent about who receives emails.
•
The invitation to download Salesforce1 is sent only to users who have permission to access the mobile app and have not yet installed the app.
–
Five separate tips are sent to all users who downloaded Salesforce1 within the last 60 days.
–
A single reminder to use Salesforce1 is sent to users who haven’t accessed the mobile app for 30 days.
•
The invitation to try Lightning Experience is sent only to users enabled for Lightning.
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Are Salesforce Adoption Manager Emails Counted Against My Org’s Limits?
No. The emails are sent from Salesforce Marketing Cloud servers instead of from your org.
How Can I Confirm That Salesforce Adoption Manager Emails Are Actually Going Out?
Contact Salesforce Customer Support for more information.
Can I Configure Salesforce Adoption Manager to Send Emails to a Specific Group of Users Only?
No. When you enable Adoption Manager, it’s turned on for all users in your org. But users can opt out of receiving future messages from the footer of any email from the program.
Can Users Opt Back into Receiving Salesforce Adoption Manager Emails After Opting Out?
Yes. The first Adoption Manager email includes a link that allows users to opt back into receiving future emails. Consider encouraging your users to save this email, just in case.
If I Turn on Salesforce Adoption Manager, Can I Opt Out Later?
Yes. As the Admin of the org, you are opting in your users to receive Adoption Manager emails. To opt your users out, from Setup in the full Salesforce site, enter
Adoption
in the
Quick Find
box, select Adoption Manager, and then deselect
Enable Salesforce
Adoption Manager
.
Licenses Overview
To enable specific Salesforce functionality for your users, you must choose one user license for each user. To enable additional functionality, you can assign permission set licenses and feature licenses to your users or purchase usage-based entitlements for your organization.
EDITIONS
Specific features in Salesforce require specific permissions. For example, to view cases, a user must have the “Read” permission on cases. However, you can’t assign permissions to any user you choose.
Like the features that it enables, each permission has a requirement of its own. To assign a given permission to a user, that user’s license (or licenses) must support the permission. A single permission can be supported by more than one license.
Available in: Salesforce
Classic and Lightning
Experience
Edition requirements vary for each user, permission set, and feature license type.
Think of permissions as locks, and think of licenses as rings of keys. Before you can assign users a specific permission, they must have a license that includes the key to unlock that permission.
Although every user must have exactly one user license, you can assign one or more permission set licenses or feature licenses to incrementally unlock more permissions.
Continuing our example, the Salesforce user license includes the key to unlock the “Read” permission on cases, but the Force.com—App
Subscription user license doesn’t. If you try to assign that permission to a Force.com—App Subscription user, you get an error message.
However, if that Force.com—App Subscription user is also assigned a Company Community for Force.com permission set license, you can assign “Read” on cases to that user.
Salesforce provides the following types of licenses and usage-based entitlements.
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IN THIS SECTION:
A user license determines the baseline of features that the user can access. Every user must have exactly one user license. You assign user permissions for data access through a profile and optionally one or more permission sets.
A permission set is a convenient way to assign users specific settings and permissions to use various tools and functions. Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
A feature license entitles a user to access an additional feature that is not included with his or her user license, such as Marketing or
Work.com. Users can be assigned any number of feature licenses.
A usage-based entitlement is a limited resource that your organization can use on a periodic basis—such as the allowed number of monthly logins to a Partner Community or the record limit for Data.com list users.
User Licenses
A user license determines the baseline of features that the user can access. Every user must have exactly one user license. You assign user permissions for data access through a profile and optionally one or more permission sets.
Example:
•
Assign a Force.com user license to Employee A. The Force.com user license only supports standard object permissions for accounts and contacts, so Employee A can’t access cases.
•
Assign a Salesforce user license to Employee B. Give “Read” access on cases to Employee
B.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Edition requirements vary for each user license type.
Salesforce offers these license types.
•
•
•
•
Service Cloud Portal User Licenses
•
Sites and Site.com User Licenses
•
Authenticated Website User Licenses
Note: If your company has purchased custom user licenses for other types of functionality, you can see other license types listed.
Your Salesforce org can also have other licenses that are supported but no longer available for purchase. Contact Salesforce for more information.
The following license types are available only for orgs that use a Customer Portal or partner portal.
•
•
Customer Portal—Enterprise Administration User Licenses
•
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IN THIS SECTION:
View Your Organization’s User Licenses
View the user licenses that your company has purchased to know what you have available to assign to your users.
Find information about standard user licenses that you can get for your organization, such as the Salesforce user license and Force.com
user license types.
All standard Salesforce licenses allow free Chatter access for everyone in your organization. Salesforce also offers Chatter-specific licenses: Chatter External, Chatter Free, and Chatter Only (also known as Chatter Plus).
We have three Communities licenses for external users: Customer Community, Customer Community Plus, and Partner Community.
We also have Employee Apps Starter and Employee Apps Plus licenses for Employee Communities.
Service Cloud Portal User Licenses
Sites and Site.com User Licenses
Sites and Site.com users can have Guest User or Site.com Only user licenses.
Authenticated Website User Licenses
Platform portal users have the Authenticated Website license, which is designed to be used with Force.com Sites. It gives named sites users unlimited logins to your Platform Portal to access customer support information.
Users of a Customer Portal site have the Customer Portal Manager Standard license.
Customer Portal—Enterprise Administration User Licenses
Customer Portal—Enterprise Administration users have the Customer Portal Manager Custom license. This license gives contacts unlimited logins to your Salesforce Customer Portal to manage customer support.
Partner Portal users have the Gold Partner user license. They can only access Salesforce using the partner portal.
SEE ALSO:
Set Up Your Company in Salesforce
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Set Up and Maintain Your Salesforce Organization Licenses Overview
View Your Organization’s User Licenses
View the user licenses that your company has purchased to know what you have available to assign to your users.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information.
2. See the User Licenses related list.
EDITIONS
Available in: Salesforce
Classic
Available in: All editions
USER PERMISSIONS
To view user licenses:
•
View Setup and
Configuration
Standard User Licenses
Find information about standard user licenses that you can get for your organization, such as the
Salesforce user license and Force.com user license types.
License Type
Salesforce
Description Available in
Designed for users who require full access to standard
CRM and Force.com AppExchange apps. Users with this user license are entitled to access any standard or custom app.
All editions
Each license provides additional storage for Enterprise,
Unlimited, and Performance Edition users.
Knowledge
Only User
Designed for users who only need access to the
Salesforce Knowledge app. This license provides access to custom objects, custom tabs, and the following standard tabs.
•
Articles
•
Article Management
•
Chatter
•
Files
•
Home
•
Profile
•
Reports
•
Custom objects
•
Custom tabs
The Knowledge Only User license includes a
Knowledge Only profile that grants access to the
Articles tab. To view and use the Article Management tab, a user must have the “Manage Articles” permission.
Enterprise,
Unlimited, and
Performance
Editions
EDITIONS
Available in: Salesforce
Classic
Edition requirements vary for each user license type.
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License Type
Identity
External
Identity
Work.com Only
User
Description
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Available in
Grants users access to Salesforce Identity features.Salesforce Identity connects Salesforce users with external applications and services, while giving administrators control over authentication and authorization for these users.
For more information, see the
Salesforce Identity Implementation Guide
.
Enterprise, Unlimited,
Performance, and Developer
Editions
Ten free Identity user licenses are included with each new
Developer Edition organization.
Provides Identity features for users outside of your organization’s user base
(such as non-employees). Store and manage these users, choose how they authenticate (username/password, or Single Sign-On social sign-on through
Facebook, Google+, LinkedIn, and others), and allow self-registration.
Enterprise, Unlimited,
Performance, and Developer
Editions
Five free External Identity user licenses are included with each new Developer Edition organization.
Designed for users who don’t have a Salesforce license and need access to Work.com.
Note: Chatter must be enabled for Work.com features to fully function.
Professional, Enterprise,
Unlimited, Performance, and
Developer Editions
Force.com User License Types
License type
Salesforce
Platform
Description Available in
Designed for users who need access to custom apps but not to standard
CRM functionality. Users with this user license are entitled to use custom apps developed in your organization or installed from Force.com
AppExchange. In addition, they are entitled to use core platform functionality such as accounts, contacts, reports, dashboards, documents, and custom tabs. These users are not entitled to some user permissions and standard apps, including report subscriptions, standard tabs and objects such as forecasts, leads, campaigns, opportunities, and they cannot subscribe to reports. Users with this license can also use Connect Offline.
Enterprise, Unlimited,
Performance, and Developer
Editions
Note: Users with this license can only view dashboards if the running user also has the same license.
Users with a Salesforce Platform user license can access all the custom apps in your organization.
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License type Description
Each license provides additional storage for Enterprise, Unlimited, and
Performance Edition users.
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Available in
Force.com - One
App
Note: This license is not available for new customers.
Designed for users who need access to one custom app but not to standard
CRM functionality. Force.com - One App users are entitled to most of the same rights as Salesforce Platform users, plus they have access to an unlimited number of custom tabs. However, they are limited to one custom app, which is defined as up to 10 custom objects. They are also limited to read-only access of the Accounts and Contacts objects. Push Topic object read permission is not available.
Note: Users with this license can only view dashboards if the running user also has the same license.
Each license provides an additional 20 MB of data storage and 100 MB of file storage, regardless of the Salesforce edition.
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Enterprise and Unlimited
Editions
Force.com App
Subscription
Grants users access to a Force.com Light App or Force.com Enterprise App, neither of which include CRM functionality.
Enterprise, Unlimited, and
Performance Editions
A Force.com Light App has up to 10 custom objects and 10 custom tabs, has read-only access to accounts and contacts, and supports object-level and field-level security. A Force.com Light App can’t use the Bulk API or
Streaming API.
A Force.com Enterprise App has up to 10 custom objects and 10 custom tabs. In addition to the permissions of a Force.com Light App, a Force.com
Enterprise App supports record-level sharing, can use the Bulk API and
Streaming API, and has read/write access to accounts and contacts.
Note:
Users with this license can only view dashboards if the running user also has the same license.
Each Force.com App Subscription license provides an additional 20 MB of data storage per user for Enterprise Edition and 120 MB of data storage per user for Unlimited and Performance Editions, as well as 2 GB of file storage regardless of the edition.
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License type
Company
Community User
Description
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Available in
This is an internal user license for employee communities. It’s designed for users to access custom tabs, Salesforce Files, Chatter (people, groups, feeds), and a Community that includes a Site.com site.
Enterprise, Unlimited,
Performance, and Developer
Editions
Company Community users have read-only access to Salesforce Knowledge articles. They can also:
•
Access up to 10 custom objects and 10 custom tabs
•
Use Content, Ideas, Assets, and Identity features
•
Use activities, tasks, calendar, and events
•
Have access to accounts, contacts, cases, and documents.
SEE ALSO:
Chatter User Licenses
All standard Salesforce licenses allow free Chatter access for everyone in your organization. Salesforce also offers Chatter-specific licenses: Chatter External, Chatter Free, and Chatter Only (also known as
Chatter Plus).
EDITIONS
Available in: Salesforce
Classic
Chatter External
This license is for users who are outside of your company’s email domain. These external users, also called customers, can be invited to Chatter groups that allow customers. Customers can access information and interact with users only in the groups they’re invited to. They have no access to
Chatter objects or data.
Chatter Free
The Chatter Free license is for users who don’t have Salesforce licenses but need access to Chatter.
These users can access standard Chatter items such as people, profiles, groups, and files, but they can’t access any Salesforce objects or data. Chatter Free users can also be Chatter moderators.
Chatter Free users don’t see tabs like other Salesforce users. Chatter Free users access feeds, people, groups, and files using the links in the sidebar of the page.
Salesforce administrators can upgrade a Chatter Free license to a standard Salesforce or Chatter
Only license at any time. You can’t convert a standard Salesforce or Chatter Only license to a Chatter Free license.
Chatter External and Chatter
Free licenses are available in: Group, Professional,
Enterprise, Performance,
Unlimited, Contact
Manager, and Developer
Editions
Chatter Only (also known as
Chatter Plus) licenses are available in: Professional,
Enterprise Unlimited, and
Performance Editions
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Chatter Only (Chatter Plus)
The Chatter Only license is also known as the Chatter Plus license. It is for users that don’t have Salesforce licenses but need access to some Salesforce objects in addition to Chatter. Chatter Plus users can be Chatter moderators and have access to standard Chatter people, profiles, groups, and files pages. They also can
•
View Salesforce accounts and contacts
•
Use Salesforce CRM Content, Ideas, and Answers
•
Access dashboards and reports
•
Use and approve workflows
•
Use the calendar to create and track activities
•
View and modify up to ten custom objects
•
Add records to groups
By default, the tabs for standard Salesforce objects are hidden from Chatter Plus users. Expose these tabs, if you want to make them available to Chatter Plus users. For more information on Chatter Plus users, see
Chatter Plus Frequently Asked Questions
Chatter License Overview
This table shows the list of features that are available for Chatter External, Chatter Free, and Chatter Only licenses.
Feature Chatter External
(Access limited to items and people in the groups customers are invited to)
Chatter Free
Chatter Desktop client
Use the Salesforce1 mobile app
(Downloadable apps require the
“API Enabled” profile permission)
Downloadable app users can’t access Groups or People list views.
Feeds
File sharing
Files Connect
Groups
Invitations to join groups
Only customers who are also group managers can invite
Chatter users from groups they have access to or people outside
Chatter.
Profiles
Topics and hash tags
Chatter Only
(a.k.a. Chatter Plus)
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Feature Chatter External
(Access limited to items and people in the groups customers are invited to)
Chatter Free Chatter Only
(a.k.a. Chatter Plus)
Private messages
Global search
Search results include only those items that customers have access to via groups.
Custom objects
Up to 10 custom objects
Accounts and contacts
Read only
Calendar and events
Content library
Ideas and answers
Reports and dashboards
Tasks and activities
Using and approving workflows
Communities User Licenses
We have three Communities licenses for external users: Customer Community, Customer Community
Plus, and Partner Community. We also have Employee Apps Starter and Employee Apps Plus licenses for Employee Communities.
EDITIONS
Learn About the Licenses
Do I need communities licenses to use communities in my org?
Yes. In order to enable communities in your org for the first time, you must have at least one of the following licenses purchased in your org: Customer Community, Customer Community
Plus, Partner Community, Employee Apps Starter or Employee Apps Plus.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Note:
If your org has legacy portal licenses, you don’t need to purchase communities licenses to use communities.
Are community licenses associated with users or a community?
Communities licenses are associated with users, not a specific community. If needed, you can move users with these licenses between communities. If you have unused licenses, you can assign them to users in any community in your org.
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Here’s another way to think about it: Your community is like an airplane. Each passenger has a different type of ticket (license), and therefore, different levels of access. They’re all together on the same ride, but each person has a slightly different experience based on how much the ticket cost.
In addition to supporting communities licenses, Communities supports all internal and portal licenses, including existing Customer
Portal, Authenticated Website, and partner portal licenses.
Do usernames have to be unique across the community or Salesforce?
There are different requirements for username uniqueness depending on the type of license your community is using. Customer and Customer Community Plus licenses require unique usernames within the Salesforce org that a community belongs to. Partner
Community licenses and Employee Community licenses require unique usernames across all Salesforce orgs that the user belongs to.
How is a license used in an employee community?
Employee Community licenses are supported by two underlying licenses—the Salesforce Platform user license and the Company
Community for Force.com permission set license. To assign an Employee Apps Starter or Employee Apps Plus license to a user, first assign the Salesforce Platform user license. Then assign them the Company Community for Force.com permission set license (you may have to create the permission set before you can assign the license).
When you upgrade from Employee Apps Starter license to Employee Apps Plus license, you get more custom objects, and you don’t have to make any changes in Setup.
How do community licenses compare to legacy portal licenses?
Here’s a quick correlation of the new communities licenses with their older portal counterparts and their main use case.
Important: Users who have portal licenses can access your community as long as you include them by adding the profiles or permission sets that they’re associated with. You don’t have to purchase new Communities licenses for them.
Community License Name
Customer Community
Customer Community Plus
Partner Community
Best Used For
Business-to-consumer communities with large numbers of external users
Business-to-business communities for support and non-sales scenarios, such as eCommerce
Business-to-business communities that need access to sales data such as partner relationship management
Comparable Portal License
High Volume Customer Portal, Service Cloud
Portal, Authenticated Sites Portal
Customer Portal — Enterprise Administration
Partner
Here’s a simple decision tree to help pick the license type for your community’s needs.
Note: Different license types can access your community. Your community is not limited to just one type of license.
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What about monthly login-based licenses?
The following community licenses are also available as a monthly login-based license, with the following names.
Community License Name
Customer Community
Customer Community Plus
Partner Community
Monthly Login-Based License Name
Customer Community Login License
Customer Community Plus Login License
Partner Community Login License
When using a monthly login-based license, a user consumes a login when signing in to a community. Already logged-in users don’t consume licenses when switching between their communities. Overages are calculated at the end of the year rather than on a monthly basis. There’s a 1 to 20 login to user ratio limit. For example, if you purchased 1000 monthly logins, you can create up to
20,000 users.
If users with a login-based community license access their communities through Salesforce1, they consume a login the first time they log in or if their session times out. A login is counted each time a login-based user authenticates to the community. Salesforce calculates logins from the LoginHistory table. The timeout period for a login is configurable up to a maximum of 12 hours.
Is an extra license required to use Community Builder?
Each community using a Community Builder-based template can use the Community Builder to add custom, branded pages to your community. Communities users with the “Create and Set Up Communities” permission automatically have full site administrator access to a community’s Community Builder.
Do communities have user limits?
You can have up to 100 communities in your Salesforce org. Active, inactive, and preview communities, including Force.com sites, count against this limit.
To avoid deployment problems and any degradation in service quality, we recommend that the number of users in your community not exceed the limits listed below. If you require additional users beyond these limits, contact your Salesforce account executive. If your growing community needs more users, contact your Salesforce account representative to understand how the product can scale to meet your demands.
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Community License Type
Partner or Customer Community Plus
Customer
Number of Users
1 million
10 million
Will unauthenticated users count against my community’s licenses?
Not at all! Unauthenticated or guest users who access your community do not use up any of your community's licenses.
Here are the page view limits for guest users, based on your Salesforce edition. Overages are calculated on a yearly basis. If your growing community exceeds this number of guest user page views, contact your Salesforce account representative to increase your page view limits.
Salesforce Edition
Enterprise Edition
Unlimited Edition
Number of Page Views
500,000/month
One million/month
For example, a community set up in an Enterprise Edition org can have up to 6 million page views over the course of a year. Overages will be calculated after the annual limit has been reached. See Community Usage Limits for more information about page view and other user limits.
License Detail
This table shows which features are available to the default user profiles with Customer Community, Customer Community Plus, Partner
Community, or Employee Apps licenses.
Customer
Community Plus
Partner
Community
1
Customer
Community
Salesforce Standard Objects
Account Contact
Relationships
(Contacts to
Multiple Accounts)
2
Accounts
Read, Edit
3
Read, Create, Edit Read, Create, Edit
Employee Apps
Starter
Employee Apps
Plus
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
1
2
3
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
To view or create relationships between accounts and contacts, you must have “Read” on accounts and contacts. To edit or delete relationships between account and contacts, you must have “Read” on accounts and “Edit” on contacts.
For Customer Community licenses, access can also be controlled using sharing sets.
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Assets
Licenses Overview
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
(Can be used for employees, but not for customers)
Read, Create, Edit
(Can be used for employees, but not for customers)
Campaigns
Read, Create, and
Edit
4
Cases
Read, Create, Edit
5
Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete
6
Read, Create, Edit,
Delete
7
Contacts
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Contracts
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Dashboards
Read Only Read Only Read Only Read Only
Documents
Read Only Read Only Read Only Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
5
6
1
4
7
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Partner Community license, to read, create, and edit campaigns in the user interface, the partner user also needs the
“Marketing User” permission. With these permissions, a partner user can: search for and add their contacts or leads as campaign members, access reports on their campaigns, and mass-email or mass-assign their contacts and leads on a campaign.
For the Customer Community license, cases can’t be created on behalf of another user.
For Employee Apps Starter licenses, cases can track internal and employee issues, but should not be used for customer cases.
Internal employee users must have a Service Cloud license to interact with external cases.
For Employee Apps Plus licenses, cases can track internal and employee issues, but should not be used for customer cases. Internal employee users must have a Service Cloud license to interact with external cases.
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Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Entitlements
Read, Create, Edit Read, Create, Edit Read, Create, Edit
External Objects
(Salesforce
Connect)
Events and
Calendar
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Ideas
Read, Create Read, Create Read, Create Read, Create Read, Create
Leads
Read, Create, Edit
List Views
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
Notes and
Attachments
Exceptions apply
8
Opportunities
Read, Create, Edit
Orders
9
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Price Books
Read Only Read Only Read Only
Products
Read Only Read Only Read Only
1
8
9
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Customer Community license, access to Notes and Attachments for most objects is enabled by default. If your users with a Customer Community license can’t access Notes and Attachments on accounts and contacts, contact Salesforce.
Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
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Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Quotes
10
Read, Create, Edit
11
Reports
12
Create and Manage Create and Manage Create and Manage Create and Manage
Service
Appointment
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Service Contracts
Read, Create, Edit Read, Create, Edit
Task
Read Only Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Work Order
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete
(Can be used for employees, but not external users (e.g.
customers, partners)
Read, Create, Edit,
Delete
(Can be used for employees, but not external users (e.g.
customers, partners)
Work Order Line
Item
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Salesforce Features, Capability, and Custom Objects
10
11
12
1
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
Quotes aren’t supported in Lightning communities.
Partner users can’t access the Quotes tab in communities using the Salesforce Tabs + Visualforce template.
For the Customer Community Plus, Partner Community, and Employee Community licenses to create and edit reports, the user also needs the “Create and Customize Reports,” “Report Builder,” and “Edit My Reports” permissions. For more information see,
Set Up Report Management for External Users—Create and Edit Reports .
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Additional Data
Storage
API Calls per Day
Customer
Community
0
Chatter (People,
Groups, Feeds,
Private Messages)
Custom Objects
10 custom objects per license (custom objects in managed packages don’t count towards this limit)
10 custom objects per license (custom objects in managed packages don’t count towards this limit)
10 custom objects per license (custom objects in managed packages don’t count towards this limit)
10 custom objects per license (custom objects in managed packages don’t count towards this limit)
110 custom objects per license (custom objects in managed packages don’t count towards this limit)
Delegated
Administration
Files
15
and
Content
16
Customer
Community Plus
Partner
Community
1
2 MB per member
(member-based license)
5 MB per member
(member-based license)
1 MB per member
(login-based license)
1 MB per member
(login-based license)
Employee Apps
Starter
20 MB per user
(user-based license)
13
Employee Apps
Plus
20 MB per user
(user-based license)
14
200 per member
(member-based license)
200 per member
(member-based license)
10 per member
(login-based license)
10 per member
(login-based license)
1000 per member for Enterprise Edition orgs
1000 per member for Enterprise Edition orgs
5000 per member for Unlimited Edition orgs
5000 per member for Unlimited Edition orgs
Content is not available with
Customer Community licenses.
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Knowledge
Read Only Read Only Read Only Read Only Read Only
1
13
14
15
16
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Employee Apps Starter license, the data storage limit is 20 MB per user license, and the file storage limit is 2 GB per user license.
For the Employee Apps Plus license, the data storage limit is 20 MB per user license for EE editions, and 120 MB per user license for UE editions. File storage limit is 2 GB per user license.
Salesforce Files with Chatter enabled lets you share files in a group, feed, and post a file to a record. With Salesforce CRM Content enabled, Files gives you access to Libraries, content deliveries, and file tagging. Salesforce Files Sync is not available in Communities.
Library administrators can manage library permissions to determine the level of access users have to content libraries.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Roles and
Advanced Sharing
Sharing Sets
Salesforce1 Mobile
App
Send Email
Thanks Badges
18
Tokens
17
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Workflow Approvals
19
SEE ALSO:
Authenticated Website User Licenses
Database.com User Licenses
User License Description
Database.com Admin Designed for users who need to administer
Database.com, or make changes to
Database.com schemas or other metadata using the point-and-click tools in the
Database.com Console.
Default
Number of
Available
Licenses
Database.com
Edition: 3
EDITIONS
Available in: Salesforce
Classic
Available in: Database.com
Edition
1
17
18
19
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
Partner users can’t see emails in the case feed.
Thanks features are available in orgs where Chatter is enabled. Thanks badges from internal orgs are not available in Communities, so admins with a Salesforce internal license must create the badges they want to appear. Additional Work.com features, including goals, coaching, and feedback are not available in community orgs.
Customer Community license holders can submit for approval, but don’t have access to approve anything.
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Set Up and Maintain Your Salesforce Organization
User License
Database.com User
Database.com Light User
Licenses Overview
Description Default Number of
Available Licenses
Designed for users who need Database.com access to data stored in Database.com.
Database.com
Edition: 3
Enterprise, Unlimited, and Database.com
Edition: 0
Contact
Database.com to obtain Database.com
User Licenses
Designed for users who need only Database.com access to data, need to belong to Database.com groups (but no other groups), and don't need to belong to roles or queues. Access to data is determined by organization-wide sharing defaults.
Database.com
Edition: 0
Enterprise, Unlimited, and Database.com
Edition: 0
Contact
Database.com to obtain Database.com
Light User Licenses
SEE ALSO:
Service Cloud Portal User Licenses
Service Cloud Portal users have the High Volume Customer Portal license. This license gives contacts unlimited logins to your Service Cloud Portal to access customer support information. Users with this license can access accounts, assets, cases, contacts, custom objects, documents, ideas, and questions, depending on their permission settings.
The Overage High Volume Customer Portal license is the same as the High Volume Customer Portal license, except that users do not have unlimited logins. Contact Salesforce for information about the number of Customer Portal licenses you can activate.
This table lists the permissions that can be assigned to Service Cloud portal users.
Create Read Update
Accounts
Assets
Cases
Contacts
Custom Objects
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Delete
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Create Read Update Delete
Documents
Ideas
Knowledge
Price Books
Products
Questions and Answers
Solutions
Work Orders
SEE ALSO:
Sites and Site.com User Licenses
Sites and Site.com users can have Guest User or Site.com Only user licenses.
Guest
User
Designed for public users who access your Site.com or Force.com sites. If
Communities is enabled, these users also have access to public pages in your communities. Site visitors have access to any information made available in an active public site. For each Guest User license, you can develop one site for your organization.
For Site.com, Developer, Enterprise, Unlimited, and Performance Editions each come with unlimited Guest User licenses.
For Force.com sites, Enterprise, Unlimited, and Performance Editions come with
25 Guest User licenses. Developer Edition comes with one Guest User license.
Note:
•
You can't purchase additional Guest User licenses for Force.com sites.
•
The Authenticated Website high-volume portal user license is specifically designed to be used with Force.com sites. Because it's designed for high volumes, it should be a cost-effective option to use with Force.com sites.
Site.com
Only
Designed for Performance, Unlimited, and Enterprise Edition users who need access to Site.com but not to standard CRM functionality. Site.com Only users are entitled to the same rights as Force.com - One App users, plus they have access to the Content app. However, they don't have access to the Accounts and Contacts objects. Users have access to an unlimited number of custom tabs but are limited to the use of one custom app, which is defined as up to 20 custom objects.
EDITIONS
Available in: Salesforce
Classic
Edition requirements vary by user license type.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Each Site.com Only user also needs either a Site.com Contributor or Site.com Publisher feature license to access
Site.com.
SEE ALSO:
Authenticated Website User Licenses
Platform portal users have the Authenticated Website license, which is designed to be used with
Force.com Sites. It gives named sites users unlimited logins to your Platform Portal to access customer support information.
The Overage Authenticated Website license is the same as the Authenticated Website license, except that users do not have unlimited logins.
Note:
Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
This table lists the permissions that can be given to Authenticated Website users.
Create Read Update
Contracts
Documents
Ideas
Knowledge
Orders
Price Books
Products
Custom Objects
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Delete
SEE ALSO:
221
Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer Portal User Licenses
Users of a Customer Portal site have the Customer Portal Manager Standard license.
EDITIONS
Note: Starting with Summer ’13, these licenses are only available for organizations that already have a Customer Portal. If you don’t have a Customer Portal but want to easily share information with your customers, see
on page 210.
It allows contacts to log in to your Customer Portal to manage customer support. You can associate users who have a Customer Portal Manager Standard license with the Customer Portal User profile or a profile cloned and customized from the Customer Portal User profile. This standard profile lets users view and edit data they directly own or data owned by or shared with users below them in the Customer Portal role hierarchy. These users can also view and edit cases where they are listed in the
Contact Name
field.
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Users with the Customer Portal Manager Standard license can:
•
View contacts, price books, and products.
•
View and edit accounts and cases.
•
Create and edit assets.
•
Create, view, edit, and delete custom objects.
•
Access custom objects depending on their permissions.
•
Receive the “Portal Super User” permission.
•
Access Salesforce CRM Content if they have a Salesforce CRM Content feature license or the appropriate permissions.
The Overage Customer Portal Manager Standard license is the same as the Customer Portal Manager Standard license, except that users are limited to one login per month.
Note: Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
This table lists the permissions that can be given to Customer Portal users.
Create Read Update Delete
Accounts
Assets
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Orders
Price Books
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Set Up and Maintain Your Salesforce Organization
Create
Products
Reports and Dashboards
1
Solutions
Questions and Answers
Read Update Delete
Licenses Overview
Note:
•
1
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default, reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
Customer Portal—Enterprise Administration User Licenses
Customer Portal—Enterprise Administration users have the Customer Portal Manager Custom license. This license gives contacts unlimited logins to your Salesforce Customer Portal to manage customer support.
EDITIONS
Note:
Starting with Summer ’13, these licenses are only available for organizations that already have a Customer Portal. If you don’t have a Customer Portal but want to easily share information with your customers, see
on page 210.
You can associate users who have a Customer Portal Manager Custom license with the Customer
Portal User profile or a profile cloned and customized from the Customer Portal User profile, which lets them view and edit data they directly own and view, create, and edit cases where they're listed in the
Contact Name
field.
Users with this license can:
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer editions
•
Create, read, or update accounts, assets, and cases.
•
View contacts.
•
View custom objects and run reports depending on their permissions.
•
Receive the “Portal Super User” and “Delegated External User Administrator” permissions.
•
Access Salesforce CRM Content if they have a Salesforce CRM Content feature license or the appropriate permissions.
The Overage Customer Portal Manager Custom license is the same as the Customer Portal Manager Custom license, except that users do not have unlimited logins. Contact Salesforce for information about the number of Customer Portal licenses you can activate.
Note: Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
This table lists the permissions that can be given to Customer Portal—Enterprise Administration users.
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Set Up and Maintain Your Salesforce Organization
Create
Accounts
Assets
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Orders
Price Books
Products
Reports and Dashboards
1
Solutions
Questions and Answers
Read Update Delete
Licenses Overview
Note:
•
1
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default, reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
Partner Portal User Licenses
Partner Portal users have the Gold Partner user license. They can only access Salesforce using the partner portal.
Note:
•
Starting in Summer ’13, this license is no longer available for organizations that aren’t currently using the partner portal. If you don’t have a partner portal but want to easily share information with your partners, see
on page 210.
•
Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
224
Set Up and Maintain Your Salesforce Organization Licenses Overview assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
This table lists the permissions that can be given to Partner Portal users.
Create Read Update Delete
Accounts
Approvals
Assets
Campaigns
1
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Leads
Opportunities
Orders
Price Books
Products
Reports and Dashboards
2
Solutions
Questions and Answers
Note:
•
•
1
A partner portal user can create and edit campaigns in a community but not in a legacy portal. For the Partner Community license, to read, create, and edit campaigns in the user interface, the partner user also needs the “Marketing User” permission.
With these permissions, a partner user can: search for and add their contacts or leads as campaign members, access reports on their campaigns, and mass-email or mass-assign their contacts and leads on a campaign.
2
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default,
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Set Up and Maintain Your Salesforce Organization Licenses Overview reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
Permission Set Licenses
A permission set is a convenient way to assign users specific settings and permissions to use various tools and functions. Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
What Are Permission Set Licenses?
Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
Assign a Feature Permission Set License and Permission Set
View Your Salesforce Org’s Permission Set Licenses
View the permission set licenses your organization has purchased to know what you have available to assign to your users.
Assign a Permission Set License to a User
You might need to assign a permission set license to a user before you can assign some permissions.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
Remove a Permission Set License from a User
First remove or modify the relevant assigned permission sets that require the license, and then remove the assigned permission set license.
SEE ALSO:
Set Up Your Company in Salesforce
What Are Permission Set Licenses?
Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
Tip: Permission sets and permission set licenses have different purposes. Read on to save yourself some trouble later.
•
Permission set licenses extend the functionality of user licenses. With permission set licenses, you can assign more permissions to users than their user license supports.
•
Permission sets contain settings that grant users permissions. Permission sets extend users’ functional access without changing their profiles.
You can create a permission set for a specific feature’s permission set license. Enable the selected permission set license permissions within the permission set. Then, users assigned to the permission set are granted the functionality in it that you chose.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
You can also create a permission set that is not specific to a single user license or permission set license. First, assign users to the permission set licenses you want. Then, assign them to the permission set you created and enable the permissions you need.
Note: Salesforce validates if users have the licenses required for a permission set. If you assign users to a permission set who don’t have the user permissions required, you receive an assignment error.
Check out this table for examples of how different permission set and permission set license combinations affect users. Most features backed by permission set licenses require that you create a permission set for its permissions, but not all do. The Sales Console permission set license comes with a permission set already created for you.
Example Use Case
Associate a permission that is backed by a single permission set license, such as
Identity Connect, with a permission set.
What You’d Do Result
1. Create a permission set. In the license dropdown menu, select Identity
Connect.
2. Notice that the permission set settings page shows only the settings available with the Identity Connect permission set license. Enable Use Identity
Connect.
Users assigned to the permission set are granted the Identity Connect permission.
Associate permissions that are backed by more than one permission set license with a permission set. For example, you could associate the following permission set licenses with a single permission set you create:
•
Identity Connect
•
Dialer Inbound User
•
Dialer Outbound User
1. Assign the Identity Connect, Dialer
Inbound User, and Dialer Outbound
User permission set licenses to the users who need them.
Users assigned to the permission set are granted the Identity Connect, Dialer
Inbound Calls, and Dialer Outbound Calls permissions.
2. Create a permission set. In the license dropdown menu, select --None--.
3. In your permission set, enable the following permissions:
• Use Identity Connect
• Access Dialer Inbound Calls
• Access Dialer Outbound Calls
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Example Use Case What You’d Do Result
Associate a permission that is backed by a permission set license and also include other user permissions. For example, you could create a permission set with the permissions backed by the Identity Connect permission set license and also include the Lightning
Experience User permission.
1. Assign the Identity Connect permission set license to the users who need it.
Users assigned to the permission set are granted the Identity Connect and Lightning
Experience User permissions.
2. Create a permission set. In the license dropdown menu, select --None--.
3. In your permission set, enable the following permissions:
• Use Identity Connect
• Lightning Experience User
SEE ALSO:
App and System Settings in Permission Sets
Assign a Feature Permission Set License and Permission Set
Make sure to follow instructions for your permission set license-related feature. You can’t add permission sets that are associated with permission set licenses to managed packages.
Note: If you purchased a license that comes with standard permission sets, such as Sales
Console User, permission sets are auto-generated for you.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information and scroll down to Permission Set Licenses.
You can see how many permission set licenses are available and have already been assigned.
You can also see how many types of permission set licenses you have for different features.
2. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
3. Click New.
4. Enter your permission set information.
5. For License, select the license to associate with this permission set.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To assign a permission set license:
•
Manage Users
To assign a permission set to users:
•
Assign Permission Sets
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Set Up and Maintain Your Salesforce Organization Licenses Overview
When you select a specific permission set license, any user assigned to the permission set is auto-assigned the permission set license.
If you select --None--, you must manually assign the permission set license to users before you can add them to the new permission set.
6. Select the feature permissions to enable for your permission set. Use
Find Settings
to search for them quickly. Refer to the documentation for your feature to see which permissions are available with a specific permission set license.
Example: Let’s say you purchased an Identity Connect permission set license. This permission set license contains a permission that grants access to the Identity Connect product features, such as providing Active Directory integration. To grant a user access to this permission:
•
Ensure that the user has the Identity Connect permission set license. Users who don’t have the associated permission set license for a permission set you create can’t use the permission set. You can check which permission set licenses a user has by viewing the Permission Set License Assignments section of the user detail page.
•
Create a permission set and name it something like “Identity Connect Permissions.” From License, choose Identity Connect.
While still in the permission set, go to
Find Settings
, search for Identity Connect, and select the Use Identity Connect system permission.
•
Assign a user to the permission set.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
View Your Salesforce Org’s Permission Set Licenses
View the permission set licenses your organization has purchased to know what you have available to assign to your users.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information.
2. View the Permission Set Licenses related list.
For information on purchasing permission set licenses, contact Salesforce.
SEE ALSO:
Assign a Permission Set License to a User
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view permission set licenses:
•
View Setup and
Configuration
Assign a Permission Set License to a User
You might need to assign a permission set license to a user before you can assign some permissions.
Tip: Before beginning, check if the permission set license is already associated with a permission set. If so, save yourself time and simply assign the user to that permission set. If not, you might need to assign the permission set license to users to grant them access to the permission set license functionality.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the name of the user to whom you want to assign the permission set license.
3. In the Permission Set License Assignments related list, click Edit Assignments.
4. Select the permission set license to assign.
Add the related permission to a permission set and then assign that permission set to the user.
Note: After assigning the CRM User, Sales User, or Service User permission set license, assigning a permission set isn’t required.
SEE ALSO:
Remove a Permission Set License from a User
Assign Permission Sets to a Single User
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To assign a permission set license:
•
Manage Users
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Remove a Permission Set License from a User
First remove or modify the relevant assigned permission sets that require the license, and then remove the assigned permission set license.
1. Identify the permission that requires the permission set license you want to remove.
2. Make sure that permission isn’t assigned to the user through a permission set. You can do that in one of these ways.
•
Remove the permission from the permission sets assigned to the user
•
from the user’s assigned permission sets
3. From Setup, enter
Users
in the
Quick Find
box, then select Users.
4. Click the name of the user whose permission set license you want to remove.
5. In the Permission Set License Assignments related list, click Del next to the permission set license that you want to remove, and then click OK.
SEE ALSO:
View Your Salesforce Org’s Permission Set Licenses
Assign a Permission Set License to a User
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To remove a permission set license:
•
Manage Users
Feature Licenses Overview
A feature license entitles a user to access an additional feature that is not included with his or her user license, such as Marketing or Work.com. Users can be assigned any number of feature licenses.
•
View the feature licenses enabled for your organization
•
•
See all feature licenses currently available in Salesforce
Depending on the features that are enabled for your organization, you might be able to assign more than one type of feature license to your users.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Edition requirements vary for each feature licenses.
IN THIS SECTION:
View Your Organization’s Feature Licenses
View the feature licenses your company has purchased to know what you have available to assign to your users.
Enable a Feature License for a User
You can enable a feature for a user in your organization when creating or editing that user.
Assign one or more of these additional feature licenses to users so that they can access features not included in their user license.
SEE ALSO:
Set Up Your Company in Salesforce
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Set Up and Maintain Your Salesforce Organization Licenses Overview
View Your Organization’s Feature Licenses
View the feature licenses your company has purchased to know what you have available to assign to your users.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information.
2. See the Feature Licenses related list.
For information on purchasing feature licenses, contact Salesforce.
SEE ALSO:
Enable a Feature License for a User
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view feature licenses:
•
View Setup and
Configuration
Enable a Feature License for a User
You can enable a feature for a user in your organization when creating or editing that user.
1. In Setup, enter
Users
in the
Quick Find
box, then select Users.
2. In the user list view, click a user’s name.
3. On the User Detail page, select the checkbox next to the feature license you want to enable for that user.
You can enable more than one feature license for a single user.
4. Click Save.
SEE ALSO:
View Your Organization’s Feature Licenses
Available Feature Licenses
Assign one or more of these additional feature licenses to users so that they can access features not included in their user license.
Feature License
Chatter Answers User
Force.com Flow User
Enables a User to
Access Chatter Answers. This feature license is automatically assigned to high-volume portal users who self-register for Chatter Answers.
Run flows.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To enable feature licenses:
•
Manage Internal Users
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Feature License
Knowledge User
Live Agent User
Marketing User
Mobile User
Offline User
Salesforce CRM Content User
Service Cloud User
Site.com Contributor User
Site.com Publisher User
Work.com User
Enables a User to
Access Salesforce Knowledge.
Access to Live Agent.
Create, edit, and delete campaigns, configure advanced campaign setup, and add campaign members and update their statuses with the Data Import Wizard.
Access Salesforce Mobile Classic.
Access Connect Offline.
Access Salesforce CRM Content.
Access the Salesforce Console for Service.
Note: Access to the Salesforce Console for Sales requires the
Sales Console User permission set license.
Edit site content on Site.com Studio.
Create and style websites, control the layout and functionality of pages and page elements, and add and edit content on Site.com
Studio.
Access to Work.com objects and permissions.
SEE ALSO:
View Your Organization’s Feature Licenses
Enable a Feature License for a User
Usage-based Entitlements
A usage-based entitlement is a limited resource that your organization can use on a periodic basis—such as the allowed number of monthly logins to a Partner Community or the record limit for Data.com list users.
EDITIONS
Some entitlements are persistent. These entitlements give your Salesforce org a set number of the resource, and the amount allowed doesn’t change unless your contract is changed. For example, if your company purchases monthly subscriptions for 50 members to access a Partner Community, you can assign up to 50 individuals the ability to log into the community as many times as they want.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, and
Unlimited Editions
Other entitlements are not persistent; these work like credit. Your org can use up to the amount allowed of that entitlement over the time indicated by the resource’s frequency. If the entitlement has a frequency of Once, your org will have to purchase more of the resource to replenish the allowance. If the entitlement has a frequency of Monthly, the start and end of the month is determined by your contract, rather than the calendar month.
For example:
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Set Up and Maintain Your Salesforce Organization Licenses Overview
•
Company A purchases 50 monthly logins for a Partner Community, and on January 15 that org has a pool of 50 logins. Each time someone logs in, one login is used. On February 15, no matter how many were used in the previous month, the pool is refreshed and 50 logins are available through March 14.
•
Company B purchases 2,000 records for Data.com list users with an end date of May 15. That org’s list users can add or export up to
2,000 records until that date. If the org reaches that limit before May 15, the Data.com list users won’t be able to add or export additional records. To unblock users, Company B can purchase additional allowance for that resource.
Note: If your org has multiple contracts with the same
Resource
and the
Resource ID
is
(tenant)
, you will still only see one row for that entitlement, but the data in that row will reflect your combined contracts. In this case,
Start Date
reflects the earliest start date among those contracts, and
End Date
reflects the latest end date among those contracts.
Like feature licenses, usage-based entitlements don’t limit what you can do in Salesforce; they add to your functionality. If your usage exceeds the allowance, Salesforce will contact you to discuss additions to your contract.
IN THIS SECTION:
View Your Salesforce Org’s Usage-Based Entitlements
Look at your company’s usage-based entitlements to know which resources your org is entitled to.
Usage-based Entitlement Fields
The Usage-based Entitlements related list displays the following information. These fields aren’t editable, and they are only visible if your Salesforce org is entitled to a resource.
SEE ALSO:
Set Up Your Company in Salesforce
View Your Salesforce Org’s Usage-Based Entitlements
Look at your company’s usage-based entitlements to know which resources your org is entitled to.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information.
2. At the bottom of the Company Information page, view the Usage-Based Entitlements related list.
SEE ALSO:
Usage-based Entitlement Fields
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, and
Unlimited Editions
USER PERMISSIONS
To view usage-based entitlements:
•
View Setup and
Configuration
234
Set Up and Maintain Your Salesforce Organization Licenses Overview
Usage-based Entitlement Fields
The Usage-based Entitlements related list displays the following information. These fields aren’t editable, and they are only visible if your Salesforce org is entitled to a resource.
Column name
Resource
Resource ID
Start Date
End Date
Frequency
Allowance
Amount Used
Last Updated
Description
What your company can use.
Unique identifier for this line item.
Day your contract begins.
Note:
If you have multiple contracts affecting this resource, this field reflects the earliest start date among your contracts.
Day your contract ends.
Note:
If you have multiple contracts affecting this resource, this field reflects the latest end date among your contracts.
If Monthly,
Allowance
is reset at the beginning of each month.
If Once,
Allowance
is available until
End
Date
.
Amount of a resource that your org can use. If
Frequency
is Monthly, the month begins on your
Start Date
.
The amount of this resource that your org is using.
The most recent date and time when Salesforce took a snapshot of your org’s usage for this resource.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, and
Unlimited Editions
For more information about resources your org is entitled to, contact Salesforce.
SEE ALSO:
View Your Salesforce Org’s Usage-Based Entitlements
235
Set Up and Maintain Your Salesforce Organization Passwords
Passwords
Salesforce provides each user in your organization with a unique username and password that must be entered each time a user logs in. As an administrator, you can configure several settings to ensure that your users’ passwords are strong and secure.
•
Password policies—Set various password and login policies, such as specifying an amount of time before all users’ passwords expire and the level of complexity required for passwords. See
Set Password Policies on page 604.
•
User password expiration—Expire the passwords for all users in your organization, except for users with “Password Never Expires” permission. See
Expire Passwords for All Users
on page
607.
•
User password resets—Reset the password for specified users. See Reset Passwords for Your
on page 240.
•
Login attempts and lockout periods—If a user is locked out of Salesforce because of too many
failed login attempts, you can unlock them. See Edit Users on page 186.
Password Requirements
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Password policies available in: All Editions
USER PERMISSIONS
To set password policies:
•
Manage Password
Policies
To reset user passwords and unlock users:
•
Reset User Passwords and Unlock Users
A password can’t contain a user’s username and can’t match a user’s first or last name. Passwords also can’t be too simple. For example, a user can’t change their password to
password
.
For all editions, a new organization has the following default password requirements. You can change these password policies in all editions, except for Personal Edition.
•
A password must contain at least eight characters, including one alphabetic character and one number.
•
The security question’s answer can’t contain the user’s password.
•
When users change their password, they can’t reuse their last three passwords.
IN THIS SECTION:
Improve your Salesforce org security with password protection. You can set password history, length, and complexity requirements along with other values. In addition, you can specify what to do if a user forgets their password.
Reset Passwords for Your Users
As an administrator, you can reset a user’s password for better protection or to unlock a user if the user is locked out.
Expire Passwords for All Users
As an administrator, you can expire passwords for all users any time you want to enforce extra security for your organization. After expiring passwords, all users are prompted to reset their password the next time they log in.
236
Set Up and Maintain Your Salesforce Organization Passwords
Set Password Policies
Improve your Salesforce org security with password protection. You can set password history, length, and complexity requirements along with other values. In addition, you can specify what to do if a user forgets their password.
For your organization’s security, you can set various password and login policies.
Note:
User passwords cannot exceed 16,000 bytes.
Logins are limited to 3,600 per hour per user. This limit applies to organizations created after
Summer ’08.
1. From Setup, enter
Password Policies
in the
Quick Find
box, then select Password
Policies.
2. Customize the password settings.
Field
User passwords expire in
Enforce password history
Minimum password length
Description
The length of time until user passwords expire and must be changed. The default is 90 days.
This setting isn’t available for Self-Service portals. This setting doesn’t apply to users with the “Password Never Expires” permission.
If you change the
User passwords expire in
setting, the change affects a user’s password expiration date if that user’s new expiration date is earlier than the old expiration date or if you remove an expiration by selecting
Never expires
.
Save users’ previous passwords so that they must always reset their password to a new, unique password. Password history is not saved until you set this value. The default is
3 passwords remembered
. You cannot select
No passwords remembered unless you select
Never expires
for the
User passwords expire in
field.
This setting isn’t available for Self-Service portals.
The minimum number of characters required for a password. When you set this value, existing users aren’t affected until the next time they change their passwords. The default is
8 characters
.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To set password policies:
•
Manage Password
Policies
237
Set Up and Maintain Your Salesforce Organization
Field
Password complexity requirement
Password question requirement
Maximum invalid login attempts
Lockout effective period
238
Passwords
Description
The requirement for which types of characters must be used in a user’s password.
Complexity levels:
•
No restriction
—allows any password value and is the least secure option.
•
Must mix alpha and numeric characters
—requires at least one alphabetic character and one number, which is the default.
•
Must mix alpha, numeric, and special characters
—requires at least one alphabetic character, one number, and one of the following special characters:
!
# $ % - _ = + < >
.
•
Must mix numbers and uppercase and lowercase letters
—requires at least one number, one uppercase letter, and one lowercase letter.
•
Must mix numbers, uppercase and lowercase letters, and special characters
—requires at least one number, one uppercase letter, and one lowercase letter, and one of the following special characters:
! # $ % - _ = + < >
.
Note: Only the special characters listed meet the requirement. Other symbol characters are not considered special characters.
The values are
Cannot contain password
, meaning that the answer to the password hint question cannot contain the password itself; or
None
, the default, for no restrictions on the answer. The user’s answer to the password hint question is required. This setting is not available for Self-Service portals,
Customer Portals, or partner portals.
The number of login failures allowed for a user before they become locked out. This setting isn’t available for Self-Service portals.
The duration of the login lockout. The default is 15 minutes. This setting isn’t available for Self-Service portals.
Note: If users are locked out, they must wait until the lockout period expires. Alternatively, a user with the “Reset
User Passwords and Unlock Users” permission can unlock them from Setup with the following procedure:
a. Enter
Users
in the
Quick Find
box.
b. Select Users.
c. Selecting the user.
Set Up and Maintain Your Salesforce Organization Passwords
Field Description
d. Click Unlock.
This button is only available when a user is locked out.
Obscure secret answer for password resets
This feature hides answers to security questions as you type. The default is to show the answer in plain text.
Note: If your org uses the Microsoft Input Method Editor
(IME) with the input mode set to Hiragana, when you type
ASCII characters, they’re converted in Japanese characters in normal text fields. However, the IME doesn’t work properly in fields with obscured text. If your org’s users cannot properly enter their passwords or other values after enabling this feature, disable the feature.
Require a minimum 1 day password lifetime
When you select this option, a password can’t be changed more than once in a 24-hour period.
3. Customize the forgotten password and locked account assistance information.
Note: This setting is not available for Self-Service portals, Customer Portals, or partner portals.
Field
Message
Help link
Description
If set, this message appears in the “We can’t reset your password” email. Users receive this email when they lock themselves out by trying to reset their password too many times. The text also appears at the bottom of the Answer Your Security Question page when users reset their passwords.
You can tailor the text to your organization by adding the name of your internal help desk or a system administrator. For the email, the message appears only for accounts that need an administrator to reset them. Lockouts due to time restrictions get a different system email message.
If set, this link displays with the text defined in the
Message field. In the “We can’t reset your password” email, the URL displays exactly as typed in the
Help link
field, so the user can see where the link goes. This URL display format is a security feature, because the user is not within a Salesforce organization.
On the Answer Your Security Question page, the
Help link
URL combines with the text in the
Message
field to make a clickable link. Security isn’t an issue, because the user is in a
Salesforce organization when changing passwords.
Valid protocols:
239
Set Up and Maintain Your Salesforce Organization
Field
Passwords
Description
•
http
•
https
•
mailto
4. Specify an alternative home page for users with the “API Only User” permission. After completing user management tasks such as resetting a password, API-only users are redirected to the URL specified here, rather than to the login page.
5. Click Save.
SEE ALSO:
View and Edit Password Policies in Profiles
Reset Passwords for Your Users
As an administrator, you can reset a user’s password for better protection or to unlock a user if the user is locked out.
To reset a user’s password:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select the checkbox next to the user’s name. Optionally, to change the passwords for all currently displayed users, check the box in the column header to select all rows.
3. Click Reset Password. The user receives an email that contains a link and instructions to reset the password.
A password created this way doesn’t expire, but users must change the password the first time they log in.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
Considerations for Resetting Passwords
To reset passwords:
•
Reset User Passwords and Unlock Users
•
Only an administrator can reset single sign-on user passwords. Single sign-on users can’t reset their own passwords.
•
After resetting a password, users might be required to activate their computers to successfully log in to Salesforce.
•
Resetting a locked-out user’s password automatically unlocks the user’s account.
OR
Permission to edit the user via the user interface or the API
•
When a user loses a password, the user can click the forgot password link on the login page to receive an email with steps to reset a password. The user must correctly answer the security question to reset the password. In Password Policies, you can customize the security question page that the user sees with information about where to go to for help.
Note:
If the user hasn’t set a security question, or doesn’t answer the security question correctly, the password isn’t reset.
A user can request to reset a password through the forgot password link a maximum of five times in a 24-hour period.
Administrators can reset a user’s password as often as needed.
240
Set Up and Maintain Your Salesforce Organization Passwords
•
Resetting a password also resets the user’s security token.
SEE ALSO:
Help Users From Anywhere With SalesforceA
Expire Passwords for All Users
As an administrator, you can expire passwords for all users any time you want to enforce extra security for your organization. After expiring passwords, all users are prompted to reset their password the next time they log in.
To expire passwords for all users, except those users with the “Password Never Expires” permission:
1. From Setup, enter
Expire All Passwords
in the
Quick Find
box, then select
Expire All Passwords.
2. Select Expire all user passwords.
3. Click Save.
The next time users log in, they are prompted to reset their password.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To expire all passwords:
•
Manage Internal Users
Considerations When Expiring Passwords
•
Users might need to activate their computers to log in to Salesforce.
•
Expire all user passwords
doesn’t affect Self-Service portal users, because they aren’t direct Salesforce users.
SEE ALSO:
241
Set Up and Maintain Your Salesforce Organization Control Login Access
Control Login Access
Control whether your users are prompted to grant account access to Salesforce admins, and whether users can grant access to publishers.
1. From Setup, enter
Login Access Policies
in the
Quick Find
box, then select
Login Access Policies.
2. To allow Salesforce admins to log in as any user in the org without first asking them to grant access, enable Administrators Can Log in as Any User.
To have this feature removed from your org, contact Salesforce. If you remove the feature, a user must grant login access before a Salesforce admin can log in to that user’s account for troubleshooting.
3. To prevent users from granting access to a publisher—for example, to comply with regulatory or privacy concerns—click Available to Administrators Only for that publisher.
Note: Users can’t grant login access to managed packages that are licensed to your entire Salesforce org. Only admins with the “Manage Users” permission enabled on their profiles can grant access to these publishers. Also, some managed packages don’t have login access. If a package isn’t listed on the Login Access Policies page, login access isn’t available for that package.
4. Click Save.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experienc
Available in: All Editions
Granting administrator access available in:
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To control login access policies:
•
Manage Login Access
Policies
Log In as Another User
To assist other users, administrators can log in to Salesforce as another user. Depending on your organization settings, individual users might need to grant login access to administrators.
Note:
•
As a security measure, when administrators are logged in as another user, they can’t authorize OAuth data access for that user. For example, admins can’t authorize OAuth access to user accounts, including single sign-on to third-party applications.
•
If admins attempt to log in as another user who has the "Two-Factor Authentication for
User Interface Logins" user permission, they must satisfy the two-factor authentication requirement. Coordinate with the users whom you’re logging in as so that they’re available when you need account access. They must verify their identity with an authenticator app,
U2F security key, or a temporary identity verification code. If a user hasn’t already set up a two-factor authentication method, setup is required before you can log in as the user.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the Login link next to the username. This link is available only for users who have granted login access to an administrator or in organizations where administrators can log in as any user.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To log in as another user:
•
Modify All Data
242
Set Up and Maintain Your Salesforce Organization Delegate Administrative Duties
3. To return to your administrator account, click
User’s Name
> Logout.
SEE ALSO:
Delegate Administrative Duties
Use delegated administration to assign limited admin privileges to users in your org who aren’t administrators. For example, let’s say you want the Customer Support team manager to manage users in the Support Manager role and all subordinate roles. Create a delegated admin for this purpose so that you can focus on other administration tasks.
Delegated administrators can:
•
Create and edit users in specified roles and all subordinate roles. User editing tasks include resetting passwords, setting quotas, creating default opportunity teams, and creating personal groups for those users.
•
Unlock users.
•
Assign users to specified profiles.
•
Assign or remove permission sets for users in their delegated groups.
•
Create public groups and manage membership in specified public groups.
•
Log in as a user who has granted login access to the administrator.
•
Manage custom objects and customize nearly every aspect of a custom object. However, a delegated admin can’t create or modify relationships on the object or set org-wide sharing defaults.
•
Administer users across all delegated groups to which the delegated admin is assigned. For example, Sam Smith is specified as a delegated administrator in two delegated groups, Group
A and Group B. Sam can assign a permission set or public group from Group A to users in Group
B.
Note:
When delegating administration, keep the following in mind. Delegated administrators:
•
Can’t assign profiles or permission sets with the “Modify All Data” permission
•
Don’t see the None Specified option when selecting a role for new users
•
Need access to custom objects to access the merge fields on those objects from formulas
•
Can’t modify permission sets
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To manage delegated administration:
•
Customize Application
To be a delegated administrator:
•
View Setup and
Configuration
To delegate administration of particular objects, use object permissions, such as “View All” and “Modify All,” instead.
IN THIS SECTION:
Define Delegate Administrators
Enable delegated administrators to manage users in specified roles and all subordinate roles. You can assign specified profiles to those users, and log in as users who have granted login access to administrators. A delegated administration group is a group of users who have the same admin privileges. These groups are not related to public groups used for sharing.
243
Set Up and Maintain Your Salesforce Organization Topics and Tags Settings
Define Delegate Administrators
Enable delegated administrators to manage users in specified roles and all subordinate roles. You can assign specified profiles to those users, and log in as users who have granted login access to administrators. A delegated administration group is a group of users who have the same admin privileges. These groups are not related to public groups used for sharing.
1. From Setup, enter
Delegated Administration
in the
Quick Find
box, then select Delegated Administration and click New
2. Select or create a delegated group.
3. To allow the users in this group to log in as users in the role hierarchy that they administer, select Enable Group for Login Access. Depending on your org settings, individual users need to grant login access to allow their administrators to log in as them.
4. Click Save.
5. For each related list, click Add to define your delegated group details.
SEE ALSO:
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To manage delegated administration:
•
Customize Application
To be a delegated administrator:
•
View Setup and
Configuration
Topics and Tags Settings
When you enable topics for objects, users can add topics to records so they can quickly retrieve related items using list views. With Chatter enabled, users can also see related items on the Records tab of each topic detail page. Enabling topics for an object disables public tags on records of that object type. Personal tags aren’t affected.
To use topics to organize records, enable topics
for accounts, assets, campaigns, cases, contacts, contracts, files, leads, opportunities, orders, solutions, custom objects, and English articles.
EDITIONS
Available in: Salesforce
Classic
Topic and tag settings are available in: All Editions
IN THIS SECTION:
Enable and Configure Topics for Objects
Enable topics for objects so users can add topics to records and organize them by common themes. This powerful feature is available with or without Chatter.
Allow users to add personal or public tags to most records. Tags are words or short phrases that users associate to records to describe and organize data in a personalized way.
USER PERMISSIONS
To modify topic and tag settings:
•
Customize Application
Delete Personal Tags for Deactivated Users
Your org can have up to 5,000,000 personal and public tags applied to records across all users. If your org is approaching this limit, delete personal tags for deactivated users.
244
Set Up and Maintain Your Salesforce Organization Topics and Tags Settings
Enable and Configure Topics for Objects
Enable topics for objects so users can add topics to records and organize them by common themes.
This powerful feature is available with or without Chatter.
Administrators can enable topics for accounts, assets, campaigns, cases, contacts, contracts, files, leads, opportunities, orders, solutions, custom objects, and English articles. For each object type, administrators specify which fields to use for topic suggestions.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Note: Topics are only supported on English Knowledge articles.
Warning: When topics are enabled for an object, public tags are disabled for records of that object type.
1. From Setup, enter
Topics for Objects
in the
Quick Find
box, then select Topics
for Objects.
2. Select an object.
3. At the right, select
Enable Topics
.
Available in: Group,
Enterprise, Professional,
Performance, Unlimited,
Contact Manager, and
Developer Editions
USER PERMISSIONS
To enable topics for objects:
•
Customize Application
4. Select the text fields that you want to use for topic suggestions. (From a combination of the selected fields, up to 3 suggestions are made from the first 2,000 characters.)
5. Click Save to save changes for all objects.
Now, users with access to the enabled objects and appropriate topics permissions can:
•
See topic assignments and suggestions on records of that object type
•
Add and remove topics from records of that object type
•
Use topics on records of that object type to filter their list views
Additionally, if your organization uses Chatter, users can click any topic assigned to a record to go directly to a topic page. There, they’ll find other records on the topic, people who are knowledgeable about the topic, and other related information.
Enable Tags
Allow users to add personal or public tags to most records. Tags are words or short phrases that users associate to records to describe and organize data in a personalized way.
1. From Setup, enter
Tag Settings
in the
Quick Find
box, then select Tag Settings.
2. Select Enable Personal Tags and Enable Public Tags to allow users to add personal and public tags to records. Deselect both options to disable tags.
3. Specify which objects and page layouts display tags in a tag section at the top of record detail pages. The tag section is the only place where a user can add tags to a record.
For example, if you select only account page layouts, users in your org can only tag account records. If you select only account page layouts for personal tags and not public tags, users can tag account records only with personal tags.
EDITIONS
Available in: Salesforce
Classic
Tag settings available in: All
Editions
USER PERMISSIONS
To modify tag settings:
•
Customize Application
4. Click Save.
When enabling tags, keep these guidelines in mind.
•
You can also add tags to page layouts by editing a layout directly. However, you can’t add tags to feed-based page layouts.
•
Search results and the Tags page don’t display custom objects without an associated tab, even if tags are enabled for the custom object. If you want custom object records to appear, create an associated tab. The tab doesn’t have to be visible to users.
245
Set Up and Maintain Your Salesforce Organization Topics and Tags Settings
•
Customer Portal users can't view the tags section of a page, even if it is included in a page layout.
•
When Chatter is disabled, joined reports can’t be tagged.
SEE ALSO:
Adding Tags to the Sidebar
When you enable tags for your organization, you can add the Tags component to your users' sidebar.
This component allows users to navigate to the Tags page where they can browse, search, and manage their tags. It also lists each user's most recently used tags. To add this component:
1. From Setup, enter
Home Page Layouts
in the
Quick Find
box, then select Home
Page Layouts.
2. Next to a home page layout that you want to modify, click Edit.
3. Select the
Tags
checkbox and click Next.
4. Arrange the Tags component on your page layout as desired, and click Save.
Tip:
If you want the Tags component to appear on all pages and not just the Home tab, from
Setup, enter
User Interface
in the
Quick Find
box, then select User Interface, and select
Show Custom Sidebar Components on All Pages
.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic
Tag settings available in: All
Editions
USER PERMISSIONS
To modify tag settings:
•
Customize Application
Delete Personal Tags for Deactivated Users
Your org can have up to 5,000,000 personal and public tags applied to records across all users. If your org is approaching this limit, delete personal tags for deactivated users.
1. From Setup, enter
Personal Tag Cleanup
in the
Quick Find
box, then select
Personal Tag Cleanup.
2. Select one or more deactivated users and click Delete.
You can’t restore personal tags after you delete them.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic
Personal Tag Cleanup available in: All Editions
USER PERMISSIONS
To delete personal tags for deactivated users:
•
Customize Application
246
Set Up and Maintain Your Salesforce Organization Control Who Sees What
Control Who Sees What
Salesforce provides a flexible, layered data sharing design that allows you to expose different data sets to different sets of users, so users can do their job without seeing data they don't need to see.
Use permission sets and profiles to specify the objects and fields users can access. Use organization-wide sharing settings, user roles, sharing rules to specify the individual records that users can view and edit.
EDITIONS
Available in: Salesforce
Classic
Note: Who Sees What: Overview (Salesforce Classic)
Watch a demo on controlling access to and visibility of your data.
The available data management options vary according to which
Salesforce Edition you have.
Tip: When implementing security and sharing rules for your organization, make a table of the various types of users in your organization. In the table, specify the level of access to data that each type of user needs for each object and for fields and records within the object. You can refer to this table as you set up your security model.
Object-Level Security (Permission Sets and Profiles)
Object-level security—or object permissions—provide the bluntest way to control data. Using object permissions you can prevent a user from seeing, creating, editing, or deleting any instance of a particular type of object, such as a lead or opportunity. Object permissions let you hide whole tabs and objects from particular users, so that they don’t even know that type of data exists.
You specify object permissions in permission sets and profiles. Permission sets and profiles are collections of settings and permissions that determine what a user can do in the application, similar to a group in a Windows network, where all of the members of the group have the same folder permissions and access to the same software.
Profiles are typically defined by a user’s job function (for example, system administrator or sales representative). A profile can be assigned to many users, but a user can be assigned to only one profile. You can use permission sets to grant additional permissions and access settings to users. It’s easy to manage users’ permissions and access with permission sets, because you can assign multiple permission sets to a single user.
Field-Level Security (Permission Sets and Profiles)
In some cases, you may want users to have access to an object, but limit their access to individual fields in that object. Field-level security—or field permissions—control whether a user can see, edit, and delete the value for a particular field on an object. They let you protect sensitive fields without having to hide the whole object from users. Field permissions are also controlled in permission sets and profiles.
Unlike page layouts, which only control the visibility of fields on detail and edit pages, field permissions control the visibility of fields in any part of the app, including related lists, list views, reports, and search results. To ensure that a user can’t access a particular field, use field permissions. No other settings provide the same level of protection for a field.
Note: Field-level security doesn’t prevent searching on the values in a field. When search terms match on field values protected by field-level security, the associated records are returned in the search results without the protected fields and their values.
Record-Level Security (Sharing)
After setting object- and field-level access permissions, you may want to configure access settings for the actual records themselves.
Record-level security lets you give users access to some object records, but not others. Every record is owned by a user or a queue.
The owner has full access to the record. In a hierarchy, users higher in the hierarchy always have the same access to users below them in the hierarchy. This access applies to records owned by users, as well as records shared with them.
To specify record-level security, set your organization-wide sharing settings, define a hierarchy, and create sharing rules.
•
Organization-wide sharing settings—The first step in record-level security is to determine the organization-wide sharing settings for each object. Organization-wide sharing settings specify the default level of access users have to each others’ records.
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Set Up and Maintain Your Salesforce Organization Control Who Sees What
You use organization-wide sharing settings to lock down your data to the most restrictive level, and then use the other record-level security and sharing tools to selectively give access to other users. For example, let’s say users have object-level permissions to read and edit opportunities, and the organization-wide sharing setting is Read-Only. By default, those users can read all opportunity records, but can’t edit any unless they own the record or are granted additional permissions.
•
Role hierarchy—Once you’ve specified organization-wide sharing settings, the first way you can give wider access to records is with a role hierarchy. Similar to an organization chart, a role hierarchy represents a level of data access that a user or group of users needs. The role hierarchy ensures that users higher in the hierarchy always have access to the same data as people lower in their hierarchy, regardless of the organization-wide default settings. Role hierarchies don’t have to match your organization chart exactly. Instead, each role in the hierarchy should represent a level of data access that a user or group of users needs.
You can also use a territory hierarchy to share access to records. A territory hierarchy grants users access to records based on criteria such as zip code, industry, revenue, or a custom field that is relevant to your business. For example, you could create a territory hierarchy in which a user with the “North America” role has access to different data than users with the “Canada” and
“United States” roles.
Note: Although it’s easy to confuse permission sets and profiles with roles, they control two very different things. Permission sets and profiles control a user’s object and field access permissions. Roles primarily control a user’s record-level access through role hierarchy and sharing rules.
•
Sharing rules—Sharing rules let you make automatic exceptions to organization-wide sharing settings for particular sets of users, to give them access to records they don’t own or can’t normally see. Sharing rules, like role hierarchies, are only used to give additional users access to records—they can’t be stricter than your organization-wide default settings.
•
Manual sharing—Sometimes it’s impossible to define a consistent group of users who need access to a particular set of records.
In those situations, record owners can use manual sharing to give read and edit permissions to users who would not have access to the record any other way. Although manual sharing isn’t automated like organization-wide sharing settings, role hierarchies, or sharing rules, it gives record owners the flexibility to share particular records with users that need to see them.
•
Apex managed sharing—If sharing rules and manual sharing don’t give you the control you need, you can use Apex managed sharing. Apex managed sharing allows developers to programmatically share custom objects. When you use Apex managed sharing to share a custom object, only users with the “Modify All Data” permission can add or change the sharing on the custom object's record, and the sharing access is maintained across record owner changes.
IN THIS SECTION:
Profiles define how users access objects and data, and what they can do within the application. When you create users, you assign a profile to each one.
Revoking Permissions and Access
Who Has Access to Account Records?
SEE ALSO:
248
Set Up and Maintain Your Salesforce Organization User Permissions and Access
User Permissions and Access
User permissions and access settings are specified in profiles and permission sets. To use them effectively, understand the differences between profiles and permission sets.
User permissions and access settings specify what users can do within an organization:
•
Permissions determine a user's ability to edit an object record, view the Setup menu, empty the organizational Recycle Bin, or reset a user's password.
•
Access settings determine other functions, such as access to Apex classes, app visibility, and the hours when users can log in.
Every user is assigned only one profile, but can also have multiple permission sets. When determining access for your users, use profiles to assign the minimum permissions and access settings for specific groups of users. Then use permission sets to grant more permissions as needed.
This table shows the types of permissions and access settings that are specified in profiles and permission sets.
In Profiles?
In Permission Sets?
Permission or Setting Type
Assigned apps
Tab settings
Record type assignments
Page layout assignments
Object permissions
Field permissions
User permissions (app and system)
Apex class access
Visualforce page access
External data source access
Service provider access (if
Salesforce is enabled as an identity provider)
Custom permissions
Desktop client access
Login hours
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
The available permissions and settings vary according to which Salesforce edition you have.
Permission sets available in:
Contact Manager,
Professional, Group,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
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Set Up and Maintain Your Salesforce Organization
Permission or Setting Type
Login IP ranges
In Profiles?
In Permission Sets?
SEE ALSO:
Revoking Permissions and Access
Profiles
Profiles define how users access objects and data, and what they can do within the application.
When you create users, you assign a profile to each one.
EDITIONS
Watch how you can grant users access to objects using profiles.
Who Sees What: Object Access (Salesforce Classic)
Your org includes several standard profiles where you can edit a limited number of settings. With editions that contain custom profiles, you can edit all permissions and settings except the user license. In Contact Manager and Group Edition orgs, you can assign standard profiles to your users, but you can’t view or edit the standard profiles, and you can’t create custom profiles.
Every profile belongs to exactly one user license type.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
IN THIS SECTION:
Work in the Enhanced Profile User Interface Page
In the enhanced profile user interface, the profile overview page provides an entry point for all settings and permissions for a profile.
Work in the Original Profile Interface
To view a profile on the original profile page, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, then select the profile you want.
Every org includes standard profiles that you can assign to users. In standard profiles, you can edit some settings.
Profiles define how users access objects and data, and what they can do within the application. When you create users, you assign a profile to each one. To view the profiles in your organization, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
Instead of creating profiles, save time by cloning existing profiles and customizing them.
Viewing a Profile's Assigned Users
To view all users that are assigned to a profile from the profile overview page, click Assigned Users (in the enhanced profile user interface) or View Users (in the original profile user interface). From the assigned users page, you can:
Edit Object Permissions in Profiles
Object permissions specify the type of access that users have to objects.
250
Profiles
Set Up and Maintain Your Salesforce Organization
View and Edit Tab Settings in Permission Sets and Profiles
Tab settings specify whether a tab appears in the All Tabs page or is visible in a tab set.
View and Edit Assigned Apps in Profiles
Assigned app settings specify the apps that users can select in the Force.com app menu.
Enable Custom Permissions in Profiles
Custom permissions give you a way to provide access to custom processes or apps. After you’ve created a custom permission and associated it with a process or app, you can enable the permission in profiles.
View and Edit Session Timeout Settings in Profiles
Use Session Settings to set how many minutes or hours of inactivity elapse before a user’s authentication session times out. At the end of the session, the user needs to log in again.
View and Edit Password Policies in Profiles
To ensure that the appropriate level of password security is used for your organization, specify password requirements with Password
Policies settings for users assigned to a profile. Profile Password Policies settings override the organization-wide Password Policies for that profile’s users. If you do not set Password Policies on a profile, the organization-wide Password Policies apply. New profile
Password Policies take effect for existing profile users when they reset their passwords.
Password Policy Fields in Profiles
Specify password requirements with Password Policies settings. Refer to these field descriptions to understand how each one impacts a profile’s password requirements.
A permission set is a collection of settings and permissions that give users access to various tools and functions. The settings and permissions in permission sets are also found in profiles, but permission sets extend users’ functional access without changing their profiles.
App and System Settings in Permission Sets
To quickly navigate to other pages in a permission set, you can enter search terms in any permission set detail page.
View and Edit Assigned Apps in Permission Sets
Assigned app settings specify the apps that users can select in the Force.com app menu.
Assign Custom Record Types in Permission Sets
Enable Custom Permissions in Permission Sets
Custom permissions give you a way to provide access to custom processes or apps. After you’ve created a custom permission and associated it with a process or app, you can enable the permission in permission sets.
Manage Permission Set Assignments
You can assign permission sets to a single user from the user detail page or assign multiple users to a permission set from any permission set page.
SEE ALSO:
Edit Multiple Profiles with Profile List Views
Profiles
251
Set Up and Maintain Your Salesforce Organization
Work in the Enhanced Profile User Interface Page
In the enhanced profile user interface, the profile overview page provides an entry point for all settings and permissions for a profile.
To open the profile overview page, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles and click the profile you want to view.
From the profile overview page, you can:
•
Search for an object, permission, or setting
•
•
If it's a custom profile, delete the profile by clicking Delete
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Note:
You can’t delete a profile that’s assigned to a user, even if the user is inactive.
•
Change the profile name or description by clicking Edit Properties
•
View a list of users who are assigned to the profile
•
Under Apps and System, click any of the links to view or edit permissions and settings.
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
IN THIS SECTION:
Enhanced Profile User Interface Overview
App and System Settings in the Enhanced Profile User Interface
Search in the Enhanced Profile User Interface
To locate an object, tab, permission, or setting name on a profile page, type at least three consecutive letters in the Find Settings box. As you type, suggestions for results that match your search terms appear in a list. Click an item in the list to go to its settings page.
To view profiles:
•
View Setup and
Configuration
To delete profiles and edit profile properties:
•
Manage Profiles and
Permission Sets
Assign Record Types and Page Layouts in the Enhanced Profile User Interface
View and Edit Login Hours in the Enhanced Profile User Interface
For each profile, you can specify the hours when users can log in.
Restrict Login IP Ranges in the Enhanced Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
SEE ALSO:
Enhanced Profile User Interface Overview
Profiles
252
Set Up and Maintain Your Salesforce Organization
Enhanced Profile User Interface Overview
The enhanced profile user interface provides a streamlined experience for managing profiles. With it, you can easily navigate, search, and modify settings for a profile.
To enable the enhanced profile user interface, from Setup, enter
User Interface
in the
Quick Find
box, then select User Interface, then select Enable Enhanced Profile User
Interface and click Save. Your organization can only use one profile user interface at a time.
Note:
You can't use the enhanced profile user interface if:
•
You use Microsoft
®
Internet Explorer
®
6 or earlier to manage your profiles (unless you've installed the Google Chrome Frame
™
plug-in for Internet Explorer).
•
Your organization uses category groups on guest profiles used for sites.
•
Your organization delegates partner portal administration to portal users.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
SEE ALSO:
Work in the Enhanced Profile User Interface Page
USER PERMISSIONS
To enable the enhanced profile user interface:
•
Customize Application
App and System Settings in the Enhanced Profile User Interface
In the enhanced profile user interface, administrators can easily navigate, search, and modify settings for a single profile. Permissions and settings are organized into pages under app and system categories, which reflect the rights users need to administer and use app and system resources.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
App Settings
Apps are sets of tabs that users can change by selecting the drop-down menu in the header. All underlying objects, components, data, and configurations remain the same, regardless of the selected app. In selecting an app, users navigate in a set of tabs that allows them to efficiently use the underlying functionality for app-specific tasks. For example, let's say you do most of your work in the sales app, which includes tabs like Accounts and Opportunities. To track a new marketing campaign, rather than adding the Campaigns tab to the sales app, you select Marketing from the app drop-down to view your campaigns and campaign members.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
In the enhanced profile user interface, the Apps section of the overview page contains settings that are directly associated with the business processes that the apps enable. For example, customer service agents may need to manage cases, so the “Manage Cases” permission is in the Call Center section of the App Permissions page. Some app settings aren't related to app permissions. For example, to enable the Time-Off Manager app from the AppExchange, users need access to the appropriate Apex classes and Visualforce pages, as well as the object and field permissions that allow them to create new time-off requests.
Note: Regardless of the currently selected app, all of a user's permissions are respected. For example, although the “Import Leads” permission is under the Sales category, a user can import leads even while in the Service app.
Profiles
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Set Up and Maintain Your Salesforce Organization
System Settings
Some system functions apply to an organization and not to any single app. For example, login hours and login IP ranges control a user's ability to log in, regardless of which app the user accesses. Other system functions apply to all apps. For example, the “Run Reports” and
“Manage Dashboards” permissions allow managers to create and manage reports in all apps. In some cases, such as with “Modify All
Data,” a permission applies to all apps, but also includes non-app functions, like the ability to download the Data Loader.
SEE ALSO:
Enhanced Profile User Interface Overview
Search in the Enhanced Profile User Interface
To locate an object, tab, permission, or setting name on a profile page, type at least three consecutive letters in the Find Settings box. As you type, suggestions for results that match your search terms appear in a list. Click an item in the list to go to its settings page.
Search terms aren’t case-sensitive. For some categories, you can search for the specific permission or setting name. For other categories, search for the category name.
Item
Assigned apps
Objects
•
Fields
•
Record types
•
Page layout assignments
Tabs
App and system permissions
All other categories
Search for
App name
Object name
Parent object name
Example
Type
sales
in the Find Settings box, then select
Sales
from the list.
Let’s say you have an Albums custom object.
Type
albu
, then select
Albums
.
Let’s say your Albums object contains a
Description field. To find the
Description field for albums, type
albu
, select
Albums
, and scroll down to
Description
under
Field Permissions.
Type
rep
, then select
Reports
.
Tab or parent object name
Permission name Type
api
, then select
API Enabled
.
Category name To find Apex class access settings, type
apex
, then select
Apex Class Access
. To find custom permissions, type
cust
, then select
Custom Permissions
. And so on.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
The available profile permissions and settings vary according to which
Salesforce edition you have.
USER PERMISSIONS
To find permissions and settings in a profile:
•
View Setup and
Configuration
Profiles
If no results appear in a search:
•
Check if the permission, object, tab, or setting you’re searching for is available in the current organization.
•
Verify that the item you’re searching for is available for the user license that’s associated with the current profile. For example, a profile with the High Volume Customer Portal license doesn’t include the “Modify All Data” permission.
•
Ensure that your search term contains at least three consecutive characters that match the name of the item you want to find.
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Set Up and Maintain Your Salesforce Organization
•
Make sure that you spelled the search term correctly.
SEE ALSO:
Enhanced Profile User Interface Overview
Assign Record Types and Page Layouts in the Enhanced Profile User Interface
In the enhanced profile user interface, Record Types and Page Layout Assignments settings determine the record type and page layout assignment mappings that are used when users view records.
They also determine which record types are available when users create or edit records.
EDITIONS
To specify record types and page layout assignments:
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
Available in: Salesforce
Classic and Lightning
Experience
3. In the Find Settings... box, enter the name of the object you want and select it from the list.
4. Click Edit.
5. In the Record Types and Page Layout Assignments section, make changes to the settings as needed.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Record types available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Setting Description
Record Types
USER PERMISSIONS
Lists all existing record types for the object.
--Master--
is a system-generated record type that's used when a record has no custom record type associated with it.
When
--Master--
is assigned, users can't set a record type to a record, such as during record creation. All other record types are custom record types.
To edit record type and page layout access settings:
•
Manage Profiles and
Permission Sets
Page Layout Assignment
Assigned Record Types
Default Record Type
The page layout to use for each record type. The page layout determines the buttons, fields, related lists, and other elements that users with this profile see when creating records with the associated record type. Since all users can access all record types, every record type must have a page layout assignment, even if the record type isn't specified as an assigned record type in the profile.
Record types that are checked in this column are available when users with this profile create records for the object. If
--Master--
is selected, you can't select any custom record types; and if any custom record types are selected, you can't select
--Master--
.
The default record type to use when users with this profile create records for the object.
Profiles
The Record Types and Page Layout Assignments settings have some variations for the following objects or tabs.
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Set Up and Maintain Your Salesforce Organization
Object or Tab
Accounts
Cases
Home
Variation
If your organization uses person accounts, the accounts object additionally includes
Business Account Default Record Type and Person Account Default Record Type settings, which specify the default record type to use when the profile's users create business or person account records from converted leads.
The cases object additionally includes Case Close settings, which show the page layout assignments to use for each record type on closed cases. That is, the same record type may have different page layouts for open and closed cases. With this additional setting, when users close a case, the case may have a different page layout that exposes how it was closed.
You can't specify custom record types for the home tab. You can only select a page layout assignment for the --Master-- record type.
Profiles
6. Click Save.
SEE ALSO:
How is record type access specified?
Assign Custom Record Types in Permission Sets
Work in the Enhanced Profile User Interface Page
View and Edit Login Hours in the Enhanced Profile User Interface
For each profile, you can specify the hours when users can log in.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile and click its name.
3. In the profile overview page, scroll down to Login Hours and click Edit.
4. Set the days and hours when users with this profile can log in to the organization.
To allow users to log in at any time, click Clear all times. To prohibit users from using the system on a specific day, set the start and end times to the same value.
If users are logged in when their login hours end, they can continue to view their current page, but they can’t take any further action.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view login hour settings:
•
View Setup and
Configuration
To edit login hour settings:
•
Manage Profiles and
Permission Sets
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Set Up and Maintain Your Salesforce Organization
Note: The first time login hours are set for a profile, the hours are based on the organization’s
Default Time Zone
as specified on the Company Information page in Setup. After that, any changes to the organization’s
Default Time Zone won’t change the time zone for the profile’s login hours. As a result, the login hours are always applied at those exact times even if a user is in a different time zone or if the organization’s default time zone is changed.
Depending on whether you’re viewing or editing login hours, the hours may appear differently. On the Login Hours edit page, hours are shown in your specified time zone. On the profile overview page, they appear in the organization’s original default time zone.
SEE ALSO:
Enhanced Profile User Interface Overview
Restrict Login IP Ranges in the Enhanced Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile.
When you define IP address restrictions for a profile, a login from any other IP address is denied.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile and click its name.
3. In the profile overview page, click Login IP Ranges.
4. Specify allowed IP addresses for the profile.
•
To add a range of IP addresses from which users can log in, click Add IP Ranges. Enter a valid IP address in the
IP Start Address
and a higher-numbered IP address in the
IP End Address
field. To allow logins from only a single IP address, enter the same address in both fields.
•
To edit or remove ranges, click Edit or Delete for that range.
Important:
•
The IP addresses in a range must be either IPv4 or IPv6. In ranges, IPv4 addresses exist in the IPv4-mapped IPv6 address space
::ffff:0:0
to
::ffff:ffff:ffff
, where
::ffff:0:0
is
0.0.0.0
and
::ffff:ffff:ffff
is
255.255.255.255.
A range can’t include IP addresses both inside and outside of the IPv4-mapped IPv6 address space. Ranges like
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
aren’t allowed.
•
Partner User profiles are limited to five IP addresses. To increase this limit, contact
Salesforce.
•
The Salesforce Mobile Classic app can bypass IP ranges that are defined for profiles.
Salesforce Mobile Classic initiates a secure connection to Salesforce over the mobile carrier’s network. However, the mobile carrier’s IP addresses can be outside of the IP ranges allowed for the user’s profile. To prevent bypassing IP definitions on a profile,
disable Salesforce Mobile Classic
on page 869 for that user.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view login IP ranges:
•
View Setup and
Configuration
To edit and delete login IP ranges:
•
Manage Profiles and
Permission Sets
5. Optionally enter a description for the range. If you maintain multiple ranges, use the Description field to provide details, like which part of your network corresponds to this range.
Note: You can further restrict access to Salesforce to only those IPs in Login IP Ranges. To enable this option, in Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings and select Enforce login IP ranges on every
request. This option affects all user profiles that have login IP restrictions.
257
Profiles
Set Up and Maintain Your Salesforce Organization
Work in the Original Profile Interface
To view a profile on the original profile page, from Setup, enter
Profiles
in the
Quick Find box, then select Profiles, then select the profile you want.
EDITIONS
On the profile detail page, you can:
•
Available in: Salesforce
Classic and Lightning
Experience
•
Create a profile based on this profile
•
For custom profiles only, click Delete to delete the profile
Note:
You can’t delete a profile that’s assigned to a user, even if the user is inactive.
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
•
View the users who are assigned to this profile
IN THIS SECTION:
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Edit Profiles in the Original Profile Interface
Profiles define how users access objects and data and what they can do within the application.
In standard profiles, you can edit a limited number of settings. In custom profiles, you can edit all available permissions and settings, except the user license.
Profile Settings in the Original Profile Interface
Profiles define how users access objects and data and what they can do within the application. View or edit these settings from the original profile detail page.
Assign Page Layouts in the Original Profile User Interface
If you’re already working in an original profile user interface, you can access, view, and edit all page layout assignments easily in one location.
View and Edit Desktop Client Access in the Original Profile User Interface
Assign Record Types to Profiles in the Original Profile User Interface
After you create record types and include picklist values in them, add record types to user profiles. If you assign a default record type to a profile, users with that profile can assign the record type to records that they create or edit.
View and Edit Login Hours in the Original Profile User Interface
Specify the hours when users can log in based on the user profile.
Restrict Login IP Addresses in the Original Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
Profiles
258
Set Up and Maintain Your Salesforce Organization
Edit Profiles in the Original Profile Interface
Profiles define how users access objects and data and what they can do within the application. In standard profiles, you can edit a limited number of settings. In custom profiles, you can edit all available permissions and settings, except the user license.
Note: Editing some permissions can result in enabling or disabling other ones. For example, enabling “View All Data” enables “Read” for all objects. Likewise, enabling “Transfer Leads” enables “Read” and “Create” on leads.
Tip:
If enhanced profile list views are enabled for your organization, you can change permissions for multiple profiles from the list view.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select the profile you want to change.
3. On the profile detail page, click Edit.
SEE ALSO:
Assign Page Layouts in the Original Profile User Interface
Profile Settings in the Original Profile Interface
View and Edit Desktop Client Access in the Original Profile User Interface
Assign Record Types to Profiles in the Original Profile User Interface
View and Edit Login Hours in the Original Profile User Interface
Restrict Login IP Addresses in the Original Profile User Interface
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit profiles:
•
Manage Profiles and
Permission Sets
AND
Customize Application
Profiles
259
Set Up and Maintain Your Salesforce Organization
Profile Settings in the Original Profile Interface
Profiles define how users access objects and data and what they can do within the application.
View or edit these settings from the original profile detail page.
Setting
Profile name and description (custom profiles only)
To view or edit, go to
Profile Detail
Administrative and general permissions (custom profiles only)
Administrative Permissions
App visibility settings Custom App Settings
Console layouts for all profiles
Custom permissions
Desktop client access settings
External data sources
Console Settings
Enabled Custom Permissions
Desktop Integration Clients
Enabled External Data Source Access
Field access in objects
Login hours
Login IP address ranges
Field-Level Security
Login Hours
Login IP Ranges section, click New, or click Edit next to an existing IP range.
Note: You can further restrict access to
Salesforce to only those IPs in Login IP
Ranges. To enable this option, in Setup, enter
Session Settings
in the
Quick Find
box, then select Session
Settings and select Enforce login IP
ranges on every request. This option affects all user profiles that have login IP restrictions.
Object permissions
Page layouts
Record types
Tab visibility settings
Executable Apex classes
Executable Visualforce pages
Standard Object Permissions
Page Layouts
Record Type Settings section. You see the Edit link only if record types exist for the object.
Tab Settings
Enabled Apex Class Access
Enabled Visualforce Page Access
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit profiles:
•
Manage Profiles and
Permission Sets
AND
Customize Application
Profiles
260
Set Up and Maintain Your Salesforce Organization
Setting
Service presence statuses
To view or edit, go to
Enabled Service Presence Status Access
SEE ALSO:
Edit Profiles in the Original Profile Interface
Assign Page Layouts in the Original Profile User Interface
If you’re already working in an original profile user interface, you can access, view, and edit all page layout assignments easily in one location.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
3. Click View Assignment next to any tab name in the Page Layouts section.
4. Click Edit Assignment.
5. Use the table to specify the page layout for each profile. If your organization uses record types, a matrix displays a page layout selector for each profile and record type.
•
Selected page layout assignments are highlighted.
•
Page layout assignments you change are italicized until you save your changes.
6. If necessary, select another page layout from the
Page Layout To Use
drop-down list and repeat the previous step for the new page layout.
7. Click Save.
SEE ALSO:
Work in the Original Profile Interface
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Record types available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To assign page layouts in profiles:
•
Manage Profiles and
Permission Sets
Profiles
261
Set Up and Maintain Your Salesforce Organization
View and Edit Desktop Client Access in the Original Profile User Interface
Connect Offline and Connect for Office are desktop clients that integrate Salesforce with your PC.
As an administrator, you can control which desktop clients your users can access as well as whether users are automatically notified when updates are available.
Note: To access desktop clients, users must also have the “API Enabled” permission.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Click Edit next to a profile name, and scroll to the Desktop Integration Clients section at the bottom of the page.
SEE ALSO:
Work in the Original Profile Interface
EDITIONS
Connect Offline available in:
Salesforce Classic
Connect Offline available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Connect for Office available in: both Salesforce Classic and Lightning Experience
Connect for Office available in: All Editions except
Database.com
USER PERMISSIONS
To view desktop client access settings:
•
View Setup and
Configuration
To edit desktop client access settings:
•
Manage Profiles and
Permission Sets
Assign Record Types to Profiles in the Original Profile User Interface
After you create record types and include picklist values in them, add record types to user profiles.
If you assign a default record type to a profile, users with that profile can assign the record type to records that they create or edit.
Note: Users can view records of any record type, even if the record type is not associated with their profile.
You can associate several record types with a profile. For example, a user needs to create hardware and software sales opportunities. In this case, you can create and add both “Hardware” and “Software” record types to the user’s profile.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile. The record types available for that profile are listed in the Record Type Settings section.
3. Click Edit next to the appropriate type of record.
4. Select a record type from the Available Record Types list and add it to the Selected Record Types list.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To assign record types to profiles:
•
Customize Application
Profiles
262
Set Up and Maintain Your Salesforce Organization
Master is a system-generated record type that's used when a record has no custom record type associated with it. When you assign
Master
, users can't set a record type to a record, such as during record creation. All other record types are custom record types.
5. From
Default
, choose a default record type.
If your organization uses person accounts, this setting also controls which account fields display in the
Quick Create
area of the accounts home page.
6. If your organization uses person accounts, set default record type options for both person accounts and business accounts. From the
Business Account Default Record Type
and then the
Person Account Default Record Type drop-down list, choose a default record type.
These settings are used when defaults are needed for both kinds of accounts, such as when converting leads.
7. Click Save.
Options in the Record Type Settings section are blank wherever no record types exist. For example, if you have two record types for opportunities but no record types for accounts, the Edit link only displays for opportunities. In this example, the picklist values and default value for the master are available in all accounts.
Note: If your organization uses person accounts, you can view the record type defaults for business accounts and person accounts.
Go to Account Record Type Settings in the profile detail page. Clicking Edit in the Account Record Type Settings is another way to begin setting record type defaults for accounts.
SEE ALSO:
How is record type access specified?
Work in the Original Profile Interface
Assign Custom Record Types in Permission Sets
View and Edit Login Hours in the Original Profile User Interface
Specify the hours when users can log in based on the user profile.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, and select a profile.
2. Click Edit in the Login Hours related list.
3. Set the days and hours when users with this profile can use the system.
To allow users to log in at any time, click Clear All Times. To prohibit users from using the system on a specific day, set the start and end times to the same value.
If users are logged in when their login hours end, they can continue to view their current page, but they can’t take any further action.
4. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To set login hours:
•
Manage Profiles and
Permission Sets
Profiles
263
Set Up and Maintain Your Salesforce Organization
Note: The first time login hours are set for a profile, the hours are based on the organization’s
Default Time Zone
as specified on the Company Information page in Setup. After that, any changes to the organization’s
Default Time Zone won’t change the time zone for the profile’s login hours. As a result, the login hours are always applied at those exact times even if a user is in a different time zone or if the organization’s default time zone is changed.
Depending on whether you’re viewing or editing login hours, the hours appear differently. On the profile detail page, hours are shown in your specified time zone. On the Login Hours edit page, they appear in the organization’s default time zone.
SEE ALSO:
Work in the Original Profile Interface
Restrict Login IP Addresses in the Original Profile User Interface
Restrict Login IP Addresses in the Original Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile.
When you define IP address restrictions for a profile, a login from any other IP address is denied.
EDITIONS
1. How you restrict the range of valid IP addresses on a profile depends on your Salesforce edition.
•
If you’re using an Enterprise, Unlimited, Performance, or Developer edition, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, and select a profile.
Available in: Salesforce
Classic and Lightning
Experience
•
If you’re using a Professional, Group, or Personal edition, from Setup, enter
Session
Settings
in the
Quick Find
box, then select Session Settings.
Available in all editions
USER PERMISSIONS
2. Click New in the Login IP Ranges related list.
3. Enter a valid IP address in the in the
IP End Address
IP Start Address
field.
field and a higher-numbered IP address
To view login IP ranges:
•
View Setup and
Configuration
The start and end addresses define the range of allowable IP addresses from which users can log in. To allow logins from a single IP address, enter the same address in both fields.
•
The IP addresses in a range must be either IPv4 or IPv6. In ranges, IPv4 addresses exist in the IPv4-mapped IPv6 address space
::ffff:0:0
to
::ffff:ffff:ffff
, where
::ffff:0:0
is
0.0.0.0
and
::ffff:ffff:ffff
is
255.255.255.255.
To edit and delete login IP ranges:
•
Manage Profiles and
Permission Sets
A range can’t include IP addresses both inside and outside of the IPv4-mapped IPv6 address space. Ranges like
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
aren’t allowed.
•
Partner User profiles are limited to five IP addresses. To increase this limit, contact Salesforce.
•
The Salesforce Mobile Classic app can bypass IP ranges that are defined for profiles. Salesforce Mobile Classic initiates a secure connection to Salesforce over the mobile carrier’s network. However, the mobile carrier’s IP addresses can be outside of the IP
on page
869 for that user.
4. Optionally enter a description for the range. If you maintain multiple ranges, use the Description field to provide details, such as which part of your network corresponds to this range.
5. Click Save.
Note: Cache settings on static resources are set to private when accessed via a Force.com site whose guest user's profile has restrictions based on IP range or login hours. Sites with guest user profile restrictions cache static resources only within the browser.
Also, if a previously unrestricted site becomes restricted, it can take up to 45 days for the static resources to expire from the Salesforce cache and any intermediate caches.
Profiles
264
Set Up and Maintain Your Salesforce Organization
Note: You can further restrict access to Salesforce to only those IPs in Login IP Ranges. To enable this option, in Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings and select Enforce login IP ranges on every
request. This option affects all user profiles that have login IP restrictions.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
View and Edit Login Hours in the Original Profile User Interface
Work in the Original Profile Interface
Standard Profiles
Every org includes standard profiles that you can assign to users. In standard profiles, you can edit some settings.
Every org includes standard profiles. In Professional, Enterprise, Unlimited, Performance, and
Developer Editions, you can use standard profiles or create, edit, and delete custom profiles. In orgs where you can’t create custom profiles (such as Contact Manager and Group Editions), you can assign standard profiles to your users, but you can’t view or edit them.
The following table lists commonly used permissions in standard profiles.
Profile Name
System Administrator
Standard Platform User
Standard Platform One App User
Standard User
Available Permissions
Can configure and customize the application.
Has access to all functionality that does not require an additional license. For example, administrators cannot manage campaigns unless they also have a Marketing User license.
Can manage price books and products. Can edit any quota, override forecasts, and view any forecast.
Can use custom Force.com AppExchange apps developed in your org or installed from
AppExchange. In addition, can use core platform functionality such as accounts, contacts, reports, dashboards, and custom tabs.
Can use one custom AppExchange app developed in your org or installed from
AppExchange. The custom app is limited to five tabs. In addition, can use core platform functionality such as accounts, contacts, reports, dashboards, and custom tabs.
Can create and edit most major types of records, run reports, and view the org's setup. Can view, but not manage, campaigns. Can create, but not review, solutions. Can edit personal quota and override forecasts.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Your edition determines which standard profiles are available.
Profiles
265
Set Up and Maintain Your Salesforce Organization
Profile Name
Customer Community User
Customer Community Plus User
Partner Community User
Customer Portal User
High Volume Customer Portal
Authenticated Website
Customer Portal Manager
Partner User
Solution Manager
Marketing User
Contract Manager
Read Only
Chatter Only User
Available Permissions
Can log in via a community. Your community settings and sharing model determine their access to tabs, objects, and other features.
For more information, see
Can log in via a Customer Portal or a community. Can view and edit data they directly own or data owned by or shared with users below them in the Customer Portal role hierarchy; and they can view and edit cases where they are listed in the
Contact Name field.
Can log in via a Customer Portal or a community.
The High Volume Customer Portal and Authenticated Website profiles are high-volume portal users.
Can log in via a Customer Portal or a community. Can view and edit data they directly own or data owned by or shared with users below them in the Customer Portal role hierarchy; and they can view and edit cases where they are listed in the
Contact Name field.
Can log in via a partner portal or a community.
Can review and publish solutions. Also has access to the same functionality as the Standard User.
Can manage campaigns, create letterheads, create HTML email templates, manage public documents, and add campaign members and update their statuses with the Data Import Wizard. Also has access to the same functionality as the Standard User.
Can create, edit, activate, and approve contracts. This profile can also delete contracts as long as they are not activated. Can edit personal quota and override forecasts.
Can view the org’s setup, run and export reports, and view, but not edit, other records.
Can only log in to Chatter. Can access all standard Chatter people, profiles, groups, and files. Additionally, they can:
•
View Salesforce accounts and contacts
•
Use Salesforce CRM Content, Ideas, and Answers
•
Access dashboards and reports
•
Use and approve workflows
•
Use the calendar to create and track activities
•
View and modify up to ten custom objects
•
Add records to groups
Profiles
266
Set Up and Maintain Your Salesforce Organization
Profile Name
Chatter Free User
Chatter External User
Chatter Moderator User
Site.com Only User
Available Permissions
Note: You must expose the tabs for the standard Salesforce objects that the Chatter Only user profile can access, as they are hidden by default for these users.
Professional Edition organizations must have Profiles enabled to perform these tasks. Contact your Salesforce representative for more information.
Only available with the Chatter Only user license.
For more information on Chatter Plus users, see
Chatter Plus
Frequently Asked Questions
.
Can only log in to Chatter. Can access all standard Chatter people, profiles, groups, and files.
Only available with the Chatter Free user license.
Can only log in to Chatter and access groups they've been invited to and interact with members of those groups. Only available with the Chatter External user license.
Can log in to Chatter. Can access all standard Chatter people, profiles, groups, and files. Additionally, this user can:
•
Activate and deactivate other Chatter Free users and moderators
•
Grant and revoke moderator privileges
•
Delete posts and comments that they can see
•
Edit their own posts and comments
Note:
Changing a user's profile from Chatter Moderator
User to Chatter Free User removes moderator privileges in
Chatter.
Only available with the Chatter Free user license.
Can only log in to the Site.com app. Each Site.com Only user also needs a Site.com Publisher feature license to create and publish sites, or a Site.com Contributor feature license to edit the site’s content.
Additionally, this user can:
•
Use one custom app with up to 20 custom objects
•
Access the Content app, but not the Accounts and Contacts objects
•
Create unlimited custom tabs
Profiles
267
Set Up and Maintain Your Salesforce Organization
Profile Name Available Permissions
Only available with the Site.com Only user license.
SEE ALSO:
Manage Profile Lists
Profiles define how users access objects and data, and what they can do within the application.
When you create users, you assign a profile to each one. To view the profiles in your organization, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
Viewing Enhanced Profile Lists
If enhanced profile list views are enabled for your organization, you can use additional tools to customize, navigate, manage, and print profile lists.
•
Show a filtered list of profiles by selecting a view from the drop-down list.
•
Delete a view by selecting it from the drop-down list and clicking Delete.
•
Create a list view or edit an existing view
.
•
.
•
Print the list view by clicking .
•
Refresh the list view after creating or editing a view by clicking
•
Edit permissions directly in the list view
.
•
View or edit a profile by clicking its name.
•
Delete a custom profile by clicking Del next to its name.
.
Note: You can’t delete a profile that’s assigned to a user, even if the user is inactive.
Viewing the Basic Profile List
•
.
•
View or edit a profile by clicking its name.
•
Delete a custom profile by clicking Del next to its name.
IN THIS SECTION:
Creating and Editing Profile List Views
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view profiles, and print profile lists:
•
View Setup and
Configuration
To delete profile list views:
•
Manage Profiles and
Permission Sets
To delete custom profiles:
•
Manage Profiles and
Permission Sets
Profiles
268
Set Up and Maintain Your Salesforce Organization
Edit Multiple Profiles with Profile List Views
If enhanced profile list views are enabled for your organization, you can change permissions in up to 200 profiles directly from the list view, without accessing individual profile pages.
SEE ALSO:
Edit Multiple Profiles with Profile List Views
Creating and Editing Profile List Views
show a set of profiles with the fields you choose. For example, you could create a list view of all profiles in which “Modify All Data” is enabled.
1. In the Profiles page, click Create New View, or select a view and click Edit.
2. Enter the view name.
3. Under Specify Filter Criteria, specify the conditions that the list items must match, such as
Modify All Data equals True
.
a. Type a setting name, or click the lookup icon
to search for and select the setting you want.
b. Choose a filter operator.
c. Enter the value that you want to match.
d. To specify another filter condition, click Add New. You can specify up to 25 filter condition rows.
To remove a filter condition row and clear its values, click the remove row icon .
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
4. Under Select Columns to Display, specify the profile settings that you want to appear as columns in the list view.
a. From the Search drop-down list, select the type of setting you want to search for.
b. Enter part or all of a word in the setting you want to add and click Find.
To create, edit, and delete profile list views:
•
Manage Profiles and
Permission Sets
Note: If the search finds more than 500 values, no results appear. Use the preceding steps to refine your search criteria and show fewer results.
c. To add or remove columns, select one or more column names and click the Add or Remove arrow.
d. Use the Top, Up, Down, and Bottom arrows to arrange the columns in the sequence you want.
You can add up to 15 columns in a single list view.
5. Click Save, or if you're cloning an existing view, rename it and click Save As.
SEE ALSO:
Edit Multiple Profiles with Profile List Views
Profiles
269
Set Up and Maintain Your Salesforce Organization
Edit Multiple Profiles with Profile List Views
If enhanced profile list views are enabled for your organization, you can change permissions in up to 200 profiles directly from the list view, without accessing individual profile pages.
Editable cells display a pencil icon ( ) when you hover over the cell, while non-editable cells display a lock icon ( ). In some cases, such as in standard profiles, the pencil icon appears but the setting is not actually editable.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Warning: Use care when editing profiles with this method. Because profiles affect a user's fundamental access, making mass changes may have a widespread effect on users in your organization.
1. Select or create a list view that includes the profiles and permissions you want to edit.
2. To edit multiple profiles, select the checkbox next to each profile you want to edit.
If you select profiles on multiple pages, Salesforce remembers which profiles are selected.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
3. Double-click the permission you want to edit.
For multiple profiles, double-click the permission in any of the selected profiles.
4. In the dialog box that appears, enable or disable the permission.
In some cases, changing a permission may also change other permissions. For example, if
“Customize Application” and “View Setup and Configuration” are disabled and you enable
“Customize Application,” then “View Setup and Configuration” is also enabled. In this case, the dialog box lists the affected permissions.
To edit multiple profiles from the list view:
•
Manage Profiles and
Permission Sets
AND
Customize Application
5. To change multiple profiles, select All
n
selected records (where
n
is the number of profiles you selected).
6. Click Save.
Note:
•
For standard profiles, inline editing is available only for the “Single Sign-On” and “Affected By Divisions” permissions.
•
If you edit multiple profiles, only those profiles that support the permission you are changing will change. For example, if you use inline editing to add “Modify All Data” to multiple profiles, but because of its user license the profile doesn't have “Modify
All Data,” the profile won't change.
If any errors occur, an error message appears, listing each profile in error and a description of the error. Click the profile name to open the profile detail page. The profiles you've clicked appear in the error window in gray, strike-through text. To view the error console, you must have pop-up blockers disabled for the Salesforce domain.
Any changes you make are recorded in the setup audit trail.
SEE ALSO:
Profiles
270
Set Up and Maintain Your Salesforce Organization
Clone Profiles
Instead of creating profiles, save time by cloning existing profiles and customizing them.
Tip: If you clone profiles to enable certain permissions or access settings, consider using permission sets. For more information, see
Permission Sets . Also, if your profile name contains
more than one word, avoid extraneous spacing. For example, “Acme User” and “Acme User” are identical other than spacing between “Acme” and “User.” Using both profiles in this case can result in confusion for admins and users.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. In the Profiles list page, do one of the following:
•
Click New Profile, then select an existing profile that’s similar to the one you want to create.
•
If enhanced profile list views are enabled, click Clone next to a profile that’s similar to the one you want to create.
•
Click the name of a profile that’s similar to the one you want to create, then in the profile page, click Clone.
A new profile uses the same user license as the profile it was cloned from.
3. Enter a profile name.
4. Click Save.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create profiles:
•
Manage Profiles and
Permission Sets
Viewing a Profile's Assigned Users
To view all users that are assigned to a profile from the profile overview page, click Assigned Users
(in the enhanced profile user interface) or View Users (in the original profile user interface). From the assigned users page, you can:
•
•
Reset passwords for selected users
•
•
View a user's detail page by clicking the name, alias, or username
•
View or edit a profile by clicking the profile name
•
If Google Apps
™
is enabled in your organization, export users to Google and create Google
Apps accounts by clicking Export to Google Apps
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Profiles
271
Set Up and Maintain Your Salesforce Organization
Edit Object Permissions in Profiles
Object permissions specify the type of access that users have to objects.
1. From Setup, either:
•
Enter
Permission Sets
in the
Quick Find
box, then select Permission Sets, or
•
Enter
Profiles
in the
Quick Find
box, then select Profiles
2. Select a permission set or profile.
3. Depending on which interface you're using, do one of the following:
•
Permission sets or enhanced profile user interface—In the Find Settings... box, enter the name of the object and select it from the list. Click Edit, then scroll to the Object Permissions section.
•
Original profile user interface—Click Edit, then scroll to the Standard Object Permissions,
Custom Object Permissions, or External Object Permissions section.
4. Specify the object permissions.
5. Click Save.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view object permissions:
•
View Setup and
Configuration
To edit object permissions:
•
Manage Profiles and
Permission Sets
AND
Customize Application
Profiles
272
Set Up and Maintain Your Salesforce Organization
View and Edit Tab Settings in Permission Sets and Profiles
Tab settings specify whether a tab appears in the All Tabs page or is visible in a tab set.
1. From Setup, either:
•
Enter
Permission Sets
in the
Quick Find
box, then select Permission Sets, or
•
Enter
Profiles
in the
Quick Find
box, then select Profiles
2. Select a permission set or profile.
3. Do one of the following:
•
Permission sets or enhanced profile user interface—In the Find Settings... box, enter the name of the tab you want and select it from the list, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Tab Settings section.
4.
5. (Original profile user interface only) To reset users’ tab customizations to the tab visibility settings that you specify, select Overwrite users' personal tab customizations.
6. Click Save.
Note:
If Salesforce CRM Content is enabled for your organization but the Salesforce CRM
Content User checkbox isn’t enabled on the user detail page, the Salesforce CRM Content app has no tabs.
IN THIS SECTION:
Tab settings specify whether a tab appears in the All Tabs page or is visible in its associated app. They also determine whether objects appear in the Lightning Experience App Launcher and navigation menus. Tab settings labels in permission sets differ from the labels in profiles.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Tab settings available in: All
Editions except
Database.com
Permission sets available in:
Contact Manager,
Professional, Group,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Profiles available in:
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view tab settings:
•
View Setup and
Configuration
To edit tab settings:
•
Manage Profiles and
Permission Sets
SEE ALSO:
Profiles
273
Set Up and Maintain Your Salesforce Organization
Tab Settings
Tab settings specify whether a tab appears in the All Tabs page or is visible in its associated app.
They also determine whether objects appear in the Lightning Experience App Launcher and navigation menus. Tab settings labels in permission sets differ from the labels in profiles.
Enabled Setting in Profiles Description Enabled Settings in
Permission Sets
Available Default Off
Available
and
Visible Default On
None
Tab Hidden
The tab is available on the All
Tabs page. Individual users can customize their display to make the tab visible in any app.
The tab is available on the All
Tabs page and appears in the visible tabs for its associated app. In Lightning Experience, this setting determines whether an object appears in the App Launcher and in navigation menus. Individual users can customize their display to hide the tab or make it visible in other apps.
The tab isn’t available on the
All Tabs page or visible in any apps.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Tab settings available in: All
Editions except
Database.com
Permission sets available in:
Contact Manager,
Professional, Group,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Profiles available in:
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Profiles
Note:
If a user has another permission set or profile with enabled settings for the same tab, the most permissive setting applies.
For example, let’s say permission set A has no settings enabled for the Accounts tab, and permission set B enables the
Available setting for the Accounts tab. If permission sets A and B are assigned to a user, the user sees the Accounts tab on the All Tabs page.
SEE ALSO:
View and Edit Tab Settings in Permission Sets and Profiles
274
Set Up and Maintain Your Salesforce Organization
View and Edit Assigned Apps in Profiles
Assigned app settings specify the apps that users can select in the Force.com app menu.
Every profile must have at least one visible app, except profiles associated with Customer Portal users because apps are not available to them.
To specify app visibility:
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
3. Depending on which user interface you're using, do one of the following:
•
Enhanced profile user interface—Click Assigned Apps, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Custom App Settings section.
4. Select one default app. The default app appears when users log in for the first time.
5. Select Visible for any other apps you want to make visible.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit app visibility settings:
•
Manage Profiles and
Permission Sets
Enable Custom Permissions in Profiles
Custom permissions give you a way to provide access to custom processes or apps. After you’ve created a custom permission and associated it with a process or app, you can enable the permission in profiles.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
3. Depending on which user interface you’re using, do one of the following.
•
Enhanced profile user interface: Click Custom Permissions, and then click Edit.
•
Original profile user interface: In the Enabled Custom Permissions related list, click Edit.
4. To enable custom permissions, select them from the Available Custom Permissions list and click Add. To remove custom permissions from the profile, select them from the Enabled Custom
Permissions list and click Remove.
5. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
In Group and Professional
Edition organizations, you can’t create or edit custom permissions, but you can install them as part of a managed package.
USER PERMISSIONS
To enable custom permissions in profiles:
•
Manage Profiles and
Permission Sets
Profiles
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View and Edit Session Timeout Settings in Profiles
Use Session Settings to set how many minutes or hours of inactivity elapse before a user’s authentication session times out. At the end of the session, the user needs to log in again.
Until you set the
Session times out after
value on a profile, the
Timeout value in the organization Session Settings applies to users of the profile. When set, the profile
Session times out after
value overrides the org-wide
Timeout value
. Changes to the org-wide
Timeout value
don’t apply to users of a profile with its own
Session times out after
value.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
3. Depending on which user interface you’re using, do one of the following.
•
Enhanced profile user interface—Click Session Settings, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Session Settings section.
4. Select a timeout value from the drop-down list.
5. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit session and password settings in profiles:
•
Manage Profiles and
Permission Sets
Profiles
276
Set Up and Maintain Your Salesforce Organization
View and Edit Password Policies in Profiles
To ensure that the appropriate level of password security is used for your organization, specify password requirements with Password Policies settings for users assigned to a profile. Profile
Password Policies settings override the organization-wide Password Policies for that profile’s users.
If you do not set Password Policies on a profile, the organization-wide Password Policies apply. New profile Password Policies take effect for existing profile users when they reset their passwords.
Changes to the organization-wide Password Policies don’t apply to users of a profile with its own
Password Policies.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile.
3. Depending on which user interface you’re using, do one of the following.
•
Enhanced profile user interface—Click Password Policies, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Password Policies section.
4. Change the values for the profile.
Note: If you change the
User passwords expire in
setting, the change affects a user’s password expiration date if that user’s new expiration date is earlier than the old expiration date or if you remove an expiration by selecting
Never expires
.
5. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
SEE ALSO:
Password Policy Fields in Profiles
USER PERMISSIONS
To edit session and password settings in profiles:
•
Manage Profiles and
Permission Sets
To set password policies:
•
Manage Password
Policies
Password Policy Fields in Profiles
Specify password requirements with Password Policies settings. Refer to these field descriptions to understand how each one impacts a profile’s password requirements.
Changes to the organization-wide password policies don’t apply to users of a profile with its own password policies.
Field
User passwords expire in
Enforce password history
Description
The length of time until user passwords expire and must be changed. The default is 90 days. This setting isn’t available for
Self-Service portals. This setting doesn’t apply to users with the
“Password Never Expires” permission.
If you change the
User passwords expire in
setting, the change affects a user’s password expiration date if that user’s new expiration date is earlier than the old expiration date or if you remove an expiration by selecting
Never expires
.
Save users’ previous passwords so that they must always reset their password to a new, unique password. Password history is not saved until you set this value. The default is
3 passwords remembered
. You cannot select
No passwords
Profiles
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Field
Minimum password length
Password complexity requirement
Password question requirement
Maximum invalid login attempts
Lockout effective period
Description
remembered
unless you select
Never expires
for the
User passwords expire in
field. This setting isn’t available for Self-Service portals.
The minimum number of characters required for a password. When you set this value, existing users aren’t affected until the next time they change their passwords. The default is
8 characters
.
The requirement for which types of characters must be used in a user’s password.
Complexity levels:
•
No restriction
—allows any password value and is the least secure option.
•
Must mix alpha and numeric characters
—requires at least one alphabetic character and one number, which is the default.
•
Must mix alpha, numeric, and special characters
—requires at least one alphabetic character, one number, and one of the following special characters:
!
# $ % - _ = + < >
.
•
Must mix numbers and uppercase and lowercase letters
—requires at least one number, one uppercase letter, and one lowercase letter.
•
Must mix numbers, uppercase and lowercase letters, and special characters
—requires at least one number, one uppercase letter, and one lowercase letter, and one of the following special characters:
! # $ % - _ = + < >
.
Note:
Only the special characters listed meet the requirement. Other symbol characters are not considered special characters.
The values are
Cannot contain password
, meaning that the answer to the password hint question cannot contain the password itself; or
None
, the default, for no restrictions on the answer. The user’s answer to the password hint question is required.
This setting is not available for Self-Service portals, Customer Portals, or partner portals.
The number of login failures allowed for a user before they become locked out. This setting isn’t available for Self-Service portals.
The duration of the login lockout. The default is 15 minutes. This setting isn’t available for Self-Service portals.
Note: If users are locked out, they must wait until the lockout period expires. Alternatively, a user with the “Reset
Profiles
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Field Description
User Passwords and Unlock Users” permission can unlock them from Setup with the following procedure:
1. Enter
Users
in the
Quick Find
box.
2. Select Users.
3. Selecting the user.
4. Click Unlock.
This button is only available when a user is locked out.
Obscure secret answer for password resets
This feature hides answers to security questions as you type. The default is to show the answer in plain text.
Note: If your org uses the Microsoft Input Method Editor
(IME) with the input mode set to Hiragana, when you type
ASCII characters, they’re converted in Japanese characters in normal text fields. However, the IME doesn’t work properly in fields with obscured text. If your org’s users cannot properly enter their passwords or other values after enabling this feature, disable the feature.
Require a minimum 1 day password lifetime
When you select this option, a password can’t be changed more than once in a 24-hour period.
SEE ALSO:
View and Edit Password Policies in Profiles
Permission Sets
A permission set is a collection of settings and permissions that give users access to various tools and functions. The settings and permissions in permission sets are also found in profiles, but permission sets extend users’ functional access without changing their profiles.
Users can have only one profile but, depending on the Salesforce edition, they can have multiple permission sets. You can assign permission sets to various types of users, regardless of their profiles.
Create permission sets to grant access among logical groupings of users, regardless of their primary job function. For example, let’s say you have several users with a profile called Sales User. This profile allows assignees to read, create, and edit leads. Some, but not all, of these users also need to delete and transfer leads. Instead of creating another profile, create a permission set.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Profiles
279
Set Up and Maintain Your Salesforce Organization
Or, let’s say you have an Inventory custom object in your org. Many users need “Read” access to this object, and a smaller number of users need “Edit” access. You can create a permission set that grants “Read” access and assign it to the appropriate users. You can then create another permission set that gives “Edit” access to the Inventory object and assign it to the smaller group of users.
If a permission isn’t enabled in a profile but is enabled in a permission set, users with that profile and permission set have the permission.
For example, if “Manage Password Policies” isn’t enabled in Jane Smith’s profile but is enabled in one of her permission sets, she can manage password policies.
IN THIS SECTION:
You can clone a permission set or create a new one. A cloned permission set starts with the same licenses and enabled permissions as the original one. A new permission set starts with no licenses selected and no permissions enabled.
Assign Permission Sets to a Single User
Assign permission sets or remove permission set assignments for a single user from the user detail page.
A standard permission set consists of a group of common permissions for a particular feature associated with a permission set license.
Using a standard permission set saves you time and facilitates administration because you don’t need to create the custom permission set.
Create session-based permission sets that allow access only during specified sessions. For example, create a session-based permission set that grants access to an application only during an authenticated session.
Permission Sets Considerations
Be aware of these considerations and special behaviors for permission sets.
SEE ALSO:
Assign a Feature Permission Set License and Permission Set
Profiles
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Set Up and Maintain Your Salesforce Organization
Create Permission Sets
You can clone a permission set or create a new one. A cloned permission set starts with the same licenses and enabled permissions as the original one. A new permission set starts with no licenses selected and no permissions enabled.
EDITIONS
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
Available in: Salesforce
Classic and Lightning
Experience
2. Click New.
3. Enter your permission set information.
4. Select the types of users for the permission set.
When you create a permission set, you select a specific user or permission set license. If only users with one type of license can use the permission set, select the license that’s associated with the users. For example, to create a permission set for users with
•
the Salesforce license, select Salesforce. You can enable permissions only allowed in the
Salesforce license.
•
the Identity Connect permission set license, select Identity Connect. You can enable permissions only allowed in the Identity Connect license.
•
different licenses, select None. Not selecting a specific license allows you to assign the permission set to any user whose license allows the permissions you enable in the permission set. For example, to assign the permission set to users with the Salesforce license and to users with the Salesforce Platform license, select None.
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To create permission sets:
•
“Manage Profiles and
Permission Sets”
To assign permission sets:
•
“Assign Permission Sets”
When creating a permission set for a specific permission set license, refer to that feature’s documentation. For example, to create a permission set for the Identity Connect permission set license, use these steps along with the Identity Connect documentation.
Example: Let’s say you have several users with a profile called Sales User. This profile allows assignees to read, create, and edit leads. But you need some users to also delete and transfer leads. On the permission set page that you create, go to Find Settings and begin typing
Lead
. Under Object Settings, select Leads and enable delete. “Transfer Leads” is an app permission (rather than object permission). To enable it, in Find Settings, begin typing
leads
. “Transfer Leads” is listed under App Permissions. Assign the permission set to users who need these permissions.
Note:
•
Permission sets with no license selected don’t include all possible permissions and settings.
•
Assign a permission set with no license only to users whose user licenses allow the permissions and settings that you are enabling in the permission set. For example, don’t create a permission set with no user license and then enable
“Author Apex” and assign it to Salesforce Platform users. You can’t assign this permission set to Salesforce Platform users because the Salesforce Platform user license doesn’t allow Apex authoring.
Profiles
SEE ALSO:
Assign a Feature Permission Set License and Permission Set
What Are Permission Set Licenses?
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Set Up and Maintain Your Salesforce Organization
Assign Permission Sets to a Single User
Assign permission sets or remove permission set assignments for a single user from the user detail page.
The Permission Set Assignments page shows:
•
Permission sets with no associated license. For example, you can assign a permission set if None was selected for the license type in the permission set. Make sure that the user’s license allows all the permission set’s enabled settings and permissions. If the user’s license doesn’t allow selected permissions, the assignment fails.
•
Permission sets that match the user’s license. For example, if a user’s license is Chatter Only, you can assign permission sets with the Chatter Only license.
•
Permission sets specific to permission set licenses. Let’s say you create a permission set named
Identity and associate that permission set to the “Identity Connect” permission set license. When you assign users to Identity, they receive all functionality available with the Identity Connect permission set license.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
Note: Some permissions require users to have a permission set license before you can grant the permissions. For example, if you add the “Use Identity Connect” user permission to the
Identity permission set, you can assign only users with the Identity Connect permission set license to the permission set.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select a user.
To assign permission sets:
•
“Assign Permission Sets”
3. In the Permission Set Assignments related list, click Edit Assignments.
4. To assign a permission set, select it under Available Permission Sets and click Add. To remove a permission set assignment, select it under Enabled Permission Sets and click Remove.
5. Click Save.
Tip:
You can perform this and other administration tasks from the SalesforceA mobile app.
SEE ALSO:
Assign a Permission Set to Multiple Users
Help Users From Anywhere With SalesforceA
Assign a Permission Set to Multiple Users
Profiles
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Standard Permission Sets
A standard permission set consists of a group of common permissions for a particular feature associated with a permission set license. Using a standard permission set saves you time and facilitates administration because you don’t need to create the custom permission set.
The following permission set license comes with a standard permission set. To enable specific features, refer to that feature’s documentation.
Permission Set License Name
Sales Console User in Salesforce Classic
Permission Set Name
Salesforce Console User in Salesforce Classic
To see which permission sets are standard, add
Is Custom
to your list view. The Is Custom box isn’t checked for standard permission set. Permission sets you created or cloned are indicated with a checkmark.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Profiles
Standard permission sets don’t count against your org’s permission set limits. You can clone a standard permission set as many times as you want, but you can’t edit it. Clones do count against your org’s permission set limits.
Example: Let’s say you purchased 10 Sales Console User permission set licenses. You can do any of the following.
•
Assign all 10 users to the Salesforce Console User permission set.
•
Assign some of the users to the Salesforce Console User permission set, and assign the remainder to a clone of Salesforce
Console User.
•
Clone the Salesforce Console User permission set and assign different users to each clone, based on your org’s structure.
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Set Up and Maintain Your Salesforce Organization
Session-based Permission Sets
Create session-based permission sets that allow access only during specified sessions. For example, create a session-based permission set that grants access to an application only during an authenticated session.
IN THIS SECTION:
What Are Session-Based Permission Sets?
Session-based permission sets apply to a specific session. Understand why and when to create a session-based permission set.
Create a Flow That Can Activate or Deactivate a Session-Based Permission Set
You can create a session-based permission set and then create a flow that users can run to activate or deactivate the permission set themselves.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
What Are Session-Based Permission Sets?
Session-based permission sets apply to a specific session. Understand why and when to create a session-based permission set.
EDITIONS
Use a session-based permission set to allow functional access only during a predefined session type. For example, let’s say your org has a custom object called Conference Room. A mobile app called Conference Room Sync has read and update access to the object. You can create a permission set to allow updates to the object only when the Conference Room Sync connected mobile app generates the user’s session.
Available in: Salesforce
Classic and Lightning
Experience
In another example, you have a web application that accesses confidential information. For security, you want to limit user access to specific types of sessions for a predetermined length of time. You can create a session-based permission set that activates only when users authenticate into your environment using a token. When the token expires, the user must reauthenticate to access the application again.
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
For this example, you have a junior buyer in your org who occasionally requires access to your Contracts object. Create a session-based permission set with access to the object, and then create a flow that uses the Activate Session-Based Permission Set action available in the Cloud Flow Designer. In the flow, pass the permission name to the action. During runtime, the action checks who’s running the flow.
When the junior buyer runs the flow, the activation process fires. When the flow completes, the buyer has access to the Contracts object for the current session.
To activate session-based permission sets via the SOAP API, see the SessionPermSetActivation object in the SOAP API Developer Guide .
You need the Manage Session Permission Set Activation permission.
Before assigning session-based permission sets to users, ensure that they can meet the conditions of the permission set. For example, grant user access to appropriate tools, such as authenticators. As a best practice, inform users of the conditions in which they can access certain applications and tools.
Tip: When you create your permission set list view, select columns to include Session Activation Required to view which permission sets are session-based.
User assignment information appears on the user detail page in a related list called Permission Set Assignments: Activation Required.
Profiles
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Set Up and Maintain Your Salesforce Organization
SEE ALSO:
Create a Flow That Can Activate or Deactivate a Session-Based Permission Set
Create a Flow That Can Activate or Deactivate a Session-Based Permission Set
You can create a session-based permission set and then create a flow that users can run to activate or deactivate the permission set themselves.
Before beginning, check out
What Are Session-Based Permission Sets? to learn when to use them.
Important: You can run queries, however, do not make data or object updates in flows that also activate session-based permission sets.
1.
and make sure to select Session Activation Required
2.
Assign the permission set to users
.
3. Create a flow.
a. In the Cloud Flow Designer, select the Activate Session-Based Permission Set or
Deactivate Session-Based Permission Set action. Descriptions of the actions are in the palette.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To create permission sets:
•
Manage Profiles and
Permission Sets
To assign permission sets:
•
Assign Permission Sets
To open, edit, or create a flow in the Cloud Flow
Designer:
•
Manage Force.com Flow
Profiles
285
Set Up and Maintain Your Salesforce Organization Profiles
b. In the flow, pass the permission name to the action.
4. Activate your flow.
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Set Up and Maintain Your Salesforce Organization
5. Distribute your flow to users who need to run it.
Example: Create a flow to pass a permission name to the Activate Session-Based Permission Set action. First, add a record lookup element to your flow to look up the PermissionSet object. Set the Name field to the name of your session-based permission set.
Then add the Activate Session-Based Permission Set action, and set the input to your permission set name.
Tip: Make sure that users who want to run your flow have the Run Flows permission.
When the flow activates the session-based permission set, the running user obtains access to the permissions specified in your permission set during the current user session. If the flow deactivates the session-based permission set, the permissions are no longer available to the user.
SEE ALSO:
What Are Session-Based Permission Sets?
Permission Sets Considerations
Be aware of these considerations and special behaviors for permission sets.
Differences between new and cloned permission sets
A new permission set starts with no user license selected and no permissions enabled. A cloned permission set has the same user license and enabled permissions as the permission set that it’s cloned from. You can’t change the user license in a cloned permission set. Clone a permission set only if the new one requires the same user license as the original.
Limits
Make sure to refer to the Salesforce Features and Editions Limits for your specific edition.
User license restrictions
Some user licenses restrict the number of custom apps or tabs that a user can access. In this case, you can assign only the allotted number through the user’s assigned profile and permission sets. For example, a user with the Force.com App Subscription user license with access to one
Force.com Light App can access only that app’s custom tabs.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Assigned apps
Assigned app settings specify the apps that users can select in the Force.com app menu. Unlike profiles, you can’t assign a default app in permission sets. You can only specify whether apps are visible.
Permission sets and profiles
In API version 25.0 and later, every profile is automatically associated with a permission set, whether you explicitly assign it to one or not. This permission set stores the profile’s user, object, and field permissions, plus setup entity access settings. You can query on these profile-owned permission sets but not modify them. They’re not visible in the user interface.
Permission sets and permission set licenses
In API version 38.0 and later, you can create a permission set and associate it with a permission set license. When you create a permission set using a specific permission set license, users assigned to the permission set receive all functionality associated with the permission set license.
Apex class access
You can specify which methods in a top-level Apex class are executable for a permission set. Apex class access settings apply only to:
•
Apex class methods, such as Web service methods
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•
Any method used in a custom Visualforce controller or controller extension applied to a Visualforce page
Triggers always fire on trigger events (such as insert
or update
), regardless of permission settings.
SEE ALSO:
How is record type access specified?
Permission Set Overview Page
A permission set's overview page provides an entry point for all of the permissions in a permission set. To open a permission set overview page, from Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission Sets and select the permission set you want to view.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To delete permission sets and edit permission set properties:
•
Manage Profiles and
Permission Sets
App and System Settings in Permission Sets
In permission sets, permissions and settings are organized into app and system categories, which reflect the rights users need to administer and use system and app resources.
EDITIONS
App Settings
Apps are sets of tabs that users can change by selecting the drop-down menu in the header. All underlying objects, components, data, and configurations remain the same, regardless of the selected app. In selecting an app, users navigate in a set of tabs that allows them to efficiently use the underlying functionality for app-specific tasks. For example, let's say you do most of your work in the sales app, which includes tabs like Accounts and Opportunities. To track a new marketing campaign, rather than adding the Campaigns tab to the sales app, you select Marketing from the app drop-down to view your campaigns and campaign members.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
The Apps section of the permission sets overview page contains settings that are directly associated with the business processes the apps enable. For example, customer service agents might need to manage cases, so the “Manage Cases” permission is in the Call Center section of the App Permissions page. Some app settings aren't related to app permissions. For example,
Profiles
288
Set Up and Maintain Your Salesforce Organization to enable the Time-Off Manager app from the AppExchange, users need access to the appropriate Apex classes and Visualforce pages, as well as the object and field permissions that allow them to create new time-off requests.
System Settings
Some system functions apply to an organization and not to any single app. For example, “View Setup and Configuration” allows users to view setup and administrative settings pages. Other system functions apply to all apps. For example, the “Run Reports” and “Manage
Dashboards” permissions allow managers to create and manage reports in all apps. In some cases, such as with “Modify All Data,” a permission applies to all apps, but also includes non-app functions, like the ability to download the Data Loader.
SEE ALSO:
What Are Permission Set Licenses?
Search Permission Sets
To quickly navigate to other pages in a permission set, you can enter search terms in any permission set detail page.
On any of the permission sets detail pages, type at least three consecutive letters of an object, setting, or permission name in the Find Settings... box. The search terms aren't case-sensitive.
As you type, suggestions for results that match your search terms appear in a list. Click an item in the list to go to its settings page.
For some categories, you can search for the specific permission or setting name. For other categories, search for the category name.
Item
Assigned apps
Objects
•
Fields
•
Record types
Tabs
Search for
App name
Object name
Parent object name
Example
Type
sales
in the Find Settings box, then select
Sales
from the list.
Let’s say you have an Albums custom object.
Type
albu
, then select
Albums
.
Let’s say your Albums object contains a
Description field. To find the
Description field for albums, type
albu
, select
Albums
, and scroll down to
Description
under
Field Permissions.
Type
rep
, then select
Reports
.
Tab or parent object name
Permission name Type
api
, then select
API Enabled
.
App and system permissions
All other categories Category name To find Apex class access settings, type
apex
, then select
Apex Class Access
. To find custom permissions, type
cust
, then select
Custom Permissions
. And so on.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To search permission sets:
•
View Setup and
Configuration
Profiles
289
Set Up and Maintain Your Salesforce Organization
If you don’t get any results, don’t worry. Here’s some tips that can help:
•
Check if the search term has at least three consecutive characters that match the object, setting, or permission name.
•
The permission, object, or setting you're searching for might not be available in the current Salesforce org.
•
The item you’re searching for might not be available for the user license that’s associated with the current permission set. For example, a permission set with the Standard Platform User license doesn’t include the “Modify All Data” permission.
•
The permission set license associated with the permission set doesn’t include the object, setting, or permission name you’re searching for.
SEE ALSO:
View and Edit Assigned Apps in Permission Sets
Assigned app settings specify the apps that users can select in the Force.com app menu.
Unlike profiles, you can’t assign a default app in permission sets. You can only specify whether apps are visible.
To assign apps:
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
2. Select a permission set, or create one.
3. On the permission set overview page, click Assigned Apps.
4. Click Edit.
5. To assign apps, select them from the Available Apps list and click Add. To remove apps from the permission set, select them from the Enabled Apps list and click Remove.
6. Click Save.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To edit assigned app settings:
•
Manage Profiles and
Permission Sets
Profiles
290
Set Up and Maintain Your Salesforce Organization
Assign Custom Record Types in Permission Sets
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
2. Select a permission set, or create one.
3. On the permission set overview page, click Object Settings, then click the object you want.
4. Click Edit.
5. Select the record types you want to assign to this permission set.
6. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Record types available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
IN THIS SECTION:
How is record type access specified?
You can assign record types to users in their profile or permission sets, or a combination of both. Record type assignment behaves differently in profiles and permission sets.
USER PERMISSIONS
To assign record types in permission sets:
•
Manage Profiles and
Permission Sets
SEE ALSO:
How is record type access specified?
How is record type access specified?
You can assign record types to users in their profile or permission sets, or a combination of both.
Record type assignment behaves differently in profiles and permission sets.
•
A user’s default record type is specified in the user’s personal settings. You can’t specify a default record type in permission sets.
•
You can assign the
--Master--
record type in profiles. In permission sets, you can assign only custom record types. The behavior for record creation depends on which record types are assigned in profiles and permission sets.
If users have this record type on their profile...
And this total number of custom record types in their permission sets...
When they create a record...
--Master--
None
--Master--
One
The new record is associated with the Master record type
The new record is associated with the custom record type.
Users can’t select the Master record type.
--Master--
Multiple
Custom One or more
Users are prompted to select a record type.
Users are prompted to select a record type. In their personal settings, users can set an option to use their default
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Profiles
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Set Up and Maintain Your Salesforce Organization
If users have this record type on their profile...
And this total number of custom record types in their permission sets...
When they create a record...
record type and not be prompted to choose a record type.
Profiles
•
Page layout assignments are specified in profiles only—they’re not available in permission sets. When a permission set specifies a custom record type, users with that permission set get the page layout assignment that’s specified for that record type in their profile.
(In profiles, page layout assignments are specified for every record type, even when record types aren’t assigned.)
•
For lead conversion, the default record type specified in a user’s profile is used for the converted records.
•
Users can view records assigned to any record type. As a result, a page layout is assigned to every record type on a user's profile. A record type assignment on a user’s profile or permission set doesn’t determine whether a user can view a record with that record type. The record type assignment simply specifies that the user can use that record type when creating or editing a record.
•
Record types in permission sets aren’t supported in packages and change sets. As a result, any record type assignments in permission sets in a sandbox organization must be manually reproduced in a production organization.
SEE ALSO:
Assign Record Types and Page Layouts in the Enhanced Profile User Interface
Assign Record Types to Profiles in the Original Profile User Interface
Assign Custom Record Types in Permission Sets
Assign Page Layouts in the Original Profile User Interface
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Set Up and Maintain Your Salesforce Organization
Enable Custom Permissions in Permission Sets
Custom permissions give you a way to provide access to custom processes or apps. After you’ve created a custom permission and associated it with a process or app, you can enable the permission in permission sets.
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
2. Select a permission set, or create one.
3. On the permission set overview page, click Custom Permissions.
4. Click Edit.
5. To enable custom permissions, select them from the Available Custom Permissions list and then click Add. To remove custom permissions from the permission set, select them from the
Enabled Custom Permissions list and then click Remove.
6. Click Save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
In Group and Professional
Edition organizations, you can’t create or edit custom permissions, but you can install them as part of a managed package.
USER PERMISSIONS
To enable custom permissions in permission sets:
•
Manage Profiles and
Permission Sets
Manage Permission Set Assignments
You can assign permission sets to a single user from the user detail page or assign multiple users to a permission set from any permission set page.
EDITIONS
•
Assign Permission Sets to a Single User
•
Assign a Permission Set to Multiple Users
•
Remove User Assignments from a Permission Set
Available in: Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Permission Set Assigned Users Page
From the Assigned Users page, you can view all users who are assigned to a permission set, assign more users, and remove user assignments.
Assign Permission Sets to a Single User
Assign permission sets or remove permission set assignments for a single user from the user detail page.
Assign a Permission Set to Multiple Users
Assign a permission set to one or more users from any permission set page.
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Remove User Assignments from a Permission Set
From any permission set page, you can remove the permission set assignment from one or more users.
Profiles
293
Set Up and Maintain Your Salesforce Organization
Permission Set Assigned Users Page
From the Assigned Users page, you can view all users who are assigned to a permission set, assign more users, and remove user assignments.
To view all users who are assigned to a permission set, from any permission set page, click Manage
Assignments. From the Assigned Users page, you can:
•
Assign users to the permission set
•
Remove user assignments from the permission set
•
•
View a user's detail page by clicking the name, alias, or username
•
View a profile by clicking the profile name
SEE ALSO:
Assign Permission Sets to a Single User
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view users that are assigned to a permission set:
•
View Setup and
Configuration
Assign Permission Sets to a Single User
Assign permission sets or remove permission set assignments for a single user from the user detail page.
The Permission Set Assignments page shows:
•
Permission sets with no associated license. For example, you can assign a permission set if None was selected for the license type in the permission set. Make sure that the user’s license allows all the permission set’s enabled settings and permissions. If the user’s license doesn’t allow selected permissions, the assignment fails.
•
Permission sets that match the user’s license. For example, if a user’s license is Chatter Only, you can assign permission sets with the Chatter Only license.
•
Permission sets specific to permission set licenses. Let’s say you create a permission set named
Identity and associate that permission set to the “Identity Connect” permission set license. When you assign users to Identity, they receive all functionality available with the Identity Connect permission set license.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
Note: Some permissions require users to have a permission set license before you can grant the permissions. For example, if you add the “Use Identity Connect” user permission to the
Identity permission set, you can assign only users with the Identity Connect permission set license to the permission set.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select a user.
To assign permission sets:
•
“Assign Permission Sets”
3. In the Permission Set Assignments related list, click Edit Assignments.
4. To assign a permission set, select it under Available Permission Sets and click Add. To remove a permission set assignment, select it under Enabled Permission Sets and click Remove.
Profiles
294
Set Up and Maintain Your Salesforce Organization
5. Click Save.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
SEE ALSO:
Assign a Permission Set to Multiple Users
Help Users From Anywhere With SalesforceA
Assign a Permission Set to Multiple Users
Assign a Permission Set to Multiple Users
Assign a permission set to one or more users from any permission set page.
1. Select the permission set that you want to assign to users.
2. Click Manage Assignments and then Add Assignments.
3. Select the checkboxes next to the names of the users you want assigned to the permission set, and click Assign.
Messages confirm success or indicate if a user doesn’t have the appropriate licenses for assignment.
SEE ALSO:
Remove User Assignments from a Permission Set
Assign Permission Sets to a Single User
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To assign a permission set to users:
•
Assign Permission Sets
Profiles
295
Set Up and Maintain Your Salesforce Organization Revoking Permissions and Access
Remove User Assignments from a Permission Set
From any permission set page, you can remove the permission set assignment from one or more users.
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
2. Select a permission set.
3. In the permission set toolbar, click Manage Assignments.
4. Select the users to remove from this permission set.
You can remove up to 1000 users at a time.
5. Click Remove Assignments.
This button is only available when one or more users are selected.
6. To return to a list of all users assigned to the permission set, click Done.
SEE ALSO:
Assign a Permission Set to Multiple Users
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To remove permission set assignments:
•
Assign Permission Sets
Revoking Permissions and Access
You can use profiles and permission sets to grant access, but not to deny access. Any permission granted from either a profile or permission set is honored. For example, if “Transfer Record” isn't enabled in Jane Smith's profile, but is enabled in two of her permission sets, she can transfer records regardless of whether she owns them. To revoke a permission, you must remove all instances of the permission from the user. You can do this with the following actions—each has possible consequences.
Action Consequence
Disable a permission or remove an access setting in the profile and any permission sets that are assigned to the user.
The permission or access setting is disabled for all other users assigned to the profile or permission sets.
If a permission or access setting is enabled in the user's profile, assign a different profile to the user.
The user may lose other permissions or access settings associated with the profile or permission sets.
AND
If the permission or access setting is enabled in any permission sets that are assigned to the user, remove the permission set assignments from the user.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Professional,
Group, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
To resolve the consequence in either case, consider all possible options. For example, you can clone the assigned profile or any assigned permission sets where the permission or access setting is enabled. Then, disable the permission or access setting, and assign the cloned
296
Set Up and Maintain Your Salesforce Organization What Determines Field Access?
profile or permission sets to the user. Another option is to create a base profile with the least number of permissions and settings that represents the largest number of users possible. Then create permission sets that layer more access.
SEE ALSO:
Assign Permission Sets to a Single User
What Determines Field Access?
Several factors control whether users can view and edit specific fields in Salesforce. You can control users’ access to fields at the record type, user, or field level.
•
Page layouts—Set whether fields are visible, required, editable, or read only for a particular record type.
•
Field-level security—Further restrict users’ access to fields by setting whether those fields are visible, editable, or read only. These settings override field properties set in the page layout if the field-level security setting is more restrictive.
•
Permissions—Some user permissions override both page layouts and field-level security settings. For example, users with the “Edit Read Only Fields” permission can always edit read-only fields regardless of any other settings.
•
Universally required fields—Override field-level security or any less-restrictive settings on page layouts by making a custom field universally required.
After setting these items, confirm users’ access to specific fields using the
.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Page layouts are not available in Database.com
SEE ALSO:
Modifying Field Access Settings
Verify Access for a Particular Field
See whether access to a field is restricted and at what level—record type, user profile, or field.
1. Navigate to the fields area of the appropriate object:
•
For Knowledge validation status picklists, from Setup, enter
Validation Statuses
in the
Quick Find
box, then select Validation Statuses.
2. Select a field and click View Field Accessibility.
3. Confirm that the field access is correct for different profiles and record types.
4. Hover over any field access setting to see whether the field is required, editable, hidden, or read only based on the page layout or field-level security.
5. Click any field access setting to change it.
To verify field accessibility by a specific profile, record type, or field, from Setup, enter
Field
Accessibility
in the
Quick Find
box, then select Field Accessibility. From this page, choose a particular tab to view and then select whether you want to check access by profiles, record types, or fields.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To view field accessibility:
•
View Setup and
Configuration
297
Set Up and Maintain Your Salesforce Organization Field-Level Security
Note: In this user interface, you can’t check access for permission sets.
SEE ALSO:
Modifying Field Access Settings
From the field accessibility grid, you can click any field access setting to change the field’s accessibility in the page layout or in field-level security. The Access Settings page then lets you modify the field access settings.
•
In the Field-Level Security section of the page, specify the field's access level for the profile.
Access Level
Users can read and edit the field.
Users can read but not edit the field.
Users can’t read or edit the field.
Enabled Settings
Visible
Visible and Read-Only
None
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
We recommend that you use field-level security to control users’ access to fields rather than creating multiple page layouts to control field access.
•
In the Page Layout section of the page, you can:
–
Select the
Remove or change editability
radio button and then change the field access properties for the page layout. These changes will affect all profile and record type combinations that currently use this page layout.
–
Alternatively, you can select the
Choose a different page layout
radio button to assign a different page layout to the profile and record type combination.
USER PERMISSIONS
To view field accessibility:
•
View Setup and
Configuration
To change field accessibility:
•
Customize Application
AND
Manage Profiles and
Permission Sets
SEE ALSO:
Field-Level Security
Field-level security settings let you restrict users’ access to view and edit specific fields.
Note: Who Sees What: Field-Level Security (Salesforce Classic)
Watch how you can restrict access to specific fields on a profile-by-profile basis.
Your Salesforce org contains a lot of data, but you probably don’t want every field accessible to everyone. For example, your payroll manager probably wants to keep salary fields accessible only to select employees. You can restrict user access in:
•
Detail and edit pages
•
Related lists
•
List views
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
298
Set Up and Maintain Your Salesforce Organization Field-Level Security
•
Reports
•
Connect Offline
•
Email and mail merge templates
•
Custom links
•
The partner portal
•
The Salesforce Customer Portal
•
Synchronized data
•
Imported data
The fields that users see on detail and edit pages are a combination of page layouts and field-level security settings. The most restrictive field access settings of the two always applies. For example, you can have a field that’s required in a page layout but is read-only in the field-level security settings. The field-level security overrides the page layout, so the field remains read-only.
Important: Field-level security doesn’t prevent searching on the values in a field. When search terms match on field values protected by field-level security, the associated records are returned in the search results without the protected fields and their values.
You can define field-level security in either of these ways.
•
For multiple fields on a single permission set or profile
•
For a single field on all profiles
After setting field-level security, you can:
•
Create page layouts to organize the fields on detail and edit pages.
Tip: Use field-level security to restrict users’ access to fields, and then use page layouts to organize detail and edit pages within tabs. This approach reduces the number of page layouts for you to maintain.
•
Verify users’ access to fields by checking field accessibility.
•
Customize search layouts to set the fields that appear in search results, in lookup dialog search results, and in the key lists on tab home pages.
Note: Roll-up summary and formula fields are read-only on detail pages and not available on edit pages. They can also be visible to users even though they reference fields that your users can’t see. Universally required fields appear on edit pages regardless of field-level security.
The relationship group wizard allows you to create and edit relationship groups regardless of field-level security.
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Set Up and Maintain Your Salesforce Organization Field-Level Security
Set Field Permissions in Permission Sets and Profiles
Field permissions specify the access level for each field in an object.
1. From Setup, either:
•
Enter
Permission Sets
in the
Quick Find
box, then select Permission Sets, or
•
Enter
Profiles
in the
Quick Find
box, then select Profiles
2. Select a permission set or profile.
3. Depending on which interface you're using, do one of the following:
•
Permission sets or enhanced profile user interface—In the Find Settings... box, enter the name of the object you want and select it from the list. Click Edit, then scroll to the Field
Permissions section.
•
Original profile user interface—In the Field-Level Security section, click View next to the object you want to modify, and then click Edit.
4. Specify the field's access level.
5. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To set field-level security:
•
Manage Profiles and
Permission Sets
AND
Customize Application
Set Field-Level Security for a Single Field on All Profiles
1. From the management settings for the field’s object, go to the fields area.
2. Select the field you want to modify.
3. Click View Field Accessibility.
4. Specify the field's access level.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To set field-level security:
•
Manage Profiles and
Permission Sets
AND
Customize Application
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Set Up and Maintain Your Salesforce Organization User Permissions
User Permissions
User permissions specify what tasks users can perform and what features users can access. For example, users with the “View Setup and Configuration” permission can view Setup pages, and users with the “API Enabled” permission can access any Salesforce API.
You can enable user permissions in permission sets and custom profiles. In permission sets and the enhanced profile user interface, these permissions—as well as their descriptions—are listed in the
App Permissions or System Permissions pages. In the original profile user interface, user permissions are listed under Administrative Permissions and General User Permissions.
To view permissions and their descriptions, from Setup, enter
Permission Sets
in the
Quick
Find
box, then select Permission Sets, then select or create a permission set. Then from the
Permission Set Overview page, click App Permissions or System Permissions.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
The user permissions available vary according to which edition you have.
Object Permissions
Object permissions specify the base-level access users have to create, read, edit, and delete records for each object. You can manage object permissions in permission sets and profiles.
Object permissions either respect or override sharing rules and settings. The following permissions specify the access that users have to objects.
Permission
Read
Create
Edit
Delete
View All
Description
Users can only view records of this type.
Users can read and create records.
Users can read and update records.
Respects or
Overrides Sharing?
Respects sharing
Respects sharing
Respects sharing
Users can read, edit, and delete records.
Users can view all records associated with this object, regardless of sharing settings.
Respects sharing
Overrides sharing
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
301
Set Up and Maintain Your Salesforce Organization
Permission
Modify All
Object Permissions
Description
Users can read, edit, delete, transfer, and approve all records associated with this object, regardless of sharing settings.
Note: “Modify All” on documents allows access to all shared and public folders, but not the ability to edit folder properties or create new folders. To edit folder properties and create new folders, users must have the “Manage Public
Documents” permission.
Respects or Overrides
Sharing?
Overrides sharing
SEE ALSO:
“View All” and “Modify All” Permissions Overview
“View All” and “Modify All” Permissions Overview
The “View All” and “Modify All” permissions ignore sharing rules and settings, allowing administrators to grant access to records associated with a given object across the organization. “View All” and
“Modify All” can be better alternatives to the “View All Data” and “Modify All Data” permissions.
Be aware of the following distinctions between the permission types.
Permissions
View All
Modify All
View All Data
Modify All Data
View All Users
Used for
Delegation of object permissions.
Managing all data in an organization; for example, data cleansing, deduplication, mass deletion, mass transferring, and managing record approvals.
Users with View All Data (or Modify
All Data) permission can view (or modify) all apps and data, even if the apps and data are not shared with them.
Users who need them
Delegated administrators who manage records for specific objects
Administrators of an entire organization
Viewing all users in the organization.
Grants Read access to all users, so that you can see their user record details, see them in searches, list views, and so on.
Users who need to see all users in the organization. Useful if the organization-wide default for the user object is Private. Administrators with the “Manage Users” permission are automatically granted the “View All
Users” permission.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
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Set Up and Maintain Your Salesforce Organization Object Permissions
“View All” and “Modify All” are not available for ideas, price books, article types, and products.
“View All” and “Modify All” allow for delegation of object permissions only. To delegate user administration and custom object administration duties,
define delegated administrators .
“View All Users” is available if your organization has User Sharing, which controls user visibility in the organization. To learn about User
Sharing, see
SEE ALSO:
Comparing Security Models
Salesforce user security is an intersection of
and
object permissions. In some cases,
such as in end-user record level access, it is advantageous to use sharing to provide access to records.
In other cases, such as when delegating record administration tasks like transferring records, cleansing data, deduplicating records, mass deleting records, and delegating workflow approval processes, it is advantageous to override sharing and use permissions to provide access to records.
The “Read,” “Create,” “Edit,” and “Delete” permissions respect sharing settings, which control access to data at the record level. The “View All” and “Modify All” permissions override sharing settings for specific objects. Additionally, the “View All Data” and “Modify All Data” permissions override sharing settings for all objects.
The following table describes the differences between the security models.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Target audience
Where managed
Permissions that Respect Sharing
End-users
Permissions that Override Sharing
Delegated data administrators
“Read,” “Create,” “Edit,” and “Delete” object permissions;
Sharing settings
“View All” and “Modify All”
Record access levels
Ability to transfer
Private, Read-Only, Read/Write,
Read/Write/Transfer/Full Access
Respects sharing settings, which vary by object
“View All” and “Modify All”
Available on all objects with “Modify All”
Ability to approve records, or edit and unlock records in an approval process
None
Ability to report on all records
Object support
Available on all objects with “Modify All”
Available with a sharing rule that states: the records owned by the public group “Entire
Organization” are shared with a specified group, with Read-Only access
Available on all objects with “View All”
Available on all objects except products, documents, solutions, ideas, notes, and attachments
Available on most objects via object permissions
Note: “View All” and “Modify All” are not available for ideas, price books, article types, and products.
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Set Up and Maintain Your Salesforce Organization Field Permissions
Group access levels determined by
Private record access
Ability to manually share records
Ability to manage all case comments
Permissions that Respect Sharing
Roles, Roles and Subordinates, Roles and
Internal Subordinates, Roles, Internal and
Portal Subordinates, Queues, Teams, and
Public Groups
Permissions that Override Sharing
Profile or permission sets
Not available Available on private contacts, opportunities, and notes and attachments with “View All” and “Modify All”
Available to the record owner and any user above the record owner in the role hierarchy
Available on all objects with “Modify All”
Not available Available with “Modify All” on cases
Field Permissions
Field permissions specify the access level for each field in an object. In permission sets and the enhanced profile user interface, the setting labels differ from those in the original profile user interface and in field-level security pages for customizing fields.
Access Level Enabled Settings in
Permission Sets and
Enhanced Profile User
Interface
Read
and
Edit
Users can read and edit the field.
Users can read but not edit the field.
Read
Users can't read or edit the field.
None
Enabled Settings in
Original Profile and
Field-Level Security
Interfaces
Visible
Visible
and
Read-Only
None
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
SEE ALSO:
304
Set Up and Maintain Your Salesforce Organization Sharing Settings
Sharing Settings
In Salesforce, you can control access to data at many different levels. For example, you can control the access your users have to objects with object permissions. Within objects, you can control the access users have to fields using field-level security. To control access to data at the record level, use sharing settings.
Note: Who Sees What: Overview (Salesforce Classic)
Watch how you can control who sees what data in your organization.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Teams are not available in
Database.com
Organization-Wide Defaults
Your organization-wide default sharing settings give you a baseline level of access for each object and enable you to extend that level of access using hierarchies or sharing rules. For example, you can set the organization-wide default for leads to Private if you only want users to view and edit the leads they own. Then, you can create lead sharing rules to extend access of leads to particular users or groups.
Sharing Rules
Sharing rules represent the exceptions to your organization-wide default settings. If you have organization-wide sharing defaults of
Public Read Only or Private, you can define rules that give additional users access to records they do not own. You can create sharing rules based on record owner or field values in the record.
Tip:
Sometimes it’s impossible to define a consistent group of users who need access to a particular set of records. In those situations, record owners can use manual sharing to give read and edit permissions to users who would not have access to the record any other way. Although manual sharing isn’t automated like organization-wide sharing settings, role hierarchies, or sharing rules, it gives record owners the flexibility to share particular records with users that need to see them.
Apex Managed Sharing
Apex managed sharing allows developers to programmatically share custom objects. When you use Apex managed sharing to share a custom object, only users with the “Modify All Data” permission can add or change the sharing on the custom object's record, and the sharing access is maintained across record owner changes.
Other Methods for Allowing Access to Records
In addition to sharing settings, there are a few other ways to allow multiple users access to given records:
Map category groups to roles
Control access to data categories by mapping them to user roles.
Queues
Queues help you prioritize, distribute, and assign records to teams who share workloads. Queue members and users higher in a role hierarchy can access queues from list views and take ownership of records in a queue.
Use queues to route lead, order, case, and custom object records to a group.
Teams
For accounts, opportunities, and cases, record owners can use teams to allow other users access to their records. A team is a group of users that work together on an account, sales opportunity, or case. Record owners can build a team for each record that they own.
305
Set Up and Maintain Your Salesforce Organization Sharing Settings
The record owner adds team members and specifies the level of access each team member has to the record, so that some team members can have read-only access and others can have read/write access. The record owner can also specify a role for each team member, such as “Executive Sponsor.” In account teams, team members also have access to any contacts, opportunities, and cases associated with an account.
Note: A team member may have a higher level of access to a record for other reasons, such as a role or sharing rule. In this case, the team member has the highest access level granted, regardless of the access level specified in the team.
SEE ALSO:
Organization-Wide Sharing Defaults
Organization-Wide Sharing Defaults
Administrators can use organization-wide sharing settings to define the default sharing settings for an organization.
Organization-wide sharing settings specify the default level of access to records and can be set separately for accounts (including contracts), activities, assets, contacts, campaigns, cases, leads, opportunities, calendars, price books, orders, and custom objects.
For most objects, organization-wide sharing settings can be set to Private, Public Read Only, or
Public Read/Write. In environments where the organization-wide sharing setting for an object is
Private or Public Read Only, an administrator can grant users additional access to records by setting up a role hierarchy or defining sharing rules. However, sharing rules can only be used to grant additional access—they cannot be used to restrict access to records beyond what was originally specified with the organization-wide sharing defaults.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions.
Customer Portal is not available in Database.com
Important: If your organization uses a Customer Portal, before you enable contacts to access the portal, set the organization-wide sharing defaults on accounts, contacts, contracts, assets, and cases to Private. This ensures that by default your customers can view only their own data. You can still grant your Salesforce users Public Read/Write access by creating sharing rules in which all internal users share with all internal users.
By default, Salesforce uses hierarchies, like the role or territory hierarchy, to automatically grant access of records to users above the record owner in the hierarchy.
Setting an object to Private makes those records visible only to record owners and those above them in the role hierarchy. Use the Grant
Access Using Hierarchies checkbox to disable access to records to users above the record owner in the hierarchy for custom objects in Professional, Enterprise, Unlimited, Performance, and Developer Edition. If you deselect this checkbox for a custom object, only the record owner and users granted access by the organization-wide defaults receive access to the records.
SEE ALSO:
Set Your Organization-Wide Sharing Defaults
Sharing Default Access Settings
Default Organization-Wide Sharing Settings
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Set Up and Maintain Your Salesforce Organization Sharing Settings
Set Your Organization-Wide Sharing Defaults
Organization-wide sharing defaults set the baseline access for your records. You can set the defaults separately for different objects.
Note:
Who Sees What: Organization-Wide Defaults (Salesforce Classic)
Watch how you can restrict access to records owned by other users.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. Click Edit in the Organization-Wide Defaults area.
3. For each object, select the default access you want to use. If you have external organization-wide
defaults, see External Organization-Wide Defaults Overview
.
4. To disable automatic access using your hierarchies, deselect Grant Access Using Hierarchies for any custom object that does not have a default access of Controlled by Parent.
Note: If Grant Access Using Hierarchies is deselected, users that are higher in the role or territory hierarchy don’t receive automatic access. However, some users—such as those with the “View All” and “Modify All” object permissions and the “View All Data” and
“Modify All Data” system permissions—can still access records they don’t own.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To set default sharing access:
•
Manage Sharing
When you update organization-wide defaults, sharing recalculation applies the access changes to your records. If you have a lot of data, the update can take longer.
•
If you are increasing the default access, such as from Public Read Only to Public Read/Write, your changes take effect immediately.
All users get access based on the updated default access. Sharing recalculation is then run asynchronously to ensure that all redundant access from manual or sharing rules are removed.
Note:
When the default access for contacts is Controlled by Parent and you increase the default access for accounts, opportunities, or cases, the changes take effect after recalculation is run.
•
If you are decreasing the default access, such as from Public Read/Write to Public Read Only, your changes take effect after recalculation is run.
You’ll receive a notification email when the recalculation completes. Refresh the Sharing Settings page to see your changes. To view the update status, from Setup, enter
View Setup Audit Trail
in the
Quick Find
box, then select View Setup Audit Trail.
Limitations
The organization-wide sharing default setting can’t be changed for some objects:
•
Service contracts are always Private.
•
User provisioning requests are always Private.
•
The ability to view or edit a document, report, or dashboard is based on a user’s access to the folder in which it’s stored.
•
Users can only view the forecasts of other users who are placed below them in the role hierarchy, unless forecast sharing is enabled.
•
When a custom object is on the detail side of a master-detail relationship with a standard object, its organization-wide default is set to Controlled by Parent and it is not editable.
•
The organization-wide default settings can’t be changed from private to public for a custom object if Apex code uses the sharing entries associated with that object. For example, if Apex code retrieves the users and groups who have sharing access on a custom
307
Set Up and Maintain Your Salesforce Organization Sharing Settings object Invoice__c (represented as
Invoice__share
in the code), you can’t change the object’s organization-wide sharing setting from private to public.
SEE ALSO:
Sharing Default Access Settings
Organization-Wide Sharing Defaults
Sharing Default Access Settings
You can use organization-wide defaults to set the default level of record access for the following objects.
•
Accounts and their associated contracts
•
Activities
•
Calendars
•
Campaigns
•
Cases
•
Contacts
•
Custom objects
•
Leads
•
Opportunities
•
Orders
•
Price books
•
Service contracts
•
Users
You can assign the following access levels to accounts, campaigns, cases, contacts, contracts, leads, opportunities, orders, users, and custom objects.
Field
Controlled by Parent
Private
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Only Custom Objects are available in Database.com
USER PERMISSIONS
To set default sharing access:
•
Manage Sharing
Description
A user can perform an action (such as view, edit, or delete) on a contact or order based on whether he or she can perform that same action on the record associated with it.
For example, if a contact is associated with the Acme account, then a user can only edit that contact if he or she can also edit the Acme account.
Only the record owner, and users above that role in the hierarchy, can view, edit, and report on those records.
For example, if Tom is the owner of an account, and he is assigned to the role of Western Sales, reporting to Carol (who is in the role of VP of Western Region Sales), then Carol can also view, edit, and report on Tom’s accounts.
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Set Up and Maintain Your Salesforce Organization
Field
Public Read Only
Public Read/Write
Public Read/Write/Transfer
Public Full Access
Sharing Settings
Description
All users can view and report on records but not edit them. Only the owner, and users above that role in the hierarchy, can edit those records.
For example, Sara is the owner of ABC Corp. Sara is also in the role
Western Sales, reporting to Carol, who is in the role of VP of Western
Region Sales. Sara and Carol have full read/write access to ABC
Corp. Tom (another Western Sales Rep) can also view and report on ABC Corp, but cannot edit it.
All users can view, edit, and report on all records.
For example, if Tom is the owner of Trident Inc., all other users can view, edit, and report on the Trident account. However, only Tom can alter the sharing settings or delete the Trident account.
All users can view, edit, transfer, and report on all records. Only available for cases or leads.
For example, if Alice is the owner of ACME case number 100, all other users can view, edit, transfer ownership, and report on that case. But only Alice can delete or change the sharing on case 100.
All users can view, edit, transfer, delete, and report on all records.
Only available for campaigns.
For example, if Ben is the owner of a campaign, all other users can view, edit, transfer, or delete that campaign.
Note:
To use cases effectively, set the organization-wide default for Account, Contact, Contract, and Asset to Public Read/Write.
You can assign the following access levels to personal calendars.
Field
Hide Details
Hide Details and Add Events
Show Details
Show Details and Add Events
Full Access
Description
Others can see whether the user is available at given times, but can not see any other information about the nature of events in the user’s calendar.
In addition to the sharing levels set by Hide Details, users can insert events in other users’ calendars.
Users can see detailed information about events in other users’ calendars.
In addition to the sharing levels set by Show Details, users can insert events in other users’ calendars.
Users can see detailed information about events in other users’ calendars, insert events in other users’ calendars, and edit existing events in other users’ calendars.
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Set Up and Maintain Your Salesforce Organization Sharing Settings
Note: Regardless of the organization-wide defaults that have been set for calendars, all users can invite all other users to events.
You can assign the following access levels to price books.
Field
Use
View Only
No Access
Description
All users can view price books and add them to opportunities.
Users can add any product within that price book to an opportunity.
All users can view and report on price books but only users with the “Edit” permission on opportunities or users that have been manually granted use access to the price book can add them to opportunities.
Users cannot see price books or add them to opportunities. Use this access level in your organization-wide default if you want only selected users to access selected price books. Then, manually share the appropriate price books with the appropriate users.
You can assign the following access levels to activities.
Field
Private
Controlled by Parent
Description
Only the activity owner, and users above the activity owner in the role hierarchy, can edit and delete the activity; users with read access to the record to which the activity is associated can view and report on the activity.
A user can perform an action (such as view, edit, transfer, and delete) on an activity based on whether he or she can perform that same action on the records associated with the activity.
For example, if a task is associated with the Acme account and the
John Smith contact, then a user can only edit that task if he or she can also edit the Acme account and the John Smith record.
You can assign the following access levels to users.
Field
Private
Public Read Only
Description
All users have read access to their own user record and those below them in the role hierarchy.
All users have read access on one another. You can see all users’ detail pages. You can also see all users in lookups, list views, ownership changes, user operations, and search.
SEE ALSO:
Set Your Organization-Wide Sharing Defaults
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Set Up and Maintain Your Salesforce Organization
Default Organization-Wide Sharing Settings
The default organization-wide sharing settings are:
Object
Account
Activity
Asset
Calendar
Campaign
Case
Contact
Contract
Custom Object
Lead
Opportunity
Price Book
Service Contract
Users
Default Access
Public Read/Write
Private
Controlled by Parent
Hide Details and Add Events
Public Full Access
Public Read/Write/Transfer
Controlled by Parent
Public Read/Write
Public Read/Write
Public Read/Write/Transfer
Public Read Only
Use
Private
Public Read Only
Private for external users
Sharing Settings
EDITIONS
Accounts, cases, contacts, leads, opportunities, and custom objects available in:
Salesforce Classic and
Lightning Experience
Available in: Professional,
Enterprise, Performance,
Unlimited,Developer, and
Database.com Editions.
Except for Custom Objects, all object types are not available in Database.com
SEE ALSO:
Organization-Wide Sharing Defaults
Set Your Organization-Wide Sharing Defaults
External Organization-Wide Defaults Overview
External organization-wide defaults provide separate organization-wide defaults for internal and external users. They simplify your sharing rules configuration and improve recalculation performance.
Additionally, administrators can easily see which information is being shared to portals and other external users.
The following objects support external organization-wide defaults.
•
Accounts and their associated contracts and assets
•
Cases
•
Contacts
•
Opportunities
•
Custom Objects
•
Users
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Sharing Settings
External users include:
•
Authenticated website users
•
Chatter external users
•
Community users
•
Customer Portal users
•
Guest users
•
High-volume portal users
•
Partner Portal users
•
Service Cloud Portal users
Note: Chatter external users have access to the User object only.
Previously, if your organization wanted Public Read Only or Public Read/Write access for internal users but Private for external users, you would have to set the default access to Private and create a sharing rule to share records with all internal users.
With separate organization-wide defaults, you can achieve similar behavior by setting the default internal access to Public Read Only or
Public Read/Write and the default external access to Private. These settings also speed up performance for reports, list views, searches, and API queries.
SEE ALSO:
Organization-Wide Sharing Defaults
Setting the External Organization-Wide Defaults
Sharing Default Access Settings
Setting the External Organization-Wide Defaults
External Organization-Wide Defaults enable you to set a different default access level for external users.
Before you set the external organization-wide defaults, make sure that it is enabled. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing Settings, and click the Enable External Sharing Model button.
When you first enable external organization-wide defaults, the default internal access and default external access are set to the original default access level. For example, if your organization-wide default for contacts is Private, the default internal access and default external access will be Private as well.
To set the external organization-wide default for an object:
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings
2. Click Edit in the Organization-Wide Defaults area.
3. For each object, select the default access you want to use.
You can assign the following access levels.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To set default sharing access:
•
Manage Sharing
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Set Up and Maintain Your Salesforce Organization
Access Level
Controlled by Parent
Private
Public Read Only
Public Read/Write
Sharing Settings
Description
Users can perform actions (such as view, edit, delete) on a record on the detail side of a master-detail relationship if they can perform the same action on all associated master records.
Note:
For contacts,
Controlled by Parent
must be set for both the default internal and external access.
Only users who are granted access by ownership, permissions, role hierarchy, manual sharing, or sharing rules can access the records.
All users can view all records for the object.
All users can view and edit all records for the object.
Note: The default external access level must be more restrictive or equal to the default internal access level. For example, you can have a custom object with default external access set to Private and default internal access set to Public Read Only.
4. Click Save.
SEE ALSO:
External Organization-Wide Defaults Overview
Disabling External Organization-Wide Defaults
Disabling External Organization-Wide Defaults results in one organization-wide default for each object.
Before disabling this feature, set Default External Access and Default Internal Access to the same access level for each object.
To disable the external organization-wide defaults:
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings
2. Click Disable External Sharing Model in the Organization-Wide Defaults area.
After disabling the external organization-wide defaults, you’ll see the Default Access setting instead of the Default External Access and Default Internal Access settings in the organization-wide defaults area. If you have User Sharing, the Default External Access settings for the account, contact, case, and opportunity objects remain visible but they are disabled.
SEE ALSO:
External Organization-Wide Defaults Overview
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To disable external organization-wide defaults:
•
Manage Sharing
313
Set Up and Maintain Your Salesforce Organization Controlling Access Using Hierarchies
Controlling Access Using Hierarchies
Determine whether users have access to records they don’t own, including records to which they don’t have sharing access, but someone below them in the hierarchy does.
Beyond setting the organization-wide sharing defaults for each object, you can specify whether users have access to the data owned by or shared with their subordinates in the hierarchy. For example, the role hierarchy automatically grants record access to users above the record owner in the hierarchy. By default, the
Grant Access Using Hierarchies
option is enabled for all objects, and it can only be changed for custom objects.
To control sharing access using hierarchies for any custom object, from Setup, enter
Sharing
Settings
in the
Quick Find
box, then select Sharing Settings. Next, click Edit in the
Organization Wide Defaults section. Deselect
Grant Access Using Hierarchies
if you want to prevent users from gaining automatic access to data owned by or shared with their subordinates in the hierarchies.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Territories are not available in Database.com
USER PERMISSIONS
Implementation Notes
•
Regardless of your organization's sharing settings, users can gain access to records they do not own through other means such as user permissions like “View All Data,” sharing rules, or manual sharing of individual records.
•
The
Grant Access Using Hierarchies
option is always selected on standard objects and is not editable.
To set default sharing access and change the
Grant Access Using
Hierarchies
option:
•
Manage Sharing
•
If you disable the
Grant Access Using Hierarchies
option, sharing with a role or territory and subordinates only shares with the users directly associated with the role or territory selected. Users in roles or territories above them in the hierarchies will not gain access.
•
If your organization disables the
Grant Access Using Hierarchies
option, activities associated with a custom object are still visible to users above the activity’s assignee in the role hierarchy.
•
If a master-detail relationship is broken by deleting the relationship, the former detail custom object's default setting is automatically reverted to Public Read/Write and
Grant Access Using Hierarchies
is selected by default.
•
The
Grant Access Using Hierarchies
option affects which users gain access to data when something is shared with public groups, personal groups, queues, roles, or territories. For example, the View All Users option displays group members and people above them in the hierarchies when a record is shared with them using a sharing rule or manual sharing and the
Grant
Access Using Hierarchies
option is selected. When the
Grant Access Using Hierarchies
option is not selected, some users in these groups no longer have access. The following list covers the access reasons that depend on the
Grant
Access Using Hierarchies
option.
These reasons always gain access:
Group Member
Queue Member
Role Member
Member of Subordinate Role
Territory Member
Member of Subordinate Territory
These reasons only gain access when using hierarchies:
Manager of Group Member
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Set Up and Maintain Your Salesforce Organization User Role Hierarchy
Manager of Queue Member
Manager of Role
Manager of Territory
User Role Manager of Territory
Best Practices
•
When you deselect
Grant Access Using Hierarchies
, notify users of the changes in report results that they can expect due to losing visibility of their subordinates' data. For example, selecting My team's... in the View drop-down list returns records owned by the user; it will not include records owned by their subordinates. To be included in this type of report view, records from subordinates must be explicitly shared with that user by some other means such as a sharing rule or a manual share. So, if no records are shared with you manually, the My... and My team's... options in the View drop-down list return the same results. However, choosing the Activities with... any custom object report type when creating a custom report returns activities assigned to you as well as your subordinates in the role hierarchy.
SEE ALSO:
User Role Hierarchy
Salesforce offers a user role hierarchy that you can use with sharing settings to determine the levels of access that users have to your Salesforce org’s data. Roles within the hierarchy affect access on key components such as records and reports.
If your organization-wide defaults are more restrictive than Public Read/Write, use role hierarchy to make records more accessible to users.
Watch a Demo: Who Sees What: Record Access via the Role Hierarchy (Salesforce
Classic)
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Users at any role level can view, edit, and report on all data that’s owned by or shared with users below them in the role hierarchy, unless your Salesforce org’s sharing model for an object specifies otherwise. Specifically, in the Organization-Wide Defaults related list, you can disable the Grant
Access Using Hierarchies option for a custom object. When disabled, only the record owner and users who are granted access by the organization-wide defaults receive access to the object’s records.
USER PERMISSIONS
To create, edit, and delete roles:
•
Manage Roles
To assign users to roles:
•
Manage Internal Users
Roles determine user access to cases, contacts, and opportunities, regardless of who owns those records. The access level is specified on the Role Edit page. For example, you can set the contact access so that users in a role can edit all contacts associated with accounts that they own, regardless of who owns the contacts. And you can set the opportunity access so that users in a role can edit all opportunities associated with accounts that they own, regardless of who owns the opportunities.
After you share a folder with a role, it’s visible only to users in that role, not to superior roles in the hierarchy.
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Set Up and Maintain Your Salesforce Organization User Role Hierarchy
Guidelines for Success with Roles
Understand key rule behaviors and apply best practices for success with roles.
EDITIONS
For best practices on designing record access in a large organization, see
Access for Enterprise Scale
.
Designing Record
Available in: Salesforce
Classic and Lightning
Experience
•
To simplify user management in organizations with large numbers of users, enable delegated administrators to manage users in specified roles and all subordinate roles.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
•
You can create up to 500 roles for your organization.
•
Every user must be assigned to a role, or their data will not display in opportunity reports, forecast roll-ups, and other displays based on roles.
•
All users that require visibility to the entire organization should belong to the highest level in the hierarchy.
•
It is not necessary to create individual roles for each title at your company. Instead, define a hierarchy of roles to control access of information entered by users in lower level roles.
•
When you change a user’s role, the sharing rules for the new role are applied.
•
If you are a Salesforce Knowledge user, you can modify category visibility settings on the role detail page.
•
To avoid performance issues, no single user should own more than 10,000 records of an object. Users who need to own more than that number of objects should either not be assigned a role or placed in a separate role at the top of the hierarchy. It’s also important to keep that user out of public groups that might be used as the source for sharing rules.
•
When an account owner is not assigned a role, the sharing access for related contacts is Read/Write, provided the organization-wide default for contacts is not Controlled by Parent. Sharing access on related opportunities and cases is No Access.
•
If your organization uses Territory Management, forecasts are based on the territory hierarchy rather than the role hierarchy.
Assign Users to Roles
Quickly assign users to a particular role.
1. From Setup, enter
Roles
in the
Quick Find
box, then select Roles.
2. Click Assign next to the name of the desired role.
Note: You can also access this page by clicking Assign Users to Role from the Users in
Role related list. Large organizations should consider assigning roles via the SOAP API for efficiency.
3. Make a selection from the drop-down list to show the available users.
4. Select a user on the left, and click Add to assign the user to this role.
Note: Removing a user from the Selected Users list deletes the role assignment for that user.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To assign users to roles:
•
Manage Internal Users
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Set Up and Maintain Your Salesforce Organization User Role Hierarchy
Role Fields
The fields that comprise a role entry have specific purposes. Refer to this table for descriptions of each field and how it functions in a role.
The visibility of fields depends on your organization’s permissions and sharing settings.
Field
Case Access
Contact Access
Label
Modified By
Opportunity Access
Partner Role
Role Name
Role Name as displayed on reports
Sharing Groups
Description
Specifies whether users can access other users’ cases that are associated with accounts the users own. This field is not visible if your organization’s sharing model for cases is Public Read/Write.
Specifies whether users can access other users’ contacts that are associated with accounts the users own. This field is not visible if your organization’s sharing model for contacts is
Public Read/Write or Controlled by Parent.
The name used to refer to the role or title of position in any user interface pages, for example,
Western Sales VP.
The name of the user who last modified this role's details, and the date and time that the role was modified.
Specifies whether users can access other users’ opportunities that are associated with accounts the users own. This field is not visible if your organization’s sharing model for opportunities is Public Read/Write.
Indicates whether this role is associated with a partner account. This field is available only when a Customer Portal or partner portal is enabled for the organization.
If this checkbox is selected, you cannot edit the role. The default number of roles in portal accounts is three. You can reduce the number of roles or add roles to a maximum of three.
The unique name used by the API and managed packages.
A role name that appears in reports. When editing a role, if the
Role Name
is long, you can enter an abbreviated name in this field.
These groups are automatically created and maintained. The Role group contains all users in this role plus all users in roles above this role.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To create or edit roles:
•
Manage Roles
317
Set Up and Maintain Your Salesforce Organization What Is a Group?
Field
This role reports to
Description
The Role and Subordinates group contains all users in this role plus all users in roles above and below this role in the hierarchy. The
Role and Internal Subordinates group (available if Customer Portals or partner portals are enabled for your organization) contains all users in this role. It also contains all users in roles above and below this role, excluding Customer Portal and partner portal users.
The role above this role in the hierarchy.
SEE ALSO:
What Is a Group?
A group consists of a set of users. A group can contain individual users, other groups, or the users in a particular role or territory. It can also contain the users in a particular role or territory plus all the users below that role or territory in the hierarchy.
There are two types of groups.
Public groups
Administrators and delegated administrators can create public groups. Everyone in the organization can use public groups. For example, an administrator can create a group for an employee carpool program. All employees can then use this group to share records about the program.
Personal groups
Each user can create groups for their personal use. For example, users might need to ensure that certain records are always shared within a specified workgroup.
You can use groups in the following ways.
•
To set up default sharing access via a sharing rule
•
To share your records with other users
•
To specify that you want to synchronize contacts owned by other users
•
To add multiple users to a Salesforce CRM Content library
•
To assign users to specific actions in Salesforce Knowledge
SEE ALSO:
Sharing Records with Manager Groups
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
318
Set Up and Maintain Your Salesforce Organization What Is a Group?
Public Group Considerations
For organizations with a large number of users, consider these tips when creating public groups to optimize performance.
•
Create a group when at least a few users need the same access.
•
Create a group for members who don’t need to frequently move in or out of the groups.
•
Avoid creating groups within groups that result in more than five levels of nesting.
•
Enable automatic access to records using role hierarchies for public groups by selecting Grant
Access Using Hierarchies when creating the group. However, don’t use this option if you’re creating a public group with All Internal Users as members.
SEE ALSO:
Group Member Types
Many types of groups are available for various internal and external users.
When you create or edit a group, you can select the following types of members from the
Search drop-down list. Depending on your organization settings, some types may not be available.
Member Type
Customer Portal Users
Partner Users
Personal Groups
Portal Roles
Portal Roles and Subordinates
Description
All of your Customer Portal users. This is only available when a Customer Portal is enabled for your organization.
All of your partner users. This is only available when a partner portal is enabled for your organization.
All of your own groups. This is only available when creating other personal groups.
All roles defined for your organization’s partner portal or Customer Portal. This includes all users in the specified portal role, except high-volume portal users.
Note: A portal role name includes the name of the account that it’s associated with, except for person accounts, which
.
All roles defined for your organization’s partner portal or Customer Portal. This includes all of the users in the specified portal role plus all of the users below that role in the portal role hierarchy, except for high-volume portal users.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
The member types that are available vary depending on your Edition.
USER PERMISSIONS
To create or edit a public group:
•
Manage Users
To create or edit another user’s personal group:
•
Manage Users
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Set Up and Maintain Your Salesforce Organization
Member Type
Public Groups
Roles
Roles and Internal Subordinates
Roles and Subordinates
Roles, Internal and Portal Subordinates
Users
SEE ALSO:
Sharing Records with Manager Groups
What Is a Group?
Description
Note: A portal role name includes the name of the account that it’s associated with, except for person accounts, which
All public groups defined by your administrator.
All roles defined for your organization. Adding a role to a group includes all of the users in that role, but does not include portal roles.
Adding a role and its subordinate roles includes all of the users in that role plus all of the users in roles below that role. This doesn't include portal roles or users.
Adding a role and its subordinate roles includes all of the users in that role plus all of the users in roles below that role. This is only available when no portals are enabled for your organization.
Adding a role and its subordinate roles includes all of the users in that role plus all of the users in roles below that role. This is only available when a partner or Customer Portal is enabled for your organization. This includes portal users.
All users in your organization. This doesn't include portal users.
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Set Up and Maintain Your Salesforce Organization What Is a Group?
Create and Edit Groups
Only administrators and delegated administrators can create and edit public groups, but anyone can create and edit their own personal groups.
To create or edit a group:
1. Click the control that matches the type of group:
•
For personal groups, go to your personal settings and click My Personal Information or
Personal—whichever one appears. Then click My Groups. The Personal Groups related list is also available on the user detail page.
•
For public groups, from Setup, enter
Public Groups
in the
Quick Find
box, then select Public Groups.
2. Click New, or click Edit next to the group you want to edit.
3. Enter the following:
Field
Label
Description
The name used to refer to the group in any user interface pages.
Group Name
(public groups only) The unique name used by the API and managed packages.
Grant Access Using
Hierarchies
(public groups only)
Select Grant Access Using Hierarchies to allow automatic access to records using your role hierarchies.
When selected, any records shared with users in this group are also shared with users higher in the hierarchy.
Deselect Grant Access Using Hierarchies if you’re creating a public group with All Internal Users as members, which optimizes performance for sharing records with groups.
Note:
If Grant Access Using Hierarchies is deselected, users that are higher in the role hierarchy don’t receive automatic access.
However, some users—such as those with the
“View All” and “Modify All” object permissions and the “View All Data” and “Modify All Data” system permissions—can still access records they don’t own.
Search
From the
Search
drop-down list, select the type of member to add. If you don’t see the member you want to add, enter keywords in the search box and click Find.
Note:
For account owners to see child records owned by high-volume portal users, they must be members of any portal share groups with access to the portal users' data.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or edit a public group:
•
Manage Users
To create or edit another user’s personal group:
•
Manage Users
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Set Up and Maintain Your Salesforce Organization
Selected Members
Selected Delegated Groups
What Is a Group?
Select members from the Available Members box, and click Add to add them to the group.
In this list, specify any delegated administration groups whose members can add or remove members from this public group. Select groups from the
Available Delegated Groups box, and then click Add. This list appears only in public groups.
4. Click Save.
Note: When you edit groups, roles, and territories, sharing rules are recalculated to add or remove access as needed.
SEE ALSO:
Viewing Group Lists
1. Click the control that matches the type of group.
•
For personal groups, in your personal settings, click My Personal Information or
Personal—whichever one appears. Then click My Groups.
•
For public groups, from Setup, enter
Public Groups
in the
Quick Find
box, then select Public Groups.
2. Click the name of a group in the Groups related list to display the group's detail page.
•
To edit the group membership, click Edit.
•
To delete the group, click Delete.
•
To view active group members, see the Group Members related list.
•
To view all group members and users who have equivalent access because they are higher in the role or territory hierarchy, click View All Users to display the All Users in Group related list. Click View Group Members to return to the Group Members related list.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To edit a public group:
•
Manage Users
SEE ALSO:
Sharing Records with Manager Groups
Share records up or down the management chain using sharing rules or manual sharing.
The role hierarchy controls the level of visibility that users have into your organization’s data. With
Spring ’15, you can use manager groups to share records with your management chain, instead of all managers in the same role based on the role hierarchy. Manager groups can be used wherever other groups are used, such as in a manual share or sharing rule. But they cannot be added to other groups and don’t include portal users. Manager groups can contain Standard and Chatter Only users only.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization What Is a Group?
Every user has two manager groups—Managers Group (1) and Manager Subordinates Group (2)— where (1) includes a user’s direct and indirect managers, and (2) includes a user and the user’s direct and indirect reports. On a sharing rule setup page, these groups are available on the Share with drop-down list.
To find out who a user’s manager is, from Setup, enter
Users
in the
Quick Find
box, then select Users. Click a user’s name. The
Manager
field on the user detail page displays the user’s manager.
To enable users to share records with the manager groups, follow these steps.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing Settings.
2. On the Sharing Settings page, click Edit.
3. In Other Settings, select
Manager Groups
and then click Save.
Note:
You can’t disable manager groups if your organization uses Work.com or have any sharing rules that uses manager groups.
With manager groups, you can share records to these groups via manual sharing, sharing rules, and Apex managed sharing. Apex sharing reasons is not supported. For Apex managed sharing, include the row cause ID, record ID, and the manager group ID. For more information, see the
Force.com Apex Code Developer's Guide
.
Inactive users remain in the groups of which they are members, but all relevant sharing rules and manual sharing are retained in the groups.
Note:
If your organization has User Sharing enabled, you can’t see the users whom you don’t have access to. Additionally, a querying user who doesn’t have access to another user can’t query that user’s groups.
Example: You might have a custom object for performance reviews whose organization-wide default is set to Private. After deselecting the
Grant Access Using Hierarchies
checkbox, only the employee who owns the review record can
323
Set Up and Maintain Your Salesforce Organization Sharing Rules view and edit it. To share the reviews up the management chain, administrators can create a sharing rule that shares to a user’s
Managers Group. Alternatively, the employee can share the review record with the user’s Managers Group by using manual sharing.
SEE ALSO:
Sharing Rules
Make automatic exceptions to your organization-wide sharing settings for defined sets of users.
Note: Who Sees What: Record Access via Sharing Rules (Salesforce Classic)
Watch how you can grant access to records using sharing rules.
For example, use sharing rules to extend sharing access to users in public groups, roles, or territories.
Sharing rules can never be stricter than your organization-wide default settings. They simply allow greater access for particular users.
You can create these types of sharing rules.
Type
Account territory sharing rules
Asset sharing rules
Territory assignment Accounts and their associated cases, contacts, contracts, and opportunities
Asset owner or other criteria, including asset record types or field values
Individual asset records
Based on Set Default Sharing
Access for
Account owner or other criteria, including account record types or field values
Accounts and their associated contracts, opportunities, cases, and optionally, contacts and orders
Campaign owner or other criteria, including campaign record types or field values
Individual campaign records
Case owner or other criteria, including case record types or field values
Individual cases and associated accounts
Contact owner or other criteria, including contact record types or field values
Individual contacts and associated accounts
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Account, asset, and contact sharing rules are available in: Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Account territory, case, lead, opportunity, order, and custom object sharing rules are available in: Enterprise,
Performance, Unlimited, and Developer Editions
Campaign sharing rules are available in Enterprise,
Performance, Unlimited, and Developer Editions and in Professional Edition for an additional cost
Record types are available in Professional, Enterprise,
Performance, Unlimited, and Developer Editions
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Type
User provisioning request sharing rules
Based on
Custom object owner or other criteria, including custom object record types or field values
Set Default Sharing Access for
Individual custom object records
Lead owner or other criteria, including lead record types or field values
Individual leads
Opportunity owner or other criteria, including opportunity record types or field values
Individual opportunities and their associated accounts
Order owner or other criteria, including order record types or field values
Individual orders
Group membership or other criteria, including username and whether the user is active
Individual user records
User provisioning request owner, only; criteria-based sharing rules aren’t available
Individual user provisioning request records
Work order owner or other criteria, including work order record types or field values
Individual work orders
Note:
•
You can’t include high-volume portal users in sharing rules because they don’t have roles and can’t be in public groups.
•
Developers can use Apex to programmatically share custom objects (based on record owners, but not other criteria). This does not apply to User Sharing.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Criteria-Based Sharing Rules
Criteria-based sharing rules determine whom to share records with based on field values in records.
For example, let’s say you use a custom object for job applications, with a custom picklist field named “Department.” A criteria-based sharing rule could share all job applications in which the
Department field is set to “IT” with all IT managers in your organization.
Note:
•
Although criteria-based sharing rules are based on values in the records and not the record owners, a role or territory hierarchy still allows users higher in the hierarchy to access the records.
•
You can’t use Apex to create criteria-based sharing rules. Also, criteria-based sharing cannot be tested using Apex.
•
You can use the SharingRules type in the Metadata API to create criteria-based sharing rules starting in API version 24.0.
•
You can’t include high-volume portal users in sharing rules because they don’t have roles and can’t be in public groups.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Accounts, Opportunities,
Cases, Contacts, and record types are not available in
Database.com
You can create criteria-based sharing rules for accounts, assets, opportunities, cases, contacts, leads, campaigns, work orders, and custom objects. You can create up to 50 criteria-based sharing rules per object.
•
Record types
•
These field types:
–
Auto Number
–
Checkbox
–
Date
–
Date/Time
–
–
Number
–
Percent
–
Phone
–
Picklist
–
Text
–
Text Area
–
URL
–
Lookup Relationship (to user ID or queue ID)
Note: Text and Text Area are case-sensitive. For example, a criteria-based sharing rule that specifies “Manager” in a text field doesn’t share records that have “manager” in the field. To create a rule with several common cases of a word, enter each value separated by a comma.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Sharing Rule Categories
When you define a sharing rule, you can choose from the following categories in the owned by members of
and
Share with
drop-down lists. Depending on the type of sharing rule and the features enabled for your organization, some categories may not appear.
Note: You can’t include high-volume portal users in sharing rules because they don’t have roles and can’t be in public groups.
Category
Managers Groups
Manager Subordinates
Groups
Queues
Description
All direct and indirect managers of a user.
A manager and all direct and indirect reports who he or she manages.
Public Groups
Roles
Portal Roles
All records owned by the queue, excluding records owned by individual members of the queue. Available only in the owned by members of
list.
All public groups defined by your administrator.
If a partner portal or Customer Portal is enabled for your organization, the All Partner Users or All Customer Portal Users group displays.
These groups includes all users allowed to access your partner portal or Customer Portal, except for high-volume portal users.
All roles defined for your organization. This includes all of the users in the specified role.
All roles defined for your organization’s partner portal or Customer
Portal. This includes all users in the specified portal role, except high-volume portal users.
A portal role name includes the name of the account that it’s associated with, except for person accounts, which include the user
Roles and Subordinates
Portal Roles and
Subordinates
All roles defined for your organization. This includes all of the users in the specified role plus all of the users in roles below that role, including partner portal and Customer Portal roles that contain users with a portal license type.
Portal roles are only included in this category if a partner portal or
Customer Portal is enabled for your organization.
The Roles, Internal and Portal Subordinates data set category is only available in your organization after you create at least one role in the role hierarchy.
All roles defined for your organization’s partner portal or Customer
Portal. This includes all of the users in the specified portal role plus all of the users below that role in the portal role hierarchy, except for high-volume portal users.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Account and contact sharing rules available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Account territory, case, lead, and opportunity sharing rules available in:
Enterprise, Performance,
Unlimited, and Developer
Editions
Campaign sharing rules available in Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
Custom object sharing rules available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions.
Partner Portals and
Customer Portals available in Salesforce Classic
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Category
Roles and Internal Subordinates
Roles, Internal and Portal
Subordinates
Territories
Territories and Subordinates
Description
A portal role name includes the name of the account that it’s associated with, except for person accounts, which include the user
All roles defined for your organization. This includes all of the users in the specified role plus all of the users in roles below that role, excluding partner portal and Customer Portal roles.
This category only displays if a partner portal or Salesforce Customer Portal is enabled for your organization.
The Roles and Internal Subordinates data set category is only available in your organization after you create at least one role in the role hierarchy and enable a portal.
All roles defined for your organization. This includes all of the users in the specified role plus all of the users in roles below that role, including partner portal and Customer Portal roles.
This category only displays if a partner portal or Salesforce Customer Portal is enabled for your organization.
The Roles and Internal Subordinates data set category is only available in your organization after you create at least one role in the role hierarchy and enable a portal.
All territories defined for your organization.
All territories defined for your organization. This includes the specified territory plus all territories below it.
SEE ALSO:
Sharing Records with Manager Groups
Creating Lead Sharing Rules
Lead sharing rules are based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 lead sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Lead Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
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Set Up and Maintain Your Salesforce Organization Sharing Rules
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
SEE ALSO:
Editing Lead Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Lead Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Description
Users can view, but not update, records.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
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Set Up and Maintain Your Salesforce Organization
Access Setting
Read/Write
Description
Users can view and update records.
Sharing Rules
6. Click Save.
SEE ALSO:
Creating Account Sharing Rules
Account sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 account sharing rules, including up to 50 criteria-based sharing rules.
EDITIONS
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Account Sharing Rules related list, click New.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select a setting for
Default Account, Contract and Asset Access
.
10. In the remaining fields, select the access settings for the records associated with the shared accounts.
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Access Setting Description
Private
(available for associated contacts, opportunities, and cases only)
Users can’t view or update records, unless access is granted outside of this sharing rule.
Read Only
Read/Write
Users can view, but not update, records.
Users can view and update records.
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
11. Click Save.
SEE ALSO:
Editing Account Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Account Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select a setting for
Default Account, Contract and Asset Access
.
6. In the remaining fields, select the access settings for the records associated with the shared accounts.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
Access Setting Description
Private
(available for associated contacts, opportunities, and cases only)
Users can’t view or update records, unless access is granted outside of this sharing rule.
Read Only
Read/Write
Users can view, but not update, records.
Users can view and update records.
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
7. Click Save.
SEE ALSO:
Creating Account Territory Sharing Rules
Account territory sharing rules are based on territory assignment. You can define up to 300 account territory sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Account Territory Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
6. In the Accounts in Territory line, select Territories or Territories and Subordinates from the first drop-down list and a territory from the second drop-down list.
7. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
8. Select a setting for
Default Account, Contract and Asset Access
.
9. In the remaining fields, select the access setting for the records associated with the shared account territories.
Access Setting Description
Private
(available for associated contacts, opportunities, and cases only)
Users can’t view or update records, unless access is granted outside of this sharing rule.
Read Only
Read/Write
Users can view, but not update, records.
Users can view and update records.
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
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Set Up and Maintain Your Salesforce Organization Sharing Rules
10. Click Save.
SEE ALSO:
Editing Account Territory Sharing Rules
For account territory sharing rules, you can edit the sharing access settings, but no other settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Account Territory Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. Select the sharing access setting for users.
Access Setting
Private
(available for associated contacts, opportunities, and cases only)
Read Only
Read/Write
Description
Users can’t view or update records, unless access is granted outside of this sharing rule.
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
5. Click Save.
SEE ALSO:
333
Set Up and Maintain Your Salesforce Organization Sharing Rules
Creating Contact Sharing Rules
Contact sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 contact sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Contact Sharing Rules related list, click New.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Sharing Rules
Editing Contact Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Contact Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
6. Click Save.
SEE ALSO:
Creating Opportunity Sharing Rules
Opportunity sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 opportunity sharing rules, including up to
50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Opportunity Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
335
Set Up and Maintain Your Salesforce Organization Sharing Rules
7. Depending on the rule type you selected, do the following:
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users. For owner-based rules or criteria-based rules with ownership as criteria, the
Opportunity
Access
level applies to opportunities owned by the group, role, or territory members, regardless of the associated account.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
SEE ALSO:
Editing Opportunity Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Opportunity Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users. For owner-based rules or criteria-based rules with ownership as criteria, the
Opportunity Access
level applies to opportunities owned by the group, role, or territory members, regardless of the associated account.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
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Set Up and Maintain Your Salesforce Organization
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
Sharing Rules
6. Click Save.
SEE ALSO:
Creating Case Sharing Rules
Case sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 case sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Case Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
To create sharing rules:
•
Manage Sharing
7. Depending on the rule type you selected, do the following:
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
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Set Up and Maintain Your Salesforce Organization
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
Sharing Rules
10. Click Save.
SEE ALSO:
Editing Case Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Case Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
6. Click Save.
SEE ALSO:
338
Set Up and Maintain Your Salesforce Organization Sharing Rules
Creating Campaign Sharing Rules
Campaign sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 campaign sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Campaign Sharing Rules related list, click New.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Full Access
Description
Users can view, but not update, records.
Users can view and update records.
Any user in the selected group, role, or territory can view, edit, transfer, delete, and share the record, just like the record’s owner.
With a Full Access sharing rule, users can also view, edit, delete, and close activities associated with the record if the organization-wide sharing setting for activities is
Controlled by Parent.
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Set Up and Maintain Your Salesforce Organization Sharing Rules
10. Click Save.
SEE ALSO:
Editing Campaign Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Campaign Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Full Access
Description
Users can view, but not update, records.
Users can view and update records.
Any user in the selected group, role, or territory can view, edit, transfer, delete, and share the record, just like the record’s owner.
With a Full Access sharing rule, users can also view, edit, delete, and close activities associated with the record if the organization-wide sharing setting for activities is Controlled by Parent.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
6. Click Save.
SEE ALSO:
340
Set Up and Maintain Your Salesforce Organization Sharing Rules
Creating Quick Text Sharing Rules
To create Quick Text sharing rules:
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Quick Text Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. In the
Quick Text: owned by members of
line, specify the users who own the data by selecting a category from the first drop-down list and a set of users from the second drop-down list.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
7. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
8. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
9. Click Save.
SEE ALSO:
341
Set Up and Maintain Your Salesforce Organization Sharing Rules
Creating Custom Object Sharing Rules
Custom object sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 custom object sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Sharing Rules related list for the custom object, click New.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
4. Enter the Label and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
SEE ALSO:
342
Set Up and Maintain Your Salesforce Organization Sharing Rules
Editing Custom Object Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Sharing Rules related list for the custom object, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,,
Performance, Unlimited,
Developer, and
Database.com Editions.
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
Description
Users can view, but not update, records.
Users can view and update records.
6. Click Save.
SEE ALSO:
Create Order Sharing Rules
Order sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 order sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the Order Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
343
Set Up and Maintain Your Salesforce Organization Sharing Rules
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
•
Based on record owner
—In the owned by members of
line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note: To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
Edit Order Sharing Rules
For sharing rules that are based on owner, you can edit only the sharing access settings. For sharing rules that are based on other criteria, you can edit the criteria and sharing access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Order Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that's based on owner, skip to the next step.
If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
Description
Users can view, but not update, records.
Users can view and update records.
344
Set Up and Maintain Your Salesforce Organization Sharing Rules
6. Click Save.
Creating User Provisioning Request Sharing Rules
User provisioning request sharing rules can be based on the record owner, only. You can’t create criteria-based user provisioning request sharing rules. You can define up to 300 user provisioning request sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
3. In the User Provisioning Request Sharing Rules related list, click New.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
USER PERMISSIONS
To create user provisioning request sharing rules:
•
Manage Sharing and
Use Identity Features
6. In the owned by members of
line, specify the users whose records are shared. Select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
7. In the
Share with
line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
8. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
9. Click Save.
SEE ALSO:
Editing User Provisioning Request Sharing Rules
345
Set Up and Maintain Your Salesforce Organization Sharing Rules
Editing User Provisioning Request Sharing Rules
For sharing rules that are based on an owner, you can edit only the sharing access settings. You can’t create criteria-based user provisioning request sharing rules.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the User Provisioning Request Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
5. Click Save.
SEE ALSO:
Create Work Order Sharing Rules
Work order sharing rules are based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 work order sharing rules, including up to 50 criteria-based sharing rules.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter
Sharing Settings
in the Quick Find box, then select Sharing Settings.
EDITIONS
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
3. In the Work Order Sharing Rules related list, click New.
4. Enter the Label Name and click the Rule Name field to auto-populate it.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
To enable work orders:
•
Customize Application
•
Based on record owner
—In the owned by members of line, specify the users whose records are shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
346
Set Up and Maintain Your Salesforce Organization Sharing Rules
•
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
Note:
To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.
8. In the Share with line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records.
Users can view and update records.
10. Click Save.
Sharing Rule Considerations
Sharing rules allow you to selectively grant data access to defined sets of users. Review the following notes before using sharing rules:
Granting Access
•
You can use sharing rules to grant wider access to data. You cannot restrict access below your organization-wide default levels.
•
If multiple sharing rules give a user different levels of access to a record, the user gets the most permissive access level.
•
Sharing rules automatically grant additional access to related records. For example, opportunity sharing rules give role or group members access to the account associated with the shared opportunity if they do not already have it. Likewise, contact and case sharing rules provide the role or group members with access to the associated account as well.
•
Users in the role hierarchy are automatically granted the same access that users below them in the hierarchy have from a sharing rule, provided that the object is a standard object or the Grant Access Using Hierarchies option is selected.
•
Regardless of sharing rules, users can, at a minimum, view the accounts in their territories.
Also, users can be granted access to view and edit the contacts, opportunities, and cases associated with their territories’ accounts.
Updating
•
Creating an owner-based sharing rule with the same source and target groups as an existing rule overwrites the existing rule.
•
Once a sharing rule has been saved, you can’t change the
Share with
field settings when you edit the sharing rule.
•
Sharing rules apply to all new and existing records that meet the definition of the source data set.
•
Sharing rules apply to both active and inactive users.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Account and contact sharing rules are available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Account territory, case, lead, opportunity, order, and custom object sharing rules are available in: Enterprise,
Performance, Unlimited, and Developer Editions
Campaign sharing rules are available in Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
Only custom object sharing rules are available in
Database.com
347
Set Up and Maintain Your Salesforce Organization User Sharing
•
When you change the access levels for a sharing rule, all existing records are automatically updated to reflect the new access levels.
•
When you delete a sharing rule, the sharing access created by that rule is automatically removed.
•
When you modify which users are in a group, role, or territory, the sharing rules are reevaluated to add or remove access as necessary.
•
When you transfer records from one user to another, the sharing rules are reevaluated to add or remove access to the transferred records as necessary.
•
Making changes to sharing rules may require changing a large number of records at once. To process these changes efficiently, your request may be queued and you may receive an email notification when the process has completed.
•
Lead sharing rules do not automatically grant access to lead information after leads are converted into account, contact, and opportunity records.
Portal Users
•
You can create rules to share records between most types of Customer Portal users and Salesforce users. Similarly, you can create sharing rules between Customer Portal users from different accounts as long as they have the Customer Portal Manager user license. However, you can’t include high-volume portal users in sharing rules because they don’t have roles and can’t be in public groups.
•
You can easily convert sharing rules that include Roles, Internal and Portal Subordinates to include Roles and Internal Subordinates instead by using the Convert Portal User Access wizard. Furthermore, you can use this wizard to convert any publicly accessible report, dashboard, and document folders to folders that are accessible by all users except for portal users.
Managed Package Fields
If a criteria-based sharing rule references a field from a licensed managed package whose license has expired,
(expired)
is appended to the label of the field. The field label is displayed in the field drop-down list on the rule’s definition page in Setup.
Criteria-based sharing rules that reference expired fields aren't recalculated, and new records aren't shared based on those rules.
However, the sharing of existing records prior to the package's expiration is preserved.
SEE ALSO:
Sharing Rules for Communities
User Sharing
User Sharing enables you to show or hide an internal or external user from another user in your organization.
Watch a demo: Who Sees Whom: User Sharing (Salesforce Classic)
For example, you might be a manufacturer who wants to include all dealers in your organization but keep them from seeing or interacting with each other. If so, set the organization-wide defaults for the user object to Private. Then, open up access to specified dealers with sharing rules or manual sharing.
With User Sharing, you can:
•
Assign the “View All Users” permission to users who need to see or interact with all users. This permission is automatically enabled for users who have the “Manage Users” permission.
•
Set the organization-wide default
for user records to Private or Public Read Only.
•
Create user sharing rules based on group membership or other criteria.
•
for user records to open up access to individual users or groups.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Manual sharing, portals, and communities available in: Salesforce Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
348
Set Up and Maintain Your Salesforce Organization User Sharing
•
Control the visibility of external users in customer or partner portals and communities.
SEE ALSO:
Restoring User Visibility Defaults
Controlling Who Community or Portal Users Can See
Understanding User Sharing
Set organization-wide defaults for internal and external user records. Then, extend access using sharing rules based on membership to public groups, roles, or territories, or use manual sharing to share individual user records with other users or groups.
EDITIONS
When you enable user sharing, users can see other users in search, list views, and so on only if they have Read access on those users.
Available in: Salesforce
Classic and Lightning
Experience
Review these considerations before you implement user sharing.
Manual sharing available in:
Salesforce Classic
“View All Users” permission
This permission can be assigned to users who need Read access to all users, regardless of the sharing settings. If you already have the “Manage Users” permission, you are automatically granted the “View All Users” permission.
Organization-wide defaults for user records
This setting defaults to Private for external users and Public Read Only for internal users. When the default access is set to Private, users can only read and edit their own user record. Users with subordinates in the role hierarchy maintain read access to the user records of those subordinates.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
User sharing rules
General sharing rule considerations
apply to user sharing rules. User sharing rules are based on membership to a public group, role, or territory. Each sharing rule shares members of a source group with those of the target group. You must create the appropriate public groups, roles, or territories before creating your sharing rules. Users inherit the same access as users below them in the role hierarchy.
Manual sharing for user records
Manual sharing can grant read or edit access on an individual user, but only if the access is greater than the default access for the target user. Users inherit the same access as users below them in the role hierarchy. Apex managed sharing is not supported.
User sharing for external users
Users with the “Manage External Users” permission have access to external user records for Partner Relationship Management,
Customer Service, and Customer Self-Service portal users, regardless of sharing rules or organization-wide default settings for User records. The “Manage External Users” permission does not grant access to guest or Chatter External users
User Sharing Compatibility
When the organization-wide default for the user object is set to Private, User Sharing does not fully support these features.
•
Chatter Messenger is not available for external users. It is available for internal users only when the organization-wide default for the user object is set to Public Read Only.
•
Customizable Forecasts—Users with the "View All Forecast" permission can see users to whom they don't have access.
•
Salesforce CRM Content—A user who can create libraries can see users they don't have access to when adding library members.
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Set Up and Maintain Your Salesforce Organization User Sharing
•
Standard Report Types—Some reports based on standard report types expose data of users to whom a user doesn’t have access.
For more information, see Control Standard Report Visibility
.
SEE ALSO:
Set the Org-Wide Sharing Defaults for User Records
Set the org-wide sharing defaults for the user object before opening up access.
For user records, you can set the organization-wide sharing default to Private or Public Read Only.
The default must be set to Private if there is at least one user who shouldn’t see a record.
Let’s say that your organization has internal users (employees and sales agents) and external users
(customers/portal users) under different sales agents or portal accounts, with these requirements:
•
Employees can see everyone.
•
Sales agents can see employees, other agents, and their own customer user records only.
•
Customers can see other customers only if they are under the same agent or portal account.
To meet these requirements, set the default external access to Private, and extend access using sharing rules, manual sharing, or user permissions.
When the feature is first turned on, the default access setting is Private for external users. The default for internal users is Public Read Only. To change the organization-wide defaults for external access to the user object:
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. Click Edit in the Organization-Wide Defaults area.
3. Select the default internal and external access you want to use for user records.
The default external access must be more restrictive or equal to the default internal access.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To set default sharing access:
•
Manage Sharing
4. Click Save.
Users have Read access to those below them in the role hierarchy and full access on their own user record.
SEE ALSO:
External Organization-Wide Defaults Overview
Controlling Who Community or Portal Users Can See
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Set Up and Maintain Your Salesforce Organization User Sharing
Creating User Sharing Rules
Share members of a group to members of another group, or share users based on criteria.
User sharing rules can be based on membership to public groups, roles, or territories, or on other criteria such as Department and Title. By default, you can define up to 300 user sharing rules, including up to 50 criteria-based sharing rules. Contact Salesforce for information about increasing these limits.
User sharing rules based on membership enable user records belonging to members of one group to be shared with members of another group. Before you can create a membership-based user sharing rule, confirm that the appropriate groups have been created.
Users inherit the same access as users below them in the role hierarchy.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the User Sharing Rules related list, click New.
3. Enter the Label Name and click the Rule Name field to auto-populate it.
4. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
5. Select a rule type.
6. Depending on the rule type you selected, do the following:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create sharing rules:
•
Manage Sharing
a.
Based on group membership
—Users who are members of a group can be shared with members of another group.
In the
Users who are members of
line, select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 groups, roles, or territories).
b.
Based on criteria
—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
7. In the
Share with
line, specify the group that should have access to the user records. Select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
8. Select the sharing access setting for users.
Access Setting
Read Only
Read/Write
Description
Users can view, but not update, records. They can see target users in list views, lookups, search, and interact with them on
Chatter.
Users can view and update records.
9. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization User Sharing
Editing User Sharing Rules
For user sharing rules based on membership to groups, roles, or territories, you can edit only the access settings. For user sharing rules based on other criteria, you can edit the criteria and access settings.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the User Sharing Rules related list, click Edit next to the rule you want to change.
3. Change the Label and Rule Name if desired.
4. If you selected a rule that’s based on group membership, skip to the next step. If you selected a rule that's based on criteria, specify the criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value must be a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.
5. Select the sharing access setting for users. The User Access level applies to users who are members of the groups being shared to.
Access Setting
Read Only
Read/Write
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To edit sharing rules:
•
Manage Sharing
Description
Users can view, but not update, records.
Users can view and update records.
6. Click Save.
SEE ALSO:
Share User Records
Your administrator defines your organization’s sharing model and default access levels for user records. If the organization-wide default access is set to Private or Public Read Only, you can extend sharing privileges for your own user record. However, you can’t restrict access below your organization’s default access levels.
You can share external user records, such as external community users and customer portal or partner portal users. You can also share an internal user record with an external user. To view and manage sharing details, click Sharing on the user detail page. The Sharing Detail page lists the users, groups, roles, and territories that have sharing access to the user record. On this page, you can perform these tasks.
•
To show a filtered list of items, select a predefined list from the
View
drop-down list, or click
Create New View to define your own custom views. To edit or delete any view you created, select it from the
View
drop-down list and click Edit.
•
to the record for other users, groups, roles, or territories by clicking Add. This method of granting access is also known as manual sharing of your user records.
•
Edit or delete the manual share by clicking Edit or Del next to the rule.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view user records:
•
Read on user records
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Set Up and Maintain Your Salesforce Organization User Sharing
An administrator can
disable or enable manual user record sharing
for all users.
SEE ALSO:
Differences Between User Sharing with Manual Sharing and Sharing Sets
Grant Access to User Records
You can manually grant access to your user records so that others can access them. Users inherit the same access permissions as users below them in the role hierarchy. Granting access to a user record makes the user’s detail page visible to others. It also makes the user visible in lookups, list views, search, and so on.
You can share your user record manually if others cannot access it through the organization-wide defaults, sharing rules, or role hierarchy. If you gain access through more than one method, the higher level of access is maintained. High-volume portal users can be shared with other users using manual shares, but not in sharing rules.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users. Click the name of the user you want to share.
2. On the User Detail page, click Sharing.
3. Click Add.
4. From the drop-down list, select the group, user, role, or territory to share with.
5. Choose which users have access by adding them to the Share With list.
6. Select the access level for the record you are sharing.
Possible values are Read/Write or Read Only, depending on your organization-wide defaults for users. You can only grant a higher access level than your organization-wide default.
7. Click Save.
8. To change record access, on the user’s Sharing Detail page, click Edit or Del.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To grant access to your own user record:
•
Read on the user with whom you’re sharing
Controlling Who Community or Portal Users Can See
If your organization has enabled a community and has portal licenses provisioned for it, User Sharing is enabled automatically. When User Sharing is on, you can choose which other users community users can see by default. If your organization has Customer or Partner Portals, you can choose a default for them as well. Users who can see one another can interact on all the communities or portals in your organization. For example, if you would like to have a more private community, you can deselect the Community User Visibility checkbox and use other sharing features like sharing rules, manual shares, or portal access.
For Communities and Portals, you can choose different defaults.
Communities
The initial default is to allow community users to be seen by all other internal and external users in communities they are a member of. You can change the default to allow external users in communities to be seen only by themselves and their superiors in the role hierarchy. The setting provides Read access only and applies to all communities in your organization.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To set Community and Portal
User Visibility:
•
Manage Sharing
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Set Up and Maintain Your Salesforce Organization User Sharing
Visibility to users as a result of the Community User Visibility preference is not inherited through the role hierarchy. If a manager in the role hierarchy is not a member of a community, but their subordinate is, the manager does not gain access to other members of the community.If Portal User Visibility is also selected, portal users can see other portal users from the same account as well.
Portals
The initial default is to allow portal users to be seen by other portal users within the same account. You can change the default to allow external users in portals to be seen by only themselves and their superiors in the role hierarchy. The setting provides Read access only and applies to all of the portals in your organization. If Community User Visibility is also selected, users from the same community can see each other as well.
Note: Partner portal users also have access to their channel manager.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing Settings.
2. Click Edit in the Organization-Wide Defaults area.
3. Deselect the Portal User Visibility checkbox to allow users to be seen by only themselves and their superiors. Or select the checkbox to let portal users be seen by all other portal users within the same account.
4. For Community User Visibility, deselect the checkbox to allow users to be seen only by themselves and their superiors. Select the checkbox to allow community users to be seen by all other users in their communities.
Note:
This option only appears if Salesforce Communities is enabled.
5. Click Save.
Selecting either of these options is a quick way of overriding an organization-wide default setting of Private for external access to the
User object for Community or Portal users.
Once you have set these defaults, you can selectively expand access to users.
SEE ALSO:
Set the Org-Wide Sharing Defaults for User Records
Control Standard Report Visibility
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Set Up and Maintain Your Salesforce Organization User Sharing
Control Standard Report Visibility
Show or hide standard reports that might expose data of users to whom a user doesn’t have access.
You can control whether users can see reports based on standard report types that can expose data of users to whom they don’t have access. When User Sharing is first enabled, all reports that contain data of users to whom a viewing user doesn’t have access are hidden.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. Click Edit in the Organization-Wide Defaults area.
3. To allow users to view reports based on standard report types that can expose data of users to whom they don’t have access, select the Standard Report Visibility checkbox . Or, to hide these reports, deselect this checkbox.
4. Click Save.
If the organization-wide default for the user object is Private and the Standard Report Visibility checkbox is selected, a viewing user can see only the names of the users that they don’t have access to in the report. User details such as username and email are hidden. When you deselect the
Standard Report Visibility checkbox, users with the “View All Users” permission can still see all reports based on standard report types. All users can also see these reports if the organization-wide default for the user object is Public Read Only.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To set standard report visibility:
•
Manage Sharing
Important: When Analytics sharing is in effect, all users in the organization get Viewer access to report and dashboard folders that are shared with them. Users who have been designated Manager or Editor on a folder, and users with additional administrative permissions, can have more access. Each user’s access to folders is based on the combination of folder access and user permissions.
To ensure that standard report folders are hidden as needed, remove sharing for all users from the folders. Then deselect the View
Dashboards in Public Folders and View Reports in Public Folders checkboxes for the users’ profiles.
SEE ALSO:
Report Types Support for User Sharing
Control Manual Sharing for User Records
Enable or prevent users from sharing their own user records with other users across the organization.
You can control whether the Sharing button is displayed on user detail pages. This button enables a user to grant others access to the user’s own user record. You can hide or display this button for all users by following these steps.
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. Click Edit in the Organization-Wide Defaults area.
3. Select the Manual User Record Sharing checkbox to display the Sharing button on user detail pages, which enables users to share their records with others. Or deselect the checkbox to hide the button, which prevents users from sharing their user records with others.
4. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To enable or disable manual user record sharing:
•
Manage Users
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Set Up and Maintain Your Salesforce Organization User Sharing
When the organization-wide default for users is set to Public Read Only, users get read access to all other user records, can see those users in search and list views, and can interact with those users on Chatter and Communities.
Example: For example, a partner user wants to collaborate with the sales representative in Communities. If you have disabled the
Community User Visibility
checkbox in the Sharing Settings page, community users can only be seen by themselves and their superiors in the role hierarchy. You can use manual sharing to grant the partner user read access to the sales representative by using the Sharing button on the sales representative’s user detail page. This access enables both parties to interact and collaborate in Communities.
SEE ALSO:
Controlling Who Community or Portal Users Can See
Restoring User Visibility Defaults
User Sharing enables you to control who sees who in the organization. You can restore your defaults if you have previously used User Sharing.
To restore user visibility defaults:
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. Set the organization-wide defaults to Public Read Only for internal access and Private for external access.
3. Enable portal account user access.
On the Sharings Settings page, select the Portal User Visibility checkbox. This option enables customer portal users to see other users under the same portal account. Additionally, partner portal users can see the portal account owner. If Community User Visibility is also selected, users from the same community can see each other as well.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Portals and communities available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
4. Enable network member access.
On the Sharing Settings page, select the Community User Visibility checkbox. This option enables community members to be seen by all other users in their communities. If Portal User
Visibility is also selected, portal users can see other portal users from the same account as well.
5. Remove user sharing rules.
On the Sharing Settings page, click Del next to all available user sharing rules.
To restore user visibility defaults:
•
Manage Sharing
6. Remove HVPU access to user records.
On the Customer Portal Setup page, click Del next to all available sharing sets for HVPUs.
After user visibility is restored to the defaults, all internal users are visible to each other, portal users under the same portal account are visible to each other, and community members in the same community are visible to each other.
SEE ALSO:
Controlling Who Community or Portal Users Can See
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Set Up and Maintain Your Salesforce Organization User Sharing
Report Types Support for User Sharing
Reports based on standard report types might expose data of users to whom a user doesn’t have access.
The following report types might expose data of users to whom a viewing user doesn’t have access.
EDITIONS
•
Accounts
•
Account Owners
•
Accounts with Assets
•
Accounts with Custom Objects
•
Accounts with Partners
•
API Usage
•
Campaigns with Opportunities
•
Customizable Forecasting: Forecast History
•
Customizable Forecasting: Opportunity Forecasts
•
Custom Object Opportunity with Quotes Report
•
Events with Invitees
•
Opportunity
•
Opportunity Field History
•
Opportunity History
•
Opportunity Trends
•
Opportunities and Connections
•
Opportunities with Competitors
•
Opportunities with Contact Roles
•
Opportunities with Contact Roles and Products
•
Opportunities with Custom Objects
•
Opportunities with Partners
•
Opportunities with Products
•
Opportunities with Products and Schedules
•
Opportunities with Quotes and Quote Documents
•
Opportunities with Quotes and Quote Line Items
•
Opportunities with Sales Teams
•
Opportunities with Sales Teams and Products
•
Split Opportunities
•
Split Opportunities with Products
•
Split Opportunities with Products and Schedules
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
By default, these reports are accessible only to users who have the appropriate access. However, you can change the setting such that users without the appropriate access to the relevant users can see those reports.
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Set Up and Maintain Your Salesforce Organization User Sharing
Additionally, some reports may display a user’s role. When a user can see a record but does not have access to the record owner, the user can see the owner’s role on those reports.
SEE ALSO:
Control Standard Report Visibility
Differences Between User Sharing with Manual Sharing and Sharing Sets
Manual sharing and sharing sets provide access to different groups of users.
You can control who sees whom in the organization, including internal and external users, if your organization has User Sharing enabled. Manual sharing and sharing sets provide additional access beyond the organization-wide defaults and sharing rules. External users, such as high-volume portal or community users (HVPU), don’t have roles and can’t be used in sharing rules.
EDITIONS
Available in: Salesforce
Classic
Example:
Grant internal and non-HVPU users access to a user by creating a manual share using the Sharing button on the user detail page of that user. Grant HVPUs access to other users by creating a sharing set for your portals or communities.
The following table shows when to use manual sharing and sharing sets.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Internal
Non-HVPU
HVPU
Internal
Manual Sharing
Manual Sharing
Manual Sharing
Users Getting Access
Non-HVPU
1
HVPU
2
Manual Sharing
Manual Sharing
Manual Sharing
Sharing Set
Sharing Set
Sharing Set
1
Non-HVPU refers to an external user who is not using an HVPU profile.
2
HVPU refers to an external user that has one of these profiles:
•
Authenticated Website
•
Customer Community User
•
Customer Community Login User
•
High Volume Customer Portal
•
High Volume Portal
•
Overage Authenticated Website User
•
Overage High Volume Customer Portal User
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Sharing Considerations
Sharing Considerations
Learn how sharing models give users access to records they don’t own.
The sharing model is a complex relationship between role hierarchies, user permissions, sharing rules, and exceptions for certain situations.
Review the following notes before setting your sharing model:
Exceptions to Role Hierarchy-based Sharing
Users can always view and edit all data owned by or shared with users below them in the role hierarchy. Exceptions to this include:
•
An option on your organization-wide default allows you to ignore the hierarchies when determining access to data.
•
Contacts that are not linked to an account are always private. Only the owner of the contact and administrators can view it. Contact sharing rules do not apply to private contacts.
•
Notes and attachments marked as private via the
Private
checkbox are accessible only to the person who attached them and administrators.
•
Events marked as private via the
Private
checkbox are accessible only by the event owner. Other users cannot see the event details when viewing the event owner’s calendar. However, users with the “View All Data” or “Modify All Data” permission can see private event details in reports and searches, or when viewing other users’ calendars.
•
Users above a record owner in the role hierarchy can only view or edit the record owner’s records if they have the “Read” or “Edit” object permission for the type of record
•
Visibility to users as a result of the Community User Visibility preference is not inherited through the role hierarchy. If a manager in the role hierarchy is not a member of a community, but their subordinate is, the manager does not gain access to other members of the community. This only applies if Salesforce Communities is enabled in your organization.
Deleting Records
•
The ability to delete individual records is controlled by administrators, the record owner, users in a role hierarchy above the record owner, and any user that has been granted “Full Access.”
•
If the sharing model is set to Public Read/Write/Transfer for cases or leads or Public Full Access for campaigns, any user can delete those types of records.
Adding Related Items to a Record
•
You must have “Read/Write” access to a record to be able to add notes or attachments to the record.
•
You must have at least “Read” access to a record to be able to add activities or other associated records to it.
Adding or Removing Sharing Access Manually
•
The ability to manually extend the sharing access of individual records is controlled by administrators, the record owner, users in a role hierarchy above the record owner, and any user that has been granted “Full Access.”
•
Changing your sharing model deletes any manual shares your users have created.
User Permissions and Object-Level Permissions
While your sharing model controls visibility to records, user permissions and object-level permissions control what users can do to those records.
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Set Up and Maintain Your Salesforce Organization Sharing Considerations
•
Regardless of the sharing settings, users must have the appropriate object-level permissions. For example, if you share an account, those users can only see the account if they have the “Read” permission on accounts. Likewise, users who have the “Edit” permission on contacts may still not be able to edit contacts they do not own if they are working in a Private sharing model.
•
Administrators, and users with the “View All Data” or “Modify All Data” permissions, have access to view or edit all data.
Account Sharing
•
To restrict users’ access to records they do not own that are associated with accounts they do own, set the appropriate access level on the role. For example, you can restrict a user’s access to opportunities they do not own yet are associated with accounts they do own using the
Opportunity Access
option.
•
Regardless of the organization-wide defaults, users can, at a minimum, view the accounts in their territories. Also, users can be granted access to view and edit the contacts, opportunities, and cases associated with their territories’ accounts.
Apex Sharing
The organization-wide default settings can’t be changed from private to public for a custom object if Apex code uses the sharing entries associated with that object. For example, if Apex code retrieves the users and groups who have sharing access on a custom object
Invoice__c (represented as
Invoice__share
in the code), you can’t change the object’s organization-wide sharing setting from private to public.
Campaign Sharing
•
In Professional, Enterprise, Unlimited, Performance, and Developer Editions, designate all users as Marketing Users when enabling campaign sharing. This simplifies administration and troubleshooting because access can be controlled using sharing and profiles.
•
To segment visibility between business units while maintaining existing behavior within a business unit:
1. Set the campaign organization-wide default to Private.
2. Create a sharing rule to grant marketing users Public Full Access to all campaigns owned by users within their business unit.
3. Create a sharing rule to grant all non-marketing users in a business unit Read Only access to all campaigns owned by users in their business unit.
•
When a single user, such as a regional marketing manager, owns multiple campaigns and needs to segment visibility between business units, share campaigns individually instead of using sharing rules. Sharing rules apply to all campaigns owned by a user and do not allow segmenting visibility.
•
Create all campaign sharing rules prior to changing your organization-wide default to reduce the affect the change has on your users.
•
To share all campaigns in your organization with a group of users or a specific role, create a sharing rule that applies to campaigns owned by members of the “Entire Organization” public group.
•
Minimize the number of sharing rules you need to create by using the “Roles and Subordinates” option instead of choosing a specific role.
•
If campaign hierarchy statistics are added to the page layout, a user can see aggregate data for a parent campaign and all the campaigns below it in the hierarchy regardless of whether that user has sharing rights to a particular campaign within the hierarchy.
Therefore, consider your organization’s campaign sharing settings when enabling campaign hierarchy statistics. If you do not want users to see aggregate hierarchy data, remove any or all of the campaign hierarchy statistics fields from the Campaign Hierarchy related list. These fields will still be available for reporting purposes.
•
If the sharing model is set to Public Full Access for campaigns, any user can delete those types of records.
360
Set Up and Maintain Your Salesforce Organization Who Has Access to Account Records?
Campaign Member Sharing
Campaign member sharing is controlled by campaign sharing rules. Users that can see a campaign can also see associated campaign members.
Contact Sharing
The organization-wide sharing default for contacts is not available to organizations that have person accounts enabled.
Price Book Sharing
•
Sharing on price books controls whether users can add the price book and its products to opportunities.
•
User permissions control whether users can view, create, edit, and delete price books.
SEE ALSO:
Who Has Access to Account Records?
A user may have access to an account from:
•
Record Ownership
•
Implicit access from an associated child record such as a case, contact, or opportunity
•
Organization-wide sharing defaults
•
Role hierarchy
•
Sharing rules
•
Manual sharing
•
Account team or territory
To find out why a user have access to the record, click the Sharing button on the account detail page to see a list of users who have access and for which reasons. Click Expand List to see all users who have access.
The following users don’t show up in the list even if they may have access:
•
All users, if the organization-wide defaults are set to Public Read Only or Public Read/Write
•
High-volume portal users
Note: If the Sharing button does not appear, the organization-wide sharing defaults may have been set to Controlled by Parent or Public Read. Otherwise, only the record owner, an administrator, or a user above the owner in the role hierarchy can see the
Sharing Detail page.
Access Type
Record owner
Implicit access
Table 2: Troubleshooting guideline for user access to a record
Description
The record owner always gets access to his or her own record.
Corresponds to the “Associated record owner or sharing” entry in the Reason column of the Sharing Detail page. The user may have access to a child record of an account (opportunity, case, or contact), which grants
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Set Up and Maintain Your Salesforce Organization Viewing Sharing Overrides
Access Type
Organization-wide sharing default
Role hierarchy
Sharing rules
Manual shares
Account Teams and
Territory
Description
them Read access on that account. You cannot overwrite this access. For example, if the user has access to a case record, he or she has implicit Read access to the parent account record.
Check if the defaults for the account object are set to Private. If it is, the user may have gained access via other methods listed here. It must be set to Private if at least one of your users should not see a record.
The user may have inherited Read access from a subordinate in the role hierarchy. You can’t override this behavior for non-custom objects. If the user who has access is on a different branch of the hierarchy from the account owner, check the sharing rules, account teams, and account territory.
The user may have gotten access because he or she has been included in a relevant sharing rule. If the sharing rule uses public groups (or other categories such as roles) to grant access, check your public groups to see if the user has been included in the group.
The user may have gotten access through the Sharing button of the record. Only the record owner, an administrator, or a user above the owner in the role hierarchy can create or remove a manual share on the record.
The user may have been added to an Account Team by the account owner, an administrator, a user above the owner in the role hierarchy, or an account team member. If your organization uses territory management, check if the user who has access is higher in the territory hierarchy than the account owner. Managers gain the same access as their subordinates. Additionally, if the user is a member of Group A, which is a member of
Group B, he or she gets access to all accounts shared to Group B, at the same level of access as members of
Group B.
SEE ALSO:
Resolving Insufficient Privileges Errors
Viewing Sharing Overrides
When you select an object in the Sharing Settings page, the page includes a Sharing Overrides related list, which shows any profiles that ignore sharing settings for that object.
To view the Sharing Overrides list, from Setup, enter
Sharing Settings
in the
Quick
Find
box, then select Sharing Settings. Next, select an object from the Manage Sharing Settings
For list.
For each profile, the list specifies the permissions that allow it to override sharing settings. The “View
All Data” and “Modify All Data” permissions override sharing settings for all objects in the organization, while the object permissions “View All” and “Modify All” override sharing settings for the named object.
Note: The Sharing Overrides list doesn't show permissions granted through permission sets, which may also override sharing settings for an object.
To override sharing settings for specific objects, you can create or edit permission sets or profiles and enable the “View All” and “Modify All” object permissions. These permissions provide access
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To view sharing overrides:
•
View Setup and
Configuration
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules to all records associated with an object across the organization, regardless of the sharing settings. Before setting these permissions, compare the different ways to control data access.
SEE ALSO:
Recalculate Sharing Rules
When you make changes to groups, roles, and territories, sharing rules are reevaluated to add or remove access as necessary.
Changes could include adding or removing individual users from a group, role, or territory, changing which role a particular role reports to, changing which territory a particular territory is subordinate to, or adding or removing a group from within another group.
Note:
Use the Recalculate buttons on the Sharing Rules related lists only if sharing rule updates have failed or are not working as expected.
To manually recalculate an object’s sharing rules:
1. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
2. In the Sharing Rules related list for the object you want, click Recalculate.
3. If you want to monitor the progress of a recalculation, from Setup, enter
Background Jobs
in the
Quick Find
box, then select Background Jobs.
Note: The Recalculate button is disabled when group membership or sharing rule calculations are deferred. Sharing rules for related objects are automatically recalculated. For example, account sharing rules are recalculated when opportunity sharing rules are recalculated since the opportunity records are in a master-detail relationship on account records.
When sharing is recalculated, Salesforce also runs all Apex sharing recalculations. During sharing rule recalculation, related object sharing rules are calculated as well. You receive an email that notifies you when the recalculation is completed. For example, when recalculating sharing rule for opportunities, account sharing rules are recalculated as well since opportunity is a detail of an account object.
Automatic sharing rule calculation is enabled by default. You can defer sharing rule calculation by suspending and resuming at your discretion.
SEE ALSO:
Asynchronous Parallel Recalculation of Sharing Rules
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Account and contact sharing rules are available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Account territory, case, lead, opportunity, order sharing rules, and custom object sharing rules are available in: Enterprise, Performance,
Unlimited, and Developer
Editions
Campaign sharing rules are available in Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To recalculate sharing rules:
•
Manage Sharing
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Asynchronous Parallel Recalculation of Org-Wide Defaults (Pilot)
When you update an org-wide default, recalculation is now processed asynchronously and in parallel. This change provides optimal efficiency of server resources and guards against site operations such as patches and server restarts. Your org must have object-specific share locks enabled, which is available to all new and existing orgs in Winter ’17.
Note: We provide Asynchronous Parallel Recalculation of Org-Wide Defaults to selected customers through a pilot program that requires agreement to specific terms and conditions.
To be nominated to participate in the program, contact Salesforce. Pilot programs are subject to change, and we can’t guarantee acceptance. The Asynchronous Parallel Recalculation of
Org-Wide Defaults isn’t generally available unless or until Salesforce announces its general availability in documentation or in press releases or public statements. We can’t guarantee general availability within any particular time frame or at all. Make your purchase decisions only based on generally available products and features. You can provide feedback and suggestions for the Asynchronous Parallel Recalculation of Org-Wide Defaults in the
IdeaExchange .
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
You receive an email notification when the recalculation is completed. Consider the following guidelines when updating your org-wide defaults.
•
While recalculation is in progress, you can’t create, update, or delete sharing rules and org-wide defaults for that object. However, you can make changes to the org-wide default and sharing rules for another object.
•
Updating the org-wide default on an account or its children—cases, contacts, and opportunities—disables further org-wide default and sharing rule updates on them. For example, when you update the opportunity org-wide default and recalculation is in progress, you can’t update the org-wide default or sharing rules for accounts, contacts, opportunities, and cases.
SEE ALSO:
Asynchronous Parallel Recalculation of Sharing Rules
Asynchronous Parallel Recalculation of Sharing Rules
Speed up sharing rule recalculation by running it asynchronously and in parallel.
When you create, update, or delete sharing rules, the resulting recalculation is now processed asynchronously and in parallel. The recalculation is run in parallel and asynchronously in the background, which speeds up the process and provides better resilience to site operations such as patches and server restarts. You’ll receive an email notification upon completion. Before the recalculation is completed, you can’t run other sharing operations such as creating a sharing rule or updating the organization-wide defaults.
If the number of impacted records from an owner-based sharing rule insert or update is less than
25,000, recalculation runs synchronously and you won’t receive an email notification when it’s completed. Owner-based sharing rule inserts and updates impacting less than 25,000 records are not available on the Background Jobs page.
Parallel sharing rule recalculation is also run in these cases.
•
Click the Recalculate button for the sharing rules on the Sharing Settings page
•
Recalculate your sharing rules on the Defer sharing page
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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You can monitor the progress of your parallel recalculation on the Background Jobs page or view your recent sharing operations on the
View Setup Audit Trail page.
Recalculation of sharing rules maintains implicit sharing between accounts and child records. In the Background Jobs page, these processes corresponds to these job sub types:, Account — Extra Parent Access Removal and Account — Parent Access Grant.
Additionally, deleting a sharing rule corresponds to the job sub type Object — Access Cleanup, denoting that irrelevant share rows are removed.
Note:
For an in-depth look at record access, see
Designing Record Access for Enterprise Scale
.
SEE ALSO:
Defer Sharing Calculations
Performing a large number of configuration changes can lead to very long sharing rule evaluations or timeouts. To avoid these issues, an administrator can suspend these calculations and resume calculations during an organization's maintenance period.
Note: The defer sharing calculation feature isn't enabled by default. To enable it for your organization, contact Salesforce.
Deferring sharing calculation is ideal if you make a large number of changes to roles, territories, groups, users, portal account ownership, or public groups participating in sharing rules, and want to suspend the automatic sharing calculation to a later time.
Group membership and sharing rule calculation are enabled by default.
If
Group membership and sharing rule calculation are enabled
Group membership calculation is enabled and sharing rule calculation is suspended
Group membership calculation is suspended and sharing rule calculation is enabled
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
You can
•
Suspend, update, and resume group membership calculation.
This suspends sharing rule calculation and requires a full recalculation of sharing rules.
•
Suspend, update, and resume sharing rule calculation.
Suspend, update, and, resume group membership calculation.
Suspend, update, resume, and recalculate sharing rule calculation.
To suspend or resume group membership calculation, see
Manage Group Membership Calculations .
To suspend, resume, or recalculate sharing rule calculation, see
Deferring Sharing Rule Calculations
.
SEE ALSO:
365
Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Manage Group Membership Calculations
If you are making changes to groups that affect a lot of records, you may want to suspend automatic group membership calculation and resume at a later time. Note that you might experience sharing inconsistencies in your records if you don’t resume calculation.
When you make changes to roles, territories, groups, or users, or change ownership of portal accounts, group membership is automatically recalculated to add or remove access as necessary.
Changes can include adding or removing a user from a group or changing a role to allow access to different sets of reports.
To suspend or resume group membership calculation:
1. From Setup, enter
Defer Sharing Calculations
in the
Quick Find
box, then select Defer Sharing Calculations.
2. In the Group Membership Calculations related list, click Suspend.
Note:
If sharing rule calculations are enabled, suspending group membership calculations also suspends sharing rule calculations. Resuming group membership calculations also requires full sharing rule recalculation.
3. Make your changes to roles, territories, groups, users, or portal account ownership.
4. To enable group membership calculation, click Resume.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To defer (suspend and resume) sharing calculations:
•
Manage Users
AND
Manage Sharing
Calculation Deferral
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Deferring Sharing Rule Calculations
Note: The defer sharing calculation feature isn't enabled by default. To enable it for your organization, contact Salesforce.
To suspend, resume, or recalculate sharing rule calculation:
1. From Setup, enter
Defer Sharing Calculations
in the
Quick Find
box, then select Defer Sharing Calculations.
2. In the Sharing Rule Calculations related list, click Suspend.
3. Make changes to sharing rules, roles, territories, or public groups participating in sharing rules.
Note: Any changes to sharing rules require a full recalculation.
To enable sharing rule calculation, click Resume.
4. To manually recalculate sharing rules, click Recalculate.
Consider deferring your sharing calculations before performing massive updates to sharing rules.
When sharing is recalculated, Salesforce also runs all Apex sharing recalculations.
SEE ALSO:
Manage Group Membership Calculations
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Account and contact sharing rules are available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Account territory, case, lead, and opportunity, sharing rules are available in:
Enterprise, Performance,
Unlimited, and Developer
Editions
Campaign sharing rules are available in Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
Custom object sharing rules are available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions.
USER PERMISSIONS
To defer (suspend and resume) and recalculate sharing rules:
•
Manage Users
AND
Manage Sharing
Calculation Deferral
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Object-Specific Share Locks
When you create, edit, or delete a sharing rule, recalculation runs to update record access in your org. This operation can take some time if you have many users and records. Object-specific share locks feature enables you to make changes to a sharing rule for other objects simultaneously, depending on the objects affected by the sharing rules, sharing rule type, and target groups or roles of the affected users.
Without object-specific share locks, you can’t submit simultaneous sharing changes until recalculation across all objects is complete. If you are enabling object-specific share locks, consider the following changes in your org.
Criteria-based and ownership-based sharing rules
Recalculation is run if a sharing rule has changed or when you click the Recalculate button on the Sharing Settings page. Clicking this button locks sharing rules for that object (1), but you can still make changes to sharing rules for another object.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Note: Use the Recalculate buttons on the Sharing Rules related lists only if sharing rule updates have failed or are not working as expected.
When recalculation for an ownership-based sharing rule is in progress, you can’t create, edit, or delete ownership-based sharing rules for that object targeting the same group of users. For example, let’s say you’re creating an ownership-based lead sharing rule targeting the All Internal Users group. While recalculation is in progress, you can create another ownership-based sharing rule for leads targeting any other public group except the All Internal Users group. You can create, update, or delete ownership-based sharing rules for leads targeting all internal users only after the recalculation finishes. You receive an email notification when the recalculation is complete.
When recalculation for a criteria-based sharing rule is in progress, you can’t edit or delete that rule. But you can create, edit, or delete any other criteria-based or ownership-based sharing rule for that object regardless of the target group of users.
Note: You can’t modify the org-wide defaults when a sharing rule recalculation for any object is in progress. Similarly, you can’t modify sharing rules when recalculation for an org-wide default update is in progress.
Account, cases, contacts, and opportunities
Sharing rules can affect accounts and the associated account children—cases, contacts, and opportunities—so they are locked together to ensure that recalculation runs properly. For example, creating or editing an account sharing rule prevents you from creating or editing a case, contact, or opportunity sharing rule. Similarly, creating or editing an opportunity sharing rule prevents you from creating or editing a case, contact, or account sharing rule before recalculation is complete. Locks are not shared across objects, except across accounts and associated account children.
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Note: Clicking the Recalculate button for any of these four objects’ sharing rules prevents anyone from making changes to sharing rules for those objects until recalculation finishes.
In the following example, an ownership-based account sharing rule has been deleted and recalculation is in progress. Although you can’t create, edit, or delete another ownership-based sharing rule for any of these objects, you can make changes to a criteria-based sharing rule (2) for those objects.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Built-in Sharing Behavior
Salesforce provides implicit sharing between accounts and child records (opportunities, cases, and contacts), and for various groups of portal users.
EDITIONS
Sharing between accounts and child records
Available in: Salesforce
Classic
•
Access to a parent account—If you have access to an account’s child record, you have implicit Read Only access to that account.
•
Access to child records—If you have access to a parent account, you have access to the associated child records. The account owner's role determines the level of access to child records.
Sharing for accounts and contacts is available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Sharing behavior for portal users
•
Account and case access—An account’s portal user has Read Only access to the parent account and to all of the account’s contacts.
•
Management access to data owned by Service Cloud portal users—Since Service
Cloud portal users don't have roles, portal account owners can't access their data via the role hierarchy. To grant them access to this data, you can add account owners to the portal’s share group where the Service Cloud portal users are working. This step provides access to all data owned by Service Cloud portal users in that portal.
•
Case access—If a portal user is a contact on a case, then the user has Read Only access on the case.
Sharing for cases and opportunities is available in
Enterprise, Performance,
Unlimited, and Developer
Editions
Group membership operations and sharing recalculation
Simple operations such as changing a user’s role, moving a role to another branch in the hierarchy, or changing a portal account’s owner can trigger a recalculation of sharing rules. Salesforce must check access to user’s data for people who are above the user’s new or old role in the hierarchy, and either add or remove shares to any affected records.
Note: These sharing behaviors simplify administration for data access but can make mass inserts and mass updates slow. For best practices on designing record access in a large organization, see
Designing Record Access for Enterprise Scale
.
SEE ALSO:
Resolving Insufficient Privileges Errors
If you can’t access a record or perform a task, like run a report, you most likely don’t have the required permission or sharing setting.
You see the Insufficient Privileges error, if you don’t have the right access on different levels. For example, your profile prevents you from accessing the account object, or your role prevents you from accessing a case record. You also see an Insufficient Privileges error when you click a link to a record or a Visualforce page tab to which you don’t have access.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
Record owners can resolve most cases by using the Sharing button on the record detail page, which enables them to share the record to another user. Administrators can also resolve this issue using the API, such as querying the
UserRecordAccess object to check a user’s access to a set of records. For more information, see the
SOAP API Developer's Guide
.
If these tools can’t help you resolve the issue, an administrator can try to diagnose it with this troubleshooting flow.
•
Resolve object-level access errors by reviewing the user profiles and permission sets.
•
•
Resolve process-level errors by reviewing validation rules and Apex triggers.
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It’s a good idea for an administrator to log in to the application using your login to help you resolve an issue. You can grant administrators access for a specified duration.
Note: Watch this video series to understand how to grant users the access they need. Who Sees What
Resolve Permission and Object-Level Access Errors
Missing or incorrect object and user permissions can cause Insufficient Privileges errors. You can troubleshoot this type of error by checking profile and permission sets.
Generally, the best method for investigating object and permission access issues is through the
API. However, you can use the following steps to investigate via point-and-click tools.
EDITIONS
Available in: Salesforce
Classic
1. Verify the object permissions in the user’s profile.
Object permissions, configured on profiles and permission sets, determine which objects a user can read, create, edit, or delete.
Available in: All Editions
USER PERMISSIONS
a. On the user detail page, click the user’s profile.
b. On the profile overview page, go to Object Settings or Object Permissions.
Note the permissions for the object. If the user is trying to view an account, check that the
“Read” permission for the account and contact objects on the user profile is enabled.
If the user is trying to run a report, check that the user has “Read” permission on an object that the report references.
2. Verify the user permissions in one of the following ways, depending on your profile user interface.
To view profiles and permission sets:
•
View Setup and
Configuration
To edit object permissions:
•
Manage Profiles and
Permission Sets
AND
Customize Application
•
From the enhanced profile user interface, review the permissions in the App Permissions and System Permissions sections.
•
From the original profile user interface, review the permissions under Administrative
Permissions and General User Permissions.
Note the relevant user permissions. For example, if the user is trying to send an email to a lead, check that the “Send Email” permission is enabled.
3. Verify the permissions in the user’s permission sets.
a. On the user detail page, scroll to the Permission Set Assignments related list and click each permission set.
b. On the permission set overview page, click Object Settings and review the assigned object permissions.
c. Review the user permissions in the App Permissions and System Permissions sections.
d. Repeat these steps for each permission set assigned to the user.
4. If needed, assign the necessary permission using a permission set or by updating the profile. Permission sets provide access on an individual basis. Assign permissions on the user profile only if all users of this profile require access. Be sure you're aware of your organization's security policy and act accordingly.
SEE ALSO:
Resolving Insufficient Privileges Errors
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Resolve Record-Level Access Errors
Your sharing settings, such as roles or sharing rules, can cause Insufficient Privileges errors.
EDITIONS
To verify if the error is at record-level, follow these steps. You can also use the API to query a user’s access to a set of records or use the Sharing button on the record detail page.
1. If your organization uses roles, check the user’s role in relation to the record owner.
For example, users can delete records only if they are the record owner, higher in the role hierarchy than the record owner, or the administrator. Similarly, users always have read access to records whose owners are below them in the role hierarchy, unless Grant Access Using
Hierarchies is deselected (custom objects only).
Available in: Salesforce
Classic
Available in: All Editions
USER PERMISSIONS
a. From Setup, enter
Users
in the
Quick Find
box, then select Users.
Verify the role of the user and the role of the user who owns the record. A user can’t delete or merge accounts owned by someone in an unrelated role hierarchy, even if the user has the appropriate permissions on the objects.
To create or edit sharing rules:
•
Manage Sharing
To set up teams:
•
Customize Application
To manage territories:
•
Manage Territories
2. Review your sharing rules.
Check that the user is included in the sharing rules.
a. From Setup, enter
Sharing Settings
in the
Quick Find
box, then select Sharing
Settings.
b. Check the public group (or other categories such as roles or queues) and verify that the user is included in that sharing rule.
3. Verify your sales teams.
If your organization uses teams for accounts, opportunities, or cases, check that you didn’t miss the user when you set up the teams.
Review your teams to determine if the user is supposed to have access through a team.
a. From Setup, enter the team that you want to check, such as
Account Teams
, in the
Quick Find
box, then select the team.
Add the user to the team, if appropriate.
4. Review your manual shares.
If the user had access via a manual share but then lost this access because
•
The record owner changed, causing the manual share to be automatically dropped
•
The record owner, an administrator, or a user above the owner in the role hierarchy removed the manual share using the Sharing button on the record detail page
a. On the record detail page, click Sharing.
The Sharing Detail page shows the users, groups, roles, and territories that have access to the record.
b. If the user must gain access via a manual share, create a manual share by clicking Add.
5. Review your territories.
If your organization is using territories, check that
•
The user included in the territories
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
•
The record is under the correct territory where the user is a member.
SEE ALSO:
Resolving Insufficient Privileges Errors
Resolve Process-Level Access Errors
Validation rules can cause Insufficient Privileges errors.
To resolve Insufficient Privileges errors, you typically determine if misconfigured permission sets, profiles, or sharing settings are causing the errors. Another option is to review your organization’s validation rules.
1. Review your validation rules.
A validation rule can prevent the user from completing a task, such as transferring a case record after it’s closed.
2. From your object management settings, find the object that you want to check, and then scroll down to Validation Rules.
3. Verify that none of the validation rules are causing the error or fix the validation rule.
SEE ALSO:
Resolving Insufficient Privileges Errors
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions
USER PERMISSIONS
To view and change validation rules:
•
View Setup and
Configuration
AND
Customize Application
To view and define Apex triggers:
•
Author Apex
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Managing Folders
A folder is a place where you can store reports, dashboards, documents, or email templates. Folders can be public, hidden, or shared, and can be set to read-only or read/write. You control who has access to its contents based on roles, permissions, public groups, and license types. You can make a folder available to your entire organization, or make it private so that only the owner has access.
•
To access document folders, click the Documents tab.
•
To access email template folders, from Setup, enter
Email Templates
in the
Quick
Find
box, then select Email Templates.
To create a folder, click Create New Folder.
To edit a folder, click Edit next to the folder name. Alternatively, select a folder name from the Folder drop-down list and click Edit.
Note: You can modify the contents of a folder only if the folder access level is set to read/write.
Only users with the “Manage Public Documents” or “Manage Public Templates” permission can delete or change a read-only folder. Regardless of permissions or folder settings, users can’t edit unfiled or personal folders. Users with the “Manage Reports in Public Folders” permission can edit all reports in public folders but not reports in other users’ personal folders.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
Report folders not available in: Contact Manager,
Group, and Personal
Editions
USER PERMISSIONS
To create, edit, or delete public document folders:
•
Manage Public
Documents
To create, edit, and delete public email template folders:
•
Manage Public
Templates
To create, edit, and delete public report folders:
•
Manage Reports in
Public Folders
To create, edit, and delete public dashboard folders:
•
Manage Dashboards
AND View All Data
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Creating and Editing Folders
Click Create New Folder or Edit from most pages that list folders.
1. Enter a
Folder Label
. The label is used to refer to the folder on user interface pages.
2. If you have the “Customize Application” permission, enter a unique name to be used by the
API and managed packages.
3. Choose a
Public Folder Access
option. Select read/write if you want users to be able to change the folder contents. A read-only folder can be visible to users but they can't change its contents.
4. Select an unfiled report, dashboard, or template and click Add to store it in the new folder. Skip this step for document folders.
5. Choose a folder visibility option:
•
This folder is accessible by all users, including portal users
gives folder access to all users in your organization, including portal users.
•
This folder is accessible by all users, except for portal users
gives folder access to all users in your organization, but denies access to portal users. This option is only available for report and dashboard folders in organizations with a partner portal or Customer Portal enabled. If you don't have a portal, you won't see it.
•
This folder is hidden from all users
makes the folder private.
•
This folder is accessible only by the following users
allows you to grant access to a desired set of users:
a. Choose “Public Groups”, “Roles,” “Roles and Subordinates,” “Roles, Internal and Portal
Subordinates” (if you have portals enabled), “Territories,” or “Territories and Subordinates” from the
Search
drop-down list. The choices vary by Edition and whether your organization has territory management.
Note:
When you share a folder with a group, managers of the group members have no access to the folder unless those managers are also members of the group.
EDITIONS
Available in: All Editions except Database.com
Report folders not available in: Contact Manager,
Group, and Personal
Editions
Document folder restriction is available in: Enterprise,
Performance, and
Unlimited Editions
USER PERMISSIONS
To create, edit, or delete public document folders:
•
Manage Public
Documents
To create, edit, and delete public email template folders:
•
Manage Public
Templates
To create, edit, and delete public report folders:
•
Manage Reports in
Public Folders
To create, edit, and delete public dashboard folders:
•
Manage Dashboards
AND View All Data
b. If the
Available for Sharing
list does not immediately display the desired value, enter search criteria and click Find.
c. Select the desired value from the
Available for Sharing
list and click Add to move the value to the
Shared To
list.
Note:
You can use enhanced folder sharing to give your users more detailed levels of access to reports folders and
Report or Dashboard Folder.
6. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Recalculate Sharing Rules
Deleting Folders
You can only delete folders that are empty. Before you begin, remove all the documents, dashboards, templates, or reports from the folder you would like to delete.
1. Click Edit next to the folder name from any page that lists folders. On the Reports tab, click then Edit in the Folders pane.
2. Click Delete or
then Delete.
3. Click OK to confirm.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
Report folders not available in: Contact Manager,
Group, and Personal
Editions
USER PERMISSIONS
To create, edit, or delete public document folders:
•
Manage Public
Documents
To create, edit, and delete public email template folders:
•
Manage Public
Templates
To create, edit, and delete public report folders:
•
Manage Reports in
Public Folders
To create, edit, and delete public dashboard folders:
•
Manage Dashboards
AND View All Data
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Set Up and Maintain Your Salesforce Organization Import Data Into Salesforce
Filing Items in Folders
To move a document, dashboard, report, or email template to a different folder:
1. Select the item to be stored in a folder.
2. Click Edit Properties.
3. Choose another folder.
4. Click Save.
Just like report folders contain reports and email template folders contain email templates, document folders can only contain documents. To store an attachment in a document folder, save the attachment to your computer and upload it to the document library.
Note:
Email templates that are used by Web-to-Case, Web-to-Lead, assignment rules, or escalation rules must be marked as “Available for Use.”
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
Report folders not available in: Contact Manager,
Group, and Personal
Editions
USER PERMISSIONS
To create, edit, or delete public document folders:
•
Manage Public
Documents
To create, edit, and delete public email template folders:
•
Manage Public
Templates
To create, edit, and delete public report folders:
•
Manage Reports in
Public Folders
To create, edit, and delete public dashboard folders:
•
Manage Dashboards
AND View All Data
Import Data Into Salesforce
You can import up to 50,000 records into Salesforce.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. The options you see depend on your permissions.
You can import data from ACT!, Outlook, and any program that can save data in comma-delimited text format (.csv), such as Excel or GoldMine.
Note:
If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings (Settings | Settings).
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Your edition determines the types of objects you can import.
377
Set Up and Maintain Your Salesforce Organization Import Data Into Salesforce
The number of records you can import depends on your permissions and the type of data you’re importing. You can import as many records as allowed, as long as you don’t exceed the overall data storage limits for your org.
Type of record
Business accounts and contacts owned by you
Which records can be imported?
Import record limit Users permissions needed
50,000 at a time via the Data
Import Wizard
Import Personal Contacts
Learn more
Business accounts and contacts owned by other users
Person accounts owned by you
50,000 at a time
50,000 at a time
Modify All Data
Create on accounts
AND
Edit on accounts
AND
Import Personal Contacts
Person accounts owned by other users
50,000 at a time Create on accounts
AND
Edit on accounts and contacts
AND
Modify All Data
Leads
Campaign members
Custom objects
Solutions
Assets
50,000 at a time
50,000 at a time
50,000 at a time
Import Leads
Depends on what’s being imported:
•
Campaign member statuses
•
Existing contacts
•
Existing leads
•
Existing person accounts
•
New contacts
•
New leads
Who can import campaign members?
Import Custom Objects
AND
Create on the custom object
AND
Edit on the custom object
50,000 at a time Import Solutions
You can’t import these records via the Data Import Wizard.
What Is Imported for Solutions?
378
Set Up and Maintain Your Salesforce Organization
Which records can be imported?
Import record limit Users permissions needed
Choosing a Method for Importing Data
Learn more Type of record
Cases
Campaigns
Contracts
Documents
Opportunities
Products
on page 386.
Note: Relationship group members can’t be imported.
SEE ALSO:
Choosing a Method for Importing Data
What permissions do I need to import records?
Choosing a Method for Importing Data
Learn about your options for importing data into Salesforce.
Tool Editions supported
Number of records you can import or export
Up to 50,000
Import
Yes
Export
No
Internal or external to
Salesforce
Internal Data Import
Wizard (unified)
All except
Personal and
Database.com
Editions
Data Loader Enterprise,
Unlimited,
Performance,
Developer, and
Between 5,000 and 5 million
Yes Yes External
Additional information
An in-browser wizard that imports your org’s accounts, contacts, leads, solutions, campaign members, and custom objects.
.
Data Loader is an application for the bulk import or export of data.
Use it to insert, update, delete, or
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Tool Editions supported
Database.com
Editions
Number of records you can import or export
Import Export Internal or external to
Salesforce
Additional information
export Salesforce records. Read more
.
SEE ALSO:
What Is Imported for Business Accounts and Contacts?
The Data Import Wizard allows you to match records in multiple ways to prevent duplicates. You can match contacts by Salesforce ID, name, email, or external ID. You can match business accounts by Salesforce ID, external ID, or by name and site. Matching by Salesforce ID is inclusive of both contacts and business accounts. If you match one by Salesforce ID, the other is also matched by
Salesforce ID.
Matching by Name and Site
If you are matching contacts by name and business accounts by name and site (which are the recommended options), the Data Import Wizard creates a business account for each unique business account name and site in the import file. It also creates a separate contact for each contact name listed in the file. The contacts are then associated with the appropriate business accounts.
If the business account or contact exists in the system, and you have read/write access to the record, the wizard adds your import data to the existing data in Salesforce.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions, except Database.com
Org import not available in:
Personal Edition,
Database.com
Matching by Salesforce ID
You can also choose to match contacts and business accounts by Salesforce ID. With this option, the Salesforce ID is the criteria for de-duplication. That is, if you are matching by ID and a record in your source file has the same ID as a record in Salesforce, that record is updated in Salesforce. Record IDs are case-sensitive and must match exactly.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Overwriting Existing Account Values
The wizard never overwrites your existing business account fields unless you select Overwrite existing account values. This option lets you insert or update existing business account fields with new data. However, you cannot use this option to update existing field data with blank values. If you do not select this option, the wizard updates the empty business account fields, but does not touch fields with data.
If you do not have read/write access to an existing business account or contact, the wizards create a new business account or contact owned by you. In addition, the wizards create new business accounts and contacts based on specific fields in your import file.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, the import wizards can also import new business account and contact notes. The wizards do not import notes that are exact duplicates of existing contact or business account notes.
To import account or contact notes, make the owner field in the imported file the Salesforce ID.
SEE ALSO:
Choosing a Method for Importing Data
What Is Imported for Person Accounts?
The Data Import Wizard prevents creating duplicate person accounts by matching records according to one of the following fields:
Account Name
,
Salesforce ID
,
, or an external ID field. In your import file, include a column for the field that you’re using for record matching.
Note: Your administrator could have renamed “person account” to another term. If so, the
Data Import Wizard refers to the new name.
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
EDITIONS
Data Import Wizard available in both Salesforce
Classic and Lightning
Experience
Data Import Wizard available in All Editions except Database.com
Person accounts available in: both Salesforce Classic and Lightning Experience
Person accounts available in Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Matching by Email
With this option, records in your import file are matched with existing records in Salesforce according to the exact value in the Email field.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
Ignoring or Updating Matching Records
When the Data Import Wizard detects existing records in Salesforce that match according to your chosen field, you can choose one of these actions.
•
Add new records—If records in your file are new and don’t match existing records, insert them into Salesforce. Ignore records in your file that match existing records, and do nothing to the existing records.
•
Update existing records—If records in your file match existing records, update the existing records. Ignore records in your file that don’t match existing records, and don’t insert them as new records.
•
Add new and update existing records—If records in your file are new and don’t match existing records, insert them into Salesforce.
If records in your file match existing records, update the existing records.
What Is Imported for Leads?
You can import data into standard lead fields and custom lead fields, even if a field is hidden or read only in your page layout or field-level security settings for leads.
Importing Leads with Matching Types
You can choose whether to match leads in your import file with existing leads in Salesforce. Leads can be matched according to the following types: Salesforce ID, name, email, or external ID. Choosing a matching type sets the criteria for avoiding duplicate leads. For example, if you’re matching by email and a lead in your source file has the same email as a lead in Salesforce, that lead is updated in Salesforce. If you aren’t matching by email and a lead in your source file has the same email as a lead in Salesforce, a lead is created.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Importing Leads Without Matching Types
If you choose a matching type of “None” in the Data Import Wizard, for each lead in your import file, the Data Import Wizard creates a lead in Salesforce. You can merge leads after they are imported.
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Matching by Email
With this option, records in your import file are matched with existing records in Salesforce according to the exact value in the Email field.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record.
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce IDs by running reports that include the ID field of the record.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
What’s Imported for Campaign Members?
You can use the Data Import Wizard to update the statuses of campaign members.
You can also import campaign members. For each contact, lead, or person account in your import file, the Data Import Wizard:
•
Imports the record
•
Associates the record with the specified campaign, making the contact, lead, or person account a campaign member
•
Inserts a Member Status value for the campaign member
If your import file has duplicate records, the Data Import Wizard doesn’t merge them. If an imported record matches an existing record, the Data Import Wizard doesn’t merge the duplicate data into one record.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
What Is Imported for Custom Objects?
The Data Import Wizard prevents creating duplicate records by matching records according to one of the following fields: custom object name, Salesforce ID, or external ID. In your import file, include a column for the field that you are using for record matching.
EDITIONS
Matching by Name
When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same name. This type of matching is not case-sensitive. For example, names that begin with a capital letter are matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your record names before performing the import to prevent unintended matches.
Available in: Salesforce
Classic and Lightning
Experience
Custom object import available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Matching by Salesforce ID
USER PERMISSIONS
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import
Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
To import custom object data via the Data Import
Wizard:
•
Import Custom Objects
AND
Create on the custom object
AND
Edit on the custom object
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
What Is Imported for Solutions?
The Data Import Wizard prevents creating duplicate records by matching records according to one of the following fields: solution title, Salesforce ID, or external ID. In your import file, include a column for the field that you are using for record matching.
Matching by Solution Title
When you select this option, the import wizard detects existing solutions in Salesforce that have the same title. This type of matching isn’t case-sensitive. For example, titles that begin with a capital letter are matched with the same title that begins with a lowercase letter. If necessary, scan and standardize your solution titles before performing the import to prevent unintended matches.
Matching by Salesforce ID
A Salesforce ID is a system-generated, case-sensitive string of 15 or 18 letters and numbers that uniquely identifies each Salesforce record. When you select this option, the Data Import Wizard detects existing records in Salesforce that have the same Salesforce ID. You can obtain Salesforce
IDs by running reports that include the ID field of the record.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To import solutions:
•
Import Solutions
Matching by External ID
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
•
This operation isn’t case-sensitive. For example, “ABC” is matched with “abc”. However, if the external ID field also has the case-sensitive
Unique attribute, uppercase and lowercase letters aren’t considered identical.
•
External IDs can be of type text, number, email, or auto-number. If the external ID type is auto-number, it isn’t available for matching, but it can be used to look up the parent record if it contains the external ID.
•
External ID values should be standardized before performing the import to prevent unintended matches.
•
Multiple records with the same External ID within a file aren’t uploaded.
•
Multiple external ID fields can be used to find matching records in Salesforce when using the Data Import Wizard.
SEE ALSO:
Choosing a Method for Importing Data
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Set Up and Maintain Your Salesforce Organization Choosing a Method for Importing Data
Notes on Importing Data
•
Field Accessibility—You can import values into a field only if you have read and edit access.
User permissions, page layout assignments, and field-level security settings determine field access.
Field-level security is available in Professional, Enterprise, Unlimited, Performance, and Developer
Editions.
•
New Values for Picklists and Multi-Select Picklists—If you import a picklist value that doesn’t match an existing picklist value:
–
For an unrestricted picklist, the Data Import Wizard uses the value that’s in the import file.
–
For a restricted picklist, the Data Import Wizard uses the picklist’s default value.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Your edition determines the types of objects you can import.
•
Multi-Select Picklists—To import multiple values into a multi-select picklist, separate the values by a semicolon in your import file.
You can import up to 100 values at a time in a multi-select picklist field. If you have more than 100 values in your import file for any one record, the import wizard leaves the field blank in that record.
•
Checkboxes—To import data into a checkbox field, use 1 for checked values and 0 for unchecked values.
•
Default Values—For picklist, multi-select picklist, and checkbox fields, if you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.
•
Date/Time Fields—Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.
•
Formula Fields—Formula fields cannot accept imported data because they are read only.
•
Field Validation Rules—Salesforce runs validation rules on records before they are imported. Records that fail validation aren’t imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.
•
Geolocation Custom Fields—To import a geolocation custom field using the Data Import Wizard, supply two values: a latitude and a longitude. Import both values in one field, separated by a semicolon. If you enter only one value, it is imported as the latitude, and the longitude is interpreted as 0. If you supply more than two values, the import fails for the entire row.
•
Currency Fields—If you have currency data in your CSV file, format your values for your locale. For example, if you’re in the U.S.
locale, use periods for decimals and commas for thousand markers. Using the incorrect currency format could change your imported values.
SEE ALSO:
Choosing a Method for Importing Data
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Set Up and Maintain Your Salesforce Organization Create Export Files for Import Wizards
Importing Multiple Currencies
If your organization has set up the ability to use multiple currencies, you can import amounts in different currencies.
EDITIONS
Organization Import
Available in: Salesforce
Classic and Lightning
Experience
When importing accounts, contacts, custom objects, leads, or solutions for your organization, you can specify the currency type for amount fields using the your import file. The following rules apply.
Currency ISO Code
column in
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
•
Entering currency codes - Enter a currency code in the
Currency ISO Code
column in your import file. Currency codes are three letter codes that follow an international standard.
For example, USD is the currency code for U.S. dollars. From Setup, enter
Manage
Currencies
in the
Quick Find
box, then select Manage Currencies to see a list of valid codes for your organization.
•
Using one currency for accounts and contacts - If you are importing accounts and contacts, the
Currency ISO Code column applies to both an account and its associated contact. You cannot specify different currencies for associated accounts and contacts.
•
Updating the currency code - When updating the currency code but not the currency amount for accounts and contacts, the amount isn’t converted to the corresponding number in the new currency.
•
Entering inactive currencies - If you enter an inactive currency in your import file, your personal currency is used instead. However, amounts aren’t modified. For example, if your file has AUD 100 for 100 Australian dollars but AUD is an inactive currency for your organization, it’s imported as USD 100, assuming your personal currency is U.S. dollars.
•
Omitting the Currency ISO Code column - When creating records via importing, if you don’t use the
Currency ISO Code column or fail to map it, your personal currency is used. For example, if your file has 100 and your personal currency is U.S. dollars
(currency code = USD), it’s imported as USD 100.
When updating existing records via importing, if you don’t use the
Currency ISO Code
column or fail to map it, any amounts are interpreted as having the currency of the record. For example, if your file has 100 for a record that has a currency of EUR (the currency code for euros), this amount is interpreted as EUR 100.
SEE ALSO:
Create Export Files for Import Wizards
Before you can import data into Salesforce, use your existing software to create a data export file.
An export file contains all the information you want to import.
Your export file can contain a mixture of new records and updates to existing records. You’ll choose how records are matched to avoid duplication. For example, you can choose to match accounts and contacts by name or by email address. If you choose to match by email address, then the contact already in Salesforce will be updated if a record in your imported data has the same email address. However, if records have the same name but different email addresses, the records will remain separate.
1. Use your existing software to create a data export file.
•
•
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
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Set Up and Maintain Your Salesforce Organization Create Export Files for Import Wizards
•
•
Exporting from Other Data Sources
•
2. Review data you will import to ensure that it is more up-to-date than what is already in Salesforce. Your Salesforce data will be replaced with data from your import file, even if it is out of date.
3. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate
Salesforce fields. See
on page 390.
4. If you are the administrator and are importing for multiple users, combine export data from multiple sources into a single comma delimited text file (.csv) using Excel.
Note: When importing records from multiple users, your export file must include a
Record Owner
field for all new records which must contain the full usernames or first and last names of existing, active users. Existing record owners will not be changed; new records will be assigned to the user listed in the
Record Owner
field. For example, records that should be owned by Joe Smith in your organization must have that user’s username (”[email protected]”) or first and last names (for example, “Joe Smith”, or “Smith Joe” for Asian locales). For lead imports, you can also specify the name of a lead queue.
When importing leads, you can alternatively use a lead assignment rule to specify the owners of the imported data, instead of using a
Record Owner
field.
Exporting from ACT!
ACT! allows you to export contact data in a text-delimited format which can then be imported. To export contact data from ACT! (versions 4.0 or 2000):
1. Launch ACT! and open your database.
2. Select File > Data Exchange > Export....
3. Select the file type Text-Delimited.
4. Choose a file name and location for the exported data and click Next.
5. Select Contact records only.
6. Click the Options... button.
7. Select Comma for the field separator character.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
8. Select Yes, export field names and click OK.
9. Click Next.
10. Select All Records and then click Next.
11. Leave the export field order list alone, and click Finish.
SEE ALSO:
Default Field Mapping for ACT!
Create Export Files for Import Wizards
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Set Up and Maintain Your Salesforce Organization Create Export Files for Import Wizards
Exporting from LinkedIn
®
You can export contact data from LinkedIn in a text-delimited format, which you can then import.
•
Open www.linkedin.com/addressBookExport
and follow the steps on the page using the Microsoft Outlook (.CSV file) option.
EDITIONS
Exporting from Outlook
Export data directly from Microsoft
®
Outlook
®
in a CSV (comma-separated values) format. Then import that data into Salesforce.
1. In Outlook, navigate to the export feature.
2. Choose Comma Separated Values (Windows) and click Next.
Available in: Salesforce
Classic
Available in: All Editions except Database.com
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
3. Select the folder containing the contacts you want to export, and click Next.
4. Choose a file name for the exported data and click Next.
5. Click Finish.
SEE ALSO:
Default Field Mapping for Outlook
Create Export Files for Import Wizards
Exporting from Other Data Sources
You can import data into the system from any other application that can create a CSV (comma-separated values) file.
1. Save your data source as a CSV file.
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
2. Ensure your file includes only one name per field. The system cannot accept more than one name per field.
3. Ensure your file separates names and titles into two fields. The system cannot accept fields containing both names and titles.
4. Ensure your file includes only one phone number per field.
SEE ALSO:
Field Mapping for Other Data Sources and Organization Import
Create Export Files for Import Wizards
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Exporting from Salesforce
You can export account, campaign member, contact, custom object, lead, or solution reports from
Salesforce to create an import file. Include the
Account ID
,
Campaign Member ID
,
Contact ID
,
Custom Object ID
,
Lead ID
, or
Solution ID
value for each respective record in your report. These ID fields are unique Salesforce identifiers and are used to accurately match your data with existing Salesforce records.
To create an import file with these ID fields, first export the data from Salesforce.
1. Run an account, campaign member, contact, custom object, lead, or solution report in Salesforce.
Include the respective ID field and any other fields that are required for the import.
2. Export the report to Excel.
Note:
Remember that Salesforce record IDs are case-sensitive. Don’t manually change
Salesforce IDs in your import file.
SEE ALSO:
Create Export Files for Import Wizards
Videos: Data Import How-To Series
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Prepare Your Data for Import
After exporting your data from Salesforce or your existing application, prepare your data before importing it.
EDITIONS
Note:
If your data has information in fields that do not match any standard fields, your admin can create custom fields for that data before import.
Preparing Contacts
Use Excel
®
to label the columns in your import file as specified in
Sources and Organization Import on page 397.
Preparing Person Accounts
When importing person accounts, use the field labels in Salesforce as the column labels in your import file.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Preparing Org Business Accounts and Contacts
When importing business accounts and contacts for your org, you must use Excel
®
to label the columns in your import file as specified
in Field Mapping for Other Data Sources and Organization Import
on page 397.
Preparing Org Leads
When importing general leads or leads for campaigns, use the import file labels specified in
Field Mapping for Importing Leads on
page 401.
Preparing Custom Objects
When importing a custom object, use the field labels shown on the custom object detail page in Salesforce as the column labels in your import file.
Preparing Campaign Members
When importing campaign members, use the field labels in Salesforce as the column labels in your import file.
Preparing Solutions
When importing solutions, use the field labels in Salesforce as the column labels in your import file.
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
<a>
<abbr>
<acronym>
<address>
<b>
<bdo>
<big>
<blockquote>
<br>
<caption>
<cite>
<code>
<col>
<colgroup>
<dd>
<del>
<dfn>
<div>
<dl>
You can enter HTML into the solutions you plan to import into Salesforce. However, unless your org has enabled HTML solutions,
HTML tags will display in the solutions after they are imported.
For security purposes, Salesforce automatically filters all HTML solutions for potentially malicious HTML. If potentially malicious HTML is detected in an HTML solution, the potentially malicious HTML is either removed or transformed into text for users who view the
HTML solution. Users can’t notice when potentially malicious HTML is removed from an HTML solution.
You can import solutions written in HTML format into Salesforce. However, for security purposes, only the HTML tags listed below are allowed. The content of any HTML tags not listed below is removed when saved in HTML solutions. Furthermore, the content of all
<script>
and
<iframe>
tags, as well as all JavaScript, is removed when saved in HTML solutions. Cascading Style Sheets
(CSS) are not supported in HTML solutions.
The following HTML tags are allowed in HTML solutions imported into Salesforce:
<ins>
<kbd>
<li>
<ol>
<p>
<pre>
<dt>
<em>
<font>
<h1>
<h2>
<h3>
<h4>
<h5>
<h6>
<hr>
<i>
<img>
<q>
<samp>
<small>
<span>
<strike>
<strong>
<sub>
<sup>
<table>
<tbody>
<td>
<tfoot>
<th>
<thead>
<tr>
<tt>
<ul>
<var>
Within the above tags, you can include the following attributes: alt background face height size src
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import border class colspan href name rowspan style target width
The above attributes, which can include a URL, are limited to URLs that begin with the following:
•
http:
•
https:
•
file:
•
ftp:
•
mailto:
•
#
•
/
for relative links
SEE ALSO:
Default Field Mapping for ACT!
Default Field Mapping for Outlook
Create Export Files for Import Wizards
Default Field Mapping for ACT!
This table details how ACT! fields map to Salesforce account and contact import fields during an individual data import.
Note: If an ACT! record contains more than one contact for the same company, the import wizard creates multiple contacts for one account.
ACT! Field
Address 1
Address 2
Address 3
Alt Phone
Alt Phone Ext.
Assistant
Asst. Phone
Import Field
Contact:
Mailing Address
and
Account:
Billing Address
Contact:
Mailing Address
and
Account:
Billing Address
Contact:
Mailing Address
and
Account:
Billing Address
Contact:
Other Phone
Contact:
Other Phone Ext.
Contact:
Assistant's Name
Contact:
Asst. Phone
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
392
Set Up and Maintain Your Salesforce Organization
Fax Ext.
First Name
Home Address 1
Home Address 2
Home Address 3
Home City
Home Country
Home Phone
Home State
Home Zip
ID/Status
Last Name
Mobile Phone
Note
Phone
ACT! Field
Asst. Phone Ext.
City
Company
Contact
Country
Import Field
Contact:
Asst. Phone Ext.
Contact:
Mailing City
and
Account:
Billing City
Account:
Name
Contact:
Full Name
Contact:
Mailing Country
and
Account:
Billing Country
Department
Contact:
Department
E-mail Login
(The import wizard verifies this is a valid email address in the form: [email protected])
Contact:
Fax
Contact:
Fax
and
Account:
Fax
Phone Ext.
Contact:
Business Fax Ext.
Contact:
First Name
Contact:
Other Address 1
Contact:
Other Address 2
Contact:
Other Address 3
Contact:
Other City
Contact:
Other Country
Contact:
Home Phone
Contact:
Other State
Contact:
Other Postal Code
Account:
Type
Contact:
Last Name
Contact:
Mobile Phone
Does not import
Contact:
Phone
and
Account:
Phone
Contact:
Business Phone Ext.
Prepare Your Data for Import
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
ACT! Field
Referred By
Revenue
State
Import Field
Contact:
Lead Source
Account:
Annual Revenue
Contact:
Mailing State
and
Account:
Billing State
Ticker Symbol
Title
Web Site
Zip
Account:
Ticker Symbol
Contact:
Title
Account:
Website
Contact:
Mailing Postal Code
Account:
Billing Postal Code
2nd Contact
2nd Phone
2nd Phone Ext.
2nd Title
3rd Contact
2nd Contact:
Name
2nd Contact:
Phone
2nd Contact:
Phone Ext.
2nd Contact:
Title
3rd Contact:
Name
3rd Phone
3rd Phone Ext.
3rd Contact:
Phone
3rd Contact:
Phone Ext.
3rd Title
3rd Contact:
Title
2nd Last Reach
,
3rd Last Reach
,
Asst. Title
,
Last Attempt
,
Last Meeting
,
Last Reach
,
Last
Results
,
Letter Date
,
Pager
,
Spouse
,
User 1-15
Contact:
Note
or Account:
Note
(In Professional, Enterprise, Unlimited, Performance, and Developer
Edition organizations, you specify which fields import into a single contact or account note; separate notes are not created for each
ACT! field.)
SEE ALSO:
394
Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Default Field Mapping for Outlook
This table details how Outlook fields map to Salesforce account and contact import fields during an individual data import.
Outlook Field
Assistant’s Name
Assistant’s Phone
Birthday
Business City
Business Country
Business Fax
Business Phone
Business Postal Code
Business Street
Business Street 2
Business Street 3
Company
Import Field
Contact:
Assistant’s Name
Contact:
Asst Phone
Contact:
Birthdate
Contact:
Mailing City
and
Account:
Billing City
Contact:
Mailing Country
and
Account:
Billing Country
Contact:
Fax
and
Account:
Fax
Contact:
Phone
Contact:
Mailing Postal Code
Account:
Billing Postal Code
Contact:
Mailing Address
and
Account:
Billing Address
Contact:
Mailing Address
and
Account:
Billing Address
Contact:
Mailing Address
and
Account:
Billing Address
Account:
Account Name
and
Contact:
Account
Company Main Phone
Department
Account:
Phone
Contact:
Department
(The import wizard verifies this is a valid email address in the form: [email protected])
Contact:
First Name
Home City
Contact:
First Name
Contact:
Other City
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Outlook Field
Home Country
Home Phone
Home Postal Code
Home Street
Home Street 2
Home Street 3
Job Title
Last Name
Manager's Name
Import Field
Contact:
Other Country
Contact:
Home Phone
Contact:
Other Postal Code
Contact:
Other Address
Contact:
Other Address
Contact:
Other Address
Contact:
Title
Contact:
Last Name
Contact:
Reports To
(In addition, if the name in this field does not match an existing contact, a new contact is created with the manager’s name.)
Mobile Phone
Notes
Other Phone
Contact:
Mobile Phone
Contact:
Description
Contact:
Other Phone
Referred By
Title
Contact:
Lead Source
Contact:
Salutation
Web Page
Account:
Website
Account
,
Anniversary
,
Billing Information
,
Business Phone 2
,
Callback
,
Car Phone
,
Categories
,
Children, Directory Server
,
E-mail 2
,
E-mail 3
,
Government ID Number
,
Hobby
,
Home Fax
,
Home Phone 2
,
Internet
Free/Busy Address
,
ISDN, Keywords
,
Language
,
Location
,
Middle Name
,
Mileage
,
Office
Location
,
Organizational ID Number
,
Other
City
,
Other Country
,
Other Fax
,
Other Postal
Code
,
Other State
,
Other Street
,
Other Street
2
,
Other Street 3
,
Pager
,
PO Box
,
Primary Phone
,
Profession
,
Radio Phone
,
Spouse
,
Suffix
,
Telex
,
TTY/TDD Phone
,
User 1
,
User 2
,
User 3
,
User 4
Contact:
Note
or Account:
Note
(In Professional, Enterprise, Unlimited, Performance, and Developer
Edition organizations, you specify which fields import into a single contact or account note; separate notes are not created for each
Outlook field.)
SEE ALSO:
396
Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Field Mapping for Other Data Sources and Organization Import
If you are importing accounts and contacts for an organization, or importing individual data from sources other than Outlook or ACT!, the Import Wizards map the fields as correctly as possible. You must fine-tune the mapping before completing the import. Before importing your data, Salesforce recommends that you use Excel to label the columns in your import file with the labels listed below.
Field length limits for each object are listed in the Salesforce Field Reference Guide .
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Note: The default mappings listed below are offered as a guide for importing; they do not ensure 100% accuracy in mapping your data. You must fine-tune the mapping in the
Import Wizards. Remember that you can map the same field multiple times if necessary—for example, for the account and contact address fields.
Available in: All Editions except Database.com
Organization import not available in: Personal
Edition, Database.com
Common Fields for Contacts and Accounts
Label for Your Import File Salesforce Field
Record Owner
Contact:
Contact Owner
and
(Note: For individual imports, this field is not necessary, since all data you import is automatically owned by you. In addition, when importing records by Salesforce record ID, this field is ignored.)
Account:
Account Owner
Currency ISO Code
(Note: You can use this field only for organization imports in organizations that use multiple currencies. For more information, see
on page 387.)
Contact:
Contact Currency
and
Account:
Account Currency
Label for Your Import File
Assistant
Asst. Phone
Asst. Phone Ext.
Birthdate
Business Fax
Business Fax Ext.
Business Phone
Business Phone Ext.
Contact Description
Contact Fields
Contact:
Assistant
Salesforce Field
Contact:
Asst. Phone
Appended to Contact:
Asst. Phone
Contact:
Birthdate
Contact:
Fax
Appended to Contact:
Fax
Contact:
Phone
Appended to Contact:
Phone
Contact:
Description
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Label for Your Import File
Contact Full Name
or
First Name
&
Last Name
(Note: When importing contact names, use either
Contact
Full Name
or
First Name
and
Last Name
, but not both.)
Contact Fields
Salesforce Field
Contact:
First Name
and
Contact:
Last Name
Contact ID
(Note: Record IDs are case-sensitive and should not be changed.)
Contact:
Contact ID
Contact Note
Department
Creates a note attached to the contact
Contact:
Department
E-mail Address
(Note: The import wizard verifies this is a valid email address in the form: [email protected].)
Contact:
Email Opt Out
(Note: Use “1” to indicate that user opts out; use “0” to indicate that user wants emails.)
Contact:
Email Opt Out
Home Phone
Home Phone Ext.
Lead Source
Mailing City
Mailing Country
Mailing Postal Code
Mailing State
Mailing Street 1
Mailing Street 2
Mailing Street 3
Mobile Phone
Mobile Phone Ext.
Other City
Other Country
Other Phone
Contact:
Home Phone
Appended to Contact:
Home Phone
Contact:
Lead Source
Contact:
Mailing City
Contact:
Mailing Country
Contact:
Mailing Address Zip/Postal Code
Contact:
Mailing State/Province
Contact:
Mailing Address
Contact:
Mailing Address
Contact:
Mailing Address
Contact:
Mobile
Appended to Contact:
Mobile
Contact:
Other City
Contact:
Other Country
Contact:
Other Phone
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Other Phone Ext.
Other Postal Code
Other State
Label for Your Import File
Other Street 1
Contact Fields
Salesforce Field
Appended to Contact:
Other Phone
Contact:
Other Address Zip/Postal Code
Contact:
Other State/Province
Contact:
Other Address
Other Street 2
Other Street 3
Contact:
Other Address
Contact:
Other Address
Reports To
(Note: If the import wizard cannot find a contact that matches the name in this field, it will create a new contact using this value as the Contact:
First Name
&
Last Name
.)
Contact:
Reports To
Salutation
Title
2nd Contact
2nd Phone
2nd Phone Ext.
2nd Title
3rd Contact
3rd Phone
3rd Phone Ext.
3rd Title
Prefixed to Contact:
First Name
Contact:
Title
Split into Contact:
First Name
&
Last Name
for a second contact for the account
Contact:
Phone
for a second contact for the account
Appended to Contact:
Phone
for a second contact for the account
Contact:
Title
for a second contact for the account
Split into Contact:
First Name
&
Last Name
for a third contact for the account
Contact:
Phone
for a third contact for the account
Appended to Contact:
Phone
for a third contact for the account
Contact:
Title
for a third contact for the account
Label for Your Import File
Account Description
Account Fields
Salesforce Field
Account:
Description
Account Division
(Note: You do not need to specify this field if you choose to assign the division via the drop-down list on Step 1 of the import wizard.
If you do not map this field or use the division drop-down list, the division is set to the record owner’s default division for each record.)
Account:
Account Division
Account Fax
Account:
Fax
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Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Label for Your Import File
Account Fax Ext.
Account Fields
Salesforce Field
Appended to Account:
Fax
Account ID
(Note: Record IDs are case-sensitive and should not be changed.)
Account:
Account ID
Account Name
Account:
Account Name
and
Contact:
Account
Account Note
Account Number
Account Phone
Account Phone Ext.
Account Site
Account Type
Billing City
Billing Country
Creates a note attached to the account
Account:
Account Number
Account:
Phone
Appended to Account:
Phone
Account:
Account Site
Account:
Type
Account:
Billing City
Account:
Billing Country
Billing Postal Code
Billing State
Billing Street 1
Billing Street 2
Billing Street 3
Employees
Industry
Ownership
Account:
Billing Zip/Postal Code
Account:
Billing State/Province
Account:
Billing Address
Account:
Billing Address
Account:
Billing Address
Account:
Employees
Account:
Industry
Account:
Ownership
Parent Account
(Note: If the import wizard cannot find an account that matches the parent account name, it will create a new account using this value as the
Account Name
.)
Account:
Parent Account
Parent Account Site
(Note: Indicates the site value of
Parent Account
.)
Rating
Revenue
Shipping City
Account:
Account Site
(Note: Maps to the
Account Site
field in the parent account.)
Account:
Rating
Account:
Annual Revenue
Account:
Shipping City
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Set Up and Maintain Your Salesforce Organization
Label for Your Import File
Shipping Country
Shipping Postal Code
Shipping State
Shipping Street 1
Shipping Street 2
Shipping Street 3
SIC Code
Ticker Symbol
Website
Prepare Your Data for Import
Account Fields
Salesforce Field
Account:
Shipping Country
Account:
Shipping Zip/Postal Code
Account:
Shipping State/Province
Account:
Shipping Address
Account:
Shipping Address
Account:
Shipping Address
Account:
SIC Code
Account:
Ticker Symbol
Account:
Website
Note: If you include record types in your import file, the Import Wizard uses the record owner’s default record type when creating new records. For existing records, the Import Wizard does not update the record type field.
SEE ALSO:
Field Mapping for Importing Leads
Before you import leads, we recommend labeling the columns in your import file with the labels in the following table. When you import leads, the Data Import Wizard maps the fields in your import file as correctly as possible, and if necessary, you fine-tune the mappings.
Note: The following default mappings are offered as a guide. They don’t ensure 100% accuracy in mapping your data, so you must fine-tune the mapping in the Data Import Wizard.
Label for Your Import File
Annual Revenue
City
Company
Country
Salesforce Lead Field
Annual Revenue
City
Company
Country
Currency ISO Code
(Note: You can use this field only for orgs that
use multiple currencies; see Importing Multiple
on page 387.)
Lead Currency
Description Description
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
401
Set Up and Maintain Your Salesforce Organization Prepare Your Data for Import
Label for Your Import File
(The Data Import Wizard verifies that this is a valid email address in the form [email protected].)
Email Opt Out
(Use “1” to indicate that the user opts out; use “0” to indicate that the user wants emails.)
Email Opt Out
Salesforce Lead Field
No. of Employees No. of Employees
Fax Fax
Full Name
or
First Name
&
Last Name
(Note: When importing lead names, use either
Full Name
or
First Name
and
Last Name
, but not both.)
First Name
and
Last Name
Industry Industry
Lead Division
(Note: You do not need to specify this field if you choose to assign the division via the drop-down list on Step 1 of the Data Import
Wizard. If you do not map this field or use the division drop-down list, the division is set to the record owner’s default division for each record.)
Lead Division
Lead ID
(Note: Record IDs are case-sensitive and should not be changed.)
Lead ID
Lead Source
(Note: You do not need to specify this field if you choose to assign the same
Lead Source
to all leads on the first page of the
Data Import Wizard.)
Lead Source
Lead Status
Mobile Phone
Phone
Postal Code
Rating
Record Owner
Lead Status
Mobile
Phone
Postal Code
Rating
Lead Owner
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Set Up and Maintain Your Salesforce Organization
Label for Your Import File
(Note: You do not need this field if assigning ownership via a lead assignment rule. In addition, when importing records by Salesforce record ID, this field is ignored.)
Salutation
State
Salesforce Lead Field
Added to beginning of
First Name
State
Status
Street 1
Street 2
Street 3
Title
Website
Status
(in the Campaign History related list of a lead)
Address
Address
Address
Title
Website
Data Import Wizard
If you include record types in this list, the Data Import Wizard uses the record owner’s default record type when creating new records.
For existing records, the Data Import Wizard does not update the record type field.
If you choose to use assignment rules, the Data Import Wizard uses the new owner’s default record type when creating new records.
When the assignment rules assign the record to a queue, the queue owner’s default record type is used.
SEE ALSO:
Data Import Wizard
The Data Import Wizard makes it easy to import data for many standard Salesforce objects, including accounts, contacts, leads, solutions, campaign members, and person accounts. You can also import data for custom objects. You can import up to 50,000 records at a time.
Salesforce recommends that you test a small file first to make sure that you’ve prepared your source data correctly.
These browsers support the Data Import Wizard:
•
Google Chrome
™
version 29 and later
•
Mozilla
®
Firefox
®
version 23 and later
•
Microsoft
®
Internet Explorer
®
version 9 and later
•
Apple
®
Safari
®
version 5 and later
Note:
•
Dragging and dropping CSV files isn’t supported in Internet Explorer 9.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
403
Set Up and Maintain Your Salesforce Organization Data Import Wizard
•
You can’t run more than one import job at a time, even from separate browser windows.
SEE ALSO:
Import Data with the Data Import Wizard
Import Data with the Data Import Wizard
After preparing your data for import, use the Data Import Wizard to map the data fields and run the import.
1. Prepare your data for import and create an import file. Doing this step first prevents errors, duplication of data, and frustration.
For more information, see the FAQ item “How do I prepare my data for import?” on the Data
Import wizard welcome page.
You can also view the following video playlist to get more information: Data Import How
To Series
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All except
Database.com and
Personal Editions
2. Start the wizard.
a. From Setup, enter
Data Import Wizard
in the Quick Find box, then select Data
Import Wizard.
b. Review the information provided on the welcome page, then click Launch Wizard.
You can also launch the Data Import Wizard from the Tools list on the object-specific home page.
Note: Users who aren’t administrators can also access the Data Import wizard from their personal settings.
USER PERMISSIONS
To import data with the Data
Import Wizard:
•
Depends on what you’re importing. See What permissions do I need to import records?
in the
Salesforce Help.
3. Choose the data that you want to import.
a. To import accounts, contacts, leads, solutions, person accounts, or articles, click Standard Objects. To import custom objects, click Custom Objects.
b. Specify whether you want to add new records to Salesforce, update existing records, or add and update records simultaneously.
c. Specify matching and other criteria as necessary. Hover your mouse over the question marks for more information about each option.
d. Specify whether to trigger workflow rules and processes when the imported records meet the criteria.
e. Specify the file that contains your data.
Specify your data file by dragging the CSV file to the upload area of the page. You can also click the CSV category you’re using and then navigate to the file.
f. Choose a character encoding method for your file. Typically, you don’t change your character encoding.
g. Select comma or tab as a value separator.
h. Click Next.
4. Map your data fields to Salesforce data fields.
The Data Import wizard maps as many of your data fields as possible to standard Salesforce data fields. But if the wizard can’t map fields, you must do it manually. Unmapped fields are not imported into Salesforce.
To see a list of standard Salesforce data fields, from the management settings for the object, go to the fields area.
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Set Up and Maintain Your Salesforce Organization Data Import Wizard
a. Scan the list of mapped data fields and locate the unmapped fields.
b. Click Map to the left of each unmapped field.
c. In the Map Your Field dialog box, search and choose the Salesforce fields you want to map to and click Map.
Note: The Map Your Field dialog box also gives you the option of saving data from unmapped fields in a general notes field for accounts and contacts. To do so, choose Account Note or Contact Note from the Map To drop-down list and click
Map.
d. To change mappings that Salesforce performed automatically, click Change to the left of the appropriate field. Delete the
Salesforce fields you do not want to map to, choose the fields you want to map to, then click Map.
e. Click Next.
5. Review and start your import.
a. Review your import information on the Review page. If you still have unmapped fields that you want to import, click Previous to return to the previous page and specify your mappings.
b. Click Start Import.
6. Check import status.
The Recent Import Jobs chart on the Data Import Wizard home page lists the status and metrics of the data import. Alternately from Setup, enter
Bulk Data Load Jobs
in the Quick Find box, then select Bulk Data Load Jobs.
Note: The Bulk Data Load Jobs page is not available in Professional Edition. Only administrators have access to the Bulk Data
Load Jobs page in Salesforce Setup. If you’re not an administrator, you can check the status of your upload by monitoring the relevant tabs in Salesforce.
Need help getting started? Check out www.salesforce.com/gettingstarted to access live webinars, videos, setup series and more. For hands-on help with data importing, complete the Importing Data module in Trailhead.
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Set Up and Maintain Your Salesforce Organization Add Person Accounts with the Data Import Wizard
Add Person Accounts with the Data Import Wizard
To add person accounts to your Salesforce org, launch the Data Import Wizard from the accounts home page.
Before you begin, make sure that your import file is in CSV format and contains values for these fields.
•
First Name
•
Last Name
•
•
Phone
Tip: To obtain Salesforce IDs or other values from your org, run reports and then export the report data.
These steps describe one recommended method of importing data. You can import data into
Salesforce fields that aren’t listed here. You can also customize your import by using other options that appear in the Data Import Wizard.
1. From the accounts home page, click Import Person Accounts.
The Data Import Wizard appears.
2. Select Person Accounts, then select Add new and update existing records.
3. Set
Match Account by
to Email.
4. Select the CSV file that contains your import data, and click Next.
5. Map column headers from your CSV file to these fields.
•
First Name
•
Last Name
•
•
Phone
6. Click Next.
7. Review the import settings, and then click Start Import.
When we finish importing your data, we notify you by email. Review the results and resolve any errors that occurred.
EDITIONS
Data Import Wizard available in both Salesforce
Classic and Lightning
Experience
Data Import Wizard available in All Editions except Database.com
Person accounts available in: both Salesforce Classic and Lightning Experience
Person accounts available in Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create person accounts that you own via the Data
Import Wizard:
•
Create on accounts
AND
Edit on accounts
AND
Import Personal
Contacts
To create person accounts owned by others via the
Data Import Wizard:
•
Create on accounts
AND
Edit on accounts and contacts
AND
Modify All Data
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader
Data Loader is a client application for the bulk import or export of data. Use it to insert, update, delete, or export Salesforce records.
EDITIONS
When importing data, Data Loader reads, extracts, and loads data from comma-separated values
(CSV) files or from a database connection. When exporting data, it outputs CSV files.
Available in: both Salesforce
Classic and Lightning
Experience
Note:
If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings (Settings | Settings).
You can use Data Loader in two different ways:
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
•
User interface—When you use the user interface, you work interactively to specify the configuration parameters, CSV files used for import and export, and the field mappings that map the field names in your import file with the field names in Salesforce.
•
Command line (Windows only)—When you use the command line, you specify the configuration, data sources, mappings, and actions in files. This enables you to set up Data Loader for automated processing.
Data Loader offers the following key features:
•
An easy-to-use wizard interface for interactive use
•
An alternate command-line interface for automated batch operations (Windows only)
•
Support for large files with up to 5 million records
•
Drag-and-drop field mapping
•
Support for all objects, including custom objects
•
Can be used to process data in both Salesforce and Database.com
•
Detailed success and error log files in CSV format
•
A built-in CSV file viewer
•
Support for Windows and Mac
To get started, see the following topics:
•
•
Considerations for Installing Data Loader
Note: In previous versions, Data Loader has been known as “AppExchange Data Loader“ and “Sforce Data Loader.”
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Data Loader
When to Use Data Loader
Data Loader complements the web-based import wizards that are accessible from the Setup menu in the online application. Refer to the following guidelines to determine which method best suits your business needs:
Use Data Loader when:
•
You need to load 50,000 to 5,000,000 records. Data Loader is supported for loads of up to 5 million records. If you need to load more than 5 million records, we recommend you work with a Salesforce partner or visit the
App Exchange
for a suitable partner product.
•
You need to load into an object that is not yet supported by the import wizards.
•
You want to schedule regular data loads, such as nightly imports.
•
You want to export your data for backup purposes.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Use the import wizards when:
•
You are loading less than 50,000 records.
•
The object you need to import is supported by import wizards. To see what import wizards are available and thus what objects they support, from Setup, enter
Data Management
in the
Quick Find
box, then select Data Management.
•
You want to prevent duplicates by uploading records according to account name and site, contact email address, or lead email address.
For more information about the import wizards, see
Import Data Into Salesforce on page 377.
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Set Up and Maintain Your Salesforce Organization Data Loader
Considerations for Installing Data Loader
Before you download and install Data Loader, understand the system requirements, installation considerations, and login considerations. From Setup, enter
Data Loader
in the Quick Find box, then select Data Loader.
EDITIONS
System Requirements for Windows
Data Loader is signed for Windows. To use Data Loader for Windows, you need:
•
Microsoft
®
Windows
®
7, Windows
®
8, or Windows
®
10
•
120 MB of free disk space
•
256 MB of available memory
•
Java JRE 1.8 (32-bit)
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
Note:
Salesforce no longer bundles Java with the Data Loader for Windows installer.
Download and install Java on your Windows computer.
We recommend that you set the
JAVA_HOME
environment variable to the directory where the Java Runtime Environment (JRE) is installed. Doing so ensures that you can run Data
Loader in batch mode from the command line.
System Requirements for macOS
To use Data Loader for macOS, you need:
•
macOS El Capitan
•
120 MB of free disk space
•
256 MB of available memory
•
Java JRE 1.8
•
Administrator privileges on the machine
To access the page to download Data Loader:
•
Modify All Data
To use Data Loader:
•
API Enabled
AND
The appropriate user permission for the operation you are doing, for example, Create on accounts to insert new accounts
AND
Bulk API Hard Delete
(only if you configure
Data Loader to use Bulk
API to hard-delete records)
Installation Considerations
Over time, several versions of the Data Loader client application have been available for download.
Some earlier versions were called “AppExchange Data Loader” or “Sforce Data Loader.” You can run different versions at the same time on one computer. However, do not install more than one copy of the same version.
The latest version is always available in Salesforce. If you have installed the latest version and want to install it again, first remove the version on your computer.
Tip: If you experience login issues in the command line interface after upgrading to a new version of Data Loader, please try re-encrypting your password to solve the problem. For information on the password encryption utility, see
Note: The Data Loader command-line interface is supported for Windows only.
To make changes to the source code, download the open-source version of Data Loader from
https://github.com/forcedotcom/dataloader
.
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Set Up and Maintain Your Salesforce Organization Data Loader
Login Considerations
•
If your organization restricts IP addresses, logins from untrusted IPs are blocked until they’re activated. Salesforce automatically sends you an activation email that you can use to log in. The email contains a security token that you must add to the end of your password.
For example, if your password is
mypassword
, and your security token is
XXXXXXXXXX
, you must enter
mypasswordXXXXXXXXXX
to log in.
•
Data Loader version 36.0 and later supports Web Server OAuth Authentication. See OAuth Authentication for more information.
•
Data Loader version 36.0 and later supports Salesforce Communities. Communities users always log in with the OAuth option in
Data Loader. To enable OAuth for Communities, the user modifies the config.properties
file as follows.
–
Change the portion in bold in the following line to the login URL of the community. Don’t add a forward slash (/) to the end of the line.
sfdc.oauth.Production.server=
https\://login.salesforce.com
For example: sfdc.oauth.Production.server= https\://johnsmith-developer-edition.yourInstance.force.com/test
–
Change the portion in bold in the following line to the hostname of the community.
sfdc.oauth.Production.redirecturi=https\:// login.salesforce.com/services/oauth2/success
For example: sfdc.oauth.Production.redirecturi= https\:/johnsmith-developer-edition.yourInstance.force.com/services/oauth2/success
The config.properties
file is in the conf
default configuration directory, which is installed in these locations.
–
macOS:
/Applications/Data\ Loader.app/Contents/Resources/conf/
–
Windows:
%LOCALAPPDATA%\salesforce.com\Data Loader\samples\conf\
for the current user, and
C:\ProgramData\salesforce.com\Data Loader\samples\conf\
for all users
Configure Data Loader
Use the Settings menu to change the default operation settings of Data Loader.
1. Open the Data Loader.
2. Select Settings > Settings.
3. Edit the fields as needed.
Field
Batch size
Description
In a single insert, update, upsert, or delete operation, records moving to or from
Salesforce are processed in increments of this size. The maximum value is 200. We recommend a value between 50 and 100.
The maximum value is 10,000 if the
Use
Bulk API
option is selected.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
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Set Up and Maintain Your Salesforce Organization
Field
Insert null values
Assignment rule
Server host
Reset URL on Login
Compression
Timeout
Query request size
Generate status files for exports
Read all CSVs with UTF-8 encoding
Write all CSVs with UTF-8 encoding
Use European date format
Data Loader
Description
Select this option to insert blank mapped values as null
values during data operations. Note that when you are updating records, this option instructs Data Loader to overwrite any existing data in mapped fields.
This option is not available if the
Use Bulk API
option is selected. Empty field values are ignored when you update records using the Bulk API. To set a field value to null
when the
Use
Bulk API
option is selected, use a field value of
#N/A
.
Specify the ID of the assignment rule to use for inserts, updates, and upserts. This option applies to inserts, updates, and upserts on cases and leads. It also applies to updates on accounts if your organization has territory assignment rules on accounts. The assignment rule overrides
Owner
values in your CSV file.
Enter the URL of the Salesforce server with which you want to communicate. For example, if you are loading data into a sandbox, change the URL to https://test.salesforce.com
.
By default, Salesforce resets the URL after login to the one specified in
. To turn off this automatic reset, disable this option.
Compression enhances the performance of Data Loader and is turned on by default. You may want to disable compression if you need to debug the underlying SOAP messages. To turn off compression, enable this option.
Specify how many seconds Data Loader waits to receive a response back from the server before returning an error for the request.
In a single export or query operation, records are returned from
Salesforce in increments of this size. The maximum value is 2,000 records. Larger values may improve performance but use more memory on the client.
Select this option to generate success and error files when exporting data.
Select this option to force files to open in UTF-8 encoding, even if they were saved in a different format.
Select this option to force files to be written in UTF-8 encoding.
Select this option to support the date formats dd/MM/yyyy and dd/MM/yyyy HH:mm:ss
.
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Set Up and Maintain Your Salesforce Organization Data Loader
Field
Allow field truncation
Description
Select this option to truncate data in the following types of fields when loading that data into Salesforce: Email, Multi-select Picklist,
Phone, Picklist, Text, and Text (Encrypted).
In Data Loader versions 14.0 and earlier, values for fields of those types are truncated by Data Loader if they are too large. In Data
Loader version 15.0 and later, the load operation fails if a value is specified that is too large.
Selecting this option allows you to specify that the previous behavior, truncation, be used instead of the new behavior in
Data Loader versions 15.0 and later. This option is selected by default and has no effect in versions 14.0 and earlier.
This option is not available if the
Use Bulk API
option is selected. In that case, the load operation fails for the row if a value is specified that is too large for the field.
Allow comma as a CSV delimiter
Allow Tab as a CSV delimiter
Select this option if your CSV file uses commas to delimit records.
Select this option if your CSV file uses tab characters to delimit records.
Allow other characters as CSV delimiters
Select this option if your CSV file uses a character other than a comma or tab to delimit records.
Other Delimiters (enter multiple values with no separator; for example, !+?)
Use Bulk API
The characters in this field are used only if the
Allow other characters as CSV delimiters
option is selected.
For example, if you use the | (pipe) character to delimit data records, enter that character in this field.
Select this option to use the Bulk API to insert, update, upsert, delete, and hard delete records. The Bulk API is optimized to load or delete a large number of records asynchronously. It’s faster than the default SOAP-based API due to parallel processing and fewer network round-trips.
Warning: You can hard delete records when you configure Data Loader to
Use Bulk API
. Keep in mind that hard deleted records are immediately deleted and can’t be recovered from the Recycle Bin.
Enable serial mode for Bulk API
Select this option to use serial instead of parallel processing for
Bulk API. Processing in parallel can cause database contention.
When this is severe, the load may fail. Using serial mode guarantees that batches are processed one at a time. Note that using this option may significantly increase the processing time for a load.
This option is only available if the
Use Bulk API
option is selected.
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Set Up and Maintain Your Salesforce Organization
Field
Upload Bulk API Batch as Zip File
Time Zone
Proxy host
Proxy port
Proxy username
Proxy password
Proxy NTLM domain
Start at row
Data Loader
Description
Select this option to use Bulk API to upload zip files containing binary attachments, such as Attachment records or Salesforce
CRM Content.
This option is only available if the
Use Bulk API
option is selected.
Select this option to specify a default time zone.
If a date value does not include a time zone, this value is used.
•
If no value is specified, the time zone of the computer where
Data Loader is installed is used.
•
If an incorrect value is entered, GMT is used as the time zone and this fact is noted in the Data Loader log.
Valid values are any time zone identifier which can be passed to the Java getTimeZone(java.lang.String)
method.
The value can be a full name such as
America/Los_Angeles
, or a custom ID such as
GMT-8:00
.
The host name of the proxy server, if applicable.
The proxy server port.
The username for proxy server authentication.
The password for proxy server authentication.
The name of the Windows domain used for NTLM authentication.
If your last operation failed, you can use this setting to begin where the last successful operation finished.
4. Click OK to save your settings.
SEE ALSO:
Data Loader Behavior with Bulk API Enabled
Configure the Data Loader to Use the Bulk API
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader Behavior with Bulk API Enabled
Enabling the Bulk API in Data Loader allows you to load or delete a large number of records faster than using the default SOAP-based API. However, there are some differences in behavior in Data
Loader when you enable the Bulk API. One important difference is that it allows you to execute a hard delete if you have the permission and license. See
on page 410.
The following settings are not available on the Settings > Settings page in Data Loader when the
Use Bulk API
option is selected:
Insert null values
This option enables Data Loader to insert blank mapped values as null
values during data operations when the Bulk API is disabled. Empty field values are ignored when you update records using the Bulk API. To set a field value to null
when the
Use Bulk API
option is selected, use a field value of
#N/A
.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Allow field truncation
This option directs Data Loader to truncate data for certain field types when the Bulk API is disabled. A load operation fails for the row if a value is specified that is too large for the field when the
Use Bulk API
option is selected.
SEE ALSO:
Configure the Data Loader to Use the Bulk API
The Bulk API is optimized to load or delete a large number of records asynchronously. It is faster than the SOAP-based API due to parallel processing and fewer network round-trips. By default,
Data Loader uses the SOAP-based API to process records.
To configure Data Loader to use the Bulk API for inserting, updating, upserting, deleting, and hard deleting records:
1. Open the Data Loader.
2. Choose Settings > Settings.
3. Select the
Use Bulk API
option.
4. Click OK.
Note:
•
You can also select the
Enable serial mode for Bulk API
option.
Processing in parallel can cause database contention. When this is severe, the load may fail. Using serial mode guarantees that batches are processed one at a time. Note that using this option may significantly increase the processing time for a load.
•
Caution: You can hard delete records when you configure Data Loader to
Use Bulk
API
. Keep in mind that hard deleted records are immediately deleted and can’t be recovered from the Recycle Bin.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Types Supported by Data Loader
Data Loader supports the following data types:
Base64
String path to file (converts the file to a base64–encoded array). Base64 fields are only used to
insert or update attachments and Salesforce CRM Content. For more information, see Uploading
Upload Content with the Data Loader
on page 421.
Boolean
•
True values (case insensitive) = yes
, y
, true
, on
,
1
•
False values (case insensitive) = no
, n
, false
, off
,
0
Date Formats
We recommend you specify dates in the format
yyyy-MM-ddTHH:mm:ss.SSS+/-HHmm
:
•
yyyy
is the four-digit year
•
MM
is the two-digit month (01-12)
•
dd
is the two-digit day (01-31)
•
HH
is the two-digit hour (00-23)
•
mm
is the two-digit minute (00-59)
•
ss
is the two-digit seconds (00-59)
•
SSS
is the three-digit milliseconds (000-999)
•
+/-HHmm
is the Zulu (UTC) time zone offset
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
The following date formats are also supported:
•
yyyy-MM-dd'T'HH:mm:ss.SSS'Z'
•
yyyy-MM-dd'T'HH:mm:ss.SSS Pacific Standard Time
•
yyyy-MM-dd'T'HH:mm:ss.SSSPacific Standard Time
•
yyyy-MM-dd'T'HH:mm:ss.SSS PST
•
yyyy-MM-dd'T'HH:mm:ss.SSSPST
•
yyyy-MM-dd'T'HH:mm:ss.SSS GMT-08:00
•
yyyy-MM-dd'T'HH:mm:ss.SSSGMT-08:00
•
yyyy-MM-dd'T'HH:mm:ss.SSS -800
•
yyyy-MM-dd'T'HH:mm:ss.SSS-800
•
yyyy-MM-dd'T'HH:mm:ss
•
yyyy-MM-dd HH:mm:ss
•
yyyyMMdd'T'HH:mm:ss
•
yyyy-MM-dd
•
MM/dd/yyyy HH:mm:ss
•
MM/dd/yyyy
•
yyyyMMdd
Note the following tips for date formats:
•
To enable date formats that begin with the day rather than the month, select the
Use European date format
box in the Settings dialog. European date formats are dd/MM/yyyy
and dd/MM/yyyy HH:mm:ss
.
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Set Up and Maintain Your Salesforce Organization Data Loader
•
If your computer's locale is east of Greenwich Mean Time (GMT), we recommend that you change your computer setting to
GMT in order to avoid date adjustments when inserting or updating records.
•
Only dates within a certain range are valid. The earliest valid date is 1700-01-01T00:00:00Z GMT, or just after midnight on January
1, 1700. The latest valid date is 4000-12-31T00:00:00Z GMT, or just after midnight on December 31, 4000. These values are offset by your time zone. For example, in the Pacific time zone, the earliest valid date is 1699-12-31T16:00:00, or 4:00 PM on December
31, 1699.
Double
Standard double string
ID
A Salesforce ID is a case-sensitive 15-character or case–insensitive 18-character alphanumeric string that uniquely identifies a particular record.
Tip: To ensure data quality, make sure that all Salesforce IDs you enter in Data Loader are in the correct case.
Integer
Standard integer string
String
All valid XML strings; invalid XML characters are removed.
Export Data
You can use the Data Loader export wizard to extract data from any Salesforce object. When you export, you can choose to include (Export All) or exclude (Export) soft-deleted records.
1. Open the Data Loader.
2. Click Export or Export All. These commands can also be found in the File menu.
3. Enter your Salesforce username and password. Click Log in to log in. After your login completes successfully, click Next. (Until you log out or close the program, you will not be asked to log in again.)
If your organization restricts IP addresses, logins from untrusted IPs are blocked until they’re activated. Salesforce automatically sends you an activation email that you can use to log in. The email contains a security token that you must add to the end of your password. For example, if your password is
mypassword
, and your security token is
XXXXXXXXXX
, you must enter
mypasswordXXXXXXXXXX
to log in.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
4. Choose an object. For example, select the Account object. If your object name does not display in the default list, check
Show all objects
to see a complete list of objects that you can access. The objects will be listed by localized label name, with developer name noted in parentheses. For object descriptions, see the
SOAP API Developer's Guide
.
To export records:
•
Read on the records
To export all records:
•
Read on the records
5. Click Browse... to select the CSV file to which the data will be exported. You can enter a new file name to create a new file or choose an existing file.
If you select an existing file, the contents of that file are replaced. Click Yes to confirm this action, or click No to choose another file.
6. Click Next.
7. Create a SOQL query for the data export. For example, check
Id
and
Name
in the query fields and click Finish. As you follow the next steps, you will see that the CSV viewer displays all the Account names and their IDs. SOQL is the Salesforce Object Query
Language that allows you to construct simple but powerful query strings. Similar to the SELECT command in SQL, SOQL allows you to specify the source object, a list of fields to retrieve, and conditions for selecting rows in the source object.
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Set Up and Maintain Your Salesforce Organization Data Loader
a. Choose the fields you want to export.
b. Optionally, select conditions to filter your data set. If you do not select any conditions, all the data to which you have read access will be returned.
c. Review the generated query and edit if necessary.
Tip: You can use a SOQL relationship query to include fields from a related object. For example:
Select Name, Pricebook2Id, Pricebook2.Name, Product2Id, Product2.ProductCode FROM
PricebookEntry WHERE IsActive = true
Or:
Select Id, LastName, Account.Name FROM Contact
When using relationship queries in Data Loader, the fully specified field names are case-sensitive. For example, using
ACCOUNT.NAME
instead of
Account.Name
does not work.
Data Loader doesn’t support nested queries or querying child objects. For example, queries similar to the following return an error:
SELECT Amount, Id, Name, (SELECT Quantity, ListPrice,
PriceBookEntry.UnitPrice, PricebookEntry.Name,
PricebookEntry.product2.Family FROM OpportunityLineItems)
FROM Opportunity
Also, Data Loader doesn’t support queries that make use of polymorphic relationships. For example, the following query results in an error:
SELECT Id, Owner.Name, Owner.Type, Owner.Id, Subject FROM Case
For more information on SOQL, see the
Force.com SOQL and SOSL Reference
.
8. Click Finish, then click Yes to confirm.
9. A progress information window reports the status of the operation.
10. After the operation completes, a confirmation window summarizes your results. Click View Extraction to view the CSV file, or click
OK to close. For more details, see Review Data Loader Output Files on page 422.
Note:
•
Data Loader currently does not support the extraction of attachments. As a workaround, we recommend that you use the weekly export feature in the online application to export attachments.
•
If you select compound fields for export in the Data Loader, they cause error messages. To export values, use individual field components.
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Set Up and Maintain Your Salesforce Organization Data Loader
Define Data Loader Field Mappings
When you insert, delete, or update files, use the Mapping Dialog window to associate Salesforce
fields with the columns of your CSV file. For more information, see Insert, Update, or Delete Data
Using Data Loader on page 418.
EDITIONS
1. To automatically match fields with columns, click Auto-Match Fields to Columns. The Data
Loader populates the list at the bottom of the window based on the similarity of field and column names. For a delete operation, automatic matching works only on the ID field.
2. To manually match fields with columns, click and drag fields from the list of Salesforce fields at the top to the list of CSV column header names at the bottom. For example, if you are inserting new Account records where your CSV file contains the names of new accounts, click and drag the
Name
field to the right of the
NAME
column header field.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
3. Optionally, click Save Mapping to save this mapping for future use. Specify a name for the
SDL mapping file.
If you select an existing file, the contents of that file are replaced. Click Yes to confirm this action, or click No to choose another file.
4. Click OK to use your mapping for the current operation.
Insert, Update, or Delete Data Using Data Loader
USER PERMISSIONS
To insert records:
To update records:
To upsert records:
To delete records:
To hard delete records:
To mass delete records:
Create on the record
Edit on the record
Create or Edit on the record
Delete on the record
Delete on the record
Modify All Data
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
The insert, update, upsert, delete, and hard delete wizards in Data Loader allow you to add new records, modify existing records, or delete existing records. Note that “upsert” is a combination of inserting and updating. If a record in your file matches an existing record, the existing record is updated with the values in your file. If no match is found, then the record is created as new. When you hard delete records, the deleted records are not stored in the Recycle Bin and become immediately eligible for deletion. For more information, see
on page 410.
1. Open the Data Loader.
2. Click Insert, Update, Upsert, Delete or Hard Delete. These commands can also be found in the File menu.
3. Enter your Salesforce username and password. Click Log in to log in. After your login completes successfully, click Next. (Until you log out or close the program, you are not asked to log in again.)
If your organization restricts IP addresses, logins from untrusted IPs are blocked until they’re activated. Salesforce automatically sends you an activation email that you can use to log in. The email contains a security token that you must add to the end of your password.
For example, if your password is
mypassword
, and your security token is
XXXXXXXXXX
, you must enter
mypasswordXXXXXXXXXX
to log in.
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Set Up and Maintain Your Salesforce Organization Data Loader
4. Choose an object. For example, if you are inserting Account records, select Account. If your object name does not display in the default list, check
Show all objects
to see a complete list of the objects that you can access. The objects are listed by localized label name, with developer name noted in parentheses. For object descriptions, see the
Object Reference for Salesforce and Force.com
.
5. Click Browse... to select your CSV file. For example, if you are inserting Account records, you could specify a CSV file named insertaccounts.csv
containing a
Name
column for the names of the new accounts.
6. Click Next. After the object and CSV file are initialized, click OK.
7. If you are performing an upsert:
a. Your CSV file must contain a column of ID values for matching against existing records. The column may be either an external
ID (a custom field with the “External ID” attribute), or
Id
(the Salesforce record ID). From the drop-down list, select which field to use for matching. If the object has no external ID fields,
Id
is automatically used. Click Next to continue.
b. If your file includes the external IDs of an object that has a relationship to your chosen object, enable that external ID for record matching by selecting its name from the drop-down list. If you make no selection here, you can use the related object's
Id field for matching by mapping it in the next step. Click Next to continue.
8. Define how the columns in your CSV file map to Salesforce fields. Click Choose an Existing Map to select an existing field mapping, or click Create or Edit a Map to create a new map or modify an existing map. For more details and an example of usage, see
Data Loader Field Mappings on page 418.
9. Click Next.
10. For every operation, the Data Loader generates two unique CSV log files; one file name starts with “success,” while the other starts with “error.” Click Browse... to specify a directory for these files.
11. Click Finish to perform the operation, and then click Yes to confirm.
12. As the operation proceeds, a progress information window reports the status of the data movement.
13. After the operation completes, a confirmation window summarizes your results. Click View Successes to view your success file,
on page
422.
Tip:
•
If you are updating or deleting large amounts of data, review
Perform Mass Updates and Perform Mass Deletes
for tips and best practices.
•
There is a five-minute limit to process 100 records when the Bulk API is enabled. Also, if it takes longer than 10 minutes to process a file, the Bulk API places the remainder of the file back in the queue for later processing. If the Bulk API continues to exceed the 10-minute limit on subsequent attempts, the file is placed back in the queue and reprocessed up to 10 times before the operation is permanently marked as failed. Even if the processing failed, some records could have completed successfully, so you must check the results. If you get a timeout error when loading a file, split your file into smaller files, and try again.
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Set Up and Maintain Your Salesforce Organization Data Loader
Perform Mass Updates
To update a large number of records at one time, we recommend the following steps:
1. Obtain your data by performing an export of the objects you wish to update, or by running a report. Make sure your report includes the record ID.
2. As a backup measure, save an extra copy of the generated CSV file.
3. Open your working file in a CSV editor such as Excel, and update your data.
4. Launch Data Loader and follow the update wizard. Note that matching is done according to
record ID. See Insert, Update, or Delete Data Using Data Loader
on page 418.
5. After the operation, review your success and error log files. See Review Data Loader Output
6. If you made a mistake, use the backup file to update the records to their previous values.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Perform Mass Deletes
To delete a large number of records at one time using Data Loader, we recommend the following steps:
1. As a backup measure, export the records you wish to delete, being sure to select all fields. (See
Export Data on page 416.) Save an extra copy of the generated CSV file.
2. Next, export the records you wish to delete, this time using only the record ID as the desired criterion.
3. Launch the Data Loader and follow the delete or hard delete wizard. Map only the ID column.
See
Insert, Update, or Delete Data Using Data Loader on page 418.
4. After the operation, review your success and error log files. See Review Data Loader Output
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
Uploading Attachments
To mass delete records:
•
Modify All Data
You can use Data Loader to upload attachments to Salesforce. Before uploading attachments, note the following:
•
If you intend to upload via the Bulk API, verify that
Upload Bulk API Batch as Zip File
on the Settings > Settings page is enabled.
•
If you are migrating attachments from a source Salesforce organization to a target Salesforce organization, begin by requesting a data export for the source organization. On the Schedule Export page, make sure to select the
Include Attachments...
checkbox, which causes the file
Attachment.csv
to be included in your export. You can use this CSV file to upload the
attachments. For more information on the export service, see Export Backup Data from Salesforce
on page 462.
To upload attachments:
1. Confirm that the CSV file you intend to use for attachment importing contains the following required columns (each column represents a Salesforce field):
•
ParentId
- the Salesforce ID of the parent record.
•
Name
- the name of the attachment file, such as myattachment.jpg
.
•
Body
- the absolute path to the attachment on your local drive.
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Set Up and Maintain Your Salesforce Organization Data Loader
Ensure that the values in the
Body
column contain the full file name of the attachments as they exist on your computer. For example, if an attachment named myattachment.jpg
is located on your computer at
C:\Export
,
Body
must specify
C:\Export\myattachment.jpg
. Your CSV file might look like this:
ParentId,Name,Body
50030000000VDowAAG,attachment1.jpg,C:\Export\attachment1.gif
701300000000iNHAAY,attachment2.doc,C:\Export\files\attachment2.doc
The CSV file can also include other optional Attachment fields, such as
Description
.
2. Proceed with an insert or upsert operation; see
Insert, Update, or Delete Data Using Data Loader
on page 418. At the
Select data objects
step, make sure to select the
Show all Salesforce objects
checkbox and the
Attachment object name in the list.
Upload Content with the Data Loader
You can use Data Loader to bulk upload documents and links into libraries in Salesforce CRM
Content. Before uploading documents or links, note the following.
•
If you intend to upload via the Bulk API, verify that
Upload Bulk API Batch as Zip
File
on the Settings > Settings page is enabled.
•
When you upload a document from your local drive using Data Loader, specify the path in the
VersionData
and
PathOnClient
fields in the CSV file.
VersionData
identifies the location and extracts the format, and
PathOnClient
identifies the type of document being uploaded.
•
When you upload a link using the Data Loader, specify the URL in
ContentUrl
. Don’t use
PathOnClient
or
VersionData
to upload links.
•
You can’t export content using the Data Loader.
•
If you’re updating content that you’ve already uploaded:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
–
Perform the Insert function.
–
Include a
ContentDocumentId
column with an 18-character ID. Salesforce uses this information to determine that you’re updating content. When you map the
ContentDocumentId
, the updates are added to the content file. If you don’t include the ContentDocumentId, the content is treated as new, and the content file isn’t updated.
1. Create a CSV file with the following fields.
•
Title
- file name.
•
Description
- (optional) file or link description.
Note: If there are commas in the description, use double quotes around the text.
•
VersionData
- complete file path on your local drive (for uploading documents only).
Note: Files are converted to base64 encoding on upload. This action adds approximately 30% to the file size.
•
PathOnClient
- complete file path on your local drive (for uploading documents only).
•
ContentUrl
- URL (for uploading links only).
•
OwnerId
- (optional) file owner, defaults to the user uploading the file.
•
FirstPublishLocationId
- library ID.
•
RecordTypeId
- record type ID.
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Set Up and Maintain Your Salesforce Organization Data Loader
Note: If you publish to a library that has restricted record types, specify
RecordTypeId
.
To determine the
RecordTypeId
values for your organization using Data Loader, follow the steps in
following is a sample SOQL query:
Select Id, Name FROM RecordType WHERE SobjectType = 'ContentVersion'
To determine the
RecordTypeId
values for your organization using the AJAX Toolkit:
a. Log in to Salesforce.
b. Enter this URL in your browser: http://
instanceName.salesforce.com/soap/ajax/40.0/debugshell.html
. Enter the
instanceName
for your organization. You can see the
instanceName
in the URL field of your browser after logging in to Salesforce.
c. In the AJAX Toolkit Shell page, type: sforce.connection.describeSObject("ContentVersion")
d. Press Enter.
e. Click the arrows for recordTypeInfos
.
The
RecordTypeId
values for your organization are listed.
•
TagsCsv
- (optional) tag.
A sample CSV file is:
Title,Description,VersionData,PathOnClient,OwnerId,FirstPublishLocationId,RecordTypeId,TagsCsv testfile,"This is a test file, use for bulk upload",c:\files\testfile.pdf,c:\files\testfile.pdf,005000000000000,058700000004Cd0,012300000008o2sAQG,one
on page 418). All documents and links are available in the specified library.
Review Data Loader Output Files
After an import or export, Data Loader generates two CSV output files that contain the results of the operation. One file name starts with “success,” and the other starts with “error.” You can use the
Data Loader CSV file viewer to open the files.
1. Choose View > View CSV.
2. Specify the number of rows to view. Each row in the CSV file corresponds to one Salesforce record. The default is 1,000.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
3. To view a specific CSV file, click Open CSV. To view the last success file, click Open Success.
To view the last error file, click Open Error.
4. To open the file in an external program, such as Excel, click Open in External Program.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
The success file contains all the successfully loaded records. The file includes a column with the newly generated record IDs. The error file contains all the rejected records. The file has a column that describes why the load failed.
Note:
If the object you are exporting has a column named “success” or “error,” your output file columns could display incorrect information. To avoid this problem, rename the columns.
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Set Up and Maintain Your Salesforce Organization Data Loader
5. To return to the CSV Chooser window, click Close. To exit the window, click OK.
Note: To generate success files when exporting data, select
Generate status files for exports
. For more information, see
Configure Data Loader on page 410.
View the Data Loader Log File
If you need to investigate a problem with Data Loader, or if requested by Salesforce Customer
Support, you can access log files that track the operations and network connections made by Data
Loader.
EDITIONS
The log file, sdl.log
, contains a detailed chronological list of Data Loader log entries. Log entries marked “INFO” are procedural items, such as logging in to and out of Salesforce. Log entries marked
“ERROR” are problems such as a submitted record missing a required field. The log file can be opened with commonly available text editor programs, such as Microsoft Notepad.
If you are using Data Loader for Windows, view the log file by entering
%TEMP%\sdl.log
in either the Run dialog or the Windows Explorer address bar.
If you are using Data Loader for Mac OSX, view the log file by opening terminal and entering
open
$TMPDIR/sdl.log
.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
If you are having login issues from the command line, ensure that the password provided in the configuration parameters is encrypted.
If you are having login issues from the UI, you may need to obtain a new security token.
Batch Mode
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
You can run Data Loader in batch mode from the command line. See the following topics:
•
Installed Directories and Files
•
•
Upgrade Your Batch Mode Interface
•
Data Loader Command-Line Interface
•
•
Data Loader Process Configuration Parameters
•
Data Loader Command-Line Operations
•
•
•
Run Individual Batch Processes
•
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Note:
on page 425.
423
Set Up and Maintain Your Salesforce Organization Data Loader
Installed Directories and Files
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
In versions 8.0 and later,
creates several directories under the installation directory. The following directories are involved in running the program from the command line for automated batch processing:
Available in: Salesforce
Classic and Lightning
Experience
bin
Contains the batch files
encrypt.bat
for
and process.bat
for
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
For information on running the Data Loader from the command line, see Data Loader
on page 425.
conf
The default configuration directory. Contains the configuration files config.properties
,
Loader.class
, and log-conf.xml
.
The config.properties
file that is generated when you modify the Settings dialog in the graphical user interface is located at
C:\Documents and Settings\your Windows username\Application Data\Salesforce\Data
Loader version_number
. You can copy this file to the conf
installation directory to use it for batch processes.
The log-conf.xml
file is included with version 35.0 of the Data Loader for Windows installer. The log-conf.xml
is located at
%LOCALAPPDATA%\salesforce.com\Data Loader\samples\conf\log-conf.xml
for the current user, and
C:\Program Files (x86)\salesforce.com\Data Loader\samples\conf\log-conf.xml
for all users.
samples
Contains subdirectories of sample files for reference.
File Path Convention
The file paths provided in these topics start one level below the installation directory. For example,
\bin
means
C:\Program
Files \Salesforce\Data Loader version_number\bin
, provided you accepted the default installation directory.
If you installed the program to a different location, please substitute that directory path as appropriate.
Encrypt from the Command Line
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
When running Data Loader in batch mode from the command line, you must encrypt the following configuration parameters:
•
sfdc.password
•
sfdc.proxyPassword
Data Loader offers an encryption utility to secure passwords specified in configuration files. This utility is used to encrypt passwords, but data that you transmit using Data Loader is not encrypted.
1. Run
\bin\encrypt.bat
.
2. At the command line, follow the prompts provided to execute the following actions:
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Generate a key
Key text is generated on screen from the text you provide. Carefully copy the key text to a key file, omitting any leading or trailing spaces. The key file can then be used for encryption and decryption.
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Set Up and Maintain Your Salesforce Organization Data Loader
Encrypt text
Generates an encrypted version of a password or other text. Optionally, you can provide a key file for the encryption. In the configuration file, make sure that the encrypted text is copied precisely and the key file is mentioned.
Verify encrypted text
Given encrypted and decrypted versions of a password, verifies whether the encrypted password provided matches its decrypted version. A success or failure message is printed to the command line.
Upgrade Your Batch Mode Interface
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
The batch mode interface in Data Loader versions 8.0 and later aren’t backward-compatible with earlier versions. If you’re using a version earlier than 8.0 to run batch processes, your options are as follows:
Maintain the old version for batch use
Do not uninstall your old version of Data Loader. Continue to use that version for batch processes.
You can’t take advantage of newer features such as database connectivity, but your integrations will continue to work. Optionally, install the new version alongside the old version and dedicate the old version solely to batch processes.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Generate a new config.properties file from the new GUI
If you originally generated your config.properties
file from the graphical user interface, use the new version to set the
on page 425.
Manually update your config.properties file
If your old config.properties
file was created manually, you must manually update it for the new version. For more
information, see Installed Directories and Files on page 424.
Data Loader Command-Line Interface
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
For automated batch operations such as nightly scheduled loads and extractions, run Data Loader from the command line. Before running any batch operation, be sure to include your encrypted
password in the configuration file. For more information, see Data Loader Command Line
on page 442 and Encrypt from the Command Line
on page 424. From the command line, navigate to the bin
directory and type
process.bat
, which takes the following parameters:
•
•
The directory containing config.properties
The name of the batch process bean contained in
.
process-conf.xml
.
The log-conf.xml
file is included with version 35.0 of the Data Loader for Windows installer.
The log-conf.xml
is located at
%LOCALAPPDATA%\salesforce.com\Data
Loader\samples\conf\log-conf.xml
for the current user, and
C:\Program Files
(x86)\salesforce.com\Data Loader\samples\conf\log-conf.xml
for all users.
For more information about using
process.bat
, see Run Individual Batch Processes
on page 441.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
To view tips and instructions, add
-help
to the command contained in
process.bat
.
425
Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader runs whatever operation, file, or map is specified in the configuration file that you specify. If you do not specify a configuration directory, the current directory is used. By default, Data Loader configuration files are installed at the following location:
C:\Program Files\Salesforce\Data Loader version number\conf
You use the process-conf.xml
file to configure batch processing. Set the name of the process in the bean element's id attribute:
(for example <bean id="myProcessName">).
If you want to implement enhanced logging, use a copy of log-conf.xml
.
You can change parameters at runtime by giving
param
=
value
as program arguments. For example, adding process.operation=insert
to the command changes the configuration at runtime.
You can set the minimum and maximum heap size. For example,
-Xms256m -Xmx256m
sets the heap size to 256 MB.
Note: These topics only apply to Data Loader version 8.0 and later.
Tip:
If you experience login issues in the command line interface after upgrading to a new version of Data Loader, please try re-encrypting your password to solve the problem. For information on the password encryption utility, see
Configure Batch Processes
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
Use
\samples\conf\process-conf.xml
to configure your Data Loader processes, which are represented by ProcessRunner beans. A process should have
ProcessRunner
as the class attribute and the following properties set in the configuration file:
name
Sets the name of the ProcessRunner bean. This value is also used as the non-generic thread name and for configuration backing files (see below).
configOverrideMap
A property of type map
where each entry represents a configuration setting: the key is the setting name; the value is the setting value.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
enableLastRunOutput
If set to true (the default), output files containing information about the last run, such as sendAccountsFile_lastrun.properties
, are generated and saved to the location specified by lastRunOutputDirectory
. If set to false, the files are not generated or saved.
lastRunOutputDirectory
The directory location where output files containing information about the last run, such as sendAccountsFile_lastrun.properties
, are written. The default value is
\conf
. If enableLastRunOutput is set to false, this value is not used because the files are not generated.
The configuration backing file stores configuration parameter values from the last run for debugging purposes, and is used to load default configuration parameters in config.properties
. The settings in configOverrideMap
take precedence over those in the configuration backing file. The configuration backing file is managed programmatically and does not require any manual edits.
For the names and descriptions of available process configuration parameters, see
Data Loader Process Configuration Parameters
on page 427.
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader Process Configuration Parameters
Note: The Data Loader command-line interface is supported for Windows only.
When running Data Loader from the command line, you can specify the following configuration parameters in the process-conf.xml
file. In some cases, the parameter is also represented in the graphical user interface at Settings > Settings.
Tip:
A sample process-conf.xml
file can be found in the
\samples
directory that's installed with Data Loader.
Parameter Name
dataAccess.readUTF8
Data
Type
Equivalent
Option in
Settings
Dialog
Description
boolean
Read all
CSVs with
Select this option to force files to open in UTF-8 encoding, even if they were saved in a different format.
UTF-8 encoding
Sample value: true dataAccess.writeUTF8
boolean
Write all
CSVs with
Select this option to force files to be written in UTF-8 encoding.
UTF-8 encoding
Sample value: true dataAccess.name
dataAccess.readBatchSize
string
Not applicable
(N/A)
Name of the data source to use, such as a CSV file name. For databases, use the name of the database configuration in database-conf.xml
.
Sample value: c:\dataloader\data\extractLead.csv
integer N/A
Number of records read from the database at a time. The maximum value is 200.
Sample value:
50
Standard or custom data source type.
Standard types are csvWriter
, csvRead
, databaseWrite
, and databaseRead
.
Sample value: csvWrite dataAccess.type
string N/A
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
427
Set Up and Maintain Your Salesforce Organization Data Loader
Parameter Name
dataAccess.writeBatchSize
Data
Type
integer
Equivalent
Option in
Settings
Dialog
Description
N/A
Number of records written to the database at a time.
The maximum value is 2,000. Note the implication for a large parameter value: if an error occurs, all records in the batch are rolled back. In contrast, if the value is set to 1, each record is processed individually
(not in batch) and errors are specific to a given record.
We recommend setting the value to 1 when you need to diagnose problems with writing to a database.
Sample value:
500 process.enableExtractStatusOutput
boolean process.enableLastRunOutput
boolean
Generate status files for exports
Select this option to generate success and error files when exporting data.
Sample value: true
N/A
When running Data Loader in batch mode, you can disable the generation of output files such as sendAccountsFile_lastRun.properties
.
Files of this type are saved by default to the conf directory. To stop the writing of these files, set this option to false
.
Alternatively, you can change the location of the directory where these files are saved, using
process.lastRunOutputDirectory
Sample value: true process.encryptionKeyFile
string (file name) N/A
Name of the file that contains the encryption key.
See
Encrypt from the Command Line on page 424.
Sample value: c:\dataloader\conf\my.key
process.initialLastRunDate
date N/A
The initial setting for the process.lastRunDate
parameter, which can be used in a SQL string and is automatically updated when a process has run successfully. For an
explanation of the date format syntax, see Date
Format must be yyyy-MM-ddTHH:mm:ss.SSS+/-HHmm
. For example: 2006-04-13T13:50:32.423-0700
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Set Up and Maintain Your Salesforce Organization Data Loader
Parameter Name
process.lastRunOutputDirectory
process.loadRowToStartAt
process.mappingFile
process.operation
process.statusOutputDirectory
process.outputError
process.outputSuccess
Data
Type
string
(directory)
Equivalent
Option in
Settings
Dialog
Description
N/A
When running Data Loader in batch mode, you can change the location where output files such as sendAccountsFile_lastRun.properties
are written. Files of this type are saved by default to the
\conf
directory. To change the location, change the value of this option to the full path where the output files should be written.
Alternatively, you can stop the files from being written, using
.
number
Start at row
If your last operation failed, you can use this setting to begin where the last successful operation finished.
Sample value:
1008 string (file name) N/A
Name of the field mapping file to use. See
Sample value: c:\dataloader\conf\accountExtractMap.sdl
string N/A
The operation to perform. See Data Loader
Command-Line Operations on page 435.
Sample value: extract string
(directory) N/A
The directory where “success” and “error” output files are saved. The file names are automatically generated for each operation unless you specify otherwise in process-conf.xml
.
Sample value: c:\dataloader\status string (file name) N/A
The name of the CSV file that stores error data from the last operation.
Sample value: c:\dataloader\status\myProcessErrors.csv
string (file name) N/A
The name of the CSV file that stores success data from the last operation. See also
process.enableExtractStatusOutput
on page 428.
Sample value: c:\dataloader\status\myProcessSuccesses.csv
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Set Up and Maintain Your Salesforce Organization Data Loader
Parameter Name
process.useEuropeanDates
sfdc.assignmentRule
sfdc.bulkApiCheckStatusInterval
sfdc.bulkApiSerialMode
sfdc.bulkApiZipContent
sfdc.connectionTimeoutSecs
sfdc.debugMessages
Data
Type
Equivalent
Option in
Settings
Dialog
Description
boolean string
Use
European date format
Select this option to support the date formats dd/MM/yyyy
and dd/MM/yyyy HH:mm:ss
.
Sample value: true
Assignment rule
Specify the ID of the assignment rule to use for inserts, updates, and upserts. This option applies to inserts, updates, and upserts on cases and leads. It also applies to updates on accounts if your organization has territory assignment rules on accounts. The assignment rule overrides
Owner values in your CSV file.
Sample value:
03Mc00000026J7w integer boolean
The number of milliseconds to wait between successive checks to determine if the asynchronous
Bulk API operation is complete or how many records have been processed. See also
5000.
Sample value:
5000
N/A
Enable serial mode for
Bulk API
Select this option to use serial instead of parallel processing for Bulk API. Processing in parallel can cause database contention. When this is severe, the load may fail. Using serial mode guarantees that batches are processed one at a time. Note that using this option may significantly increase the processing time for a load. See also
.
Sample value: false boolean
Upload
Bulk API
Batch as
Zip File
Select this option to use Bulk API to upload zip files containing binary attachments, such as Attachment records or Salesforce CRM Content. See also
Sample value: true integer N/A
The number of seconds to wait for a connection during API calls.
Sample value:
60 boolean N/A
If true, enables SOAP message debugging. By default, messages are sent to STDOUT unless you specify an
430
Set Up and Maintain Your Salesforce Organization
Parameter Name
sfdc.debugMessagesFile
sfdc.enableRetries
sfdc.endpoint
sfdc.entity
sfdc.externalIdField
sfdc.extractionRequestSize
Data Loader
Data
Type
string (file name)
Equivalent
Option in
Settings
Dialog
Description
alternate location in sfdc.debugMessagesFile
.
Sample value: false
N/A
See
process.enableExtractStatusOutput
on page 428. Stores SOAP messages sent to or from
Salesforce. As messages are sent or received, they are appended to the end of the file. As the file does not have a size limit, please monitor your available disk storage appropriately.
Sample value:
\lexiloader\status\sfdcSoapTrace.log
boolean
URL
N/A
Server host
If true, enables repeated attempts to connect to
Salesforce servers. See
on
page 432 and sfdc.minRetrySleepSecs
on page 432.
Sample value: true
Enter the URL of the Salesforce server with which you want to communicate. For example, if you are loading data into a sandbox, change the URL to https://test.salesforce.com
.
Sample production value: https://login.salesforce.com/services/Soap/u/40.0
string string
N/A
N/A
The Salesforce object used in the operation.
Sample value:
Lead
Used in upsert operations; specifies the custom field with the “External ID” attribute that is used as a unique identifier for data matching.
Sample value:
LegacySKU__c integer
Query request size
In a single export or query operation, records are returned from Salesforce in increments of this size.
The maximum value is 2,000 records. Larger values may improve performance but use more memory on the client.
Sample value:
500
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Set Up and Maintain Your Salesforce Organization
Parameter Name
sfdc.extractionSOQL
sfdc.insertNulls
sfdc.loadBatchSize
sfdc.maxRetries
sfdc.minRetrySleepSecs
sfdc.noCompression
sfdc.password
Data Loader
Data
Type
string boolean
Equivalent
Option in
Settings
Dialog
Description
N/A
The SOQL query for the data export.
Sample value:
SELECT Id, LastName,
FirstName, Rating, AnnualRevenue,
OwnerId FROM Lead
Insert null values
Select this option to insert blank mapped values as null
values during data operations. Note that when you are updating records, this option instructs Data
Loader to overwrite any existing data in mapped fields.
Sample value: false integer
Batch size
In a single insert, update, upsert, or delete operation, records moving to or from Salesforce are processed in increments of this size. The maximum value is 200.
We recommend a value between 50 and 100.
Sample value:
100 integer integer boolean
The maximum number of repeated attempts to connect to Salesforce. See
on page 431.
Sample value:
3
N/A
The minimum number of seconds to wait between connection retries. The wait time increases with each try. See
Sample value:
2
N/A
Compression enhances the performance of Data
Loader and is turned on by default. You may want to disable compression if you need to debug the underlying SOAP messages. To turn off compression, enable this option.
Compression
Sample value: false encrypted string N/A
An encrypted Salesforce password that corresponds
to the username provided in sfdc.username
See also Encrypt from the Command Line
on page
424.
Sample value:
4285b36161c65a22
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Set Up and Maintain Your Salesforce Organization
Parameter Name
sfdc.proxyHost
sfdc.proxyPassword
sfdc.proxyPort
sfdc.proxyUsername
sfdc.resetUrlOnLogin
sfdc.timeoutSecs
sfdc.timezone
Data Loader
Data
Type
Equivalent
Option in
Settings
Dialog
Description
Proxy host
The host name of the proxy server, if applicable.
Sample value: http://myproxy.internal.company.com
URL encrypted string
Proxy password
An encrypted password that corresponds to the proxy username provided in
See also Encrypt from the Command Line
on page
424.
Sample value:
4285b36161c65a22 integer
Proxy port
The proxy server port.
Sample value:
8000 string
Proxy username
The username for proxy server authentication.
Sample value: jane.doe
boolean
Reset
URL on
Login
By default, Salesforce resets the URL after login to the
one specified in sfdc.endpoint
automatic reset, disable this option by setting it to false
.
Valid values: true
(default), false integer
Timeout
Specify how many seconds Data Loader waits to receive a response back from the server before returning an error for the request.
Sample value:
540 string
Time
Zone
If a date value does not include a time zone, this value is used.
•
If no value is specified, the time zone of the computer where Data Loader is installed is used.
•
If an incorrect value is entered, GMT is used as the time zone and this fact is noted in the Data
Loader log.
Valid values are any time zone identifier which can be passed to the Java getTimeZone(java.lang.String) method. The value can be a full name such as
America/Los_Angeles
, or a custom ID such as
GMT-8:00
.
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Set Up and Maintain Your Salesforce Organization
Parameter Name
sfdc.truncateFields
sfdc.useBulkApi
sfdc.username
Data Loader
Data
Type
Equivalent
Option in
Settings
Dialog
Description
You can retrieve the default value by running the
TimeZone.getDefault()
method in Java.
This value is the time zone on the computer where
Data Loader is installed.
boolean
Select this option to truncate data in the following types of fields when loading that data into Salesforce:
Email, Multi-select Picklist, Phone, Picklist, Text, and
Text (Encrypted).
In Data Loader versions 14.0 and earlier, values for fields of those types are truncated by Data Loader if they are too large. In Data Loader version 15.0 and later, the load operation fails if a value is specified that is too large.
Selecting this option allows you to specify that the previous behavior, truncation, be used instead of the new behavior in Data Loader versions 15.0 and later.
This option is selected by default and has no effect in versions 14.0 and earlier.
Allow field truncation
This option is not available if the
Use Bulk API option is selected. In that case, the load operation fails for the row if a value is specified that is too large for the field.
Sample value: true boolean
Use Bulk
API
Select this option to use the Bulk API to insert, update, upsert, delete, and hard delete records. The Bulk API is optimized to load or delete a large number of records asynchronously. It’s faster than the default
SOAP-based API due to parallel processing and fewer network round-trips. See also
.
Sample value: true string N/A
Salesforce username. See sfdc.password
Sample value: [email protected]
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader Command-Line Operations
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
When running Data Loader in batch mode from the command line, several operations are supported.
An operation represents the flow of data between Salesforce and an external data source such as a CSV file or a database. See the following list of operation names and descriptions.
Available in: Salesforce
Classic and Lightning
Experience
Extract
Uses a Salesforce Object Query Language to export a set of records from Salesforce, then writes the exported data to a data source. Soft-deleted records are not included.
Extract All
Uses a Salesforce Object Query Language to export a set of records from Salesforce, including both existing and soft-deleted records, then writes the exported data to a data source.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Insert
Loads data from a data source into Salesforce as new records.
Update
Loads data from a data source into Salesforce, where existing records with matching ID fields are updated.
Upsert
Loads data from a data source into Salesforce, where existing records with a matching custom external ID field are updated; records without matches are inserted as new records.
Delete
Loads data from a data source into Salesforce, where existing records with matching ID fields are deleted.
Hard Delete
Loads data from a data source into Salesforce, where existing records with matching ID fields are deleted without being stored first in the Recycle Bin.
Configure Database Access
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
When you run Data Loader in batch mode from the command line, use
\samples\conf\database-conf.xml
to configure database access objects, which you use to extract data directly from a database.
Available in: Salesforce
Classic and Lightning
Experience
DatabaseConfig Bean
The top-level database configuration object is the
DatabaseConfig
bean, which has the following properties:
sqlConfig
The SQL configuration bean for the data access object that interacts with a database.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
dataSource
The bean that acts as database driver and authenticator. It must refer to an implementation of javax.sql.DataSource
such as org.apache.commons.dbcp.BasicDataSource
.
The following code is an example of a DatabaseConfig bean:
<bean id="AccountInsert" class="com.salesforce.dataloader.dao.database.DatabaseConfig"
435
Set Up and Maintain Your Salesforce Organization Data Loader singleton="true">
<property name="sqlConfig" ref="accountInsertSql"/>
</bean>
DataSource
The
DataSource
bean sets the physical information needed for database connections. It contains the following properties:
driverClassName
The fully qualified name of the implementation of a JDBC driver.
url
The string for physically connecting to the database.
username
The username for logging in to the database.
password
The password for logging in to the database.
Depending on your implementation, additional information may be required. For example, use org.apache.commons.dbcp.BasicDataSource
when database connections are pooled.
The following code is an example of a DataSource bean:
<bean id="oracleRepDataSource" class="org.apache.commons.dbcp.BasicDataSource" destroy-method="close">
<property name="driverClassName" value="oracle.jdbc.driver.OracleDriver"/>
<property name="url" value="jdbc:oracle:thin:@myserver.salesforce.com:1521:TEST"/>
<property name="username" value="test"/>
<property name="password" value="test"/>
</bean>
Versions of Data Loader from API version 25.0 onwards do not come with an Oracle JDBC driver. Using Data Loader to connect to an
Oracle data source without a JDBC driver installed will result in a “Cannot load JDBC driver class” error. To add the Oracle JDBC driver to
Data Loader:
•
Download the latest JDBC driver from http://www.oracle.com/technetwork/database/features/jdbc/index-091264.html
.
•
Copy the JDBC .jar file to
data loader install folder/java/bin
.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Data Loader
Spring Framework
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
The Data Loader configuration files are based on the Spring Framework , which is an open-source, full-stack Java/J2EE application framework.
The Spring Framework allows you to use XML files to configure beans. Each bean represents an instance of an object; the parameters correspond to each object's setter methods. A typical bean has the following attributes:
id
Uniquely identifies the bean to
XmlBeanFactory
, which is the class that gets objects from an XML configuration file.
class
Specifies the implementation class for the bean instance.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
For more information on the Spring Framework, see the official documentation and the support forums . Note that Salesforce cannot guarantee the availability or accuracy of external websites.
SEE ALSO:
Data Access Objects
Note: The Data Loader command-line interface is supported for Windows only.
When running Data Loader in batch mode from the command line, several data access objects are supported. A data access object allows access to an external data source outside of Salesforce. They can implement a read interface (
DataReader
), a write interface (
DataWriter
), or both. See the following list of object names and descriptions.
csvRead
Allows the reading of a comma or tab-delimited file. There should be a header row at the top of the file that describes each column.
csvWrite
Allows writing to a comma-delimited file. A header row is added to the top of the file based on the column list provided by the caller.
databaseRead
Allows the reading of a database. Use database-conf.xml
to configure database access.
databaseWrite
Allows writing to a database. Use database-conf.xml
to configure database access.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
SEE ALSO:
437
Set Up and Maintain Your Salesforce Organization Data Loader
SQL Configuration
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
When running Data Loader in batch mode from the command line, the
SqlConfig
class contains configuration parameters for accessing specific data in the database. As shown in the code samples below, queries and inserts are different but very similar. The bean must be of type com.salesforce.dataloader.dao.database.SqlConfig
and have the following properties:
sqlString
The SQL code to be used by the data access object.
The SQL can contain replacement parameters that make the string dependent on configuration or operation variables. Replacement parameters must be delimited on both sides by “@” characters. For example,
@process.lastRunDate@
.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
sqlParams
A property of type map
that contains descriptions of the replacement parameters specified in sqlString
. Each entry represents one replacement parameter: the key is the replacement parameter's name, the value is the fully qualified Java type to be used when the parameter is set on the SQL statement. Note that “java.sql” types are sometimes required, such as java.sql.Date
instead of java.util.Date
. For more information, see the official JDBC API documentation .
columnNames
Used when queries (
SELECT
statements) return a JDBC
ResultSet
. Contains column names for the data outputted by executing the SQL. The column names are used to access and return the output to the caller of the
DataReader
interface.
SQL Query Bean Example
<bean id="accountMasterSql" class="com.salesforce.dataloader.dao.database.SqlConfig" singleton="true">
<property name="sqlString"/>
<value>
SELECT distinct
'012x00000000Ij7' recordTypeId, accounts.account_number, org.organization_name, concat (concat(parties.address1, ' '), parties.address2) billing_address, locs.city, locs.postal_code, locs.state, locs.country, from parties.sic_code
ar.hz_cust_accounts accounts, ar.hz_organization_profiles org, ar.hz_parties parties, ar.hz_party_sites party_sites, ar.hz_locations locs where accounts.PARTY_ID = org.PARTY_ID
and parties.PARTY_ID = accounts.PARTY_ID
and party_sites.PARTY_ID = accounts.PARTY_ID
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Set Up and Maintain Your Salesforce Organization and locs.LOCATION_ID = party_sites.LOCATION_ID
and (locs.last_update_date > @process.lastRunDate@ OR accounts.last_update_date > @process.lastRunDate@
</value>
</property>
<property name="columNames">
<list>
<value>recordTypeId</value>
<value>account_number</value>
<value>organization_name</value>
<value>billing_address</value>
<value>city</value>
<value>postal_code</value>
<value>state</value>
<value>country</value>
<value>sic_code</value>
</list>
</property>
<property name="sqlParams">
<map>
<entry key="process.lastRunDate" value="java.sql.Date"/>
</map>
</property>
</bean>
SQL Insert Bean Example
<bean id="partiesInsertSql" class="com.salesforce.dataloader.dao.database.SqlConfig" singleton="true">
<property name="sqlString"/>
<value>
INSERT INTO REP.INT_PARTIES (
BILLING_ADDRESS, SIC_CODE)
VALUES (@billing_address@, @sic_code@)
</value>
</property>
<property name="sqlParams"/>
<map>
<entry key="billing_address" value="java.lang.String"/>
<entry key="sic_code" value="java.lang.String"/>
</map>
</property>
</bean>
SEE ALSO:
Data Loader
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Set Up and Maintain Your Salesforce Organization Data Loader
Map Columns
Note: The Data Loader command-line interface is supported for Windows only.
EDITIONS
When running Data Loader in batch mode from the command line, you must create a properties file that maps values between Salesforce and data access objects.
1. Create a new mapping file and give it an extension of
.sdl
.
Available in: Salesforce
Classic and Lightning
Experience
2. Observe the following syntax:
•
On each line, pair a data source with its destination.
•
In an import file, put the data source on the left, an equals sign (=) as a separator, and the destination on the right. In an export file, put the destination on the left, an equals sign (=) as a separator, and the data source on the right.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
•
Data sources can be either column names or constants. Surround constants with double quotation marks, as in “sampleconstant”.
Values without quotation marks are treated as column names.
•
Destinations must be column names.
•
You may map constants by surrounding them with double quotation marks, as in:
"Canada"=BillingCountry
3. In your configuration file, use the parameter process.mappingFile
to specify the name of your mapping file.
Note: If your field name contains a space, you must escape the space by prepending it with a backslash (
\
). For example:
Account\ Name=Name
Column Mapping Example for Data Insert
The Salesforce fields are on the right.
SLA__C=SLA__c
BILLINGCITY=BillingCity
SYSTEMMODSTAMP=
OWNERID=OwnerId
CUSTOMERPRIORITY__C=CustomerPriority__c
ANNUALREVENUE=AnnualRevenue
DESCRIPTION=Description
BILLINGSTREET=BillingStreet
SHIPPINGSTATE=ShippingState
Column Mapping Example for Data Export
The Salesforce fields are on the left.
Id=account_number
Name=name
Phone=phone
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Set Up and Maintain Your Salesforce Organization Data Loader
Column Mapping for Constant Values
Data Loader supports the ability to assign constants to fields when you insert, update, and export data. If you have a field that should contain the same value for each record, you specify that constant in the
.sdl
mapping file instead of specifying the field and value in the CSV file or the export query.
The constant must be enclosed in double quotation marks. For example, if you’re importing data, the syntax is
"constantvalue"=field1
.
If you have multiple fields that should contain the same value, you must specify the constant and the field names separated by commas.
For example, if you’re importing data, the syntax would be
"constantvalue"=field1, field2
.
Here’s an example of an
.sdl
file for inserting data. The Salesforce fields are on the right. The first two lines map a data source to a destination field, and the last three lines map a constant to a destination field.
Name=Name
NumEmployees=NumberOfEmployees
"Aerospace"=Industry
"California"=BillingState, ShippingState
"New"=Customer_Type__c
A constant must contain at least one alphanumeric character.
Note:
If you specify a constant value that contains spaces, you must escape the spaces by prepending each with a backslash (
\
).
For example:
"Food\ &\ Beverage"=Industry
Run Individual Batch Processes
Note: The Data Loader command-line interface is supported for Windows only.
To start an individual batch process, use
\bin\process.bat
, which requires the following parameters:
A configuration directory
The default is
\conf
.
To use an alternate directory, create a new directory and add the following files to it:
•
If your process is not interactive, copy process-conf.xml
from
\samples\conf
.
•
If your process requires database connectivity, copy database-conf.xml
from
\samples\conf
.
•
Copy config.properties
from
\conf
.
A process name
The name of the ProcessRunner bean from
\samples\conf\process-conf.xml
.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Process Example
process ../conf accountMasterProcess
Note:
You can configure external process launchers such as the Microsoft Windows XP Scheduled Task Wizard to run processes on a schedule.
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Set Up and Maintain Your Salesforce Organization Data Loader
Data Loader Command Line Introduction
Note: The Data Loader command-line interface is supported for Windows only.
In addition to using Data Loader interactively to import and export data, you can run it from the command line. You can use commands to automate the import and export of data.
This quick start shows you how to use the Data Loader command-line functionality to import data.
Follow these steps.
•
Step 1: Create the encryption key
•
Step 2: Create the encrypted password for your login username
•
Step 3: Create the Field Mapping File
•
Step 4: Create a process-conf.xml
file that contains the import configuration settings
•
Step 5: Run the process and import the data
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Prerequisites
Note: The Data Loader command-line interface is supported for Windows only.
To step through this quick start requires the following:
•
Data Loader installed on the computer that runs the command-line process.
•
The Java Runtime Environment (JRE) installed on the computer that runs the command-line process.
•
Familiarity with importing and exporting data by using the Data Loader interactively through the user interface. This makes it easier to understand how the command-line functionality works.
Tip: When you install Data Loader, sample files are installed in the samples directory. This directory is found below the program directory, for example,
C:\Program Files
(x86)\salesforce.com\Apex Data Loader 22.0\samples\
. Examples of files that are used in this quick start can be found in the
\samples\conf
directory.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Step One: Create the Encryption Key
Note:
The Data Loader command-line interface is supported for Windows only.
EDITIONS
When you use Data Loader from the command line, there’s no user interface. Therefore, you provide the information that you would enter in the user interface in a text file named process-conf.xml
. For example, you add the username and password that Data Loader uses to log in to Salesforce. The password must be encrypted before you add it to the process-conf.xml
file, and creating the key is the first step in that process.
Available in: Salesforce
Classic and Lightning
Experience
1. Open a command prompt window by selecting Start > All Programs > Accessories >
Command Prompt. Alternatively, you can click Start > Run, enter
cmd
in the Open field, and click OK.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
2. In the command window, enter
cd\
to navigate to the root directory of the drive where Data
Loader is installed.
3. Navigate to the Data Loader
\bin
directory by entering this command. Be sure to replace the file path with the path from your system.
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Set Up and Maintain Your Salesforce Organization
cd C:\Program Files (x86)\salesforce.com\Apex Data Loader 22.0\bin
4. Create an encryption key by entering the following command. Replace <seedtext> with any string.
encrypt.bat —g <seedtext>
Data Loader
Note:
To see a list of command-line options for encrypt.bat
, type
encrypt.bat
from the command line.
5. Copy the generated key from the command window to a text file named key.txt
and make a note of the file path. In this example, the generated key is e8a68b73992a7a54
.
Note:
Enabling quick edit mode on a command window can make it easier to copy data to and from the window. To enable quick edit mode, right-click the top of the window and select Properties. On the Options tab, select QuickEdit Mode.
The encryption utility encrypts passwords but not data. HTTPS with TLS 1.0 or later encrypts data transmitted by the Apex Data Loader.
SEE ALSO:
Step Two: Create the Encrypted Password
Step Two: Create the Encrypted Password
Note: The Data Loader command-line interface is supported for Windows only.
In this step, you create the encrypted password using the key that you generated in the previous step.
1. In the same command prompt window, enter the following command. Replace <password> with the password that Data Loader uses to log in to Salesforce. Replace <filepath> with the file path to the key.txt
file that you created in the previous step.
encrypt.bat –e <password> "<filepath>\key.txt"
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
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Set Up and Maintain Your Salesforce Organization Data Loader
2. Copy the encrypted password that is generated by the command. You use this value in a later step.
SEE ALSO:
Step Three: Create the Field Mapping File
Step Three: Create the Field Mapping File
Note: The Data Loader command-line interface is supported for Windows only.
In this step, you create a mapping file with an
.sdl
file extension. In each line of the mapping file, pair a data source with its destination.
1. Copy the following to a text file and save it with a name of accountInsertMap.sdl
.
This is a data insert, so the data source is on the left of the equals sign and the destination field is on the right.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
#Mapping values
#Thu May 26 16:19:33 GMT 2011
Name=Name
NumberOfEmployees=NumberOfEmployees
Industry=Industry
Tip: For complex mappings, you can use the Data Loader user interface to map source and destination fields and then save those mappings to an
.sdl
file. This is done on the Mapping dialog box by clicking Save Mapping.
SEE ALSO:
Step Four: Create the Configuration File
Step Four: Create the Configuration File
Note:
The Data Loader command-line interface is supported for Windows only.
The process-conf.xml
file contains the information that Data Loader needs to process the data. Each
<bean>
in the process-conf.xml
file refers to a single process such as an insert, upsert, export, and so on. Therefore, this file can contain multiple processes. In this step, you edit the file to insert accounts into Salesforce.
1. Make a copy of the process-conf.xml
file from the
\samples\conf
directory. Be sure to maintain a copy of the original because it contains examples of other types of Data
Loader processing such as upserts and exports.
2. Open the file in a text editor, and replace the contents with the following XML:
<!DOCTYPE beans PUBLIC "-//SPRING//DTD BEAN//EN"
"http://www.springframework.org/dtd/spring-beans.dtd">
<beans>
<bean id="accountInsert" class="com.salesforce.dataloader.process.ProcessRunner"
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
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Set Up and Maintain Your Salesforce Organization Data Loader singleton="false">
<description>accountInsert job gets the account record from the CSV file and inserts it into Salesforce.</description>
<property name="name" value="accountInsert"/>
<property name="configOverrideMap">
<map>
<entry key="sfdc.debugMessages" value="true"/>
<entry key="sfdc.debugMessagesFile" value="C:\DLTest\Log\accountInsertSoapTrace.log"/>
<entry key="sfdc.endpoint" value="https://servername.salesforce.com"/>
<entry key="sfdc.username" value="[email protected]"/>
<!--Password below has been encrypted using key file, therefore, it will not work without the key setting: process.encryptionKeyFile.
The password is not a valid encrypted value, please generate the real value using the encrypt.bat utility -->
<entry key="sfdc.password" value="e8a68b73992a7a54"/>
<entry key="process.encryptionKeyFile" value="C:\DLTest\Command Line\Config\key.txt"/>
<entry key="sfdc.timeoutSecs" value="600"/>
<entry key="sfdc.loadBatchSize" value="200"/>
<entry key="sfdc.entity" value="Account"/>
<entry key="process.operation" value="insert"/>
<entry key="process.mappingFile" value="C:\DLTest\Command Line\Config\accountInsertMap.sdl"/>
<entry key="dataAccess.name" value="C:\DLTest\In\insertAccounts.csv"/>
<entry key="process.outputSuccess" value="c:\DLTest\Log\accountInsert_success.csv"/>
<entry key="process.outputError" value="c:\DLTest\Log\accountInsert_error.csv"/>
<entry key="dataAccess.type" value="csvRead"/>
<entry key="process.initialLastRunDate" value="2005-12-01T00:00:00.000-0800"/>
</map>
</property>
</bean>
</beans>
3. Modify the following parameters in the process-conf.xml
file. For more information about the process configuration parameters, see
Data Loader Process Configuration Parameters
on page 427.
•
sfdc.endpoint
—Enter the URL of the Salesforce instance for your organization; for example, https://yourInstance.salesforce.com/
.
•
sfdc.username
—Enter the username Data Loader uses to log in.
•
sfdc.password
—Enter the encrypted password value that you created in step 2.
•
process.mappingFile
—Enter the path and file name of the mapping file.
•
dataAccess.Name
—Enter the path and file name of the data file that contains the accounts that you want to import.
•
sfdc.debugMessages
—Currently set to true
for troubleshooting. Set this to false
after your import is up and running.
•
sfdc.debugMessagesFile
—Enter the path and file name of the command line log file.
•
process.outputSuccess
—Enter the path and file name of the success log file.
•
process.outputError
—Enter the path and file name of the error log file.
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Set Up and Maintain Your Salesforce Organization Data Loader
Warning: Use caution when using different XML editors to edit the process-conf.xml
file. Some editors add XML tags to the beginning and end of the file, which causes the import to fail.
SEE ALSO:
Step Five: Import the Data
USER PERMISSIONS
To insert records:
To update records:
To upsert records:
To delete records:
To hard delete records:
Create on the record
Edit on the record
Create or Edit on the record
Delete on the record
Delete on the record
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Note: The Data Loader command-line interface is supported for Windows only.
Now that all the pieces are in place, you can run Data Loader from the command line and insert some new accounts.
1. Copy the following data to a file name accountInsert.csv
. This is the account data that you import into your organization.
Name,Industry,NumberOfEmployees
Dickenson plc,Consulting,120
GenePoint,Biotechnology,265
Express Logistics and Transport,Transportation,12300
Grand Hotels & Resorts Ltd,Hospitality,5600
2. In the command prompt window, enter the following command:
process.bat "<file path to process-conf.xml>" <process name>
•
Replace <file path to process-conf.xml> with the path to the directory containing process-conf.xml
.
•
Replace <process name> with the process specified in process-conf.xml
.
Your command should look something like this:
process.bat "C:\DLTest\Command Line\Config" accountInsert
After the process runs, the command prompt window displays success and error messages. You can also check the log files: insertAccounts_success.csv
and insertAccounts_error.csv
. After the process runs successfully, the insertAccounts_success.csv
file contains the records that you imported, along with the ID and status of each record.
For more information about the status files, see Review Data Loader Output Files on page 422.
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Set Up and Maintain Your Salesforce Organization Undoing an Import
Data Loader Third-Party Licenses
The following third-party licenses are included with the installation of Data Loader:
License Technology Version
Number
Apache Jakarta Commons
BeanUtils
1.6
Apache Commons
Collections
3.1
Apache Commons
Database Connection
Pooling (DBCP)
Apache Commons
Logging
1.2.1
1.0.3
Apache Commons Object
Pooling Library
1.2
Apache Log4j 1.2.8
Eclipse SWT
OpenSymphony Quartz
Enterprise Job Scheduler
Rhino JavaScript for Java
Spring Framework
3.452
1.5.1
1.6R2
1.2.6
http://www.apache.org/licenses/LICENSE-2.0
http://www.apache.org/licenses/LICENSE-2.0
http://www.apache.org/licenses/LICENSE-2.0
http://www.apache.org/licenses/LICENSE-1.1
http://www.apache.org/licenses/LICENSE-2.0
http://www.apache.org/licenses/LICENSE-2.0
http://www.eclipse.org/legal/epl-v10.html
http://www.opensymphony.com/quartz/license.action
http://www.mozilla.org/MPL/MPL-1.1.txt
http://www.apache.org/licenses/LICENSE-2.0.txt
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Note: Salesforce is not responsible for the availability or content of third-party websites.
Undoing an Import
If you import accounts, contacts, leads, or solutions by mistake, your administrator can from Setup, enter
Mass Delete Records
in the
Quick Find
box, then select Mass Delete Records to delete the items you mistakenly imported. View the Using Mass Delete to Undo Imports document for instructions.
The Mass Delete Records tools do not support custom objects. If you import custom objects by mistake in Enterprise, Unlimited, Performance, or Developer Edition, your administrator can use the
Data Loader to mass delete the mistakenly imported records. See
420.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
USER PERMISSIONS
User Permissions Needed
To mass delete data:
•
Modify All Data
447
Set Up and Maintain Your Salesforce Organization General Importing Questions
General Importing Questions
IN THIS SECTION:
Can I mass upload data into Salesforce?
Can I bulk-assign records to a record type?
Should I sync Outlook or use import wizards to upload my data into Salesforce?
Who can use the Data Import Wizard?
What permissions do I need to import records?
What file formats can the import wizards handle?
How large can my import file be?
Why can’t I log in to Data Loader?
Why isn’t Data Loader importing special characters?
Can I import into custom fields?
Can I import into fields that are not on my page layout?
Can I import data into a picklist field if the values don’t match?
Can I delete my imported data if I make a mistake?
How do I use the Data Import Wizard to update records that match specified Salesforce IDs?
Why do date fields import incorrectly when I use the Data Loader?
How long does it take to import a file?
Why might there be a delay in importing my file?
Can I import amounts in different currencies?
Can Customer Support help me import my data?
Can I import data in more than one language?
How do I perform mass updates to records?
Can I bulk-assign records to a record type?
How do I update fields with blank values?
Can I import using external IDs?
Can I match lookups and master-detail records using external IDs?
How many campaign members can I import?
Who can import campaign members?
What status is assigned to campaign members?
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
448
Set Up and Maintain Your Salesforce Organization General Importing Questions
Can I mass upload data into Salesforce?
Group, Professional, Performance, Unlimited, Enterprise, and Developer editions allow you to mass upload data using the Data Import
Wizard. From Setup, enter
Data Import Wizard
in the Quick Find box, then select Data Import Wizard. In addition, Performance,
Unlimited, Enterprise, and Developer editions have API access to use database mass upload tools like Data Loader.
Can I bulk-assign records to a record type?
Yes, you can bulk-assign records to a record type using the Data Import Wizard. You choose to which record type to assign the records during the import process. This process applies to standard and custom objects.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
Should I sync Outlook or use import wizards to upload my data into Salesforce?
Use the following information to determine how to upload data into Salesforce.
•
To upload accounts and contacts for multiple users at the same time, use the Data Import Wizard and select Accounts and Contacts.
•
To upload your contacts from any application other than Microsoft Outlook, use the Data Import Wizard and select Accounts and
Contacts.
•
To keep your Outlook contacts, accounts, and calendar events up to date with Salesforce, use Lightning Sync or Salesforce for Outlook to initially sync and update your data.
•
To upload custom objects, leads, person accounts, campaign members, and solutions, use the Data Import Wizard and select the appropriate object to import those kinds of records into Salesforce. You can’t sync those records using Lightning Sync or
Salesforce for Outlook.
•
To upload business accounts and contacts for multiple users at the same time, use the Data Import Wizard and select Accounts
and Contacts.
Note: When you import person accounts, the following limitations apply.
•
You can’t upload person accounts with Salesforce for Outlook.
•
You can sync contacts in Outlook to person accounts in Salesforce only if the person accounts already exist. Syncing doesn’t convert Outlook contacts to person accounts in Salesforce.
For more information about importing person accounts, see Data Import Wizard on page 403.
Who can use the Data Import Wizard?
You can use the Data Import Wizard to import accounts, contacts, leads, solutions, person accounts, campaign members, and custom objects for multiple users at the same time. In Personal Edition, the Data Import Wizard isn’t available. In Contact Manager Edition, you can’t import leads and solutions with the Data Import Wizard. In Group Edition, you can’t import solutions with the Data Import Wizard.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
449
Set Up and Maintain Your Salesforce Organization General Importing Questions
What permissions do I need to import records?
Data Loader
Importing records with the Data Loader requires these permissions.
•
“Read,” “Create,” “Edit,” and “Delete” on the objects
•
“API Enabled”
•
“Bulk API Hard Delete” (only if you configure Data Loader to use Bulk API to hard-delete records)
Data Import Wizard
Import Option User Permissions Needed
To import accounts and contacts that you own via the Data Import
Wizard:
Import Personal Contacts
To import accounts and contacts owned by others via the Data
Import Wizard:
To import leads via the Data Import Wizard:
To import custom object data via the Data Import Wizard:
Modify All Data
Import Leads
Import Custom Objects
AND
Create on the custom object
AND
Edit on the custom object
To import solutions via the Data Import Wizard: Import Solutions
To add or update campaign members via the Data Import Wizard: Marketing User selected in your user information
AND
Read on contacts OR Import Leads
AND
Edit on campaigns
To add contacts that you own to a campaign via the Data Import
Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts and campaigns
AND
Import Personal Contacts
450
Set Up and Maintain Your Salesforce Organization General Importing Questions
Import Option User Permissions Needed
To create contacts that you own and add them to a campaign via the Data Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts and campaigns
AND
Import Personal Contacts
To add contacts owned by others to a campaign via the Data
Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts, contacts, and campaigns
AND
Modify All Data
To create contacts owned by others and add them to a campaign via the Data Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts, contacts, and campaigns
AND
Modify All Data
To add existing leads to a campaign via the Data Import Wizard: Marketing User selected in your user information
AND
Edit on campaigns
AND
Import Leads
To create leads and add them to a campaign via the Data Import
Wizard:
Marketing User selected in your user information
AND
451
Set Up and Maintain Your Salesforce Organization
Import Option User Permissions Needed
Edit on campaigns
AND
Import Leads
To add person accounts that you own to a campaign via the Data
Import Wizard:
Create on accounts
AND
Edit on accounts
AND
Import Personal Contacts
To create person accounts that you own via the Data Import Wizard: Create on accounts
AND
Edit on accounts
AND
Import Personal Contacts
To add person accounts owned by others to a campaign via the
Data Import Wizard:
Create on accounts
AND
Edit on accounts and contacts
AND
Modify All Data
To create person accounts owned by others via the Data Import
Wizard:
Create on accounts
AND
Edit on accounts and contacts
AND
Modify All Data
General Importing Questions
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
What file formats can the import wizards handle?
You can import contacts and business accounts directly from an ACT! or Outlook file, or from any CSV (comma-separated values) file, such as a GoldMine or Excel file. You can import leads, solutions, custom objects, or person accounts from any CSV file.
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
452
Set Up and Maintain Your Salesforce Organization General Importing Questions
Which data can I import?
You can use import wizards to import the following records.
Campaign Member status
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, use the Data Import Wizard to import the status of campaign members.
Contacts and business accounts
Use the Data Import Wizard to import contacts and business accounts.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, you can also import contact and business account notes.
Person accounts
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, use the Data Import Wizard to import person accounts.
Leads
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, use the Data Import Wizard to import leads.
Solutions
In Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, use the Data Import Wizard to import solutions.
Custom objects
In Contact Manager, Group, Professional, Enterprise, Unlimited, Performance, and Developer Edition orgs, use the Data Import Wizard to import custom objects.
You can import values into a field only if you have read and edit access. User permissions, page layout assignments, and field-level security settings determine field access.
Import wizards for other records are not available.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
How large can my import file be?
Your import file can be up to 100 MB, but each record in your file can’t exceed 400 KB, which equals about 4,000 characters. To determine how many fields you can import, use this formula: 4,000/ (average number of characters in an API field name * 2). For example, if your average field character length is 40, you can import approximately 50 fields. In addition, each imported note and each imported description can’t exceed 32 KB. Descriptions longer than 32 KB are truncated.
Your import is also subject to your org’s storage limit. The size of your import file doesn’t directly correlate to the storage space needed for those records. For example, a 50 MB import file might not create 50 MB of data in Salesforce.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
453
Set Up and Maintain Your Salesforce Organization General Importing Questions
Why can’t I log in to Data Loader?
If you’re having trouble logging in to Data Loader, try the following solutions.
•
Add a security token to the end of your password to log in to Data Loader.
•
Change the
Server host
to point to the appropriate server in Data Loader by following these steps:
1. Start the Data Loader.
2. Navigate to Settings > Settings.
3. Set
Server host
to https://yourInstance.salesforce.com/
, where
instance_name
is the Salesforce instance you’re on.
4. Click OK to save your settings.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
•
Ask your administrator whether you’re working behind a proxy server. If so, adjust your Data Loader settings. If you’re using APIs that are behind a proxy server, the proxy server prevents the APIs from connecting with Salesforce servers; you won’t see information about the APIs under Login History.
•
Try to log in on another computer to verify that your local device settings aren’t causing the problem.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
Why isn’t Data Loader importing special characters?
If Data Loader fails to import special characters such as ö, ñ, or é, your source data file might not be properly encoded. To ensure the file is properly encoded:
1. Make any modifications to your source data file in .xls format.
2. In Microsoft
®
Excel
®
, save a copy of your file as a Unicode Text file.
3. Open the Unicode Text file you just saved with a text editor.
4. Click File > Save As to change the following file settings:
•
File name extension—
.csv
•
Save as type—All Files
•
Encoding—UTF-8
5. Click Save, and close the file.
Note:
Don’t open the file after you have saved the settings or you may revert the encoding changes.
6. Import the data using Data Loader as you normally would, and select the newly created .csv file.
Can I import into custom fields?
Yes. Your administrator must create the custom fields prior to import.
454
Set Up and Maintain Your Salesforce Organization General Importing Questions
For checkbox fields, records with a value of 1 in the field are imported as checked, while a value of 0 is not checked.
SEE ALSO:
Can I import into fields that are not on my page layout?
No. You can import values into a field only if you have read and edit access. User permissions, page layout assignments, and field-level security settings determine field access.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
Can I import data into a picklist field if the values don’t match?
We recommend that you import your data into an existing picklist when that picklist accurately represents your data, even if the exact values don’t match. The import wizards warn you before importing any new picklist values. However, the wizards accept any value for a picklist field, even if the value isn’t predefined. Your administrator can later edit the picklist to include the needed values. Note that the import wizards don’t allow you to import more than 100 new picklist or multi-select picklist values for any field during a single import.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
Can I delete my imported data if I make a mistake?
From Setup, your administrator can enter
Mass Delete Records
in the
Quick Find
box, then select Mass Delete Records to perform a mass delete of accounts, contacts, leads, or solutions that you mistakenly imported. You cannot mass delete mistakenly imported custom objects.
View the Using Mass Delete to Undo Imports document for instructions.
How do I use the Data Import Wizard to update records that match specified Salesforce
IDs?
You can use the Data Import Wizard to update leads, contacts, or accounts using the record’s ID as the unique identifier. These steps do not apply to custom objects.
Note: These steps assume you have administrator-level of knowledge with Salesforce.
Before you begin, prepare the data you’re updating.
1. Create a tabular report for the records you’re updating, including the record ID and the fields you’re updating.
2. Save the report locally as a .csv file for backup purposes.
3. Click Save As to create a new version of the .csv file and make your changes to the data.
4. Click Save.
455
Set Up and Maintain Your Salesforce Organization General Importing Questions
After you have updated the report, import the .csv file into Salesforce. The steps vary based on the records you’re updating.
Update Leads
1. From Setup, enter
Data Import Wizard
in the Quick Find box, then select Data Import Wizard.
2. Click Launch Wizard.
3. Select Leads, then select Update existing records.
4. Set
Match Lead by
to Salesforce.com ID.
5. Select the CSV file that contains your import data, and click Next.
6. Map the
Lead ID
field to the Lead ID column in your CSV file, and map the other fields.
7. Click Next.
8. Review the import settings, and then click Start Import.
Update Accounts or Contacts
1. From Setup, enter
Data Import Wizard
in the Quick Find box, then select Data Import Wizard.
2. Click Launch Wizard.
3. Select Accounts and Contacts, then select Update existing records.
4. Set
Match Contact by
to Salesforce.com ID.
5. Set
Match Account by
to Salesforce.com ID.
6. Select
Update existing Account information
.
7. Select the CSV file that contains your import data, and click Next.
8. Map the contact ID, phone, and address fields to the relevant columns in your CSV file.
9. Map the account ID and other fields to the relevant columns in your CSV file.
10. Click Next.
11. Review the import settings, and then click Start Import.
The Data Import Wizard matches the record IDs in your file with the record IDs in Salesforce and updates the fields that were mapped.
SEE ALSO:
Why do date fields import incorrectly when I use the Data Loader?
When importing date fields using the Data Loader, sometimes dates import incorrectly because the Data Loader converts the date specified in the imported .csv file to GMT. If your machine’s time zone isn’t GMT or if your machine’s clock adjusts for daylight savings time (DST), your dates may be off by a day.
To prevent the Data Loader from adjusting the date when it converts to GMT, directly change the format of cells containing dates to reflect the native time zone.
1. Open your .csv file in Microsoft
®
Excel
®
.
2. In each cell in which you entered dates, add hour data to represent the native time zone. For example, if the date is June 9, 2011 and the time zone is GMT+8, enter
June 9, 2011 8:00
. Excel will reformat this to
6/9/2011 8:00
.
456
Set Up and Maintain Your Salesforce Organization General Importing Questions
3. Right-click the cell in which you entered dates, and click Format Cells.
4. Click Number > Custom.
5. In
Type
, enter
yyyy-mm-ddThh:mm:ss.sssZ
. For example, if the cell was
6/9/2011 8:00
, it’s now
2011–06–09T08:00:00.00Z
.
How long does it take to import a file?
For the individual user import wizard, the length of time required depends on the amount of data, but on average it takes only a few minutes.
The administrator import wizards work asynchronously, and you receive a notification email after your file has been successfully imported.
The asynchronous import can take a few minutes to no more than 24 hours.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
Why might there be a delay in importing my file?
To manage the volume of imports and ensure that all users receive the highest level of performance, org import files are accepted in asynchronous mode. This means that your file passes through a controlled queue and is imported when the system can best manage the data, however your org import doesn’t take longer than 24 hours to complete. You receive a notification email when the import is complete.
Can I import amounts in different currencies?
If your Group, Professional, Enterprise, Unlimited, Performance, or Developer Edition org has set up the ability to use multiple currencies, you can import amounts in different currencies using the Currency ISO Code column in your import file.
Can Customer Support help me import my data?
Customer Support is available to assist Group, Contact Manager, Professional, Enterprise, Unlimited, and Performance Edition orgs throughout the import process.
Can I import data in more than one language?
The import wizard imports one language at a time, the language of the user doing the import. If you have the same data in different languages, run an import for each additional language.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
How do I perform mass updates to records?
To update more than 50,000 records but less than 5 million records, use Data Loader.
457
Set Up and Maintain Your Salesforce Organization General Importing Questions
To update more than 5 million records, we recommend you work with a Salesforce partner or visit the
App Exchange
for a suitable partner product.
Can I bulk-assign records to a record type?
Yes, you can bulk-assign records to a record type using the Data Import Wizard. You choose to which record type to assign the records during the import process. This process applies to standard and custom objects.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the Data Import
Wizard. Individual import wizards open in small popup windows, while the Data Import Wizard opens in a full browser with dataimporter.app at the end of the URL. From Setup, enter
Data Import Wizard
in the
Quick Find
box, then select
Data Import Wizard. The options you see depend on your permissions.
How do I update fields with blank values?
To replace fields with null values, you must use Data Loader.
1. Choose Start > All Programs > Salesforce > Data Loader > Data Loader to open Data Loader.
2. Click Export and complete the wizard. When the operation finishes, click View Extraction.
3. Click Open in external program to open your data in Excel. Blank out the fields you want to update.
4. In Data Loader, choose Settings > Settings, and select Insert null values. Click OK to save your settings.
5. Click Update and follow the wizard to reimport your data.
Can I import using external IDs?
When importing custom objects, solutions, or person accounts, you can use external IDs to prevent the import from creating duplicate records.
An external ID is a custom field that has the External ID attribute, meaning that it contains unique record identifiers from a system outside of Salesforce. When you select this option, the Data Import Wizard detects existing records in Salesforce with external IDs that match those values in the import file.
Can I match lookups and master-detail records using external IDs?
Yes, using the Data Import Wizard, you can choose from multiple external IDs to match to lookups and master-detail records.
How many campaign members can I import?
With the Data Import Wizard, your import file can have up to 50,000 record rows. Your imports are also subject to the overall storage limits for your org.
Who can import campaign members?
Only users with the required permissions can import campaign members with the Data Import Wizard.
Import Option User Permissions Needed
To add or update campaign members via the Data Import Wizard: Marketing User selected in your user information
AND
458
Set Up and Maintain Your Salesforce Organization General Importing Questions
Import Option User Permissions Needed
Read on contacts OR Import Leads
AND
Edit on campaigns
To add contacts that you own to a campaign via the Data Import
Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts and campaigns
AND
Import Personal Contacts
To create contacts that you own and add them to a campaign via the Data Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts and campaigns
AND
Import Personal Contacts
To add contacts owned by others to a campaign via the Data
Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
Read on contacts
AND
Edit on accounts, contacts, and campaigns
AND
Modify All Data
To create contacts owned by others and add them to a campaign via the Data Import Wizard:
Marketing User selected in your user information
AND
Create on accounts
AND
459
Set Up and Maintain Your Salesforce Organization General Importing Questions
Import Option User Permissions Needed
Read on contacts
AND
Edit on accounts, contacts, and campaigns
AND
Modify All Data
To add existing leads to a campaign via the Data Import Wizard: Marketing User selected in your user information
AND
Edit on campaigns
AND
Import Leads
To create leads and add them to a campaign via the Data Import
Wizard:
Marketing User selected in your user information
AND
Edit on campaigns
AND
Import Leads
To add person accounts that you own to a campaign via the Data
Import Wizard:
Create on accounts
AND
Edit on accounts
AND
Import Personal Contacts
To add person accounts owned by others to a campaign via the
Data Import Wizard:
Create on accounts
AND
Edit on accounts and contacts
AND
Modify All Data
What status is assigned to campaign members?
With the Data Import Wizard, you can map a column in your import file to the
Status
field. Blank or invalid status values are set to the default status.
460
Set Up and Maintain Your Salesforce Organization General Importing Questions
Data Import Wizard FAQ
IN THIS SECTION:
How many records can I import?
What kind of objects can I import?
Can I do simultaneous imports?
How long does it take to complete an import?
SEE ALSO:
How many records can I import?
The Data Import Wizard lets you import up to 50,000 records at a time.
SEE ALSO:
What kind of objects can I import?
You can use the Data Import Wizard to import accounts, contacts, leads, solutions, campaign members, person accounts, and custom objects.
SEE ALSO:
Can I do simultaneous imports?
The Data Import Wizard doesn’t support simultaneous—or concurrent—data import jobs, even from separate browser windows. Finish one data import before beginning the next.
SEE ALSO:
How long does it take to complete an import?
The time it takes to complete an import using the Data Import Wizard varies, depending on the amount of data you’re importing. Imports are generally not immediate and can take up to several minutes.
If you’re a Salesforce admin, you can check the status of an import on the Bulk Downloads page. From Setup, enter
Bulk Data
Load Jobs
in the
Quick Find
box, then select Bulk Data Load Jobs.
461
Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
If you’re not a Salesforce admin and you want to know the status of an import, you need to wait until you receive the status email. You can also monitor the import manually by checking the relevant tabs in Salesforce.
SEE ALSO:
Export Backup Data from Salesforce
Your Salesforce org can generate backup files of your data on a weekly or monthly basis depending on your edition. You can export all your org’s data into a set of comma-separated values (CSV) files.
EDITIONS
Note: Users with the “Weekly Data Export” permission can view all exported data and all custom objects and fields in the Export Service page. This permission is granted by default only to the System Administrator profile because it enables wide visibility.
You can generate backup files manually once every 7 days (for weekly export) or 29 days (for monthly export). In Professional Edition and Developer Edition, you can generate backup files only every 29 days. You can schedule backup files to generate automatically at weekly or monthly intervals (only monthly intervals are available in Professional Edition and Developer Edition).
Heavy traffic can delay an export delivery. For example, assume that you schedule a weekly export to run until the end of the month, beginning April 1. The first export request enters the queue, but due to heavy traffic, the export isn’t delivered until April 8. On April 7, when your second export request is scheduled to be processed, the first request is still in the queue. So, the second request isn’t processed until April 14.
Available in: both Salesforce
Classic and Lightning
Experience
Weekly export available in:
Enterprise, Performance, and Unlimited Editions
Monthly export available in:
All editions, except for
Database.com
USER PERMISSIONS
Note: Only active users can run export jobs. If an inactive user schedules an export, error emails are generated and the export doesn’t run.
1. From Setup, enter
Data Export
in the
Quick Find
box, then select Data Export and
Export Now or Schedule Export.
To export data:
•
Weekly Data Export
•
The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export.
•
The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.
2. Select the desired encoding for your export file.
3. Select
Include images, documents, and attachments
and
Include Chatter files and Salesforce
CRM Content document versions
to include these items in your export data.
Note: Including special content in the export increases data export processing time.
4. If you want to have spaces instead of carriage returns or line breaks in your export files, select
Replace carriage returns with spaces
. This selection is useful if you plan to use your export files for importing or other integrations.
5. If you're scheduling your export, select the frequency (only available for orgs with monthly exports), start and end dates, and time of day for your export.
6. Under Exported Data, select the types of data to include in your export. If you aren’t familiar with the terminology used for some of the types of data, we recommend that you select Include all data. Note the following:
•
Formula and roll-up summary fields are always excluded from exports.
•
If your org uses divisions, data from all divisions is included in the export.
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Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
•
If your org uses person accounts and you are exporting accounts, all account fields are included in the account data.
•
If your org uses person accounts and you are exporting contacts, person account records are included in the contact data.
However, the contact data only includes the fields shared by contacts and person accounts.
•
For information on field limitations, see the
Salesforce Field Reference Guide
.
7. Click Start Export or Save.
Salesforce creates a zip archive of CSV files and emails the user who scheduled the export when it’s ready. The email address for this notification can’t be changed. Exports complete as soon as possible, however we can't guarantee the date and time of completion.
Large exports are broken up into multiple files. To download the zip file, follow the link in the email or click Data Export. Zip files are deleted 48 hours after the email is sent.
Note:
For security purposes, Salesforce can require users to pass a CAPTCHA user verification test to export data from their org. This simple text-entry test prevents malicious programs from accessing your org’s data. To pass the test, users must correctly type the two words displayed in the overlay’s text box. The words entered in the text box must be separated by a space.
Tip: Ensure that any automated processes that process the export files rely on the column headings in the CSV files, rather than the position of the columns.
Backup Data Export Considerations
No Sandbox Support
The data export service isn't supported in sandboxes. You can request an export in your sandbox, but the export doesn’t get processed and doesn’t complete. The only way to remove the export request after it’s been queued is to refresh your sandbox.
File Size Considerations
If the size of data in the org is large, multiple .zip archives are created. Each .zip archive file contains one or more .csv files and can be up to 512 MB (approximately). If the total size of exported data is greater than 512 MB, the export generates multiple .zip files.
Adjust Export Files
Depending on the encoding selected, you might have to make adjustments to the export file before viewing it. Use the following instructions that apply to the character encoding you selected.
•
View Unicode (UTF-8) Encoded Export Files
•
View Unicode (UTF-16, Big Endian) Encoded Export Files
•
View Unicode (Little Endian) Encoded Export Files
View Unicode (UTF-8) Encoded Export Files
If you have Microsoft Excel 2003:
1. Open Microsoft Excel.
2. Click File > New.
3. Click Data > Import External Data > Import Data.
4. In the Microsoft Excel text import wizard, select the CSV file.
5. Select “Delimited” and choose the “Unicode (UTF-8)” option for File origin.
6. Click Next.
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Set Up and Maintain Your Salesforce Organization Export Backup Data from Salesforce
7. Select
Comma
in the Delimiters section and click Finish. You might be prompted to select a range of cells.
Note:
If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
8. Repeat these steps for each file.
If you have an earlier version of Microsoft Excel (pre-2003):
1. Open the file in Microsoft Excel.
2. Select File > Save As.
3. Save the file as type Web Page.
4. Select Tools > Options > General tab and click the Web Options button.
5. Select the Encoding tab, and then choose the “Unicode (UTF-8)” option.
6. To close the dialog boxes, click OK.
7. To save the file with selected encoding, select File > Save.
8. Repeat these steps for each file.
View Unicode (UTF-16, Big Endian) Encoded Export Files
Open the export files in a text editor that supports this character set. Microsoft Excel does not support this character set.
View Unicode (Little Endian) Encoded Export Files
1. Open the file in Microsoft Excel.
2. Click column A to highlight the entire first column.
3. Open the Data menu and choose Text to Columns.
4. Select the “Delimited” radio button and click Next.
5. Select “Comma” in the Delimiters section and click Finish.
Note: If commas aren’t appropriate for your locale, use a tab or other delimiter. Specify your delimiter in Data Loader Settings
(Settings | Settings).
6. Repeat these steps for each file.
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Set Up and Maintain Your Salesforce Organization Transferring Records
Transferring Records
A record owner, or any user above the owner in the role or territory hierarchy, can transfer a single record to another user. With some objects, like cases, leads, and campaigns, a user may be granted access to transfer records through sharing. Depending on the type of object, there may be multiple ways to transfer records to another user:
Method
Transfer a single record
Available for
Accounts, campaigns, cases, contacts, contracts, leads, and custom objects
Transfer multiple records by selecting the records from a list view and clicking Change
Owner
Cases, leads, and custom objects, which can belong to either a user or a queue
Transfer multiple records using the Mass Transfer tool
Accounts, leads, and custom objects
Ability to Change Ownership
•
Users with the “Modify All Data” permission, or users with the “Modify All” permission for the given object, can transfer any record, regardless of who owns the record.
•
To transfer a single record or multiple records from a list view, the new owner must have at least the “Read” permission on the object type. This rule does not apply if you use the mass transfer tool.
•
To transfer ownership of any single record in an organization that does not use territory management, a user must have the appropriate “Edit” permission and either own the record or be above the owner in the role hierarchy.
For example, to transfer ownership of an account, a user must have “Read” and “Edit” access to the account. Additionally, the new owner of the record must have at least “Read” permission on accounts.
The Public Full Access and Public Read/Write/Transfer sharing settings give all users the ability to transfer ownership of that type of record as long as they have the appropriate “Edit” permission.
•
In organizations that use territory management, users that have been assigned to territories can be enabled to transfer the accounts in their territories, even if they are not the record owner.
•
To transfer campaigns, users must also have the
Marketing User
checkbox selected on their user record.
Changing Ownership for Portal Accounts
•
To transfer a Partner account, you must have the “Manage Users” or “Manage External Users” permission.
•
If you are the owner of a Customer Portal account and want to transfer the account, you can transfer the account to any user in your same role without the need for special permission. You cannot transfer a Customer Portal account to a user with a higher or lower role.
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Accounts, Campaigns,
Contacts, Contracts, Leads, and Cases are not available in Database.com.
Contracts are available in:
Performance and
Developer Editions and in
Professional, Enterprise, and Unlimited Editions with the Sales Cloud.
USER PERMISSIONS
To transfer multiple accounts, campaigns, contacts, contracts, and custom objects:
•
Transfer Record
AND
Edit on the object type
To transfer multiple leads:
•
Transfer Leads OR
Transfer Record
AND
Edit on leads
To transfer multiple cases:
•
Transfer Cases OR
Transfer Record
AND
Edit on cases
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Set Up and Maintain Your Salesforce Organization Transferring Records
•
Partner accounts can only be transferred to users with the “Manage External Users” permission.
•
To transfer a Portal account with both Customer and Partner Portal users, you must have the “Manage Users” permission.
•
You cannot assign an account with Customer Portal users to an owner who is a partner user.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Transferring Records
Mass Transfer Records
Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and custom objects from one user to another.
EDITIONS
Note: To transfer any records that you do not own, you must have the required user permissions as well as read sharing access on the records.
1. From Setup, enter
Mass Transfer Records
in the
Quick Find
box, then select
Mass Transfer Records.
2. Click the link for the type of record to transfer.
3. Optionally, fill in the name of the existing record owner in the
Transfer from
field. For leads, you can transfer from users or queues.
4. In the
Transfer to
field, fill in the name of new record owner. For leads, you can transfer to users or queues.
5. If your organization uses divisions, select the
Change division...
. checkbox to set the division of all transferred records to the new owner’s default division.
6. When transferring accounts, you can:
•
Select
Transfer open opportunities not owned by the existing account owner
to transfer open opportunities owned by other users that are associated with the account.
•
Select
Transfer closed opportunities
to transfer closed opportunities associated with the account. This option applies only to closed opportunities owned by the account owner; closed opportunities owned by other users are not changed.
•
Select
Transfer open cases owned by the existing account owner
to transfer open cases that are owned by the existing account owner and associated with the account.
•
Select
Transfer closed cases
to transfer closed cases that are owned by the existing account owner and associated with the account.
•
Select
Keep Account Team
to maintain the existing account team associated with the account. Deselect this checkbox if you want to remove the existing account team associated with the account.
•
Select
Keep Opportunity Team on all opportunities
to maintain the existing team on opportunities associated with this account. Any opportunity splits are preserved, and split percentages assigned to the previous owner transfer to the new one.
If this box is unchecked, all opportunity team members and splits are deleted when the opportunity is transferred.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer and
Database.com Editions
Service Contracts available in: Professional, Enterprise,
Performance, Unlimited, and Developer Editions with the Service Cloud
Accounts and Leads not available in: Database.com
USER PERMISSIONS
To mass transfer accounts and service contracts:
•
Transfer Record
AND
Edit on the object type
AND
Transfer Leads
To mass transfer custom objects:
•
Transfer Record
AND
Edit on the object type
Note: If you transfer closed opportunities, the opportunity team is maintained, regardless of this setting.
To mass transfer leads:
•
Transfer Leads OR
Transfer Record
AND
Edit on leads 7. Enter search criteria that the records you are transferring must match. For example, you could search accounts in California by specifying
Billing State/Province equals CA
.
8. Click Find.
9. Select the checkbox next to the records you want to transfer. To select all currently displayed items, check the box in the column header.
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Set Up and Maintain Your Salesforce Organization Transferring Records
Note: If duplicate records are found, you must select only one of the records to transfer. Transferring duplicate records results in an error.
Duplicate records may display if you filter leads based on Campaign Member Status and a matching lead has the same campaign member status on multiple campaigns. For example, if you specify
Campaign Member Status equals Sent
, and a matching lead named John Smith has the status Sent on two campaigns, his record will display twice.
10. Click Transfer.
Transfer of Associated Items
When you change record ownership, some associated items that are owned by the current record owner are also transferred to the new owner.
Record
Accounts
Leads
Associated items that are also transferred
Contacts (on business accounts only), attachments, notes, open activities, open opportunities owned by the current account owner, and optionally, closed opportunities and open opportunities owned by other users.
Open activities. When transferring leads to a queue, open activities are not transferred.
Access to Transferred Items
When transferring accounts and their related data in Professional, Enterprise, Unlimited, Performance, and Developer Editions, all previous access granted by manual sharing, Apex managed sharing, or sharing rules is removed. New sharing rules are then applied to the data based on the new owner. The new owner may need to manually share the transferred accounts and opportunities as necessary to grant access to certain users.
SEE ALSO:
468
Set Up and Maintain Your Salesforce Organization Delete Multiple Records and Reports
Delete Multiple Records and Reports
You can delete multiple reports or records at the same time.
The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.
Here are some ways that mass delete is handy.
•
You’ve identified multiple reports that are no longer used and you want to unclutter the list of reports on the Reports tab.
•
You imported your leads incorrectly and you want to start over.
•
A user who recently left your company had contacts that were duplicates of other users’ data and you want to delete these duplicate contacts.
•
You used to enter leads as accounts with the
Type
field set to Prospect. You now want to convert these accounts into leads.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions
This feature is only available in Database.com via the
API. You can only mass delete records of custom objects in Database.com.
Tip:
Run a report of these accounts, export it to Excel, and then use the Import Leads wizard to import the data as leads. Then using mass delete, select accounts as the record type to delete and enter
Type equals Prospect
to locate all accounts you want to delete.
USER PERMISSIONS
To mass delete data:
•
Modify All Data
•
You want to delete all the leads that have been converted for your org. Select the lead record type, enter
Converted equals 1
for the search criteria, and then click Search.
•
You want to clean up web-generated leads that were created incorrectly or delete accounts and contacts with whom you no longer do business.
on page 462.
2. From Setup, enter
Mass Delete Records
in the
Quick Find
box, then select Mass Delete Records and click the link for the type of record to delete.
3. Review the information that is deleted with the records.
4. Specify conditions that the selected items must match, for example, “State equals California.”
5. If you’re deleting accounts, specify whether you want to delete accounts with attached closed/won opportunities or attached opportunities owned by others.
6. If you’re deleting products, select Archive Products if you also want to delete products that are on opportunities.
This option:
•
Deletes products that are not on opportunities and moves them to the Recycle Bin.
•
Archives products that are on opportunities. These products are not moved to the Recycle Bin and cannot be recovered.
To delete only those products that are not on opportunities, do not select Archive Products. Selected products that are on opportunities remain checked after the deletion to indicate that they were not included in the deletion.
7. To find records that match, click Search and select the items you want to delete. To select all currently displayed items, check the box in the column header.
8. To permanently delete records, select Permanently delete the selected records.
Important:
Selecting this option prevents you from recovering the selected records from the Recycle Bin.
9. Click Delete.
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Set Up and Maintain Your Salesforce Organization Notes on Using Mass Delete
If you did not select Permanently delete the selected records, deleted items are moved to the Recycle Bin.
SEE ALSO:
Using Mass Delete to Undo Imports
Notes on Using Mass Delete
Consider the following when using mass delete:
General Notes About Mass-Deleting
•
You can delete up to 250 items at one time.
•
When you delete a record, any associated records that display on that record’s related lists are also deleted.
•
Only reports in public report folders can be mass-deleted.
•
You can’t mass-delete reports that are attached to dashboards, scheduled, or used in reporting snapshots.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
This feature is only available in Database.com via the
API. You can only mass delete records of custom objects in Database.com.
Notes About Mass Delete for Sales Teams
USER PERMISSIONS
•
You can’t delete partner accounts that have partner users.
•
Products on opportunities cannot be deleted, but they can be archived.
•
When you mass-delete products, all related price book entries are deleted with the deleted products.
To mass delete data:
•
Modify All Data
•
When you delete activities, any archived activities that meet the conditions are also deleted.
•
When you delete activities, requested meetings aren’t included in the mass-delete until they are confirmed and automatically converted to events.
•
When you delete recurring events, their child events are not displayed in the list of possible items to delete, but they are deleted.
Notes About Mass Delete for Service Teams
•
Accounts and contacts associated with cases cannot be deleted.
•
Contacts enabled for Self-Service, and their associated accounts, cannot be deleted.
•
Deleting a master solution does not delete the translated solutions associated with it. Instead, each translated solution becomes a master solution.
•
Deleting a translated solution removes the association with its master solution.
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Set Up and Maintain Your Salesforce Organization Mass Update Addresses
Mass Update Addresses
When your data is consistent, your reports and related metrics are more accurate and easier to understand. For example, having different abbreviations for a country or state can skew your data.
To make your addresses consistent, you can update country and state/province information in existing fields at one time.
You can mass update addresses in contacts, contracts, and leads.
Tip: To ensure data consistency in new records, consider using state and country picklists.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
1. From Setup, enter
Mass Update Addresses
in the
Quick Find
box, then select
Mass Update Addresses.
2. Select Countries or State/Province. If you chose State/Province, enter the country in which to update the state or province.
3. Click Next.
4. Select the values to update and click Add. The Selected Values box displays the values to update.
The Available Values box displays the address values found in existing records. To find more addresses to update, enter all or part of a value and click Find.
If your organization has large amounts of data, instead of using the Available Values box, enter existing values to update in the text area. Separate each value with a new line.
USER PERMISSIONS
To mass update addresses:
•
Modify All Data
To mass update addresses of contracts:
•
Modify All Data
AND
Activate Contracts
5. In the Replace selected values with field, enter the value with which to replace the specified address data, and click Next. If your organization has large amounts of data, this field is called Replace entered values with.
The number and type of address records to update are displayed. If you have large amounts of data, only the values to update are displayed.
6. Click Replace to update the values.
SEE ALSO:
Let Users Select State and Country from Picklists
Scalability FAQ
•
•
Will I see a degradation in performance as Salesforce’s subscriber base grows?
How scalable is Salesforce?
The service has the capacity to scale to the largest of teams. The architecture behind the service was designed to handle millions of users. We scale as rapidly as our customers require.
Will I see a degradation in performance as Salesforce’s subscriber base grows?
No. We are very conscious of performance and have designed the service to be scalable in such a way that we can constantly stay ahead of customer demand. Our architecture allows us to easily add web and application servers to accommodate more users. The system architecture also allows us to add more database servers as needed to accommodate more users. In addition, the facility that houses our servers provides us with guaranteed bandwidth, which we can increase as needed.
471
Set Up and Maintain Your Salesforce Organization Cache Force.com Data
Cache Force.com Data
Using the Platform Cache can enable applications to run faster because they can store reusable data in memory. Applications can quickly access this data, removing the need to duplicate calculations and requests to the database on subsequent transactions.
To use Platform Cache, first set up partitions using the Platform Cache Partition tool in Setup. Once you’ve set up partitions, you can add, access, and remove data from them using the Platform Cache Apex API.
Use Platform Cache partitions to improve the performance of your applications. Partitions allow you to distribute cache space in the way that works best for your applications. Caching data to designated partitions ensures that it’s not overwritten by other applications or less-critical data.
To access the Partition tool in Setup, enter
Platform Cache
in the
Quick Find
box, then select Platform Cache.
Use the Platform Cache Partition tool to:
•
Request trial cache.
•
Create, edit, or delete cache partitions.
•
Allocate the session cache and org cache capacities of each partition to balance performance across apps.
•
View a snapshot of the org’s current cache capacity, breakdown, and partition allocations (in KB or MB).
•
View details about each partition.
•
Make any partition the default partition.
To use Platform Cache, create at least one partition. Each partition has one session cache and one org cache segment and you can allocate separate capacity to each segment. Session cache can be used to store data for individual user sessions, and org cache is for data that any users in an org can access. You can distribute your org’s cache space across any number of partitions. Session and org cache allocations can be zero, or five or greater, and they must be whole numbers. The sum of all partition allocations, including the default partition, equals the Platform Cache total allocation. The total allocated capacity of all cache segments must be less than or equal to the org’s overall capacity.
You can define any partition as the default partition, but you can have only one default partition. When a partition has no allocation, cache operations (such as get and put) are not invoked, and no error is returned.
Capacity calculations occur every 5 minutes by default. To make sure you’re seeing the latest capacity and allocation, click Recalculate.
IN THIS SECTION:
Request a Platform Cache Trial
To test performance improvements by using Platform Cache in your own org, you can request trial cache for your production org.
Enterprise, Unlimited, and Performance editions come with some cache, but adding more cache often provides greater performance.
When your trial request is approved, you can allocate capacity to partitions and experiment with using the cache for different scenarios. Testing the cache on a trial basis lets you make an informed decision about whether to purchase cache.
You can purchase Platform Cache space to improve the performance of your application.
SEE ALSO:
Apex Developer Guide
472
Set Up and Maintain Your Salesforce Organization Request a Platform Cache Trial
Request a Platform Cache Trial
To test performance improvements by using Platform Cache in your own org, you can request trial cache for your production org.
Enterprise, Unlimited, and Performance editions come with some cache, but adding more cache often provides greater performance.
When your trial request is approved, you can allocate capacity to partitions and experiment with using the cache for different scenarios.
Testing the cache on a trial basis lets you make an informed decision about whether to purchase cache.
Salesforce approves trial cache requests immediately and sends you an email to notify you that your Platform Cache trial is active. It can take a few minutes for you to receive the email. You receive 30 MB of trial cache space (10 MB if you have Developer Edition). If you need more trial cache space, contact Salesforce.
Note: You can make up to 10 trial cache requests, and you must wait 90 days between trials.
After you request trial cache, you receive emails at the following intervals.
At activation
You can now allocate capacity to partitions and test the trial cache in your org.
Three days before expiration
Before expiration, be sure to reconfigure your partitions to deallocate the added trial space.
At expiration
The trial cache is removed from your org.
Note:
If you haven’t deallocated enough space, Salesforce reduces your partition sizes to remove the granted trial cache space.
Developer Edition Orgs
You can request trial cache for a Developer Edition org. After you sign up for the org, request trial cache from the Platform Cache Partition tool. ISVs who are using Developer Edition orgs to create managed packages can get 10 MB of trial cache for up to two Developer Edition orgs. ISVs can contact their Salesforce representative to get trial cache in Developer Edition orgs.
Cache Reduction Algorithm
At the end of your trial period, Salesforce removes the granted trial cache space from your org. Before your trial ends, make sure that you’ve deallocated your trial cache space. You can deallocate space from the Platform Cache Partition tool by resetting partition allocations.
If you don’t deallocate the cache space, Salesforce removes the granted cache using the following process.
•
The system removes cache from the smallest non-default partition first.
Note: The size of a partition is the total allocation for the partition, which includes org-wide cache and namespace-specific cache.
•
The system then works its way through the partitions from smallest to largest in size. If multiple partitions have the same size, the system proportionally removes cache from these partitions.
•
The system reduces partitions to a minimum size of 5 MB, unless all the trial cache space can’t be removed. In this case, partitions are reduced to 0 MB.
•
The default partition (if it exists) is reduced last only if the trial cache space can’t be removed from all other partitions.
If unallocated space is present:
•
If the amount of unallocated space is greater than the amount of space that must be removed, the system removes only unallocated space.
473
Set Up and Maintain Your Salesforce Organization Purchase Platform Cache
•
If the amount of unallocated space is less than the amount of space that must be removed, the system removes the unallocated space first. The system then follows the cache reduction process to remove the remaining amount.
SEE ALSO:
Purchase Platform Cache
You can purchase Platform Cache space to improve the performance of your application.
Platform Cache is available to customers with Enterprise Edition orgs and above. The following editions come with some default cache space, but often, adding more cache gives even greater performance enhancements.
•
Enterprise Edition (10 MB by default)
•
Unlimited Edition (30 MB by default)
•
Performance Edition (30 MB by default)
To determine how much cache would be beneficial to your applications, you can request trial cache and try it out in your org. Platform
Cache can improve performance in the following situations, among many others.
•
Orgs with a large amount of Apex customization
•
Orgs with large numbers of concurrent users
•
Orgs or applications with complex calculations or queries
In addition, ISVs can purchase cache for use with the applications they provide to customers.
Cache space is sold in 10-MB blocks, with an annual subscription. To purchase Platform Cache, contact your Salesforce representative.
SEE ALSO:
Manage Duplicate Records in Salesforce
Maintaining clean and accurate data is one of the most important things you can do to get the most out of Salesforce. Use duplicate management to control whether and when users can create duplicate records in Salesforce, customize the logic used to identify duplicates and the user interface for handling them, and create reports on duplicates that users save.
Duplicate management is set up and turned on by default for business accounts, contacts, and leads. To use duplicate management for person accounts, enable person accounts, and then activate person account matching and duplicate rules in Setup.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
IN THIS SECTION:
Help Your Users Minimize or Merge Duplicates
Help your sales teams maintain great relationships with customers, and keep your leads, accounts, and contacts clutter free. By activating duplicate rules, you can determine what users see when they try to save or enter data on a record identified as a possible duplicate. You can also give them permission to merge duplicate leads, business accounts, and contacts.
To configure Duplicate Management more effectively, it’s important to understand some key concepts.
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Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
Considerations for Using Duplicate Management
Here are some considerations for using duplicate rules, matching rules, and duplicate record sets.
Set Up Duplicate Management Rules and Reports
To use Duplicate Management, you set up two separate rules: a duplicate rule and a matching rule. The duplicate rule tells Salesforce what action to take when duplicates are identified. The matching rule defines how records are compared to one another to identify possible duplicates. You can adjust options for displaying duplicate records to users according to the rules. You can generate reports of duplicate records.
Here’s information on how matching rules work and how to use them.
Here’s some additional information that will help you understand how duplicate rules work and how to use them.
Answers to common questions about Duplicate Management.
Help Your Users Minimize or Merge Duplicates
Help your sales teams maintain great relationships with customers, and keep your leads, accounts, and contacts clutter free. By activating duplicate rules, you can determine what users see when they try to save or enter data on a record identified as a possible duplicate. You can also give them permission to merge duplicate leads, business accounts, and contacts.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Deter or Prevent Users from Creating Duplicate Records
When a user is in the process of creating or editing a record, you can show a warning if the new data duplicates an existing record. You can even block users from creating duplicates altogether.
Activate a duplicate rule for accounts, contacts, or leads and, if you want, adjust how the rule handles duplicates.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Let Users View and Merge Duplicate Records in Lightning Experience
When sales reps can see duplicates in Salesforce, they can avoid inadvertently spoiling customer relationships—and wreaking havoc on your data. Use duplicate rules to detect and display duplicates of different kinds (contacts, business and person accounts, and leads). Users with permission can merge duplicates from the same object (except for person accounts in Lightning Experience).
What Salesforce Classic Users See When You Activate Duplicate Rules
When you’ve created and activated duplicate rules and your users try to save a record that’s identified as a possible duplicate, users are given guidance on how to proceed.
How Does Duplicate Management Work?
Duplicate management works by applying two kinds of rules to new and edited records: matching rules, which identify possible duplicates, and duplicate rules, which determine what happens when a duplicate is detected. Each duplicate rule includes one or more matching rules.
SEE ALSO:
Manage Duplicate Records in Salesforce
475
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
Deter or Prevent Users from Creating Duplicate Records
When a user is in the process of creating or editing a record, you can show a warning if the new data duplicates an existing record. You can even block users from creating duplicates altogether.
Activate a duplicate rule for accounts, contacts, or leads and, if you want, adjust how the rule handles duplicates.
EDITIONS
Available in: Lightning
Experience, Salesforce
Classic, and Salesforce1
Suppose that you’ve activated a duplicate rule for leads, and the associated matching rule matches records with the same phone number.
Let’s look at a few examples:
•
Set your duplicate rule to warn sales reps when they’re about to create a duplicate
•
Change the setting to block them from creating duplicates
•
Prevent reps from creating duplicates of records they don’t have permission to view
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
1. In Setup, in the Quick Find box, enter
Duplicate Rules
and then click Duplicate Rules. Set your lead duplicates rule to display the default alert when sales reps are about to create a duplicate.
Now suppose that a sales rep starts creating a record, entering a phone number that matches a phone number already in Salesforce.
Salesforce shows a message with a link. The rep can save the new record or click View Duplicates to see the existing records.
In this example, the new record duplicates two leads and a contact.
476
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
2. Now try blocking sales reps from creating duplicates.
A rep can click to view duplicates but can’t save a new one.
3. As a third example, suppose that a rep starts creating a lead, and the data duplicates a record that the rep doesn’t have permission to view. You can still prevent the rep from creating a duplicate. Make the rule identify all potential duplicates by selecting Bypass
sharing rules.
477
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
Salesforce alerts the rep that the new record is a duplicate and allows or blocks it according to your rule. But it doesn’t display any information about the record that the rep doesn’t have permission to view.
SEE ALSO:
Manage Duplicate Records in Salesforce
Let Users View and Merge Duplicate Records in Lightning Experience
When sales reps can see duplicates in Salesforce, they can avoid inadvertently spoiling customer relationships—and wreaking havoc on your data. Use duplicate rules to detect and display duplicates of different kinds (contacts, business and person accounts, and leads). Users with permission can merge duplicates from the same object (except for person accounts in Lightning Experience).
If you activate a duplicate rule, you can show a potential duplicates card (1) on record home pages alerts sales reps to duplicates. You can switch to a temporary toast message (2) or display both alerts.
EDITIONS
Available in: Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
1. In Setup, in the Quick Find box, enter
App Builder
and then click Lightning App Builder.
2. On accounts, contacts, or leads, add the Potential Duplicates component.
3. If you like, select a different option to alert sales reps to duplicates.
478
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
Sometimes a view of duplicates is all the information a sales rep needs. But a rep who has permission to merge duplicates can choose up to three records on the same object (except person accounts) to merge.
Before merging, the rep can choose the correct value for each field.
479
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
What Salesforce Classic Users See When You Activate Duplicate Rules
When you’ve created and activated duplicate rules and your users try to save a record that’s identified as a possible duplicate, users are given guidance on how to proceed.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
480
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
•
All duplicate rules include a system-generated message (1) that tells the user how many possible duplicates were found. The number of possible duplicates includes only the records the user has access to, even if the duplicate rule’s record-level security was set to
Bypass sharing rules
. (The
Bypass sharing rule
option tells the associated matching rule to compare all records, regardless of the user’s access.) If the user doesn’t have access to any of the records that are identified as possible duplicates, then this message just says there are duplicates detected and the number of duplicates isn’t included. The list of possible duplicates displayed only includes records the user has access to.
•
If your duplicate rule includes an alert, it will appear beneath the system-generated message (2).
•
If your duplicate rule allows users to save a record even though it might be a possible duplicate, the Save (Ignore Alert) button is present (3). If your duplicate rule blocks users from saving a record that is a possible duplicate, the Save button is present but the record cannot be saved successfully until the user makes the necessary changes to the record so it’s no longer flagged as a possible duplicate.
•
The list of possible duplicates (4) includes only records the user has access to. The fields shown in the list include only fields the user has access to (up to the first 7 fields that were compared by the associated matching rule). A maximum of 5 records are displayed in this list, but if more than 5 duplicates are found, users can click Show All >> to see full list of records, up to 100. Records are listed in the order they were last modified. Users can go directly to one of the records in the list by clicking on its link.
•
The highlighted fields (5) are the fields that were compared by the associated matching rule and determined to match.
481
Set Up and Maintain Your Salesforce Organization Help Your Users Minimize or Merge Duplicates
How Does Duplicate Management Work?
Duplicate management works by applying two kinds of rules to new and edited records: matching rules, which identify possible duplicates, and duplicate rules, which determine what happens when a duplicate is detected. Each duplicate rule includes one or more matching rules.
Here’s what happens when you activate a duplicate rule.
1. When a sales rep creates, clones, or edits a record, Salesforce uses one or more matching rules to compare the record with others. A single matching rule can compare records on the same object (such as leads) or one other object (for example, contacts that duplicate leads).
2. If duplicates exist according to the rule, Salesforce displays a list of the possible duplicates.
3. A duplicate rule determines whether or how sales reps can act on the possible duplicates. It also includes the option to generate a report of records created after a duplicate rule surfaces potential duplicates to users. Use the report to see how your duplicate rule is working.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Duplicate management is set up and turned on by default for business accounts, contacts, and leads. You can also create duplicate rules and matching rules for custom objects. To use duplicate management for person accounts, enable person accounts, and then activate person account matching and duplicate rules in Setup.
482
Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
Duplicate Management Concepts
To configure Duplicate Management more effectively, it’s important to understand some key concepts.
EDITIONS
IN THIS SECTION:
Available in: Salesforce
Classic and Lightning
Experience
Duplicate rules are used to control whether and when you can save duplicate records within
Salesforce.
Matching rules are used to identify duplicate records within Salesforce.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Quickly see a list of duplicate records, grouped into duplicate sets, by clicking the Duplicate Record Sets tab. To do so, your organization needs to use the report action with its duplicate rules.
If your organization uses Duplicate Management, you can view any system errors that prevent the duplicate rules or matching rules from running successfully.
Duplicate Rules
Duplicate rules are used to control whether and when you can save duplicate records within
Salesforce.
Duplicate rules tell Salesforce what action to take when you attempt to create a duplicate record.
Each duplicate rule requires at least one matching rule to identify which existing records are possible duplicates.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
You can configure your duplicate rule to do something when a record is created and edited. However, the rule only runs for edited records if the fields being edited are included in the associated matching rule.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Standard duplicate rules are set up and activated by default for business accounts, contacts, and leads. To use the standard duplicate rule for person accounts, first enable person accounts, and then activate the rule in Setup. We recommend using the standard duplicate rules because they’re designed to work with the standard matching rules to return the best possible match candidates. You can deactivate the standard duplicate rules at any time. The standard duplicate rules aren’t editable, but you can create custom duplicate rules.
Example: The duplicate rule can block you from saving records that have been identified as possible duplicates or allow them to save them anyway. Both the Block and Allow options include an alert, which tells you why you can’t save the record and what to do about it. The Allow option includes the ability to report on the duplicate records.
SEE ALSO:
Create or Edit Duplicate Rules
Manage Duplicate Records in Salesforce
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Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
Matching Rules
Matching rules are used to identify duplicate records within Salesforce.
Watch a video: Understanding Matching Rules
EDITIONS
A matching rule is made up of individual fields that are assembled into an equation. Each field contains matching criteria that tell the rule how to compare the fields and what conditions need to be met for the specific field to be considered a match.
After a matching rule is activated, one or more match keys are automatically created and applied to existing records. (Also known as indexing, this process improves performance and returns a better set of match candidates because the matching rule is only looking for duplicates among records with the same match key.)
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
When the matching rule is run, it compares the record’s match keys against those for existing records. Then, for records that share the same match keys, the matching rule uses matching algorithms to compare fields and determine how closely the fields, and ultimately the records, match. If two records’ don’t share the same match keys, they are not considered duplicates and the matching algorithms will not even be applied to them.
Example: A simple matching rule might specify that if two records’
and
Phone
values match exactly, they are possible duplicates. Or you can use a variety of “fuzzy” matching methods to compare the fields.
Use matching rules with duplicate rules to manage whether and when users are allowed to create duplicate records within Salesforce.
You can use the standard matching rules or create your own custom matching rule. We recommend you use the standard matching rules because they’ve been carefully designed to return the best possible set of match candidates.
SEE ALSO:
Create or Edit Custom Matching Rules
Duplicate Record Sets
Quickly see a list of duplicate records, grouped into duplicate sets, by clicking the Duplicate Record
Sets tab. To do so, your organization needs to use the report action with its duplicate rules.
When a user saves a record that’s identified as a duplicate by a duplicate rule with the report action:
•
The saved record and all its duplicates, up to 100, will be assigned to a new or existing duplicate record set.
•
The saved record and each of its duplicates will be listed as a duplicate record item within the duplicate record set.
•
If the duplicate rule is configured to find duplicates across objects, all cross-object duplicates will be listed as duplicate record items within the duplicate record set.
Duplicate record sets and duplicate record items can be used to do the following.
•
•
Create custom fields
•
Write validation rules, triggers, and workflow rules
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
484
Set Up and Maintain Your Salesforce Organization Considerations for Using Duplicate Management
•
Modify the fields that can appear on the respective page layouts
SEE ALSO:
Considerations for Using Duplicate Management
Duplicate Error Logs
If your organization uses Duplicate Management, you can view any system errors that prevent the duplicate rules or matching rules from running successfully.
From Setup, enter
Duplicate Error Logs
in the
Quick Find
box, then select Duplicate
Error Logs. There, you can see which, if any, errors occurred. Error logs are deleted after 90 days.
Example: Here are some scenarios that could produce an error on the log.
•
The match engine used for fuzzy matching is temporarily unavailable. Therefore, any matching rules that include fuzzy matching methods will not run.
•
The Report action on duplicate rules fails because the system is unable to create a duplicate record set.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Considerations for Using Duplicate Management
Here are some considerations for using duplicate rules, matching rules, and duplicate record sets.
Considerations for Duplicate Rules
•
Duplicate rules are available for business accounts, person accounts, contacts, leads, and custom objects.
•
Duplicate rules don’t run when:
–
Records are created using Quick Create or Community Self-Registration.
–
Leads are converted to accounts or contacts and your organization doesn’t have the “Use Apex Lead Convert” permission.
–
Records are restored with the Undelete button.
–
Records are added using Lightning Sync.
–
Records are manually merged.
–
A Self-Service user creates records and the rules include conditions based on the User object.
–
Duplicate rule conditions are set for lookup relationship fields and records with no value for these fields are saved. For example, you have a condition that specifies a duplicate rule only runs when
Campaign DOES NOT CONTAIN ‘Salesforce’
.
Then, if you add a record with no value for the
Campaign
field, the duplicate rule doesn’t run.
•
Match keys are used to do a preliminary comparison between the saved record and existing records. This preliminary comparison results in a maximum of 100 possible matches. If there are more than 100 possible matches, the secondary comparison between these and the saved record might not find any duplicates because it looks only at those first 100 matches.
•
If duplicate rules are set for an alert to show when duplicates are found, users are blocked from saving records and do not see a list of duplicates. This situation happens when:
–
Records are added using the data import tools.
–
A person account is converted to a business account (and the newly created business account matches existing business accounts).
–
Records are added or edited using Salesforce APIs.
485
Set Up and Maintain Your Salesforce Organization Considerations for Using Duplicate Management
Use DuplicateRuleHeader to allow saving records.
•
If you’re saving multiple records at the same time and your duplicate rules are set to Block or Alert, records within the same save aren’t compared to each other; they are only compared with records already in Salesforce. This behavior doesn't affect the
Report
action, and duplicate record sets include records that match other records in the same save.
•
Custom picklists are not supported when they’re included in a matching rule that’s used in a cross-object duplicate rule.
•
The customizable alert text in duplicate rules isn’t supported by the Translation Workbench.
•
Up to 5 active duplicate rules are allowed per object.
•
Up to three matching rules are allowed per duplicate rule, and each matching rule must be of a different object.
•
Duplicate management features are enabled by default for business accounts, contacts, and leads. To use duplicate management features for person accounts, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup. New orgs come with standard duplicate rules for each supported object. Each duplicate rule is associated with a matching rule. You can deactivate these rules or create custom rules.
Considerations for Matching Rules
•
Matching rules are available for business accounts, person accounts, contacts, leads, and custom objects.
•
Standard and custom matching rules that use fuzzy matching methods only support Latin characters, and, if you’re using international data, we recommend using the Exact matching method with your matching rules.
•
If the value of a lookup field is a person account and the matching rule is based on a contact lookup field, the matching rule isn’t applied. All contact lookup fields except
Reports To
on the Contact object contain both contacts and person accounts unless you configure a lookup filter to exclude person accounts. To match on person account values, use an account lookup field instead.
•
If the record chosen as master is below another selected duplicate in a hierarchy, you can’t finish merging. Choose a different master or edit the
Parent Account
or
Reports To
value on one of the records.
•
If a field on an object is no longer available in your org, it can cause matching rules with mappings to this field to be ignored and duplicate detection to be affected. Check all duplicate rule field mappings for an object if there is a change to the fields available in your org. For example, the
Clean Status
field is only available to customers with a Data.com license. If your org no longer has a Data.com license, this field is no longer available and matching rules with mappings to this field are ignored.
•
Only 1 lookup relationship field is allowed per matching rule.
•
Up to 5 active matching rules are allowed per object.
•
Up to 25 total active matching rules are allowed.
•
Up to 100 total matching rules are allowed (both active and inactive).
•
Up to 5 matching rules can be activated or deactivated at a time.
•
Matching rules that include fields with Platform Encryption do not detect duplicates. If your org has Platform Encryption enabled, make sure that your matching rules do not include encrypted fields.
Considerations for Duplicate Record Sets
•
By default, duplicate record sets are visible to only administrators, but the administrator can grant visibility to other users.
•
If a lead is identified as a duplicate but converted before the duplicate record set is created, the converted lead isn’t included in a duplicate set.
SEE ALSO:
486
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management Rules and Reports
Set Up Duplicate Management Rules and Reports
To use Duplicate Management, you set up two separate rules: a duplicate rule and a matching rule.
The duplicate rule tells Salesforce what action to take when duplicates are identified. The matching rule defines how records are compared to one another to identify possible duplicates. You can adjust options for displaying duplicate records to users according to the rules. You can generate reports of duplicate records.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Create or Edit Duplicate Rules
Use duplicate rules to define what happens when a user tries to save a duplicate record.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Create or Edit Custom Matching Rules
Use matching rules to determine how two records are compared and identified as duplicates.
Create Custom Report Types for Duplicate Record Reports
Use the Report action to fine-tune your duplicate rules. Duplicate record reports let you analyze the quality of your data and see how well your duplicate rules are working. Use the examples we provide to set up the appropriate custom report types.
Create or Edit Duplicate Rules
Use duplicate rules to define what happens when a user tries to save a duplicate record.
Watch a demo: Managing Duplicate Records in Salesforce with Duplicate Rules (Salesforce
Classic)
In order for users to see the list of possible duplicates detected by the duplicate rule, they must have read access to the object defined in the rule.
1. From Setup, enter
Duplicate Rules
in the
Quick Find
box, then select Duplicate
Rules.
2. To edit an existing rule, click the rule name, then click Edit. To create a new rule, click New
Rule , then select the object you want the rule to apply to.
3. Enter the rule details, including the rule’s name, description, and record-level security settings.
4. Select which action will occur when a user tries to save a duplicate record.
If the action includes an alert to users, we’ll provide default alert text that you can customize.
Only the Allow action includes the report option.
5. In the Matching Rules section, first select the object that records will be compared with. Then select which matching rule will determine how records are identified as duplicates.
The list includes all available matching rules for the selected object. If none of the matching rules in the list are what you want, select
Create New Matching Rule
.
Tip: We recommend you use the standard matching rules because they’ve been carefully designed to return the best possible set of match candidates. Just be sure you’ve activated them.
If, however, you decide to create a new matching rule, we recommend you first finish creating your duplicate rule. Then create and activate the new matching rule. When you come back to the duplicate rule, it will automatically have the newly created matching rule associated it, as long as it didn’t already have an associated matching rule.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create, edit, or delete duplicate rules:
•
Customize Application
To activate and deactivate duplicate rules:
•
Customize Application
To view duplicate rules:
•
View Setup and
Configuration
487
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management Rules and Reports
6. Make sure you’ve selected the field mapping for each matching rule, if needed.
If the matching rule is comparing records from two different objects or uses custom fields:
•
You’ll need to decide how you want the fields from the first object to be compared to the fields from the second object. For example, you might map a custom field called
Work Email
to the standard
field.
•
Some data may be truncated prior to matching two text fields with different maximum lengths.
7. If you want your duplicate rule to run only if specific conditions are met, specify the conditions.
For example, you could add a condition that tells the rule to run only if the record was entered by a user with a certain profile or role, or if the record includes a specific country or state.
8. Save the rule.
9. Activate the rule.
For the activation to succeed, all associated matching rules must be active.
10. If you have more than one active duplicate rule for a particular object, you may want to adjust the order in which the rules are processed. You can reorder rules by clicking Reorder from any rule’s detail page.
Tip: If the first duplicate rule finds a match for a particular record, that record will not be evaluated by subsequent duplicate rules. Therefore, you should order your duplicate rule so that rules with the Block action are run before rules with the Allow action.
SEE ALSO:
488
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management Rules and Reports
Create or Edit Custom Matching Rules
Use matching rules to determine how two records are compared and identified as duplicates.
Watch a Demo (3:39)
1. From Setup, enter
Matching Rules
in the
Quick Find
box, then select Matching
Rules.
2. If editing an existing matching rule, make sure the rule is inactive.
3. Click New Rule or Edit next to the existing rule you want to edit.
4. Select which object this matching rule will apply to.
5. Enter a name and description for the rule.
6. Enter the
.
The matching criteria is where you define which fields to compare and how. To add additional fields (up to 10 total) click Add Filter Logic... and then Add Row.
7. If you need to adjust the matching equation, click Add Filter Logic.... Here you can, for example, manually change an AND expression to an OR expression.
8. Save the rule.
9. Activate the rule.
The activation process may take some time, so we’ll send you an email when the process is complete and your matching rule is ready to use.
After the matching rule is active, it’s available to use with other Duplicate Management tools. For
example, using a matching rule with a duplicate rule
tells Salesforce to take certain actions when users try to save a record the matching rule has identified as a duplicate.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create, edit, or delete matching rules:
•
Customize Application
To activate and deactivate matching rules:
•
Customize Application
To view matching rules:
•
View Setup and
Configuration
489
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management Rules and Reports
Create Custom Report Types for Duplicate Record Reports
Use the Report action to fine-tune your duplicate rules. Duplicate record reports let you analyze the quality of your data and see how well your duplicate rules are working. Use the examples we provide to set up the appropriate custom report types.
The following records appear in these reports.
•
Records identified as duplicates by duplicate rules that include the report action, where the user bypassed the duplicate alert and saved the records.
•
Records that were manually added to the Duplicate Record Set object.
Admins can access the Duplicate Record Set and Duplicate Record Items objects and can give Sales
Cloud license users access to them.
1. Familiarize yourself with custom report types and the general steps for creating and maintaining them.
2. Create custom report types with the appropriate object relationships and configure them as necessary.
Here are some examples of custom report types to get you started.
Report Type
Account
Duplicates
Possible Use
Create reports on the duplicate accounts that your duplicate rules detected.
A (Primary
Object)
Account
B Other Steps
Duplicate Record
Items
If you use person accounts and want to distinguish them from business accounts, add the
Is
Person
Account
field in the field layout properties for
Account
Duplicates.
Duplicate Record
Items
Contact
Duplicates
All Duplicates
Create reports on the duplicate contacts that your duplicate rules detected.
Contact
Lead Duplicates Create reports on the duplicate leads that your duplicate rules detected.
Lead
Create reports that show how well your
Duplicate Record
Items
Duplicate Record
Set
Duplicate Record
Items
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
490
Set Up and Maintain Your Salesforce Organization
Report Type Possible Use
duplicate rules are performing.
A (Primary Object) B
Matching Rule Reference
Other Steps
3. Deploy the report types you want to make available to users.
4. Let users know that they can create reports using these custom report types.
SEE ALSO:
Matching Rule Reference
Here’s information on how matching rules work and how to use them.
EDITIONS
IN THIS SECTION:
We’ve provided several standard matching rules that you can use with Duplicate Management tools, such as duplicate rules. Each standard matching rule has been carefully designed to return the best possible set of match candidates for business accounts, person accounts, contacts, or leads. To use the standard person account matching rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup. Standard matching rules can’t be edited, but you can create custom matching rules.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Matching Criteria for Matching Rules
Matching rules use criteria to determine how closely a field on a new or edited record matches the same field on an existing record, and, ultimately, whether the two records are duplicates. When you create a custom matching rule, you need to define certain criteria.
For standard matching rules, the criteria are already defined for you.
Matching Methods Used with Matching Rules
The matching method is the part of the matching rule’s matching criteria that determines how a specific field in one record is compared to the same field in another record. Each matching method is further defined by normalization criteria, match key definitions, matching algorithms, and other criteria.
Matching Algorithms Used with Matching Methods
The matching method and its corresponding matching algorithms are part of the matching rule’s matching criteria. They help determine how a specific field in one record is compared to the same field in another record and whether the fields are considered matches.
Match Keys Used with Matching Rules
Match keys increase the effectiveness of matching rules. Review how match keys are used to create match key values for standard matching rules. By understanding match keys, you’ll get a better sense of how duplicate detection works.
Normalization Criteria for Matching Rule Match Keys
As part of the process of creating match key values, matching rule field values are normalized. How a field value is normalized depends on several factors, including the matching method for that field, as specified in the matching rule. In addition, some commonly used fields, which are used in the standard matching rules, are specially normalized to optimize duplicate detection.
491
Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Here are examples of matching rules in action to show how records are compared and evaluated as duplicates.
Standard Matching Rules
We’ve provided several standard matching rules that you can use with Duplicate Management tools, such as duplicate rules. Each standard matching rule has been carefully designed to return the best possible set of match candidates for business accounts, person accounts, contacts, or leads.
To use the standard person account matching rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup. Standard matching rules can’t be edited, but you can create custom matching rules.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Standard Account Matching Rule
Like all matching rules, the standard matching rule used for account records is made up of fields that are arranged into an equation. Each field contains matching criteria that the rule uses to determine how closely the field matches the same field in an existing record, and ultimately whether the record is a match.
Standard Person Account Matching Rule
The standard matching rule used for person account records is made up of fields arranged into an equation. Each field also contains matching criteria that the rule uses to determine how closely the field matches the same field in an existing record. Ultimately, the criteria determine whether the record is a match. To use person account matching rules, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup.
Standard Contact and Lead Matching Rule
Like all matching rules, the rule for contacts and leads includes fields arranged into an equation. Each field contains matching criteria that the rule uses to determine how closely a field in one record matches the same field in another record. Then, the matching rule determines whether the records match.
Standard Account Matching Rule
Like all matching rules, the standard matching rule used for account records is made up of fields that are arranged into an equation.
Each field contains matching criteria that the rule uses to determine how closely the field matches the same field in an existing record, and ultimately whether the record is a match.
Matching Equation
Important: In order for the Standard Account Matching Rule to return matches accurately, the new or edited record must include a value in the Account Name and either the City or ZIP fields.
Rule Name
Standard Account Matching Rule
Matching Equation
(
Account Name
AND
Billing Street
)
OR (
Account Name
AND
City
AND
State
)
OR (
Account Name
AND
ZIP
)
OR (
Account Name
AND
Phone
)
OR (
Website
AND
Phone)
OR (
Website
AND
Billing Street
)
492
Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Matching Criteria
For a definition of each matching criterion, see Matching Criteria for Matching Rules on page 499.
Field Matching
Algorithms
Scoring
Method
Account
Name
Acronym
Edit Distance
Exact
Maximum
Phone
Exact Weighted
Average
Billing
Street
Edit Distance
Exact
Weighted
Average
ZIP
Exact Weighted
Average
Threshold Blank
Fields
70
80
Don’t match
Special Handling
Removes words such as
Inc
and
Corp
before comparing fields. Also, company names are normalized. For example,
1st
National Bank
is normalized to
First National
Bank
.
Don’t match on all sections expect
Phone numbers are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to come up with 1 score for the field. This process works best with North American data.
Area Code,
•
International code (Exact, 10% of field’s match score) which ignores
•
Area code (Exact, 50% of field’s match score) blank fields
•
Next 3 digits (Exact, 30% of field’s match score
•
Last 4 digits (Exact, 10% of field’s match score)
For example, suppose that these two phone numbers are being compared:
1-415-555-1234
and
1-415-555-5678
.
All sections match exactly except the last 4 digits, so the field has a match score of 90, which is considered a match because it exceeds the threshold of 80.
80 Don’t match
80 Don’t match
Addresses are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to come up with 1 score for the field. This process works best with North American data.
•
Street Number (Exact, 20% of field’s match score)
•
Street Name (Edit Distance, 50% of field’s match score)
•
Street Suffix (Exact, 15% of field’s match score)
•
Suite Number (Exact, 15% of field’s match score)
For example, suppose that these two billing streets are being compared:
123 Market Street, Suite 100
and
123 Market Drive, Suite 300
.
Because only the street number and street name match, the field has a match score of 70, which is not considered a match because it’s less than the threshold of 80.
ZIP codes are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to come up with 1 score for the field.
•
First 5 digits (Exact, 90% of field’s match score)
•
Next 4 digits(Exact, 10% of field’s match score)
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Field Matching
Algorithms
Scoring
Method
City
Edit Distance
Exact
Maximum
Website
Exact Maximum
85
100
Threshold Blank
Fields
Special Handling
For example, suppose these 2 ZIP codes are being compared:
94104-1001 and 94104.
Because only the first 5 digits match, the field has a match score of 90, which is considered a match because it exceeds the threshold of 80.
Don’t match
Don’t match
The prefix “http://” is appended to the website domain. For example, a field value www.salesforce.com
becomes http://www.salesforce.com
for matching purposes.
Matching for an account record that has a website without the
“http://” prefix identifies the record as a duplicate.
SEE ALSO:
Standard Person Account Matching Rule
The standard matching rule used for person account records is made up of fields arranged into an equation. Each field also contains matching criteria that the rule uses to determine how closely the field matches the same field in an existing record. Ultimately, the criteria determine whether the record is a match. To use person account matching rules, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup.
Matching Equation
Rule Name
Standard Person Account Matching Rule
Note: Threshold for first three equations is 85; for fourth equation, threshold is 75.
Matching Equation
(
First Name
AND
Last Name
AND
)
OR (
First Name
AND
Last Name
AND
Mailing
Street
AND (
City
OR
ZIP
))
OR (
First Name
AND
Last Name
AND
Phone
)
OR (
First Name
AND
Last Name
AND
Phone
AND
(
City
OR
ZIP
) AND
Mailing Street
AND
Phone
)
Matching Criteria
For a definition of each matching criteria, see
Matching Criteria for Matching Rules on page 499.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fields on
Contacts
Fields on
Leads
First Name
Last Name
First
Name
Last
Name
Matching
Algorithms
Scoring
Method
Threshold Blank Fields Special Handling
Exact
Initials
Jaro-Winkler
Distance
Metaphone 3
Name Variant
Exact
Keyboard
Distance
Metaphone 3
Maximum 85 and
75
Maximum 90 and
75
Don’t match
(Ignores blank fields when
Email is included in field grouping)
If record contains a value for both the
First
Name
and
Last Name
fields, those values are transposed to account for possible data entry mistakes.
For example, if the first name is
George
and the last name is
Michael
, the matching rule also evaluates the first name as
Michael
and the last name as
George
.
Don’t match
(Ignores blank fields when
Email is included in field grouping)
If record contains a value for both the
First
Name
and
Last Name
fields, those values are transposed to account for possible data entry mistakes.
For example, if the first name is
George
and the last name is
Michael
, the matching rule also evaluates the first name as
Michael
and the last name as
George
.
Don’t match Title Title Acronym
Exact
Kullback-Liebler
Distance
Maximum 50
Maximum 70 Account
Name
Company Acronym
Edit Distance
Exact
Phone
Phone
Exact
Exact
Maximum
Weighted
Average
100
80
Don’t match
Don’t match
Don’t match on all sections expect Area
Code, which ignores blank fields
Phone numbers are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a single score for the field. This process works best with
North American data.
•
International code (Exact, 10% of field’s match score)
•
Area code (Exact, 50% of field’s match score)
•
Next 3 digits (Exact, 30% of field’s match score
•
Last 4 digits (Exact, 10% of field’s match score)
For example, suppose that these two phone numbers are being compared:
1-415-555-1234
and
1-415-555-5678
.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fields on
Contacts
Fields on
Leads
Matching
Algorithms
Scoring
Method
Threshold Blank Fields Special Handling
Mailing
Street
Mailing
ZIP/Postal
Code
Mailing
City
Street
ZIP/Postal
Code
City
Edit Distance
Exact
Exact
Edit Distance
Exact
Weighted
Average`
Weighted
Average
Maximum
80
80
85
Don’t match
All sections match exactly except the last 4 digits.
The field has a match score of 90, which is considered a match because it exceeds the threshold of 80.
Addresses are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a single score for the field. This process works best with North
American data.
•
Street Name (Edit Distance, 50% of field’s match score)
•
Street Number (Exact, 20% of field’s match score)
•
Street Suffix (Exact, 15% of field’s match score)
•
Suite Number (Exact, 15% of field’s match score)
For example, suppose that these two addresses are being compared:
123 Market Street,
Suite 100
and
123 Market Drive,
Suite 300
.
Only the street number and street name match.
The field has a match score of 70, which is not considered a match because it’s less than the threshold of 80.
ZIP codes are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a single score for the field.
•
First 5 digits (Exact, 90% of field’s match score)
•
Next 4 digits (Exact, 10% of field’s match score)
Don’t match
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Standard Contact and Lead Matching Rule
Like all matching rules, the rule for contacts and leads includes fields arranged into an equation. Each field contains matching criteria that the rule uses to determine how closely a field in one record matches the same field in another record. Then, the matching rule determines whether the records match.
Matching Equation
Rule Name
Standard Contact Matching Rule
Standard Lead Matching Rule
Matching Equation
(
First Name
AND
Last Name
AND
Title
AND
Company Name
)
OR (
First Name
AND
Last Name
AND
)
OR (
First Name
AND
Last Name
AND
Phone
AND
Company Name
)
OR (
First Name
AND
Last Name
AND
Mailing
Street
AND (
City
OR
ZIP
OR
Phone
)
OR (
First Name
AND
Last Name
AND
Mailing
Street
AND
Title
)
OR (
First Name
AND
Last Name
AND
Title
AND
)
OR (
First Name
AND
Last Name
AND
Phone
)
Matching Criteria
For a definition of each matching criteria, see
Matching Criteria for Matching Rules on page 499.
Fields on
Contacts
Fields on
Leads
First Name First
Name
Last Name Last
Name
Matching
Algorithms
Scoring
Method
Threshold Blank Fields Special Handling
Exact
Initials
Jaro-Winkler
Distance
Metaphone 3
Name Variant
Maximum 85
Exact
Keyboard
Distance
Metaphone 3
Maximum 90
Don’t match
(Ignores blank fields when
Email is included in field grouping)
If record contains a value for the
First Name and
Last Name
fields, those values are transposed to account for possible data entry mistakes.
For example, if the first name is
Felix
and the last name is
Michael
, the matching rule also evaluates the first name as
Michael
and the last name as
Felix
.
Don’t match
(Ignores blank fields when
Email is included in field grouping)
If record contains a value for the
First Name and
Last Name
fields, those values are transposed to account for possible data entry mistakes.
For example, if the first name is
Felix
and the last name is
Michael
, the matching rule also
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fields on
Contacts
Fields on
Leads
Matching
Algorithms
Scoring
Method
Threshold Blank Fields Special Handling
evaluates the first name as
Michael
and the last name as
Felix
.
Title Title Acronym
Exact
Kullback-Liebler
Distance
Maximum 50
Maximum 70 Account
Name
Company Acronym
Edit Distance
Exact
Phone
Phone
Exact
Exact
Maximum
Weighted
Average
100
80
Don’t match
Don’t match
Mailing
Street
Street Edit Distance
Exact
Weighted
Average`
80
Don’t match
Don’t match on all sections expect Area
Code, which ignores blank fields
Phone numbers are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a score for the field. This process works best with North
American data.
•
International code (Exact, 10% of field’s match score)
•
Area code (Exact, 50% of field’s match score)
•
Next 3 digits (Exact, 30% of field’s match score
•
Last 4 digits (Exact, 10% of field’s match score)
For example, suppose that these phone numbers are being compared:
1-415-555-1234
and
1-415-555-5678
.
All sections match exactly except the last 4 digits.
The field has a match score of 90, which is considered a match because it exceeds the threshold of 80.
Don’t match Addresses are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a score for the field. This process works best with North American data.
•
Street Name (Edit Distance, 50% of field’s match score)
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fields on
Contacts
Fields on
Leads
Matching
Algorithms
Scoring
Method
Threshold Blank Fields Special Handling
Mailing
ZIP/Postal
Code
Mailing
City
ZIP/Postal
Code
City
Exact
Edit Distance
Exact
Weighted
Average
Maximum
80
85
Don’t match ZIP codes are broken into sections and compared by those sections. Each section has its own matching method and match score. The section scores are weighted to determine a score for the field.
•
First 5 digits (Exact, 90% of field’s match score)
•
Next 4 digits (Exact, 10% of field’s match score)
Don’t match
•
Street Number (Exact, 20% of field’s match score)
•
Street Suffix (Exact, 15% of field’s match score)
•
Suite Number (Exact, 15% of field’s match score)
For example, suppose that these addresses are being compared:
123 Market Street,
Suite 100
and
123 Market Drive,
Suite 300
.
The street number and street name match. The field has a match score of 70, which is not considered a match because it’s less than the threshold of 80.
SEE ALSO:
Matching Criteria for Matching Rules
Matching rules use criteria to determine how closely a field on a new or edited record matches the same field on an existing record, and, ultimately, whether the two records are duplicates. When you create a custom matching rule, you need to define certain criteria. For standard matching rules, the criteria are already defined for you.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Criterion Definition
Field Indicates which field to compare. When selecting fields, keep in mind that:
•
The available fields depend on which object the matching rule applies to and include both standard and custom fields.
•
The supported input field types are email, lookup relationship, master-detail relationship, number, phone, standard picklists, custom picklists (single-select only), text, and URL.
•
An auto-numbered lookup or master-detail relationship field can’t be used in a matching rule.
•
If you enable
State
and
Country
picklists for your organization, we recommend using
State/Province Code and Country Code in your matching rules. These fields yield better duplicate detection results than the state and country text fields.
Matching
Method
Match Blank
Fields
Defines the method for how the fields are compared. We’ve provided an exact matching method that can be used for almost any field, including custom fields. A fuzzy matching method is available for commonly used standard fields. Each matching method is further defined by normalization and match key definitions, matching algorithms, and other criteria.
For more information about matching methods, see
Matching Methods Used with Matching Rules
on page 501.
Specifies how blank fields affect whether the 2 fields being compared are considered matches. If you select the
Match Blank Fields
checkbox for any field, and that field is blank in both records being compared, the fields are considered matches. If, however, you select the
Match
Blank Fields
checkbox for any field, and that field is blank in only one of the records being compared, the fields are not considered matches.
If you don’t select the
Match Blank Fields
checkbox for any field, and that field is blank in both records being compared, the fields are not considered matches.
Match Key
A formula that allows the matching rule to quickly return a list of possible duplicates. Once a matching rule is activated, match keys are used to generate match key values for all records. When a matching rule runs, it compares the match key values of the saved record with existing records.
If the saved record has the same match key value as an existing record, it’s a potential duplicate and evaluated further. If the saved record has a unique match key value, it’s not considered a duplicate. This process improves the speed and performance of duplicate detection.
For more information about match keys, including examples, see
on page 505.
Matching
Algorithm
Defines the logic that determines whether 2 fields match. For the Exact matching method, the
Exact matching algorithm is automatically used. For the Fuzzy matching method, various fuzzy matching algorithms can be used. Each matching algorithm used is automatically given a match score based on how closely it’s able to match the two fields. For example, if you select Exact matching and the two fields match, the match score is 100. If the 2 fields don’t match, the match score is 0.
Automatically
Defined for
Custom
Matching
Rules
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Criterion
Scoring
Method
Threshold
Definition
For more information about matching algorithms, see Matching Algorithms Used with Matching
Determines how the matching algorithms’ match scores are calculated to come up with one match score for the field. Each matching algorithm used is automatically given a match score based on how closely it’s able to match the two fields. Scoring method is used only by the standard matching rules.
Average
: Uses the average match score.
Maximum
: Uses the highest match score.
Minimum:
Uses the lowest match score.
Weighted Average
Uses the weight of each matching method to determine the average match score.
Determines the minimum match score needed for the field to be considered a match. The field is automatically given a match score based on how closely it matches the same field in an existing record.
Automatically
Defined for
Custom
Matching
Rules
SEE ALSO:
Considerations for Using Duplicate Management
Matching Methods Used with Matching Rules
The matching method is the part of the matching rule’s matching criteria that determines how a specific field in one record is compared to the same field in another record. Each matching method is further defined by normalization criteria, match key definitions, matching algorithms, and other criteria.
The Exact matching method looks for strings that match a pattern exactly. If you’re using international data, we recommend you use the Exact matching method with your matching rules. We’ve provided an exact matching method that can be used for almost any field, including custom fields.
The Fuzzy matching methods look for strings that match a pattern approximately. A fuzzy matching method is available for commonly used standard fields on accounts, contacts, and leads.
Matching
Method
Exact
Matching
Algorithms
Exact
Fuzzy: First Name Exact
Initials
Scoring
Method
Maximum
Threshold Special Handling
85 The
Middle Name
field, if used in your matching rule, is
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization
Matching Method
Fuzzy: Last Name
Matching
Algorithms
Jaro-Winkler
Name Variant
Scoring
Method
Exact
Keyboard Distance
Metaphone 3
Maximum
Fuzzy: Company Name Acronym
Exact
Syllable Alignment
Maximum
Fuzzy: Phone Exact Weighted
Average
Matching Rule Reference
Threshold Special Handling
compared by the Fuzzy: First Name matching method.
90
70
80
Removes words such as normalized to
Inc
Business Machines
.
and
International
Corp before comparing fields. Also, company names are normalized. For example,
IBM
is
Phone numbers are broken into sections and compared by those sections. Each section has its own matching method and match score.
The section scores are weighted to come up with one score for the field. This process works best with North American data.
•
International code (Exact, 10% of field’s match score)
•
Area code (Exact, 50% of field’s match score)
•
Next 3 digits (Exact, 30% of field’s match score
•
Last 4 digits (Exact, 10% of field’s match score)
For example, suppose these two phone numbers are being compared:
1-415-555-1234
and
1-415-555-5678
.
All sections match exactly except the last 4 digits, so the field has a match score of 90, which is considered a match because it exceeds the threshold of 80.
Fuzzy: City
Fuzzy: Street
Edit Distance
Exact
Exact
Maximum 85
Weighted
Average
80 Addresses are broken into sections and compared by those sections. Each section has its own matching method and match score.
The section scores are weighted to come up
502
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Matching Method Matching
Algorithms
Fuzzy: ZIP Exact
Scoring
Method
Weighted
Average
Matching Rule Reference
Threshold
80
Special Handling
with one score for the field. This process works best with North American data.
•
Street Name (Edit Distance, 50% of field’s match score)
•
Street Number (Exact, 20% of field’s match score)
•
Street Suffix (Exact, 15% of field’s match score)
•
Suite Number (Exact, 15% of field’s match score)
For example, suppose these two billing streets are being compared:
123 Market
Street, Suite 100
and
123
Market Drive, Suite 300
.
Because only the street number and street name match, the field has a match score of 70, which is not considered a match because it’s less than the threshold of 80.
ZIP codes are broken into sections and compared by those sections. Each section has its own matching method and match score.
The section scores are weighted to come up with one score for the field.
•
First 5 digits (Exact, 90% of field’s match score)
•
Next 4 digits(Exact, 10% of field’s match score)
For example, suppose these two ZIP codes are being compared:
94104–1001
and
94104
.
Because only the first 5 digits match, the field has a match score of 90, which is considered a match because it exceeds the threshold of
80.
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Matching Method
Fuzzy: Title
Matching
Algorithms
Acronym
Exact
Kullback-Liebler
Distance
Scoring
Method
Maximum
Threshold
50
Special Handling
Matching Rule Reference
SEE ALSO:
Matching Criteria for Matching Rules
Matching Algorithms Used with Matching Methods
Matching Algorithms Used with Matching Methods
The matching method and its corresponding matching algorithms are part of the matching rule’s matching criteria. They help determine how a specific field in one record is compared to the same field in another record and whether the fields are considered matches.
We’ve provided an exact matching method and a variety of fuzzy matching methods. If the exact matching method is selected, then the exact matching algorithm is automatically used to compare the fields. If one of the fuzzy matching method is selected, then a variety of fuzzy matching algorithms is used to compare the fields. A field can be compared using more than one matching algorithm, and a matching score is given to each matching algorithm based on how closely it’s able to match the fields. The fields being compared by the matching algorithms are not case sensitive.
For more information about the matching methods, see Matching Methods Used with Matching
on page 501.
Matching Algorithms Available with Exact Matching Method
Matching Algorithm
Exact
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Description
Determines whether two strings are the same. For example, salesforce.com and Salesforce are not considered a match because they’re not exactly the same, and return a match score of 0.
Matching Algorithms Available with Fuzzy Matching Methods
Matching Algorithm
Acronym
Edit Distance
Initials
Description
Determines whether a business name matches its acronym. For example, Advanced Micro
Devices and its acronym AMD are considered a match and return a match score of 100.
Determines the similarity between two strings based on the number of deletions, insertions, and character replacements needed to transform one string into the other. For example, VP
Sales matches VP of Sales with match score of 73.
Determines the similarity of two sets of initials in personal names. For example, the first name
Jonathan and its initial J match and return a match score of 100.
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Matching Algorithm
Jaro-Winkler Distance
Keyboard Distance
Kullback Liebler Distance
Metaphone 3
Name Variant
Syllable Alignment
Description
Matching Rule Reference
Determines the similarity between two strings based on the number of character replacements needed to transform one string into the other. This method is best for short strings, such as personal names. For example, Johnny matches Johny with a match score of 97.
Determines the similarity between two strings based on the number of deletions, insertions, and character replacements needed to transform one string into the other, weighted by the position of the keys on the keyboard.
Determines the similarity between two strings based on the percentage of words in common.
For example Director of Engineering matches Engineering Director with a match score of 65.
Determines the similarity between two strings based on their sounds. This algorithm attempts to account for the irregularities among languages and works well for first and last names. For example, Joseph matches Josef with a match score of 100.
Determines whether two names are variation of each other. For example, Bob is a variation of
Robert and returns a match score of 100. Bob is not a variation of Bill and returns a match score of 0.
Determines the similarity between two strings based on their sounds. First, the character strings are converted into syllables strings. Then the syllable strings are also compared and scored using the
Edit Distance algorithm. This matching algorithm works well for company names.
For example, Syllable Alignment gives Department of Energy and Department of Labor have a relatively low match score of 59 because the syllable sequences of these two company names differ more than their character sequences ( “energy” sounds very different than “labor”). Edit
Distance gives the two strings a score of 74. Therefore, Syllable Alignment works better because the two strings should not be considered a match.
SEE ALSO:
Matching Methods Used with Matching Rules
Match Keys Used with Matching Rules
Match keys increase the effectiveness of matching rules. Review how match keys are used to create match key values for standard matching rules. By understanding match keys, you’ll get a better sense of how duplicate detection works.
A match key is a formula that allows a matching rule to quickly return a list of possible duplicates.
Once a matching rule is activated, match keys are used to create match key values for all records.
When a matching rule runs, it compares the match key values of the saved record and existing records. If the saved record has the same match key value as an existing record, it’s a potential duplicate and evaluated further. If the saved record has a unique match key value, it’s not considered a duplicate. On rare occasions, the use of match keys causes duplicates to be missed. It almost never happens, and we’re pretty sad when it does. Fortunately, the performance benefits of using match keys greatly outweighs the drawbacks.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
How Match Keys and Match Key Values Are Created
1. The matching rule equation (that is, the arrangement of fields) is rewritten into a standardized format that translates OR statements into AND statements.
2. Values for fields in the matching rule are normalized.
3. A match key is created using the field combinations specified in the standardized field format. Matching rules can have multiple match keys. For standard matching rules or custom rules with standard field combinations, pre-defined match keys are used.
4. The match key is used to combine normalized field values for each record. And, voila, glorious match key values are born!
Note: We currently don’t create match keys for the
Title
and
Address
fields. Therefore, if those fields are included in your matching rule, they won’t generate match keys.
Match Key Notation
The common match key notation shows which fields and which characters in those fields are used in the match key.
•
The field used in the match key (1)
•
Number of words (or tokens) in the field value to include in match key (2). If no number is present, then all words are included.
•
Number of characters per word to include in the match key (3). If no number is present, then all characters are included.
•
Additional field used in the match key (4)
Note:
Each custom matching rule can have a maximum of 10 match keys; you’re prevented from saving a matching rule that would require more.
Pre-Defined Match Keys for Standard Matching Rules
Standard matching rules use pre-defined match keys.
Match Key Notation
Company (2,6) City (_, 6)
Company (2,6) ZIP (1,3)
Objects Applied
To
Account
Match Key Value Examples
Account: Orange Sporting Company = orangesporti
City: San Francisco = sanfra
Key: orangesportisanfra
Account Account Name: salesforce.com = salesf
ZIP: 94105-5188 = 941
Key: salesf941
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Match Key Notation
First_Initial (1,1) Last_Name City (1,6)
First_Name (1,1) Last_Name Email
First_Initial (1,1) Last_Name ZIP (1,3)
First_Name (1,1) Last_Name Company (2,5)
First_Name (1,1) Last_Name Phone (drop leading 1 and last four digits)
Street Address
Phone (drop last four digits)
Objects Applied
To
Match Key Value Examples
Contact
Lead
Person Account
Email: [email protected] = [email protected]
Key: [email protected]
Person Account
Contact
Lead
First Initial: J = j
Last Name: Doe = doe = t (with double metaphone applied)
City: Philadelphia = philad
Key: jtphilad
First Name: John = j
Last Name: Doe = doe = t (with double metaphone applied)
Email: [email protected] = [email protected]
Key: [email protected]
Person Account
Contact
Lead
Contact
Lead
Person Account
Person Account
First Initial: J = j
Last Name: Doe = doe = t (with double metaphone applied)
Zip: 10001 = 100
Key: jt100
First Name: Marc = m
Last Name: Benioff = pnf (with double metaphone applied)
Company: salesforce.com = sales
Key: mpnfsales
First Name: Marc = m
Last Name: Benioff = pnf (with double metaphone applied)
Phone: 1-415-555-1234 = 415555
Key: mpnf415555
123 Maple Avenue
Key: 123maple
415-555-1234
Key: 415555
555-1234-5678
Key: 5551234
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Set Up and Maintain Your Salesforce Organization
Match Key Notation
Website City (_,6)
Website ZIP (1,3)
Matching Rule Reference
Objects Applied
To
Match Key Value Examples
Account Website: https://www.salesforce.com = salesforce.com
City: San Francisco = sanfra
Key: salesforce.comsanfra
Account Website: https://www.salesforce.com = salesforce.com
ZIP: 94105-5188 = 941
Key: salesforce.com941
Custom matching rules may also use these pre-defined match keys. For example, assume the matching rule equation for a custom contact matching rule is (
First Name
AND
Last Name
AND
Company
), and the Fuzzy matching method is selected for at least one of the fields. Then, the notation for its match key will be: First_Name (1,1) Last_Name Company (2,6).
SEE ALSO:
Matching Criteria for Matching Rules
Normalization Criteria for Matching Rule Match Keys
Normalization Criteria for Matching Rule Match Keys
As part of the process of creating match key values, matching rule field values are normalized. How a field value is normalized depends on several factors, including the matching method for that field, as specified in the matching rule. In addition, some commonly used fields, which are used in the standard matching rules, are specially normalized to optimize duplicate detection.
Field
City
Normalization Details Applies to
Standard and
Custom Matching
Rules?
Examples
Lowercases all characters.
Removes non-alphabetical and non-numeric characters, including white spaces. Retains up to the first six characters.
Yes. But on custom matching rules,
Fuzzy: City
must be selected for the matching method.
San Francisco = sanfra
Rome = rome
Company Expands acronyms. Lowercases all characters. Removes suffixes, such as
Corporation
,
Incorporated
,
Inc
,
Limited
,
Ltd
. Removes stopwords and
, the
, of
.
Yes. But on custom matching rules,
Fuzzy:
Company
must be selected for the matching method.
IBM = international business machines
Intel Corp. = intel
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Field Normalization Details Applies to Standard and
Custom Matching Rules?
Examples
Removes special characters and accents.
First Name
Last Name
Replaces first name with alias, if applicable.
Removes salutations, special characters, and accents. Keeps only the first letter of the first word and lowercases this letter.
Yes. But on custom matching rules,
Fuzzy: First
Name
must be selected for the matching method.
Dr. Jane = j
Mr. Bob= robert = r
Removes special characters and suffixes.
Replaces consecutive identical consonants with single consonant. Lowercases first letter. After normalization, the double metaphone algorithm is applied so that misspellings and spelling variants are accounted for.
Yes. But on custom matching rules,
Fuzzy: Last
Name
must be selected for the matching method.
O’Reilly, Jr. = oreily (without double metaphone)
O’Reilly, Jr. = oreily = arl (with double metaphone)
Removes special characters, such as underscores and periods, from both parts of the email address. Retains the “@” character.
No. Only applies to standard matching rules.
[email protected] = johndoe@salesforcecom
Phone
Street
Address
Website
Removes all non-digit and non-alpha characters.
For all U.S. phone numbers, converts alpha characters to numeric characters and removes leading international code. Removes last four digits.
Yes. But on custom matching rules,
Fuzzy: Phone
must be selected for the matching method.
1-800-555-1234 = 800555
44 20 0540 0202 = 44200540
Removes all punctuation except hyphens.
Removes common stopwords such as Avenue and Street. Takes first five characters of the first two tokens.
Yes. But on custom matching rules,
Fuzzy: Street
Address
must be selected for the matching method.
123 Ocean View Avenue = 123ocean
567 Fifty-fourth St. = 567fifty
Removes protocol (http), subdomain (www), and any file path. Then takes only the last two or three tokens, depending on whether there are international designations. Retains the periods.
No. Only applies to standard matching rules.
http://www.us.salesforce.com/product
= salesforce.com
http://www.ox.ac.uk/ = ox.ac.uk
Note: Fields including custom fields and fields to which the matching rule applies the Exact matching method are normalized by lowercasing all letters and removing leading and trailing spaces.
SEE ALSO:
Matching Criteria for Matching Rules
Match Keys Used with Matching Rules
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Matching Examples
Here are examples of matching rules in action to show how records are compared and evaluated as duplicates.
Example:
Custom Lead Matching Rule with Fuzzy Matching Methods
1
2
3
Field
Company
Table 3: Matching Criteria
Matching Method
Fuzzy: Company Name
Exact
Phone
Fuzzy: Phone
Matching equation is (
Company
OR
) AND (
Phone
)
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Based on these matching criteria, here’s how matching works.
1. Match key values are generated for existing leads. Based on the matching equation and the specified matching methods, 2 match keys are created. From these keys, match key values are generated.
(
Matching Equation in Standardized
Format
Company
Phone
) OR
AND
Table 4: Match Keys
Match Key Sample Matching Field
Values
Company
(2,6) Phone
Company
= Global Guitars
Inc.
Phone
= 415-123-4567
Sample
Match Key
Values
globalguitar415123
(
AND
Phone
) Email Phone
Phone
= 415-123-4567 [email protected]
2. Match key values for the new record are generated. The values are generated when the new record is saved.
Matching Field Values
Company
= Eltie Sports
Phone
= 1-415-555-1234
Table 5: New Record
Match Key Values
eltiesports415555 [email protected]
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
3. Match key values for the new record are compared with values from existing records.
Record
Table 6: Existing Records Compared with New Record
Matching Field Values Match Key Values Match?
1
Company
= Elite Sports
Phone
= 1-415-555-1234 elitesports415555 [email protected]
No. Not considered a duplicate.
2
Company
= Elite Sport
Phone
= 1-415-555-1234 elitesport415555 [email protected]
Yes. The first match key values don’t match. However, the second match key values are identical, so the record is considered a potential duplicate. Only one match key value match is needed.
4. Determine if the new record is a potential duplicate. Does the new record have the same match key value as an existing record?
•
Yes—The new record is considered a potential duplicate. It’s evaluated further using other matching resources, including matching algorithms.
•
No—The new record is not considered a duplicate.
Example:
Custom Contact Matching Rule with Exact Matching Methods
1
2
3
Field
City
Table 7: Matching Criteria
Matching Method
Exact
Exact
Phone
Matching equation is (
City
OR
) AND (
Phone
)
Exact
Based on these matching criteria, here’s how matching works.
1. Match key values are generated for existing contacts. Based on the matching equation and the specified matching methods, 2 match keys are created. From these keys, match key values are generated.
Match Key
Table 8: Match Key
Sample Matching Field Values Matching Equation in
Standardized Format
(
City
AND
) OR City Email
City
= San Francisco
Sample Match
Key Values
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Set Up and Maintain Your Salesforce Organization
Matching Equation in
Standardized Format
(
City
AND
Phone
)
Matching Rule Reference
Match Key
City Phone
Sample Matching Field Values
City
= San Francisco
Phone
= 415-555-1234
Sample Match
Key Values
sanfra415555
2. Match key values for the new record are generated. The values are generated when the new record is saved.
Matching Field Values
City
= San Francisco
Phone
= 415-555-1234
Table 9: New Record
Match Key Values
sanfra415555
3. Match key values for the new record are compared with values from existing records.
Record
Table 10: Existing Records Compared with New Record
Matching Field Values Match Key Values Match?
1
City
= San Frncisco
Phone
= 1-415-555-1234 [email protected]
No. Not considered a duplicate.
sanfrn415555
2
City
= San Francisco
Phone
= 1-415-555-1111 [email protected]
sanfra415555
Yes. The first match key values are identical, so the record is considered a potential duplicate. Only one match key value match is needed.
4. Determine if the new record is a potential duplicate. Does the new record have the same match key value as an existing record?
•
Yes—The new record is considered a potential duplicate. It’s evaluated further using other matching resources, including matching algorithms.
•
No—The new record is not considered a duplicate.
SEE ALSO:
512
Set Up and Maintain Your Salesforce Organization Duplicate Rule Reference
Duplicate Rule Reference
Here’s some additional information that will help you understand how duplicate rules work and how to use them.
IN THIS SECTION:
Standard account, contact, and lead duplicate rules are set up and activated by default. To use the standard person account duplicate rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup. Duplicate rules define what happens when users try to save a duplicate record. Each standard duplicate rule has a corresponding standard matching rule that determines how two records are identified as duplicates.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Standard Duplicate Rules
Standard account, contact, and lead duplicate rules are set up and activated by default. To use the standard person account duplicate rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup. Duplicate rules define what happens when users try to save a duplicate record. Each standard duplicate rule has a corresponding standard matching rule that determines how two records are identified as duplicates.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Standard Account Duplicate Rule
Like all duplicate rules, the standard duplicate rule used for account records defines what happens when you try to save a duplicate record. If you try to save a new account, Salesforce shows an alert.
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Standard Person Account Duplicate Rule
The standard duplicate rule used for person accounts defines what happens when you try to save a duplicate person account record.
To use this rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup.
Standard Contact Duplicate Rule
Like all duplicate rules, the standard duplicate rule used for contact records defines what happens when you try to save a duplicate record. If you try to save a new contact, Salesforce shows an alert. This rule matches contacts that duplicate other contacts and leads that duplicate contacts. If your org was created before Summer ’17, your default duplicate rule matches only contacts that duplicate other contacts. However, a new rule which matches leads that duplicate contacts is available to activate in Setup.
Like all duplicate rules, the standard duplicate rule used for lead records defines what happens when you try to save a duplicate record. If you try to save a new lead, Salesforce shows an alert. This rule matches leads that duplicate other leads and contacts that duplicate leads. If your org was created before Summer ’17, your default duplicate rule matches only leads that duplicate other leads.
However, a new rule which matches contacts that duplicate leads is available to activate in Setup.
Standard Account Duplicate Rule
Like all duplicate rules, the standard duplicate rule used for account records defines what happens when you try to save a duplicate record. If you try to save a new account, Salesforce shows an alert.
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Set Up and Maintain Your Salesforce Organization
Rule Details
Rule Name
Description
Object
Record-Level Security
Standard Account Duplicate Rule
Identify accounts that duplicate other accounts.
Account
Enforce Sharing Rules
Actions
Actions specify what happens when you try to save a duplicate record.
Action On Create
Action On Edit
Alert Text
Allow: Alert and Report
Allow: Report
Use one of these records?
Matching Rules
Matching rules define how duplicates are identified. At least 1 matching rule must be specified for a duplicate rule.
Compare Account With
Matching Rule
Matching Criteria
Field Mapping
Accounts
Standard Account Matching Rule
Matching rule for account records
Mapping Selected
Duplicate Rule Reference
Standard Person Account Duplicate Rule
The standard duplicate rule used for person accounts defines what happens when you try to save a duplicate person account record.
To use this rule, enable person accounts, and then activate the standard person account matching and duplicate rules in Setup.
Duplicate Rule
Rule Name
Description
Object
Record-Level Security
Standard Person Account Duplicate Rule
Duplicate rule for person account records
Person account
Enforce Sharing Rules
Actions
Actions specify what happens when you try to save a duplicate record.
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Set Up and Maintain Your Salesforce Organization Duplicate Rule Reference
Action On Create
Action On Edit
Alert Text
Allow: Alert and Report
Allow: Report
Use one of these records?
Matching Rules
Matching rules define how duplicates are identified. At least 1 matching rule must be specified for a duplicate rule.
Compare Account With
Matching Rule
Matching Criteria
Field Mapping
Person Accounts
Standard Person Account Matching Rule
Matching rule for person account records
Mapping Selected
Standard Contact Duplicate Rule
Like all duplicate rules, the standard duplicate rule used for contact records defines what happens when you try to save a duplicate record. If you try to save a new contact, Salesforce shows an alert. This rule matches contacts that duplicate other contacts and leads that duplicate contacts. If your org was created before Summer ’17, your default duplicate rule matches only contacts that duplicate other contacts. However, a new rule which matches leads that duplicate contacts is available to activate in Setup.
Rule Details
Rule Name
Description
Object
Record-Level Security
Standard Contact Duplicate Rule
Identify contacts that duplicate other contacts and leads.
Contact
Enforce Sharing Rules
Actions
Actions specify what happens when you try to save a duplicate record.
Action On Create
Action On Edit
Alert Text
Allow: Alert and Report
Allow: Report
Use one of these records?
Matching Rules
Matching rules define how duplicates are identified. At least 1 matching rule must be specified for a duplicate rule.
Compare Account With
Contacts and leads
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Set Up and Maintain Your Salesforce Organization Duplicate Rule Reference
Matching Rule
Matching Criteria
Field Mapping
Standard Contact Matching Rule, Standard Lead Matching Rule
Matching rule for contact and lead records
Mapping Selected
Standard Lead Duplicate Rule
Like all duplicate rules, the standard duplicate rule used for lead records defines what happens when you try to save a duplicate record.
If you try to save a new lead, Salesforce shows an alert. This rule matches leads that duplicate other leads and contacts that duplicate leads. If your org was created before Summer ’17, your default duplicate rule matches only leads that duplicate other leads. However, a new rule which matches contacts that duplicate leads is available to activate in Setup.
Rule Details
Rule Name
Description
Object
Record-Level Security
Standard Lead Duplicate Rule
Identify leads that duplicate other leads and contacts.
Lead
Enforce Sharing Rules
Actions
Actions specify what happens when you try to save a duplicate record.
Action On Create
Action On Edit
Alert Text
Allow: Alert and Report
Allow: Report
Use one of these records?
Matching Rules
Matching rules define how duplicates are identified. At least 1 matching rule must be specified for a duplicate rule.
Compare Account With
Matching Rule
Matching Criteria
Field Mapping
Leads and contacts
Standard Lead Matching Rule, Standard Contact Matching Rule
Matching rule for lead and contact records
Mapping Selected
516
Set Up and Maintain Your Salesforce Organization Duplicate Management FAQs
Duplicate Management FAQs
Answers to common questions about Duplicate Management.
IN THIS SECTION:
How does duplicate prevention work with Data.com Prospector and Data.com Clean?
Why am I getting an error saying my matching rule uses too many OR operators within groupings?
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
How does duplicate prevention work with Data.com Prospector and Data.com Clean?
EDITIONS
Adding Records with Data.com Prospector
It depends on what your organization’s Data.com duplicate preferences are.
If your organization does not allow duplicate records to be added to Salesforce from Data.com, then Data.com will block duplicate records from being added to Salesforce and the duplicate rule won’t need to run. The user trying to add records from Data.com will receive an error log detailing which records couldn’t be added because they are duplicates.
If your organization allows duplicate records to be added to Salesforce from Data.com, then the duplicate rules will run. The duplicate rule will determine if the duplicate record is allowed or blocked. Records that are blocked by the duplicate rule will appear in the error log.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Updating Records with Data.com Clean
It depends on what your organization’s duplicate rules are. If your duplicate rule is set to block duplicates on edit, then a record can’t be cleaned if cleaning creates a duplicate.
For Clean jobs, if your duplicate rule is set to block or alert, then a record can’t be cleaned if the cleaning creates a duplicate. An entity error appears in the Clean Jobs History table for any record that can’t be cleaned during a job.
If your duplicate rule is set to allow duplicates on edit, then a record can be cleaned even if it creates a duplicate. In addition, no alert displays when manually cleaning records even if your duplicate rule is set to alert.
Why am I getting an error saying my matching rule uses too many OR operators within groupings?
A matching rule has a limit of 10 fields that are arranged into an equation. When a matching rule is saved, we rewrite the equation into a standardized format that translates the OR statements to AND statements. The standardized format has a limit of 10 rows.
Example:
If your matching rule includes the following equation...
(Field 1 OR Field 2) AND
(Field 3 OR Field 4) AND
(Field 5 OR Field 6) AND
(Field 7 OR Field 8)
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Set Up and Maintain Your Salesforce Organization Protect Your Salesforce Organization
...it would be rewritten as
(Field 1 AND Field 3 AND Field 5 Field AND 7) OR
(Field 1 AND Field 3 AND Field 5 AND Field 8) OR
(Field 1 AND Field 3 AND Field 6 AND Field 7) OR
(Field 1 AND Field 3 AND Field 6 AND Field 8) OR
(Field 1 AND Field 4 AND Field 5 AND Field 7) OR
(Field 1 AND Field 4 AND Field 5 AND Field 8) OR
(Field 1 AND Field 4 AND Field 6 AND Field 7) OR
(Field 1 AND Field 4 AND Field 6 AND Field 8) OR
(Field 2 AND Field 3 AND Field 5 AND Field 7) OR
(Field 2 AND Field 3 AND Field 5 AND Field 8) OR
(Field 2 AND Field 3 AND Field 6 AND Field 7) OR
(Field 2 AND Field 3 AND Field 6 AND Field 8)OR
(Field 2 AND Field 4 AND Field 5 AND Field 7) OR
(Field 2 AND Field 4 AND Field 5 AND Field 8) OR
(Field 2 AND Field 4 AND Field 6 AND Field 7) OR
(Field 2 AND Field 4 AND Field 6 AND Field 8)
Although this matching rule is within the field limit, it exceeds the row limit of 10 when written in the standardized format, and therefore can’t be saved. You need to refine the matching rule so it uses fewer OR operators within groupings.
SEE ALSO:
Match Keys Used with Matching Rules
Protect Your Salesforce Organization
Salesforce is built from the ground up to protect your data and applications. You can also implement your own security scheme to reflect the structure and needs of your organization. Protecting your data is a joint responsibility between you and Salesforce. The Salesforce security features enable you to empower your users to do their jobs safely and efficiently.
IN THIS SECTION:
The Salesforce security features help you empower your users to do their jobs safely and efficiently. Salesforce limits exposure of data to the users that act on it. Implement security controls that you think are appropriate for the sensitivity of your data. We'll work together to protect your data from unauthorized access from outside your company and from inappropriate usage by your users.
Strengthen Your Data's Security with Shield Platform Encryption
Shield Platform Encryption gives your data a whole new layer of security while preserving critical platform functionality. It enables you to encrypt sensitive data at rest, and not just when transmitted over a network, so your company can confidently comply with privacy policies, regulatory requirements, and contractual obligations for handling private data.
518
Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
After logging in, a user establishes a session with the platform. Use session security to limit exposure to your network when a user leaves the computer unattended while still logged in. It also limits the risk of internal attacks, such as when one employee tries to use another employee’s session. Choose from several session settings to control session behavior.
Activation tracks information about devices from which users have verified their identity. Salesforce prompts users to verify their identity when they access Salesforce from an unrecognized browser or application. Identity verification adds an extra layer of security on top of username and password authentication. The Activations page lists the login IP addresses and client browsers used.
Authentication means preventing unauthorized access to your organization or its data by making sure each logged in user is who they say they are.
Transaction Security is a framework that intercepts real-time Salesforce events and applies appropriate actions and notifications based on security policies you create. Transaction Security monitors events according to the policies that you set up. These policies are applied against events in your org and specify actions to take when certain event combinations occur. When a policy is triggered, you can have an action taken and receive an optional notification.
Single sign-on (SSO) lets users access authorized network resources with one login. You validate usernames and passwords against your corporate user database or other client app rather than Salesforce managing separate passwords for each resource.
Add a subdomain to your Salesforce org URL with the My Domain Salesforce feature. Having a subdomain lets you highlight your brand and makes your org more secure. A subdomain is convenient and allows you to personalize your login page.
The App Launcher is how users switch between apps. It displays tiles that link to a user’s available Salesforce, connected (third-party), and on-premises apps. You can determine which apps are available to which users and the order in which the apps appear. You can also make the App Launcher the default landing page when users first open Salesforce.
Configure File Upload and Download Security Settings
To provide more security, control the way some file types are handled during upload and download.
Salesforce certificates and key pairs are used for signatures that verify a request is coming from your organization. They are used for authenticated SSL communications with an external web site, or when using your organization as an Identity Provider. You only need to generate a Salesforce certificate and key pair if you're working with an external website that wants verification that a request is coming from a Salesforce organization.
Salesforce Security Basics
The Salesforce security features help you empower your users to do their jobs safely and efficiently. Salesforce limits exposure of data to the users that act on it. Implement security controls that you think are appropriate for the sensitivity of your data. We'll work together to protect your data from unauthorized access from outside your company and from inappropriate usage by your users.
519
Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
IN THIS SECTION:
Trust starts with transparency. That’s why Salesforce displays real-time information on system performance and security on the trust site at http://trust.salesforce.com. This site provides live data on system performance, alerts for current and recent phishing and malware attempts, and tips on best security practices for your organization.
Salesforce utilizes some of the most advanced technology for Internet security available today. When you access the application using a Salesforce-supported browser, Transport Layer Security (TLS) technology protects your information using both server authentication and Classic Encryption, ensuring that your data is safe, secure, and available only to registered users in your organization.
As an admin, you can use Health Check to identify and fix potential vulnerabilities in your security settings, all from a single page. A summary score shows how your org measures against a security baseline, like the Salesforce Baseline Standard. You can upload up to five custom baselines to use instead of the Salesforce Baseline Standard.
Auditing provides information about use of the system, which can be critical in diagnosing potential or real security issues. The
Salesforce auditing features don't secure your organization by themselves; someone in your organization should do regular audits to detect potential abuse.
Salesforce Shield is a trio of security tools that admins and developers can use to build a new level of trust, transparency, compliance, and governance right into business-critical apps. It includes Platform Encryption, Event Monitoring, and Field Audit Trail. Ask your
Salesforce administrator if Salesforce Shield is available in your organization.
SEE ALSO:
Security Implementation Guide
Phishing and Malware
Trust starts with transparency. That’s why Salesforce displays real-time information on system performance and security on the trust site at http://trust.salesforce.com. This site provides live data on system performance, alerts for current and recent phishing and malware attempts, and tips on best security practices for your organization.
The Security tab on the trust site includes valuable information that can help you to safeguard your company's data. In particular, be on the alert for phishing and malware.
•
Phishing is a social engineering technique that attempts to acquire sensitive information such as usernames, passwords, and credit card details by masquerading as a trustworthy entity in an electronic communication. Phishers often direct users to enter details at a fake website whose URL and look-and-feel are almost identical to the legitimate one. As the Salesforce community grows, it has become an increasingly appealing target for phishers. You will never get an email or a phone call from a Salesforce employee asking you to reveal a password, so don’t reveal it to anyone. You can report any suspicious activities by clicking the Report a Suspicious
Email link under the Trust tab at http://trust.salesforce.com
.
•
Malware is software designed to infiltrate or damage a computer system without the owner's informed consent. It is a general term used to cover a variety of forms of hostile, intrusive, or annoying software, and it includes computer viruses and spyware.
What Salesforce Is Doing About Phishing and Malware
Customer security is the foundation of customer success, so Salesforce continues to implement the best possible practices and technologies in this area. Recent and ongoing actions include:
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
•
Actively monitoring and analyzing logs to enable proactive alerts to customers who have been affected.
•
Collaborating with leading security vendors and experts on specific threats.
•
Executing swift strategies to remove or disable fraudulent sites (often within an hour of detection).
•
Reinforcing security education and tightening access policies within Salesforce.
•
Evaluating and developing new technologies both for our customers and for deployment within our infrastructure.
What Salesforce Recommends You Do
Salesforce is committed to setting the standards in software-as-a-service as an effective partner in customer security. So, in addition to internal efforts, Salesforce strongly recommends that customers implement the following changes to enhance security:
•
Modify your Salesforce implementation to activate IP range restrictions. This allows users to access Salesforce only from your corporate
•
on page
608.
•
Educate your employees not to open suspect emails and to be vigilant in guarding against phishing attempts.
•
Use security solutions from leading vendors to deploy spam filtering and malware protection.
•
Designate a security contact within your organization so that Salesforce can more effectively communicate with you. Contact your
Salesforce representative with this information.
•
Consider using two-factor authentication techniques to restrict access to your network. For more information, see
•
Use Transaction Security to monitor events and take appropriate actions. For more information, see
on page 634.
Salesforce has a Security Incident Response Team to respond to any security issues. To report a security incident or vulnerability to
Salesforce, contact [email protected]
. Describe the issue in detail, and the team will respond promptly.
Security Infrastructure
Salesforce utilizes some of the most advanced technology for Internet security available today. When you access the application using a Salesforce-supported browser, Transport Layer Security (TLS) technology protects your information using both server authentication and Classic Encryption, ensuring that your data is safe, secure, and available only to registered users in your organization.
One of the core features of a multi-tenant platform is the use of a single pool of computing resources to service the needs of many different customers. Salesforce protects your organization's data from all other customer organizations by using a unique organization identifier, which is associated with each user's session. Once you log in to your organization, your subsequent requests are associated with your organization, using this identifier.
In addition, Salesforce is hosted in a secure server environment that uses a firewall and other advanced technology to prevent interference or access from outside intruders.
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Security Health Check
As an admin, you can use Health Check to identify and fix potential vulnerabilities in your security settings, all from a single page. A summary score shows how your org measures against a security baseline, like the Salesforce Baseline Standard. You can upload up to five custom baselines to use instead of the Salesforce Baseline Standard.
From Setup, enter
Health Check
in the Quick Find box, then select Health Check.
In the baseline dropdown (1), choose the Salesforce Baseline Standard or a custom baseline. The baseline consists of recommended values for High-Risk, Medium-Risk, Low-Risk, and Informational
Security Settings (2). If you change settings to be less restrictive than what’s in the baseline, your health check score decreases.
Your settings are shown with information about how they compare against baseline values (3). To remediate a risk, edit the setting (4) or use Fix Risks (5) to quickly change settings to your selected baseline’s recommended values without leaving the Health Check page. You can import or export a custom baseline (6).
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view Health Check and export custom baselines:
•
View Health Check
To import custom baselines:
•
Manage Health Check
Example: Suppose that you changed your password minimum length from 8 (the default value) to 5, and changed other Password
Policies settings to be less restrictive. These changes make your users’ passwords more vulnerable to guessing and other brute force attacks. As a result, your overall score decreases, and the settings are listed as risks.
Fix Risks Limitations
Not all settings can be changed using the Fix Risks button. If a setting you want to adjust does not appear on the Fix Risks screen, change them manually using the Edit link on the Health Check page.
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
IN THIS SECTION:
How Is the Health Check Score Calculated?
The Health Check score is calculated by a proprietary formula that measures how well your security settings meet either the Salesforce
Baseline Standard or your selected custom baseline. Settings that meet or exceed compliance raise your score, and settings at risk lower your score.
Create a Custom Baseline for Health Check
You can import up to five custom baselines to compare your org’s security settings with your own standards, instead of using
Salesforce recommended standards. For example, if you’re a financial industry business, you can create a custom security baseline using FINRA standards.
Custom Baseline File Requirements
To import your Health Check custom baseline successfully, make sure that your file and settings meet the requirements.
SEE ALSO:
How Is the Health Check Score Calculated?
Security Implementation Guide
How Is the Health Check Score Calculated?
The Health Check score is calculated by a proprietary formula that measures how well your security settings meet either the Salesforce Baseline Standard or your selected custom baseline. Settings that meet or exceed compliance raise your score, and settings at risk lower your score.
There are four risk categories: High-Risk, Medium-Risk, Low-Risk, and Informational. The risk categories affect your Health Check score, with High-Risk settings counting the most, Low-Risk settings counting the least, and Medium-Risk settings, well, they’re in the middle. Settings in the Informational category do not factor into your Health Check score. For details, see
on page
524.
If all settings meet or exceed the standard, your total score is 100%. As you update your settings, your green bar moves to the right!
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Recommended Actions Based on Your Score
If your total score is...
0–33%
34–66%
67–100%
We recommend to...
Remediate high risks immediately
Remediate high risks in the short term, and medium risks in the long term
Review Health Check periodically to remediate risks
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Note: New Salesforce orgs have an initial score less than 100%. Use Health Check to quickly improve your score by eliminating high risks in your Password Policies and other setting groups.
The Salesforce Baseline Standard
The following are the settings, risk levels, and values from the default Salesforce Baseline Standard. If you are using a custom baseline, your information differs.
High Risk Security Settings
Setting Compliant Value
Lock sessions to the domain in which they were first used Checkbox selected
Enable the SMS method of identity confirmation
Enable clickjack protection for Setup pages
Checkbox selected
Checkbox selected
Enable clickjack protection for non-Setup for Salesforce pages
Checkbox selected
Enable clickjack protection for customer VisualForce pages with standard headers
Checkbox selected
Enable clickjack protection for customer VisualForce pages with headers disabled
Checkbox selected
Enable CSRF protection on GET requests on non-setup pages
Checkbox selected
Checkbox selected Enable CSRF protection on POST requests on non-setup pages
Require Secure Connections (HTTPS)
Require HttpOnly attribute
File Upload And Download Security Settings
Maximum invalid login attempts
Checkbox selected
Checkbox selected
No security risk file types have hybrid behavior enabled.
3
Warning Value
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
Critical Value
Checkbox deselected
Checkbox deselected
Checkbox deselected
Checkbox deselected
Checkbox deselected
Checkbox deselected
Checkbox deselected
Checkbox deselected
N/A
Checkbox deselected
Checkbox deselected
N/A
One or more security risk file types has hybrid behavior enabled.
N/A
5, 10 No Limit
Medium Risk Security Settings
Setting
Require a minimum 1 day password lifetime
Force relogin after Login-As-User
Enforce login IP ranges on every request
Administrators Can Log In As Any User
Compliant Value
Checkbox selected
Checkbox selected
Checkbox selected
Checkbox deselected
Warning Value
Checkbox deselected
N/A
Checkbox deselected
Checkbox selected
Critical Value
N/A
Checkbox deselected
N/A
N/A
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Setting
Enforce password history
Minimum password length
User passwords expire in
Password complexity requirement
Compliant Value
3 or more passwords remembered
8
90 days or less
Warning Value
1 or 2 passwords remembered
6 or 7
180 days
Must mix alpha, numeric, and special characters, or more complex
Must mix alpha and numeric characters
Critical Value
No passwords remembered
5 or less
One year or Never expires
No restriction
Low Risk Security Settings
Setting
Obscure secret answer for password resets
Force logout on session timeout
Remote Site
Expiration Date
Password question requirement
Timeout Value
Lockout effective period
Compliant Value
Checkbox selected
Checkbox selected
No remote sites with the Disable Protocol
Security option selected
Warning Value
Checkbox deselected
Critical Value
N/A
Checkbox deselected N/A
At least one remote site created with the
Disable Protocol
Security option selected.
N/A
No certificates created, or all certificates have more than 180 days until expiration
Less than 180 days but more than 15 days until expiration of at least one certificate
Less than 15 days until expiration of at least one certificate
Cannot contain password
None N/A
2 hours or less
30 minutes or greater
4, 8, or 12 hours
Less than 30 minutes
Checkbox deselected
N/A
Informational Security Settings
Informational Security settings do not affect your Health Check score, but are valuable to review.
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Setting
Key Size
Compliant Value
All certificates have a key size of 4096
Warning Value Critical Value
At least one certificate has a key size of 2048
N/A
SEE ALSO:
Create a Custom Baseline for Health Check
You can import up to five custom baselines to compare your org’s security settings with your own standards, instead of using Salesforce recommended standards. For example, if you’re a financial industry business, you can create a custom security baseline using FINRA standards.
To create a custom baseline, start with the Salesforce Baseline Standard.
EDITIONS
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
1. Export the Salesforce Baseline Standard file by selecting Export XML from the Baseline Controls menu.
USER PERMISSIONS
To view a custom baseline
•
View Health Check
To create a custom baseline
•
Manage Health Check
2. Open the XML file, and change the developerName
field to a unique value. You can use letters and numbers, but the name must begin with a letter. It cannot contain spaces or special characters.
3. Change the name
field from “SFDC Recommended” to a descriptive value. This field is the baseline name that displays in Salesforce.
Spaces and some special characters are allowed. If the name
field contains “SFDC recommended” or “Salesforce Baseline Standard,” your file fails to import.
4. Adjust the risk categories to customize your scoring. The risk category that each setting is in impacts your Health Check score. A setting in a higher risk category is weighted as more important than a lower one. Moving a setting to the Informational category removes it from the Health Check score calculation.
5. Modify the settings values by following the Custom Baseline File Requirements. Not all values can be changed, and some settings have restricted value options. Do not add or delete risk categories, setting names, or quotation marks. If you do, your import fails.
Note: In some security settings, a low value could be low risk, but in others, it could be high risk. For example, the lower your minimum password length value is, the riskier it is. But the lower your maximum invalid login attempts value is, the safer it is.
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
6. Save your file, and import it by choosing Import XML from the Baseline Controls menu.
Note: Unexpected information in the XML file causes the import to fail. If your import fails, you receive a detailed message to help resolve the problem. See Custom Baseline File Requirements in Salesforce Help for troubleshooting assistance.
7. To confirm that your file uploaded, click the baseline dropdown and select your file.
SEE ALSO:
Custom Baseline File Requirements
How Is the Health Check Score Calculated?
Custom Baseline File Requirements
To import your Health Check custom baseline successfully, make sure that your file and settings meet the requirements.
EDITIONS
XML File
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Use a valid XML file, with only English language characters. The file cannot be larger than 20 KB.
Each custom baseline requires a unique Developer Name field value. As a best practice, make the
Name field value unique, because it’s the field you use to differentiate baselines on Salesforce. If
“SFDC recommended”or “Salesforce Baseline Standard” is in the Name field, your file doesn’t import. Surround each value in quotation marks, and be careful not to delete any of them when editing the file.
Custom Baseline Security Setting Fields and Values
You cannot add or delete the Health Check settings from the file, but you can change their risks and values.
There are four risk categories: High-Risk, Medium-Risk, Low-Risk, and Informational. The risk categories affect your Health Check score, with High-Risk settings counting the most, Low-Risk settings counting the least, and Medium-Risk settings, well, they’re in the middle.
You can move settings into any risk category. Settings in the Informational category do not factor into your Health Check score, so move settings that are unnecessary to your org to this category rather than deleting them.
Each security setting shows in Health Check as either compliant, warning, or critical. These statuses guide you to make your org more secure. Assign values to each status in the import file.
There are three setting types: boolean, numeric range, and enum. The values you can assign to each setting depend on the setting type.
Boolean Security Settings
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Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Boolean settings have two attributes—compliant and noncompliant. Compliant values correspond to checkboxes in security settings.
A Boolean value of
“true”
indicates selecting the checkbox, and
“false”
represents deselecting it. Noncompliant attributes can take either warning
or critical
values.
Important:
You cannot change boolean compliant values in Health Check, although you can change noncompliant values.
Setting
LoginAccessPolicies.adminLoginAsAnyUser
SessionSettings.clickjackSetup
SessionSettings.clickjackNonSetup
SessionSettings.clickjackVisualForceHeaders
SessionSettings.clickjackVisualForceNoHeaders
SessionSettings.csrfGet
SessionSettings.csrfPost
SessionSettings.enableSmsIdentity
SessionSettings.enforceLoginIp
SessionSettings.forceLogoutOnTimeout
SessionSettings.forceRelogin
SessionSettings.lockSessionsToDomain
Accepted Values
•
“false”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”— noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
528
Set Up and Maintain Your Salesforce Organization
Setting
SessionSettings.requireSecureConnections
SessionSettings.requireHttpOnly
PasswordPolicies.minOneDayPasswordLifetime
PasswordPolicies.obscureSecretAnswer
Salesforce Security Basics
Accepted Values
•
“true”—compliant
•
“warning” or “critical”—noncompliant
•
“true”— compliant
•
“warning” or “critical”— noncompliant
•
“true”— compliant
•
“warning” or “critical”— noncompliant
•
“true”—compliant
•
“warning” or “critical”—noncompliant
Numeric Range Security Settings
Numeric range values are positive integers extended to one decimal place. You provide compliant and warning values only for numeric range settings. Critical values are assumed based on the other values in the settings. Each setting has specific validation rules, so enter only acceptable values.
Setting
PasswordPolicies.history
CertificateAndKeyManagement.certExpiration
Compliant Value
Any integer between “0.0” and “24.0”
Warning Value
Any integer between “0.0” and “24.0” that is less than the compliant value
Note: Any value less than the warning value shows as critical
Number of days—Any integer between “0.0” and
“180.0”
Any integer between “0.0” and “180.0” that is less than the compliant value
Note:
Any value less than the warning value shows as critical
FileUploadAndDownloadSecurity.hybridSecurityRiskFileTypes
Any integer “0.0” or greater Any integer greater than the compliant value
Note: Any value greater than the warning value shows as critical
CertificateAndKeyManagement.keySize
“4096.0” or “2048.0” “4096.0” or “2048.0”
Note: To not allow the 2048 key size, enter a compliant value of
“4096.0” and a warning value of any number between “2048.0” and
“4096.0”.
529
Set Up and Maintain Your Salesforce Organization
Setting
PasswordPolicies.minPasswordLength
RemoteSiteSettings.remoteSiteSettings
Salesforce Security Basics
Compliant Value
Any integer between “5.0” and “50.0”
Warning Value
Any integer between “5.0” and “50.0” that is less than the compliant value
Note:
Any value less than the warning value shows as critical
Maximum number of remote site settings allowed—Any integer greater than “0.0”
Any integer greater than the compliant value
Note: Any value greater than the warning value shows as critical
Enum Security Settings
Enum values allow you to choose between provided string texts. Use all the possible values, and decide whether they are compliant, warning, or critical status. Enum values are case-sensitive. You can assign multiple enum names to one status by separating them with commas, for example, compliant="FifteenMinutes,ThirtyMinutes,SixtyMinutes,TwoHours".
As long as all values are used, you can leave a status empty. For example, you could have all the values split between compliant and critical and leave warning empty: warning=“”
. Do not leave the compliant status empty.
Important: Use every accepted value in each setting. If a value is missing, the file doesn’t import.
Setting
PasswordPolicies.complexity
PasswordPolicies.expiration
PasswordPolicies.lockoutInterval
PasswordPolicies.maxLoginAttempts
Accepted Values
•
“UpperLowerCaseNumericSpecialCharacters”
•
“UpperLowerCaseNumeric”
•
“SpecialCharacters”
•
“AlphaNumeric”
•
“NoRestriction” (highest risk)
•
“ThirtyDays”
•
“SixtyDays”
•
“NinetyDays”
•
“SixMonths”
•
“OneYear”
•
“Never” (highest risk)
•
“Forever” (admin must reset)
•
“SixtyMinutes”
•
“ThirtyMinutes”
•
“FifteenMinutes” (highest risk)
•
“ThreeAttempts”
530
Set Up and Maintain Your Salesforce Organization
Setting
PasswordPolicies.questionRestriction
SessionSettings.timeout
Accepted Values
•
“FiveAttempts”
•
“TenAttempts”
•
“NoLimit” (highest risk)
•
“DoesNotContainPassword”
•
“None” (highest risk)
•
“FifteenMinutes”
•
“ThirtyMinutes”
•
“SixtyMinutes”
•
“TwoHours”
•
“FourHours”
•
“EightHours”
•
“TwelveHours”
•
“TwentyFourHours” (highest risk)
Salesforce Security Basics
531
Set Up and Maintain Your Salesforce Organization
Example:
Salesforce Security Basics
SEE ALSO:
Create a Custom Baseline for Health Check
Auditing
Auditing provides information about use of the system, which can be critical in diagnosing potential or real security issues. The Salesforce auditing features don't secure your organization by themselves; someone in your organization should do regular audits to detect potential abuse.
To verify that your system is actually secure, you should perform audits to monitor for unexpected changes or usage trends.
532
Set Up and Maintain Your Salesforce Organization Salesforce Security Basics
Record Modification Fields
All objects include fields to store the name of the user who created the record and who last modified the record. This provides some basic auditing information.
Login History
on page 778.
Field History Tracking
You can also enable auditing for individual fields, which will automatically track any changes in the values of selected fields. Although
789.
Setup Audit Trail
Administrators can also view a Setup Audit Trail, which logs when modifications are made to your organization’s configuration. See
on page 786.
Salesforce Shield
Salesforce Shield is a trio of security tools that admins and developers can use to build a new level of trust, transparency, compliance, and governance right into business-critical apps. It includes Platform Encryption, Event Monitoring, and Field Audit Trail. Ask your
Salesforce administrator if Salesforce Shield is available in your organization.
Platform Encryption
Platform Encryption allows you to natively encrypt your most sensitive data at rest across all your Salesforce apps. This helps you protect
PII, sensitive, confidential, or proprietary data and meet both external and internal data compliance policies while keeping critical app functionality — like search, workflow, and validation rules. You keep full control over encryption keys and can set encrypted data
permissions to protect sensitive data from unauthorized users. See Platform Encryption.
Event Monitoring
Event Monitoring gives you access to detailed performance, security, and usage data on all your Salesforce apps. Every interaction is tracked and accessible via API, so you can view it in the data visualization app of your choice. See who is accessing critical business data when, and from where. Understand user adoption across your apps. Troubleshoot and optimize performance to improve end-user experience. Event Monitoring data can be easily imported into any data visualization or application monitoring tool like Wave Analytics,
Splunk, or New Relic. To get started, check out our Event Monitoring training course.
Field Audit Trail
Field Audit Trail lets you know the state and value of your data for any date, at any time. You can use it for regulatory compliance, internal governance, audit, or customer service. Built on a big data backend for massive scalability, Field Audit Trail helps companies create a
533
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Strengthen Your Data's Security with Shield Platform Encryption
Shield Platform Encryption gives your data a whole new layer of security while preserving critical platform functionality. It enables you to encrypt sensitive data at rest, and not just when transmitted over a network, so your company can confidently comply with privacy policies, regulatory requirements, and contractual obligations for handling private data.
Shield Platform Encryption builds on the data encryption options that Salesforce offers out of the box. Data stored in many standard and custom fields and in files and attachments is encrypted using an advanced HSM-based key derivation system, so it is protected even when other lines of defense have been compromised.
Your data encryption key is never saved or shared across organizations. Instead, it is derived on demand from a master secret and your organization-specific tenant secret, and cached on an application server.
You can try out Shield Platform Encryption at no charge in Developer Edition orgs. It is available in sandboxes after it has been provisioned for your production org.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
IN THIS SECTION:
Specify the fields and files you want to encrypt. Remember that encryption is not the same thing as field-level security or object-level security. Those should already be in place before you implement your encryption strategy.
Manage Shield Platform Encryption
To provide Shield Platform Encryption for your organization, contact your Salesforce account executive. They’ll help you provision the correct license so you can get started on creating your own unique tenant secret.
How Shield Platform Encryption Works
Shield Platform Encryption relies on a unique tenant secret that you control and a master secret that's maintained by Salesforce. We combine these secrets to create your unique data encryption key. We use that key to encrypt data that your users put into Salesforce, and to decrypt data when your authorized users need it.
Platform Encryption Best Practices
Take the time to identify the most likely threats to your organization. This will help you distinguish data that needs encryption from data that doesn’t, so that you can encrypt only what you need to. Make sure that your tenant secret and keys are backed up, and be careful who you allow to manage your secrets and keys.
Tradeoffs and Limitations of Shield Platform Encryption
A security solution as powerful as Shield Platform Encryption doesn't come without some tradeoffs. When your data is encrypted, some users may see limitations to some functionality, and a few features aren't available at all. Consider the impact on your users and your overall business solution as you design your encryption strategy.
SEE ALSO:
Salesforce Platform Encryption Implementation Guide
What’s the Difference Between Classic Encryption and Shield Platform Encryption?
Salesforce Platform Encryption Architecture
534
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Encrypt Fields and Files
Specify the fields and files you want to encrypt. Remember that encryption is not the same thing as field-level security or object-level security. Those should already be in place before you implement your encryption strategy.
EDITIONS
IN THIS SECTION:
Select the fields you want to encrypt. For best results, encrypt the smallest possible number of fields.
For another layer of data protection, encrypt files and attachments. If Shield Platform Encryption is on, the body of each file or attachment is encrypted when it’s uploaded.
When you select fields or files to encrypt, Salesforce automatically checks for potential side effects and warns you if any existing settings may pose a risk to data access or your normal use of Salesforce. You have some options for how to clear up these problems.
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Retrieve Encrypted Data with Formulas
Use custom formula fields to quickly find encrypted data. You can write formulas with several operators and functions, render encrypted data in text, date, and date/time formats, and reference quick actions.
Encrypt Data in Chatter (Pilot)
Enabling Shield Platform Encryption for Chatter adds an extra layer of security to information that users share in Chatter. You can encrypt data at rest in feed posts, questions and answers, link names and URLs, comments, and poll questions and choices.
SEE ALSO:
535
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Encrypt Fields
Select the fields you want to encrypt. For best results, encrypt the smallest possible number of fields.
Depending on the size of your organization, enabling a standard field for encryption can take a few minutes.
1. Make sure that your organization has an active encryption key. If you’re not sure, check with your administrator.
2. From Setup, use the
Quick Find
box to find the Platform Encryption setup page.
3. Click Encrypt Fields.
4. Click Edit.
5. Select the fields you want to encrypt, and save your settings.
The automatic Platform Encryption validation service will now check for settings in your organization that might block encryption. You’ll receive an email with suggestions for fixing any incompatible settings.
Field values are automatically encrypted only in records created or updated after you’ve enabled encryption. Salesforce recommends updating existing records to ensure that their field values are encrypted. For example, if you encrypt the
Description
field on the Case object, use the Data
Loader to update all case records. Contact Salesforce if you need help with this.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To view setup:
•
View Setup and
Configuration
To encrypt fields:
•
Customize Application
SEE ALSO:
Field Limits with Shield Platform Encryption
Why Isn’t All of My Encrypted Data Masked?
API Guide: CustomField
Retrieve Encrypted Data with Formulas
536
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Encrypt Files and Attachments
For another layer of data protection, encrypt files and attachments. If Shield Platform Encryption is on, the body of each file or attachment is encrypted when it’s uploaded.
Note: Before you begin, make sure that your organization has an active encryption key; if you’re not sure, check with your administrator.
1. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
2. Select Encrypt Files and Attachments.
3. Click Save.
Important: Users with access to the file can work normally with it regardless of their encryption-specific permissions. Users who are logged in to your org and have read access can search and view the body content.
Users can continue to upload files and attachments per the usual file size limits. Expansion of file sizes caused by encryption doesn’t count against these limits.
Turning on file and attachment encryption affects new files and attachments. It doesn’t automatically encrypt files and attachments that were already in Salesforce. To encrypt existing files, contact
Salesforce.
To check whether a file or attachment is encrypted, look for the encryption indicator on the detail page of the file or attachment. You can also query the isEncrypted
field on the ContentVersion object (for files) or on the Attachment object (for attachments).
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To view setup:
•
View Setup and
Configuration
To encrypt files:
•
Customize Application
Here’s What It Looks Like When a File Is Encrypted.
SEE ALSO:
The ContentVersion object
API Guide: Attachment
537
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Fix Compatibility Problems
When you select fields or files to encrypt, Salesforce automatically checks for potential side effects and warns you if any existing settings may pose a risk to data access or your normal use of Salesforce.
You have some options for how to clear up these problems.
EDITIONS
If your results include error messages, you're probably running into one or more of these limitations:
Portals
You can’t encrypt standard fields, because a customer portal or a partner portal is enabled in your organization. To deactivate a customer portal, go to the Customer Portal Settings page in
Setup. To deactivate a partner portal, go to the Partners page in Setup.
Note: Communities are not related to this issue. They are fully compatible with encryption.
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Criteria-Based Sharing Rules
You’ve selected a field that is used in a filter in a criteria-based sharing rule.
SOQL/SOSL queries
You’ve selected a field that’s used in an aggregate function in a SOQL query, or in a WHERE,
GROUP BY, or ORDER BY clause.
Available in both Salesforce
Classic and Lightning
Experience.
Formula fields
You’ve selected a field that’s referenced by a custom formula field in an unsupported way. Formulas can use BLANKVALUE, CASE,
HYPERLINK, IF, IMAGE, ISBLANK, ISNULL, and NULLVALUE, as well as concatenation (&).
Skinny tables
You’ve selected a field that's used in a skinny table.
Flows and Processes (Beta)
You’ve selected a field that’s used in one of these contexts.
•
To filter data in a flow
•
To sort data in a flow
•
To filter data in a process
•
To filter data in a dynamic record choice
•
To sort data in a dynamic record choice
Note: By default, your results only list the first 250 errors per element. You can increase the number of errors listed in your results to 5000. Contact Salesforce for help.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
538
Set Up and Maintain Your Salesforce Organization
Supported Operators, Functions, and Actions
Supported operators and functions:
•
&
and
+
(concatenate)
•
BLANKVALUE
•
CASE
•
HYPERLINK
•
IF
•
IMAGE
•
ISBLANK
•
ISNULL
•
NULLVALUE
Also supported:
•
Spanning
•
Quick actions
Formulas can return data only in text
, date
, or date/time
formats.
Strengthen Your Data's Security with Shield Platform
Encryption
Retrieve Encrypted Data with Formulas
Use custom formula fields to quickly find encrypted data. You can write formulas with several operators and functions, render encrypted data in text, date, and date/time formats, and reference quick actions.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
&
And
+
(Concatenate)
This works:
(encryptedField__c & encryptedField__c)
Why it works:
This doesn’t work:
This works because
&
is supported.
Why it doesn’t work:
LOWER(encryptedField__c & encryptedField__c)
LOWER
isn’t a supported function, and the input is an encrypted value.
Case
CASE
returns encrypted field values, but doesn’t compare them.
This works:
Why it works:
CASE(custom_field__c, "1", cf2__c, cf3__c)) where either or both cf2__c
and cf3__c
are encrypted custom_field__c
is compared to “1”. If it is true, the formula returns cf2__c
because it’s not comparing two encrypted values.
539
Set Up and Maintain Your Salesforce Organization
This doesn’t work:
Why it doesn’t work:
CASE("1", cf1__c, cf2__c, cf3__c) where cf1__c
is encrypted
You can’t compare encrypted values.
Strengthen Your Data's Security with Shield Platform
Encryption
ISBLANK
and
ISNULL
This works:
Why it works:
OR(ISBLANK(encryptedField__c), ISNULL(encryptedField__c))
Both
ISBLANK
and
ISNULL
are supported.
OR
works in this example because
ISBLANK
and
ISNULL
return a Boolean value, not an encrypted value.
Spanning
This works:
How and why you use it:
(LookupObject1__r.City & LookupObject1__r.Street) &
(LookupObject2__r.City & LookupObject2__r.Street) &
(LookupObject3__r.City & LookupObject3__r.Street) &
(LookupObject4__r.City & LookupObject4__r.Street)
Spanning retrieves encrypted data from multiple entities. For example, let’s say you work in the customer service department for Universal Containers. A customer has filed a case about a distribution problem, and you want to see the scope of the issue. You want all the shipping addresses related to this particular case. This example returns all the customers’ shipping addresses as a single string in your case layout.
Validation
The encryption validation service checks your org to make sure that it’s compatible with encrypted formula field types.
When you encrypt a given field, the validation service:
•
Retrieves all formula fields that reference the field
•
Verifies that the formula fields are compatible with encryption
•
Verifies that the formula fields aren’t used elsewhere for filtering or sorting
Limits
Up to 200 formula fields can reference a given encrypted custom field. A field that is referenced by more than 200 formula fields can’t be encrypted. If you need to reference an encrypted custom field from more than 200 formula fields, contact Salesforce.
When you specify multiple fields to encrypt at one time, the 200-field limit is applied to the whole batch. If you know that you are encrypting fields that have multiple formula fields pointing to them, encrypt those fields one at a time.
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Encryption
Important: Beginning in Spring ’17, Shield Platform Encryption no longer masks encrypted data. To get the most out of encryption support for custom formula field types, we recommend that you approve the “Turn Off Masking for Encrypted Data” critical update.
To activate this critical update:
1. Review your field-level security settings for any field types that include encrypted data. Ensure that field access is properly set in your org.
2. From Setup, enter
Critical Updates
in the
Quick Find
box and select Critical Updates.
3. For Turn Off Masking for Encrypted Data, click Activate.
4. Refresh your browser page.
Encrypt Data in Chatter (Pilot)
Enabling Shield Platform Encryption for Chatter adds an extra layer of security to information that users share in Chatter. You can encrypt data at rest in feed posts, questions and answers, link names and URLs, comments, and poll questions and choices.
Note: We provide encryption for Chatter to selected customers through a pilot program that requires agreement to specific terms and conditions. To be nominated to participate in the program, contact Salesforce. Pilot programs are subject to change, and we can’t guarantee acceptance. Encryption for Chatter isn’t generally available unless or until Salesforce announces its general availability in documentation or in press releases or public statements. We can’t guarantee general availability within any particular time frame or at all. Make your purchase decisions only on the basis of generally available products and features. You can provide feedback and suggestions for encryption for Chatter in the Chatter Product group in the
Success Community.
We recommend that you implement encryption for Chatter in a dedicated Sandbox environment.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Unlike encryption for custom and standard fields, enabling encryption for Chatter encrypts all eligible Chatter fields.
1. To enable access to this feature, first contact Salesforce.
2. Assign all users in your org the View Encrypted Data permission.
3. Make sure that your org has an active encryption key. If you’re not sure, check with your administrator.
USER PERMISSIONS
To view setup:
•
View Setup and
Configuration
To encrypt fields:
•
Customize Application
4. From Setup, use the Quick Find box to find the Platform Encryption setup page.
5. Click Encrypt Chatter.
The automatic Shield Platform Encryption validation service checks for settings that could block encryption. If the service finds potential problems, you’re sent an email with suggestions for fixing the problems.
After you activate encryption for Chatter, new data that you enter into Chatter gets encrypted. Existing data is not encrypted.
Mass-encryption for historic Chatter data isn’t available. To encrypt existing data, simply edit or update the data in any supported field.
When you edit or update an encrypted Chatter field, the field’s revision history is also encrypted. For example, if you update a post, the old version of the post remains encrypted.
If you enabled Encryption for Chatter in Spring ’17 and you want to access the most up-to-date features for this pilot, deselect Encrypt
Chatter and then reselect Encrypt Chatter.
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Encryption
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may
on page 298, record access settings, and object permissions on page 301.
Manage Shield Platform Encryption
To provide Shield Platform Encryption for your organization, contact your Salesforce account executive. They’ll help you provision the correct license so you can get started on creating your own unique tenant secret.
Assign the Manage Encryption Keys, Manage Certificates, and Customize Application permissions to people you trust to manage tenant secrets and certificates. Users with the Manage Encryption
Keys permission can generate, export, import, and destroy organization-specific keys. It's a good idea to monitor the key management activities of these users regularly with the setup audit trail.
Users with both Manage Certificates and Manage Encryption Keys permissions can manage certificates and tenant secrets with the Shield Platform Encryption Bring Your Own Key (BYOK) service. You can also monitor these users’ key and certificate management activities with the setup audit trail.
Authorized developers can generate, rotate, export, destroy, and reimport tenant secrets by coding a call to the TenantSecret object in the Salesforce API.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
IN THIS SECTION:
USER PERMISSIONS
You can have Salesforce generate a unique tenant secret for your organization, or you can generate your own tenant secret using your own external resources. In either case, you manage your own tenant secret: you can rotate it, archive it, and designate other users to share responsibility for it.
To manage tenant secrets:
•
Manage Encryption Keys
Rotate Your Encryption Tenant Secrets
You control the life cycle of your data encryption keys by controlling the life cycle of your tenant secrets. It’s recommended to regularly generate a new tenant secret and archive the previously active one.
Your tenant secret is unique to your organization and to the specific data to which it applies. Salesforce recommends that you export your secret to ensure continued data access in cases where you need to gain access to the related data again.
Only destroy tenant secrets in extreme cases where access to related data is no longer needed. Your tenant secret is unique to your organization and to the specific data to which it applies. Once you destroy a tenant secret, related data is not accessible unless you previously exported the key and then import the key back into Salesforce.
Turn Shield Platform Encryption Off
At some point, you may need to disable Shield Platform Encryption for fields, files, or both. You can turn field encryption on or off individually, but file encryption is all or nothing.
SEE ALSO:
Tenant Secret API
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Encryption
Generate a Tenant Secret
You can have Salesforce generate a unique tenant secret for your organization, or you can generate your own tenant secret using your own external resources. In either case, you manage your own tenant secret: you can rotate it, archive it, and designate other users to share responsibility for it.
When you generate a new tenant secret, any new data is encrypted using this key. However, existing sensitive data remains encrypted using previous keys. In this situation, we strongly recommend re-encrypting these fields using the latest key. Contact Salesforce for help with this.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
IN THIS SECTION:
Generate a Tenant Secret with Salesforce
Salesforce makes it easy to generate a unique tenant secret from the Setup menu.
Available in both Salesforce
Classic and Lightning
Experience.
Tenant secret types allow you to specify which kind of data you want to encrypt with a tenant secret. You can apply different key rotation cycles or key destruction policies to tenant secrets that encrypt different kinds of data. You can apply a tenant secret to search index files or other data stored in Salesforce.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
Generate Your Own Tenant Secret (BYOK)
When you supply your own tenant secret, you get the benefits of built-in Salesforce Shield
Platform Encryption plus the extra assurance that comes from exclusively managing your tenant secret.
SEE ALSO:
API Guide: TenantSecret
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Encryption
Generate a Tenant Secret with Salesforce
Salesforce makes it easy to generate a unique tenant secret from the Setup menu.
Only authorized users can generate tenant secrets from the Platform Encryption page. Ask your
Salesforce admin to assign you the Manage Encryption Keys permission.
1. From Setup, enter
Platform Encryption
in the
Quick Find
box and select Platform
Encryption.
2. In the Choose Tenant Secret Type drop-down list, choose a data type.
3. Click Generate Tenant Secret.
How often you can generate a tenant secret depends on the tenant secret type.
•
You can generate tenant secrets for the Data in Salesforce type once every 24 hours in production orgs, and once every 4 hours in Sandbox orgs.
•
You can generate tenant secrets for the Search Index type once every 7 days.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
Manage Tenant Secrets by Type
Tenant secret types allow you to specify which kind of data you want to encrypt with a tenant secret. You can apply different key rotation cycles or key destruction policies to tenant secrets that encrypt different kinds of data. You can apply a tenant secret to search index files or other data stored in Salesforce.
Tenant secrets are categorized according to the kind of data they encrypt.
•
Data in Salesforce, which includes fields, attachments, and files other than search index files
•
Search index files
Note: Tenant secrets that were generated or uploaded before the Spring ’17 release are categorized as the Data in Salesforce type.
1. From Setup, enter
Platform Encryption
in the
Quick Find
box and select Platform
Encryption.
2. In the Choose Tenant Secret Type drop-down list, choose a data type.
The Key Management section displays all tenant secrets of that data type. If you generate or upload a tenant secret while viewing tenant secrets of a particular type, it becomes the active tenant secret for that data.
To enable search index encryption, contact your Salesforce account executive or open a support ticket.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Certificates
AND
Manage Encryption Keys
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Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Generate Your Own Tenant Secret (BYOK)
When you supply your own tenant secret, you get the benefits of built-in Salesforce Shield Platform
Encryption plus the extra assurance that comes from exclusively managing your tenant secret.
Controlling your own tenant secret entails generating a BYOK-compatible certificate, using that certificate to encrypt and secure your self-generated tenant secret, then granting the Salesforce
Shield Platform Encryption key management machinery access to your tenant secret.
EDITIONS
IN THIS SECTION:
1.
Generate a BYOK-Compatible Certificate
Use Salesforce to generate a certificate to encrypt the tenant secret that we’ll use to derive your org-specific data encryption key. You can generate a self-signed or certificate-authority (CA) signed certificate.
2.
Generate and Wrap Your Tenant Secret
Generate a random number as your tenant secret. Then calculate an SHA256 hash of the secret, and encrypt it with the public key from the certificate you generated.
3.
Once you have your tenant secret, upload it to Salesforce so that the Shield Platform Encryption key management machinery can use it to derive your org-specific data encryption key.
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
AND
Manage Certificates
Generate a BYOK-Compatible Certificate
Use Salesforce to generate a certificate to encrypt the tenant secret that we’ll use to derive your org-specific data encryption key. You can generate a self-signed or certificate-authority (CA) signed certificate.
To create a self-signed certificate:
1. In Setup, use the Quick Find box to go to the Platform Encryption page.
2. Click Upload Tenant Secret.
3. Click Create Self-Signed Certificate.
4. Enter a unique name for your certificate in the Label field. The Unique Name field to automatically assign a name based on what you entered in the Label field.
The Exportable Private Key, Use Platform Encryption, and Key Size settings are pre-selected.
This ensures that your self-signed certificate is compatible with Salesforce Shield Platform
Encryption.
Important: You can also create a BYOK-compatible self-signed certificate from the
Certificate and Key Management page. If you chose this option, you must 1) disable
Exportable Private Key, 2) specify a 4096-bit certificate size, and 3) enable Platform
Encryption.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
AND
Manage Certificates
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Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
5. When the Certificate and Key Detail page appears, click Download Certificate.
If you’re not sure whether a self-signed or CA-signed certificate is right for you, consult your organization’s security policy. See
Certificates and Keys in Salesforce Help for more about what each option implies.
To create a CA-signed certificate, follow the instructions in the Generate a Certificate Signed By a Certificate Authority topic in
Salesforce Help. Remember to manually change the Exportable Private Key, Key Size, and Platform Encryption settings to ensure that your certificate is BYOK-compatible.
SEE ALSO:
Generate a Certificate Signed by a Certificate Authority
Generate and Wrap Your Tenant Secret
Generate a random number as your tenant secret. Then calculate an SHA256 hash of the secret, and encrypt it with the public key from the certificate you generated.
1. Generate a 256-bit tenant secret using the method of your choice.
You can generate your tenant secret in one of two ways:
•
Use your own on-premise resources to generate a tenant secret programmatically, using an open source library such as Bouncy Castle or OpenSSL.
Tip:
We've provided a script on page 556 that may be useful as a guide to the process.
•
Use a key brokering partner that can generate, secure, and share access to your tenant secret.
2. Wrap your tenant secret with the public key from the BYOK-compatible certificate you generated.
Specify the OAEP padding scheme. Make sure the resulting encrypted tenant secret and hashed tenant secret files are encoded using base64.
3. Encode this encrypted tenant secret to base64.
4. Calculate an SHA-256 hash of the plaintext tenant secret.
5. Encode the SHA-256 hash of the plaintext tenant secret to base64.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
AND
Manage Certificates
546
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Upload Your Tenant Secret
Once you have your tenant secret, upload it to Salesforce so that the Shield Platform Encryption key management machinery can use it to derive your org-specific data encryption key.
1. In Setup, use the Quick Find box to go to the Platform Encryption setup page.
2. Click Upload Tenant Secret.
3. In the Upload Tenant Secret section, attach both the encrypted tenant secret and the hashed plaintext tenant secret. Click Upload.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
This tenant secret automatically becomes the active tenant secret.
Note: The tenant secret whose certificate has the latest expiration date automatically becomes the active tenant secret.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
AND
Manage Certificates
Your tenant secret is now ready to be used for key derivation. From here on, the Salesforce key derivation server will use the tenant secret you generated to derive the org-specific key that the app server will use to encrypt and decrypt your users’ data.
4. Export your tenant secret and back it up as prescribed in your organization’s security policy.
You’ll have to reimport the secret if you need to restore it. The exported secret is different from the key you uploaded. It is encrypted with a different key and has additional metadata embedded in it. See Back Up Your Tenant Secret in the Salesforce Help.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
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Encryption
Rotate Your Encryption Tenant Secrets
You control the life cycle of your data encryption keys by controlling the life cycle of your tenant secrets. It’s recommended to regularly generate a new tenant secret and archive the previously active one.
Consult your organization’s security policies to decide how often to rotate your tenant secrets. You can rotate a tenant secret once every 24 hours in production orgs and every 4 hours in sandbox environments.
The key derivation function uses a master secret, which is rotated with each major Salesforce release.
Master secret rotation doesn’t impact your encryption keys or your encrypted data until you rotate your tenant secret.
1. From Setup, enter
Platform Encryption
in the Quick Find box, then click Platform
Encryption.
2. From the Choose Tenant Secret Type dropdown, choose a data type.
3. Check the status of the data type’s tenant secrets. Existing tenant secrets are listed as active, archived, or destroyed.
ACTIVE
Can be used to encrypt and decrypt new or existing data.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
ARCHIVED
Can’t encrypt new data. Can be used to decrypt data previously encrypted with this key when it was active.
To manage tenant secrets:
•
Manage Encryption Keys
DESTROYED
Can’t encrypt or decrypt data. Data encrypted with this key when it was active can no longer be decrypted. Files and attachments encrypted with this key can no longer be downloaded.
4. Click Generate New Tenant Secret or Upload Tenant Secret. If uploading a customer-supplied tenant secret, upload your encrypted tenant secret and tenant secret hash.
5. If you want to re-encrypt field values with a newly generated tenant secret, contact Salesforce support.
To update your data, export the objects via the API or run a report that includes the record ID. These actions trigger the encryption service to encrypt the existing data again using the newest key.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
API Guide: TenantSecret
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Back Up Your Tenant Secret
Your tenant secret is unique to your organization and to the specific data to which it applies.
Salesforce recommends that you export your secret to ensure continued data access in cases where you need to gain access to the related data again.
1. In Setup, use the
Quick Find
box to find the Platform Encryption setup page.
2. In the table that lists your keys, find the tenant secret you want and click Export.
3. Confirm your choice in the warning box, then save your exported file.
The file name is tenant-secret-org-<organization ID>-ver-<tenant secret version numer>.txt
. For example, tenant-secret-org-00DD00000007eTR-ver-1.txt
.
4. Note the specific version you’re exporting, and give the exported file a meaningful name. Store the file in a safe location in case you need to import it back into your organization.
Note: Your exported tenant secret is itself encrypted.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
5. To import your tenant secret again, click Import > Choose File and select your file. Make sure you’re importing the correct version of the tenant secret.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
SEE ALSO:
API Guide: TenantSecret
Destroy A Tenant Secret
Only destroy tenant secrets in extreme cases where access to related data is no longer needed.
Your tenant secret is unique to your organization and to the specific data to which it applies. Once you destroy a tenant secret, related data is not accessible unless you previously exported the key and then import the key back into Salesforce.
You are solely responsible for making sure your data and tenant secrets are backed up and stored in a safe place. Salesforce can’t help you with deleted, destroyed, or misplaced tenant secrets.
1. In Setup, use the
Quick Find
box to find the Platform Encryption setup page.
2. In the table that lists your tenant secrets, go to the row that contains the one you want to destroy and click Destroy.
3. A warning box appears. Type in the text as shown and select the checkbox acknowledging that you’re destroying a tenant secret, then click Destroy.
File previews and content that was already cached in the user’s browser may still be visible in cleartext after you destroy the key that encrypted that content, until the user logs in again.
If you create a sandbox organization from your production organization and then destroy the tenant secret in your sandbox organization, the tenant secret still exists in the production organization.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To manage tenant secrets:
•
Manage Encryption Keys
549
Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
API Guide: TenantSecret
Turn Shield Platform Encryption Off
At some point, you may need to disable Shield Platform Encryption for fields, files, or both. You can turn field encryption on or off individually, but file encryption is all or nothing.
When you turn off Shield Platform Encryption, encrypted data is not mass-decrypted and any functionality that is affected by encryption is not restored. Contact Salesforce after disabling Platform
Encryption for help finalizing your changes.
1. From Setup, use the
Quick Find
box to find Platform Encryption.
2. Click Encrypt Fields, then click Edit.
3. Deselect the fields you want to stop encrypting, then click Save.
Users can see data in these fields.
4. To disable encryption for files, deselect Encrypt Files and Attachments and click Save.
The limitations and special behaviors that apply to encrypted fields persist after encryption is disabled. Any previously encrypted files and attachments may remain encrypted at rest.
Encrypted fields remain accessible after you disable encryption, as long as the key used to encrypt them has not been destroyed.
SEE ALSO:
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
USER PERMISSIONS
To view setup:
•
View Setup and
Configuration
To disable encryption:
•
Customize Application
How Shield Platform Encryption Works
Shield Platform Encryption relies on a unique tenant secret that you control and a master secret that's maintained by Salesforce. We combine these secrets to create your unique data encryption key. We use that key to encrypt data that your users put into Salesforce, and to decrypt data when your authorized users need it.
Encrypting files, fields, and attachments has no effect on your organization’s storage limits.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
IN THIS SECTION:
Shield Platform Encryption allows you to encrypt a wide variety of standard fields and custom fields. You can also encrypt files and attachments stored in Salesforce, as well as Salesforce search indexes.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
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Set Up and Maintain Your Salesforce Organization Strengthen Your Data's Security with Shield Platform
Encryption
Can I Bring My Own Encryption Key?
Yes. You can generate and store your tenant secret outside of Salesforce using your own crypto libraries, enterprise key management system, or hardware security module (HSM). You then grant the Salesforce Shield Platform Encryption key management machinery access to those keys. You can choose to encrypt your keys with a public key from a self-signed or CA-signed certificate.
Which User Permissions Does Shield Platform Encryption Require?
Assign permissions to your users according to their roles regarding encryption and key management. Some users need permission to select data for encryption, while other users require combinations of permissions to work with certificates or tenant secrets. You can enable these permissions for user profiles just like you would any other user permission.
Why Isn’t All of My Encrypted Data Masked?
Shield Platform Encryption uses masking only in specific circumstances. Specifically, masked characters are used to help you troubleshoot encryption key issues. If the encryption service isn’t available, data in specific encrypted fields are also masked. If you have data that you don’t want users to see, revisit those users’ field-level security settings, record access settings, and object permissions.
Behind the Scenes: The Shield Platform Encryption Process
When users submit data, the application server looks for the org-specific data encryption key in its cache. If it isn’t there, the application server gets the encrypted tenant secret from the database and asks the key derivation server to derive the key. The encryption service then encrypts the data on the application server.
Behind the Scenes: The Search Index Encryption Process
The Salesforce search engine is built on the open-source enterprise search platform software Apache Solr. The search index, which stores tokens of record data with links back to the original records stored in the database, is housed within Solr. Partitions divide the search index into segments to allow Salesforce to scale operations. Apache Lucene is used for its core library.
How Do I Deploy Shield Platform Encryption?
When you deploy Shield Platform Encryption to your organization with a tool such as Force.com IDE, Migration Tool, or Workbench, the Encrypted field attribute persists. However, if you deploy to organizations with different encryption settings, the effect depends on whether Shield Platform Encryption is enabled in the target organization.
How Does Shield Platform Encryption Work In a Sandbox?
Refreshing a sandbox from a production organization creates an exact copy of the production organization. If Shield Platform
Encryption is enabled on the production organization, all encryption settings are copied, including tenant secrets created in production.
Shield Platform Encryption Terminology
Encryption has its own specialized vocabulary. To get the most out of your Shield Platform Encryption features, it’s a good idea to familiarize yourself with the key terms, such as hardware security module, key rotation, and master secret.
What’s the Difference Between Classic Encryption and Shield Platform Encryption?
With Shield Platform Encryption, you can encrypt a variety of widely used standard fields, along with some custom fields and many kinds of files. Shield Platform Encryption also supports person accounts, cases, search, approval processes, and other key Salesforce features. Classic encryption lets you protect only a special type of custom text field, which you create for that purpose.
SEE ALSO:
https://resources.docs.salesforce.com/202/latest/en-us/sfdc/pdf/salesforce_platform_encryption_implementation_guide.pdf
What Gets Encrypted?
Shield Platform Encryption allows you to encrypt a wide variety of standard fields and custom fields. You can also encrypt files and attachments stored in Salesforce, as well as Salesforce search indexes.
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Encryption
IN THIS SECTION:
Which Standard Fields Can Be Encrypted?
You can encrypt certain fields on standard objects, on custom objects, and in Chatter. With some exceptions, encrypted fields work normally throughout the Salesforce user interface, business processes, and APIs.
Which Custom Fields Can Be Encrypted?
You can encrypt the contents of fields that belong to one these custom field types, on either standard or custom objects.
When you enable Shield Platform Encryption for files and attachments, all files and attachments that can be encrypted are encrypted.
The body of each file or attachment is encrypted when it’s uploaded.
Which Standard Fields Can Be Encrypted?
You can encrypt certain fields on standard objects, on custom objects, and in Chatter. With some exceptions, encrypted fields work normally throughout the Salesforce user interface, business processes, and APIs.
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may
on page 298, record access settings, and object permissions on page 301.
When you encrypt a field, existing values aren't encrypted immediately. Values are encrypted only after they are touched. Contact
Salesforce for help encrypting existing data.
Encrypted Standard Fields
You can encrypt the contents of these standard field types on the Account, Contact, Case, Case Comment, and Lead objects.
Accounts (Business)
•
Account Name
•
Billing
•
Description
•
Fax
•
Website
•
Phone
•
Shipping
(encrypts
Street
and
City
)
•
Site
Person Accounts
•
Name
(Encrypts
First Name
,
Middle Name
, and
Last Name
)
•
Mailing City
Contacts
•
Assistant
•
Description
•
•
Fax
•
Home Phone
•
Mailing Address
(Encrypts
Mailing Street
and
Mailing City
)
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Encryption
•
Mobile
•
Name
(Encrypts
First Name
,
Middle Name
, and
Last Name
)
•
Other Address (encrypts Street and City)
•
Other Phone
•
Phone
•
Title
Cases
•
Subject
•
Description
Case Comments
•
Body
(including Internal Comments)
Leads (Beta)
•
Address
(Encrypts
Street
and
City
)
•
Company
•
Description
•
•
Fax
•
Mobile Phone
•
Name
(Encrypts
First Name
,
Middle Name
, and
Last Name
)
•
Phone
•
Other Phone
•
Title
•
Website
Chatter feed
•
Feed Comment—Body
•
Feed Item—Body
•
Feed Item—Title
•
Feed Revision—Value
These Chatter fields include feed posts, questions and answers, link names, comments, and poll questions. They don’t encrypt poll choices.
The revision history of encrypted Chatter fields is also encrypted. If you edit or update an encrypted Chatter field, the old information remains encrypted.
Note: Enabling Encryption for Chatter encrypts all eligible Chatter fields. You can’t choose to encrypt only certain Chatter fields.
Which Custom Fields Can Be Encrypted?
You can encrypt the contents of fields that belong to one these custom field types, on either standard or custom objects.
•
•
Phone
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Encryption
•
Text
•
Text Area
•
Text Area (Long)
•
URL
•
Date
•
Date/Time
After a custom field is encrypted, you can’t change the field type. For custom phone and email fields, you also can’t change the field format.
Important:
When you encrypt the Name field, enhanced lookups are automatically enabled. Enhanced lookups improve the user’s experience by searching only through records that have been looked up recently, and not all existing records. Switching to enhanced lookups is a one-way change. You can’t go back to standard lookups, even if you disable encryption.
You can’t use Schema Builder to create an encrypted custom field.
Some custom fields can’t be encrypted:
•
Fields that have the
Unique
or
External ID
attributes or include these attributes on previously encrypted custom fields
•
Fields on external data objects
•
Fields that are used in an account contact relation
On a custom object, the standard Name field can't be encrypted.
Which Files Are Encrypted?
When you enable Shield Platform Encryption for files and attachments, all files and attachments that can be encrypted are encrypted. The body of each file or attachment is encrypted when it’s uploaded.
These kinds of files are encrypted when you enable file encryption:
•
Files attached to email
•
Files attached to feeds
•
Files attached to records
•
Images included in Rich Text Area fields
•
Files on the Content, Libraries, and Files tabs (Salesforce Files, including file previews, and
Salesforce CRM Content files)
•
Files managed with Salesforce Files Sync and stored in Salesforce
•
Files attached to Chatter posts, comments, and the sidebar
•
Notes body text using the new Notes tool
•
Files attached to Knowledge articles
•
Quote PDFs
EDITIONS
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
SEE ALSO:
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Encryption
Can I Bring My Own Encryption Key?
Yes. You can generate and store your tenant secret outside of Salesforce using your own crypto libraries, enterprise key management system, or hardware security module (HSM). You then grant the Salesforce Shield Platform Encryption key management machinery access to those keys. You can choose to encrypt your keys with a public key from a self-signed or CA-signed certificate.
To work with our key management machinery, your tenant secret needs to meet these specifications:
•
256-bit size
•
Encrypted with a public RSA key that is extracted from the downloaded BYOK certificate, then padded using OAEP padding
•
Once it’s encrypted, it must be encoded in standard base64
To work with encryption keys, you'll need the “Manage Encryption Keys” permission. To generate
BYOK-compatible certificates, you’ll need the “Customize Application” permission.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
IN THIS SECTION:
Bring Your Own Key (BYOK) gives you an extra layer of protection in the event of unauthorized access to critical data. It may also help you meet the regulatory requirements that come with handling financial data, such as credit card numbers; health data, such as patient care records or insurance information; or other kinds of private data, such as social security numbers, addresses, and phone numbers. Once you’ve set up your key, you can use Shield Platform Encryption as you normally would to encrypt data at rest in your
Salesforce org.
When you create and store your own key material outside of Salesforce, it’s important that you safeguard those tenant secrets. Make sure that you have a trustworthy place to archive your tenant secret; never save a tenant secret on a hard drive without a backup.
Sample Script for Generating a BYOK Tenant Secret
We’ve provided a helper script that may be handy for preparing your tenant secret for installation. It generates a random number as your tenant secret, calculates a SHA256 hash of the secret, and uses the public key from the certificate to encrypt the secret.
Troubleshooting Bring Your Own Key
One or more of these frequently asked questions may help you troubleshoot any problems that arise.
Why Bring Your Own Key?
Bring Your Own Key (BYOK) gives you an extra layer of protection in the event of unauthorized access to critical data. It may also help you meet the regulatory requirements that come with handling financial data, such as credit card numbers; health data, such as patient care records or insurance information; or other kinds of private data, such as social security numbers, addresses, and phone numbers. Once you’ve set up your key, you can use Shield Platform Encryption as you normally would to encrypt data at rest in your Salesforce org.
Shield Platform Encryption enables Salesforce administrators to manage the lifecycle of their data encryption keys while protecting these keys from unauthorized access. By controlling the lifecycle of your organization’s tenant secrets, you control the lifecycle of the data encryption keys derived from them.
Data encryption keys aren’t stored in Salesforce. Instead, they’re derived on demand whenever a key is needed to encrypt or decrypt customer data, using a master secret and a tenant secret. The
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
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Encryption master secret is generated once per release for everyone by a hardware security module (HSM). The tenant secret is unique to your organization, and you control when it is generated, activated, and retired.
You can generate your tenant secrets in two ways:
•
Use the Salesforce hardware security module (HSM) key management infrastructure to have your org-specific tenant secret generated for you.
•
Use the infrastructure of your choice, such as an on-premise HSM, to generate and manage your tenant secret. This option is popularly known as “Bring Your Own Key,” although the element you’re really bringing is the tenant secret from which the key is derived.
Take Good Care of Your Keys
When you create and store your own key material outside of Salesforce, it’s important that you safeguard those tenant secrets. Make sure that you have a trustworthy place to archive your tenant secret; never save a tenant secret on a hard drive without a backup.
Back up all imported tenant secrets after you upload them to Salesforce to ensure that you have copies of your active tenant secrets. See Back Up Your Tenant Secret in the Salesforce Help.
Review your company policy on key rotation. You can rotate and update your keys on your own schedule. See Rotate Your Encryption Keys .
Important:
If you accidentally destroy a tenant secret that isn't backed up, Salesforce won’t be able to help you retrieve it.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Sample Script for Generating a BYOK Tenant Secret
We’ve provided a helper script that may be handy for preparing your tenant secret for installation.
It generates a random number as your tenant secret, calculates a SHA256 hash of the secret, and uses the public key from the certificate to encrypt the secret.
1. Download the script from the Salesforce Knowledge Base . Save it in the same directory as the certificate.
2. Run the script specifying the certificate name, like this:
./secretgen.sh
my_certificate.crt
Replace this certificate name with the actual filename of the certificate you downloaded.
Tip: If needed, use chmod +w secretgen.sh
to make sure you have write permission to the file and use chmod 775
to make it executable.
3. The script generates a number of files. Look for the two files that end with the .b64 suffix.
The files ending in .b64 are your base 64-encoded encrypted tenant secret and base 64-encoded hash of the plaintext tenant secret. You’ll need both of these files for the next step.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
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Encryption
Troubleshooting Bring Your Own Key
One or more of these frequently asked questions may help you troubleshoot any problems that arise.
EDITIONS
I’m trying to use the script you provide, but it won’t run.
Make sure that you are running the right script for your operating system. If you are working on a Windows machine, you can install a Linux emulator and use the Linux script. These issues can also prevent the script from running:
•
You don’t have write permission in the folder you’re trying to run the script from. Try running the script from a folder that you have write permission for.
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
•
The certificate that the script references is missing. Make sure you’ve properly generated the certificate.
•
The certificate is missing or is not being referenced by the correct name. Make sure you’ve entered the correct file name for your certificate in the script.
Available in both Salesforce
Classic and Lightning
Experience.
I want to use the script you provide, but I also want to use my own random number generator.
The script we provide uses a random number generator to create a random value that is then used as your tenant secret. If you would like to use a different generator, replace head -c 32 /dev/urandom | tr '\n'
=
(or, in the Mac version, head -c 32 /dev/urandom > $PLAINTEXT_SECRET
) with a command that generates a random number using your preferred generator.
What if I want to use my own hashing process to hash my tenant secret?
No problem. Just make sure that the end result meets these requirements:
•
Uses an SHA-256 algorithm.
•
Results in a base64 encoded hashed tenant secret.
•
Generates the hash of the random number BEFORE encrypting it.
If any of these three criteria aren’t met, you won’t be able to upload your tenant secret.
How should I encrypt my tenant secret before I upload it to Salesforce?
If you’re using the script provided, the encryption process is taken care of. If you do not use the script, specify the OAEP padding scheme when you encrypt your tenant secret. Make sure the resulting encrypted tenant secret and hashed tenant secret files are encoded using base64. If either of these criteria are not met, you won’t be able to upload your tenant secret.
If you choose to not use the script provided, follow the instructions in the Generate And Wrap Your Tenant Secret Help topic.
I can’t upload my Encrypted tenant secret and Hashed tenant secret.
A handful of errors can prevent your files from uploading. Use the chart to make that sure your tenant secrets and certificates are in order.
Possible cause Solution
Your files were generated with an expired certificate.
Check the date on your certificate. If it has expired, you can renew your certificate or use another one.
Your certificate is not active, or is not a valid Bring Your Own Key certificate.
Ensure that your certificate settings are compatible with the Bring Your Own Key feature. Under the Certificate and Key Edit section of the Certificates page, select a 4096-bit certificate size, disable Exportable Private Key, and enable Platform Encryption.
You haven’t attached both the encrypted tenant secret and the hashed tenant secret.
Make sure that you attach both the encrypted tenant secret and hashed tenant secret. Both of these files should have a .b64 suffix.
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Encryption
Possible cause
Your tenant secret or hashed tenant secret wasn’t generated properly.
Solution
Several problems can cause this error. Usually, the tenant secret or hashed tenant secret wasn't generated using the correct SSL parameters. If you are using OpenSSL, you can refer to the script for an example of the correct parameters you should use to generate and hash your tenant secret. If you are using a library other than OpenSSL, check that library's support page for help finding the correct parameters to both generate and hash your tenant secret.
Still stuck? Contact your Salesforce account executive. They'll put you in touch with someone at Salesforce who can help.
I’m still having problems with my key. Who should I talk to?
If you still have questions, contact your account executive. They’ll put you in touch with a support team specific to this feature.
Which User Permissions Does Shield Platform Encryption Require?
Assign permissions to your users according to their roles regarding encryption and key management.
Some users need permission to select data for encryption, while other users require combinations of permissions to work with certificates or tenant secrets. You can enable these permissions for user profiles just like you would any other user permission.
Manage
Encryption
Keys
Customize
Application
View
Setup and
Configuration
Manage
Certificates
View Platform Encryption Setup page
Edit Platform Encryption setup Page, excluding tenant secret and certificate management
Generate, destroy, export, and import tenant secrets
Query TenantSecret object via the API
Edit, upload, and download
HSM-protected certificates with the
Shield Platform Encryption Bring Your
Own Key service
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
The Customize Application and Manage Certificates permissions are automatically enabled for users with the System Administrator profile.
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may
on page 298, record access settings, and object permissions on page 301.
558
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Encryption
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
Why Isn’t All of My Encrypted Data Masked?
Shield Platform Encryption uses masking only in specific circumstances. Specifically, masked characters are used to help you troubleshoot encryption key issues. If the encryption service isn’t available, data in specific encrypted fields are also masked. If you have data that you don’t want users to see, revisit those users’ field-level security settings, record access settings, and object permissions.
Encryption prevents outsiders from using your Salesforce data even if they manage to get it. It is not a way to hide data from authenticated users. User permissions are the only way to control data visibility for authenticated users. Encryption at rest is about logins, not permissions.
With Shield Platform Encryption, if a user is authorized to see a given set of data, that user sees that data whether it’s encrypted or not.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
•
Authentication means that making sure only legitimate users can get into your system. For example, a company’s Salesforce org is only for use by active employees of that company.
Anyone who is not an employee is not authenticated; that is, they are barred from logging in.
If they do somehow get their hands on the data, it’s useless to them because it is encrypted.
Available in both Salesforce
Classic and Lightning
Experience.
•
Authorization defines which data or features an authenticated user can use. For example, a sales associate can see and use data in the Leads object, but can’t see the regional forecasts, which are intended for sales managers.
Both the associate and the manager are properly logged in (authenticated), but their permissions (authorization) are different. That the data is encrypted doesn’t make any difference to them.
In general, data can be masked but not encrypted, or encrypted but not masked. For example, regulators often require that only the last four digits of a credit card number be visible to users. Applications typically mask the rest of the number, meaning they replace the digits with asterisks on the user’s screen. Without encryption, you can still read the digits that are masked if you can get to the database where they are stored.
Masking might not be enough for your credit card numbers. You may or may not want to encrypt them in the database as well. (You probably should.) If you do, authenticated users will still see the same masked values.
In this way, masking and encryption are different solutions for different problems. You mask data to hide it from users who are authenticated but not authorized to see that data. You encrypt data to prevent someone from stealing the data. (Or, more precisely, to make the data useless if someone does steal it.)
The following table shows the fields that use masking. All others don’t.
Field Type
Email, Phone, Text, Text Area,
Text Area (Long), URL
Mask
?????
What It Means
This field is encrypted, and the encryption key has been destroyed.
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Field Type
Custom Date
Custom Date/Time
Mask
!!!!!
08/08/1888
01/01/1777
08/08/1888 12:00 PM
01/01/1777 12:00 PM
Strengthen Your Data's Security with Shield Platform
Encryption
What It Means
This service is unavailable right now. For help accessing this service, contact Salesforce.
This field is encrypted, and the encryption key has been destroyed.
This service is unavailable right now. For help accessing this service, contact Salesforce.
This field is encrypted, and the encryption key has been destroyed.
This service is unavailable right now. For help accessing this service, contact Salesforce.
You can’t enter these masking characters into an encrypted field. For example, if a Date field is encrypted and you enter 07/07/1777, you must enter a different value before it can be saved.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
Behind the Scenes: The Shield Platform Encryption Process
When users submit data, the application server looks for the org-specific data encryption key in its cache. If it isn’t there, the application server gets the encrypted tenant secret from the database and asks the key derivation server to derive the key. The encryption service then encrypts the data on the application server.
Salesforce securely generates the master and tenant secrets by using Hardware Security Modules
(HSMs). The unique key is derived by using PBKDF2, a Key Derivation Function (KDF), with the master and tenant secrets as inputs.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
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Encryption
Shield Platform Encryption Process Flow
1. When a Salesforce user saves encrypted data, the runtime engine determines from metadata whether to encrypt the field, file, or attachment before storing it in the database.
2. If so, the encryption service checks for the matching data encryption key in cached memory.
3. The encryption service determines whether the key exists.
a. If so, the encryption service retrieves the key.
b. If not, the service sends a derivation request to a key derivation server and returns it to the encryption service running on the
Salesforce Platform.
4. After retrieving or deriving the key, the encryption service generates a random initialization vector (IV) and encrypts the data using
256-bit AES encryption.
5. The ciphertext is saved in the database or file storage. The IV and corresponding ID of the tenant secret used to derive the data encryption key are saved in the database.
Salesforce generates a new master secret at the start of each release.
SEE ALSO:
Shield Platform Encryption Terminology
Salesforce Platform Encryption Architecture
Video: Shield Platform Encryption (Lightning Experience)
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Encryption
Behind the Scenes: The Search Index Encryption Process
The Salesforce search engine is built on the open-source enterprise search platform software Apache
Solr. The search index, which stores tokens of record data with links back to the original records stored in the database, is housed within Solr. Partitions divide the search index into segments to allow Salesforce to scale operations. Apache Lucene is used for its core library.
Note: Open a support ticket to enable Search Index Encryption.
Leveraging Shield Platform Encryption’s HSM-based key derivation architecture, metadata, and configurations, Search Index Encryption runs when Shield Platform Encryption is in use. The solution applies strong encryption on an org-specific search index (.fdt, .tim, and .tip file types) using an org-specific AES-256 bit encryption key. The search index is encrypted at the search index segment level, and all search index operations require index blocks to be encrypted in memory.
There aren’t any changes in Setup or changes to the user interface, so the added protection is seamless and determined by the organization’s encryption policy.
The only way to access the search index or the key cache is through programmatic APIs.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Before the search index files are encrypted, a Salesforce security administrator must enable Search
Index Encryption. Admins then set up their encryption policy to determine which data elements need to be embedded with encryption.
Admins configure Shield Platform Encryption by selecting fields and files to encrypt. An org-specific HSM-derived key specifically for search index encryption is derived on-demand from the tenant secret. The key material is passed to the search engine’s cache on a secure channel.
The process when a user creates or edits records:
1. The core application determines if the search index segment should be encrypted or not based on metadata.
2. If the search index segment should be encrypted, the encryption service checks for the matching search encryption key ID in the cached memory.
3. The encryption service determines if the key exists in the cache.
a. If the key exists in the cache, the encryption service uses the key for encryption.
b. Otherwise, the service sends a request to the core application, which in turn sends an authenticated derivation request to a key derivation server and returns the key to the core application server.
4. After retrieving the key, the encryption service generates a random initialization vector (IV) and encrypts the data using NSS or JCE’s
AES-256 implementation.
5. The key ID (identifier of the key being used to encrypt the index segment) and IV are saved in the search index.
The process is similar when a user searches for encrypted data:
1. When a user searches for a term, the term is passed to the search index, along with which Salesforce objects to search.
2. When the search index executes the search, the encryption service opens the relevant segment of the search index in memory and reads the key ID and IV.
3. Steps 3 through 5 of the process when a user creates or edits records are repeated.
4. The search index processes the search and returns the results to the user seamlessly.
If Salesforce admins disable encryption on a field, all index segments that were encrypted are unencrypted and the key ID is set to null.
This process can take up to seven days.
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Encryption
How Do I Deploy Shield Platform Encryption?
When you deploy Shield Platform Encryption to your organization with a tool such as Force.com
IDE, Migration Tool, or Workbench, the Encrypted field attribute persists. However, if you deploy to organizations with different encryption settings, the effect depends on whether Shield Platform
Encryption is enabled in the target organization.
You can use change sets to deploy Shield Platform Encryption to custom fields. Regardless of how you deploy, Salesforce automatically checks to see if the implementation violates Shield Platform
Encryption guidelines.
Source Organization
Shield Platform Encryption enabled
Shield Platform Encryption enabled
Target Organization
Shield Platform Encryption enabled
Result
The source Encrypted field attribute indicates enablement
Shield Platform Encryption not enabled
The Encrypted field attribute is ignored
Shield Platform Encryption not enabled
Shield Platform Encryption enabled
The target Encrypted field attribute indicates enablement
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
How Does Shield Platform Encryption Work In a Sandbox?
Refreshing a sandbox from a production organization creates an exact copy of the production organization. If Shield Platform Encryption is enabled on the production organization, all encryption settings are copied, including tenant secrets created in production.
Once a sandbox is refreshed, tenant secret changes are confined to your current organization. This means that when you rotate or destroy a tenant secret on sandbox, it doesn’t affect the production organization.
As a best practice, rotate tenant secrets on sandboxes after a refresh. Rotation ensures that production and sandbox use different tenant secrets. Destroying tenant secrets on a sandbox renders encrypted data unusable in cases of partial or full copies.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
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Encryption
Shield Platform Encryption Terminology
Encryption has its own specialized vocabulary. To get the most out of your Shield Platform Encryption features, it’s a good idea to familiarize yourself with the key terms, such as hardware security module, key rotation, and master secret.
EDITIONS
Data Encryption
The process of applying a cryptographic function to data that results in ciphertext. The platform encryption process uses symmetric key encryption and a 256-bit Advanced Encryption Standard
(AES) algorithm using CBC mode, PKCS5 padding, and a randomized, 128-bit initialization vector
(IV) to encrypt field-level data and files stored on the Salesforce platform. Both data encryption and decryption occur on the application servers.
Data Encryption Keys
Shield Platform Encryption uses data encryption keys to encrypt and decrypt data. Data encryption keys are derived on a key derivation server using keying material split between a per-release master secret and an organization-specific tenant secret stored encrypted in the database as a part of your organization. The 256-bit derived keys exist in memory until evicted from the cache.
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Encrypted Data at Rest
Data that is encrypted when stored on disk. Salesforce supports encryption for fields stored in the database, documents stored in
Files, Content Libraries, and Attachments, and archived data.
Encryption Key Management
Refers to all aspects of key management, such as key creation, processes, and storage. Tenant secret management is performed by administrators or users who have the “Manage Encryption Keys” permission.
Hardware Security Module (HSM)
Used to provide cryptography processing as well as key management for authentication. Shield Platform Encryption uses HSMs to generate and store secret material and run the function that derives data encryption keys used by the encryption service to encrypt and decrypt data.
Initialization Vector (IV)
A random sequence used with a key to encrypt data.
Key Derivation Function (KDF)
Uses a pseudorandom number generator and input such as a password to derive keys. Shield Platform Encryption uses PBKDF2
(Password-based Key Derivation Function 2) with HMAC-SHA-256.
Key (Tenant Secret) Rotation
The process of generating a new tenant secret and archiving the previously active one. Active tenant secrets are used for both encryption and decryption. Archived ones are used only for decryption until all data has been re-encrypted using the new, active tenant secret.
Master HSM
The master HSM consists of a USB device used to generate secure, random secrets each Salesforce release. The master HSM is
“air-gapped” from Salesforce’s production network and stored securely in a bank safety deposit box.
Master Secret
Used in conjunction with the tenant secret and key derivation function to generate a derived data encryption key. The master secret is updated each release by Salesforce and encrypted using the per-release master wrapping key, which is in turn encrypted with the
Key Derivation Servers’ public key so it can be stored encrypted on the file system. Only HSMs can decrypt it. No Salesforce employees
have access to these keys in cleartext.
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Encryption
Master Wrapping Key
A symmetric key is derived and used as a master wrapping key, also known as a key wrapping key, encrypting all the per-release keys and secrets bundle.
Tenant Secret
An organization-specific secret used in conjunction with the master secret and key derivation function to generate a derived data encryption key. When an organization administrator rotates a key, a new tenant secret is generated. To access the tenant secret via the API, refer to the TenantSecret object. No Salesforce employees have access to these keys in cleartext.
SEE ALSO:
Behind the Scenes: The Shield Platform Encryption Process
Platform Encryption White Paper
What’s the Difference Between Classic Encryption and Shield Platform Encryption?
With Shield Platform Encryption, you can encrypt a variety of widely used standard fields, along with some custom fields and many kinds of files. Shield Platform Encryption also supports person accounts, cases, search, approval processes, and other key Salesforce features. Classic encryption lets you protect only a special type of custom text field, which you create for that purpose.
EDITIONS
Pricing
Encryption at Rest
Feature Classic Encryption
Included in base user license
Platform Encryption
Additional fee applies
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Native Solution (No Hardware or Software
Required)
Encryption Algorithm
Available in both Salesforce
Classic and Lightning
Experience.
128-bit Advanced
Encryption Standard
(AES)
256-bit Advanced
Encryption Standard
(AES)
HSM-based Key Derivation
Manage Encryption Keys Permission
Generate, Export, Import, and Destroy Keys
PCI-DSS L1 Compliance
Masking
Mask Types and Characters
View Encrypted Data Permission Required to Read Encrypted Field Values
Encrypted Standard Fields
Encrypted Attachments, Files, and Content
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Set Up and Maintain Your Salesforce Organization
Encrypted Custom Fields
Feature
Encrypt Existing Fields for Supported Custom Field Types
Search (UI, Partial Search, Lookups, Certain SOSL Queries)
API Access
Available in Workflow Rules and Workflow Field Updates
Available in Approval Process Entry Criteria and Approval Step
Criteria
Strengthen Your Data's Security with Shield Platform
Encryption
Platform Encryption Classic Encryption
Dedicated custom field type, limited to 175 characters
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may
on page 298, record access settings, and object permissions on page 301.
SEE ALSO:
Strengthen Your Data's Security with Shield Platform Encryption
Strengthen Your Data's Security with Shield Platform Encryption
Platform Encryption Best Practices
Take the time to identify the most likely threats to your organization. This will help you distinguish data that needs encryption from data that doesn’t, so that you can encrypt only what you need to.
Make sure that your tenant secret and keys are backed up, and be careful who you allow to manage your secrets and keys.
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may affect some users’ ability to work with encrypted data.
If you have data you don’t want specific users to see, revisit their field-level security settings
on page 298, record access settings, and object permissions
1. Define a threat model for your organization.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Walk through a formal threat modeling exercise to identify the threats that are most likely to affect your organization. Use your findings to create a data classification scheme, which can help you decide what data to encrypt.
Available in both Salesforce
Classic and Lightning
Experience.
2. Encrypt only where necessary.
•
Not all data is sensitive. Focus on information that requires encryption to meet your regulatory, security, compliance, and privacy requirements. Unnecessarily encrypting data impacts functionality and performance.
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Encryption
•
Evaluate your data classification scheme early and work with stakeholders in security, compliance, and business IT departments to define requirements. Balance business-critical functionality against security and risk measures and challenge your assumptions periodically.
3. Create a strategy early for backing up and archiving keys and data.
If your tenant secrets are destroyed, reimport them to access your data. You are solely responsible for making sure that your data and tenant secrets are backed up and stored in a safe place. Salesforce cannot help you with deleted, destroyed, or misplaced tenant secrets.
4. Read the Shield Platform Encryption considerations and understand their implications on your organization.
•
Evaluate the impact of the considerations on your business solution and implementation.
•
Test Shield Platform Encryption in a sandbox environment before deploying to a production environment.
•
Before enabling encryption, fix any violations that you uncover. For example, referencing encrypted fields in a SOQL WHERE clause triggers a violation. Similarly, if you reference encrypted fields in a SOQL ORDER BY clause, a violation occurs. In both cases, fix the violation by removing references to the encrypted fields.
5. Analyze and test AppExchange apps before deploying them.
•
If you use an app from the AppExchange, test how it interacts with encrypted data in your organization and evaluate whether its functionality is affected.
•
If an app interacts with encrypted data that's stored outside of Salesforce, investigate how and where data processing occurs and how information is protected.
•
If you suspect Shield Platform Encryption could affect the functionality of an app, ask the provider for help with evaluation. Also discuss any custom solutions that must be compatible with Shield Platform Encryption.
•
Apps on the AppExchange that are built exclusively using Force.com inherit Shield Platform Encryption capabilities and limitations.
6. Platform Encryption is not a user authentication or authorization tool. Use field-level security settings, page layout settings, and validation rules, not Platform Encryption, to control which users can see which data.
7. Grant the “Manage Encryption Keys” user permission to authorized users only.
Users with the “Manage Encryption Keys” permission can generate, export, import, and destroy organization-specific keys. Monitor the key management activities of these users regularly with the setup audit trail.
8. Mass-encrypt your existing data.
Existing field and file data is not automatically encrypted when you turn on Shield Platform Encryption. To encrypt existing field data, update the records associated with the field data. This action triggers encryption for these records so that your existing data is encrypted at rest. To encrypt existing files, contact Salesforce.
9. Don't use Currency and Number fields for sensitive data.
You can often keep private, sensitive, or regulated data safe without encrypting associated
Currency
or
Number
fields. Encrypting these fields could have broad functional consequences across the platform, such as disruptions to roll-up summary reports, report timeframes, and calculations, so they are not encryptable.
10. Communicate to your users about the impact of encryption.
Before you enable Shield Platform Encryption in a production environment, inform users about how it affects your business solution.
For example, share the information described in Shield Platform Encryption considerations, where it's relevant to your business processes.
11. Encrypt your data using the most current key.
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Encryption
When you generate a new tenant secret, any new data is encrypted using this key. However, existing sensitive data remains encrypted using previous keys. In this situation, Salesforce strongly recommends re-encrypting these fields using the latest key. Contact Salesforce for help with this.
SEE ALSO:
https://resources.docs.salesforce.com/202/latest/en-us/sfdc/pdf/salesforce_platform_encryption_implementation_guide.pdf
Tradeoffs and Limitations of Shield Platform Encryption
A security solution as powerful as Shield Platform Encryption doesn't come without some tradeoffs.
When your data is encrypted, some users may see limitations to some functionality, and a few features aren't available at all. Consider the impact on your users and your overall business solution as you design your encryption strategy.
IN THIS SECTION:
General Shield Platform Encryption Considerations
These considerations apply to all data that you encrypt using Shield Platform Encryption.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Which Salesforce Apps Don’t Support Shield Platform Encryption?
Some Salesforce features work as expected when you work with data that’s encrypted with
Shield Platform Encryption. Others don’t.
Shield Platform Encryption and the Lightning Experience
Shield Platform Encryption works the same way in the Lightning Experience as it does in
Salesforce Classic, with a few minor exceptions.
Available in both Salesforce
Classic and Lightning
Experience.
Field Limits with Shield Platform Encryption
Under certain conditions, encrypting a field can impose limits on the values that you store in that field. Before deciding to encrypt a field, make sure that you know these limits.
SEE ALSO:
Platform Encryption Implementation Guide
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Encryption
General Shield Platform Encryption Considerations
These considerations apply to all data that you encrypt using Shield Platform Encryption.
Note: Beginning with Spring ’17, Shield Platform Encryption no longer masks encrypted data in the presentation layer. This may affect some users’ ability to work with encrypted data.
If you have data you don’t want specific users to see, revisit their field-level security settings
on page 298, record access settings, and object permissions on page 301.
Leads
Lead and Case assignment rules, workflow rules, and validation rules work normally when Lead fields are encrypted. However, matching and de-duplication of records during lead import doesn’t work, and Einstein lead scoring is not available.
Apex Lead Conversion works normally, but PL-SQL-based lead conversion is not supported.
In the Lightning Email Composer, the To: field is not autopopulated when the Name or Email field is encrypted.
Note:
This beta version of encryption support in Leads is production quality but has known limitations.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Flows and Processes (Beta)
Important:
If your data is masked, flows and processes don’t work correctly. In Salesforce orgs created before Spring ’17, assign users who interact with flows or processes the View Encrypted Data permission. To avoid unexpected behavior, activate the Turn
Off Masking for Encrypted Data critical update.
You can reference encrypted fields in most places in your flows and processes. However, you can’t reference encrypted fields in these filtering or sorting contexts.
Tool
Process Builder
Cloud Flow Designer
Filtering Availability
Update Records action
Dynamic Record Choice resource
Fast Lookup element
Record Delete element
Record Lookup element
Record Update element
Sorting Availability
n/a
Dynamic Record Choice resource
Fast Lookup element
Record Lookup element
You can store the value from an encrypted field in a variable and operate on that value in your flow’s logic. You can also update the value for an encrypted field.
Paused flow interviews can result in data being saved in an unencrypted state. When a flow or process is waiting to resume, the associated flow interview is serialized and saved to the database. The flow interview is serialized and saved when:
•
Users pause a flow
•
Flows execute a Wait element
•
Processes are waiting to execute scheduled actions
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Encryption
If the flow or process loads encrypted fields into a variable during these processes, that data might not be encrypted at rest.
Custom Fields
You can’t use encrypted custom fields in criteria-based sharing rules.
Some custom fields can’t be encrypted.
•
Fields that have the
Unique
or
External ID
attributes or include these attributes on previously encrypted custom fields
•
Fields on external data objects
•
Fields that are used in an account contact relation
You can’t use Schema Builder to create an encrypted custom field.
SOQL/SOSL
•
Encrypted fields can’t be used with the following SOQL and SOSL clauses and functions:
–
Aggregate functions such as MAX(), MIN(), and COUNT_DISTINCT()
–
WHERE clause
–
GROUP BY clause
–
ORDER BY clause
Tip: Consider whether you can replace a WHERE clause in a SOQL query with a FIND query in SOSL.
•
When you query encrypted data, invalid strings return an
INVALID_FIELD
error instead of the expected
MALFORMED_QUERY
.
Lightning Sync
With Shield Platform Encryption enabled, Lightning Sync syncs between users’ email and calendar application and Salesforce only if the user has the "View Encrypted Data" permission.
Lightning for Outlook
With Shield Platform Encryption enabled, Lightning for Outlook users who don’t have the "View Encrypted Data" permission see masked values in Outlook for fields that are encrypted.
Salesforce for Outlook
With Shield Platform Encryption enabled, Salesforce for Outlook syncs between Microsoft Outlook and Salesforce only if the user has the "View Encrypted Data" permission.
Portals
If a portal is enabled in your organization, you can’t encrypt standard fields. Deactivate all customer portals and partner portals to enable encryption on standard fields. (Communities are supported.)
Search
If you encrypt fields with a key and then destroy the key, the corresponding search terms remain in the search index. However, you can’t decrypt the data associated with the destroyed key.
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Encryption
Accounts, Person Accounts, and Contacts
When Person Accounts are turned on, encrypting any of the following Account fields encrypts the equivalent Contact fields, and vice versa.
•
Name
•
Description
•
Phone
•
Fax
When you encrypt any of the following Account or Contact fields, the equivalent fields in Person Accounts are also encrypted.
•
Name
•
Description
•
Mailing Address
•
Phone
•
Fax
•
Mobile
•
Home Phone
•
Other Phone
•
When the Account Name or Contact Name field is encrypted, searching for duplicate accounts or contacts to merge doesn’t return any results.
When you encrypt the First Name or Last Name field on a contact, that contact appears in the Calendar Inviter lookup only if you haven’t filtered by First Name or Last Name.
Salutation and Suffix field values in Contact records can appear masked to users without the “View Encrypted Data” permission, even if the field values aren’t encrypted.
•
When encrypted field values are included in email templates, they appear in plaintext to users with the “View Encrypted Data” permission. Otherwise, the running user’s permissions determine whether the recipient sees plaintext or masked data.
•
Users without the “View Encrypted Data” permission can’t send emails using Mass Email Contacts.
•
When the standard Email field is encrypted, email to Salesforce can’t receive inbound emails.
•
When the standard Email field is encrypted, the detail page for Contacts, Leads, or Person Accounts doesn’t flag invalid email addresses. If you need bounce processing to work as expected, don't encrypt the standard Email field.
Activities
Items in an Activity History related list may be displayed in plaintext even if the fields they refer to are encrypted.
Campaigns
Campaign member search isn’t supported when you search by encrypted fields.
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Encryption
Notes
You can encrypt the body text of Notes created with the new Notes tool. However, the Preview file and Notes created with the old Notes tool aren’t supported.
Field Audit Trail
Data in a previously archived Field Audit Trail isn’t encrypted when you turn on Platform Encryption. For example, say that your org uses
Field Audit Trail to define a data history retention policy for an account field, such as the phone number field. When you turn on encryption for that field, new phone number records are encrypted as they are created. Previous updates to the phone number field that are stored in the Account History related list are also encrypted. However, phone number history data that is already archived in the
FieldHistoryArchive
object is stored without encryption. If you need to encrypt previously archived data, contact Salesforce.
Page Layouts
If you preview a page layout as a profile without the “View Encrypted Data” permission, the preview’s sample data isn’t masked. The sample data may be blank or may appear in plaintext.
Communities
•
For community users with the "View Encrypted Data" permission, data encryption doesn’t change anything about the community experience. However, if you encrypt the Account Name field and you’re not using Person Accounts, encryption affects how users’ roles are displayed to admins. Normally, a community user’s role name is displayed as a combination of their account name and the name of their user profile. When you encrypt the Account Name field, the account ID is displayed instead of the account name.
For example, when the Account Name field is not encrypted, users belonging to the Acme account with the Customer User profile would have a role called
Acme Customer User
. When Account Name is encrypted (and Person Accounts aren’t in use), the role is displayed as something like
001D000000IRt53 Customer User
.
•
Custom fields encrypted with Classic Encryption are masked for Community users even if they have the "View Encrypted Data" permission.
REST API
You don’t get autosuggestions via the REST API when a field is encrypted.
Data Import
You can’t use the Data Import Wizard to perform matching using master-detail relationships or update records that contain encrypted fields. You can use it to add new records, however.
Reports, Dashboards, and List Views
•
Report charts and dashboard components that display encrypted field values may be cached unencrypted.
•
You can’t sort records in list views by fields that are encrypted.
Encryption for Chatter (Pilot)
When you embed a custom component in your Chatter feed using Rich Publisher Add-Ons (Pilot), the data related to those add-ons is encoded, but it isn’t encrypted with the Shield Platform Encryption service. Unencrypted data in Rich Publisher Add-Ons includes data stored in the Extension ID, Text Representation, Thumbnail URL, Title, Payload, and PayloadVersion fields.
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Encryption
General
•
Encrypted fields can’t be used in:
–
Criteria-based sharing rules
–
Similar opportunities searches
–
External lookup relationships
–
Skinny tables
–
Filter criteria for data management tools
–
Duplicate Management matching rules
•
Live Agent chat transcripts are not encrypted at rest.
•
Web-to-Case is supported, but the Web Company, Web Email, Web Name, and Web Phone fields are not encrypted at rest.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
Which Salesforce Apps Don’t Support Shield Platform Encryption?
Some Salesforce features work as expected when you work with data that’s encrypted with Shield
Platform Encryption. Others don’t.
These apps don’t support data encrypted with Shield Platform Encryption. However, you can enable
Shield Platform Encryption for other apps when these apps are in use.
•
Connect Offline
•
Commerce Cloud
•
Data.com
•
Heroku (but Heroku Connect does support encrypted data)
•
Marketing Cloud (but Marketing Cloud Connect does support encrypted data)
•
Pardot (but Pardot Connect supports encrypted contact email addresses if your Pardot org allows multiple prospects with the same email address)
•
Salesforce Mobile Classic
•
Salesforce IQ
•
Social Customer Service
•
Steelbrick
•
Thunder
•
Quip
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Legacy portals (customer, self-service, and partner) don’t support data encrypted with Shield Platform Encryption. If legacy portals are active, Shield Platform Encryption can’t be enabled.
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
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Encryption
Shield Platform Encryption and the Lightning Experience
Shield Platform Encryption works the same way in the Lightning Experience as it does in Salesforce
Classic, with a few minor exceptions.
Contacts and Leads
In Lightning, if either the Name or Email field is encrypted, Salesforce doesn’t suggest email recipients from contacts you've emailed before."
Notes
Note previews in Lightning are not encrypted.
File Encryption Icon
The icon that indicates that a file is encrypted doesn’t appear in Lightning.
Date Fields
Lightning shows 12/30/0001 as the dummy date for masking encrypted date values.
Custom Field Masking
When the encryption key is destroyed, the values of encrypted custom field values may appear in plaintext until the page is refreshed.
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Field Limits with Shield Platform Encryption
Under certain conditions, encrypting a field can impose limits on the values that you store in that field. Before deciding to encrypt a field, make sure that you know these limits.
Custom Fields
If you expect users to enter non-ASCII values, such as CJK-encoded data, we recommend creating validation rules to enforce these limits:
•
Email custom field type values that contain only non-ASCII characters are limited to 70 characters.
•
Phone custom field type values that contain only non-ASCII characters are limited to 22 characters.
Case Comment Object
The Body field on the Case Comment object has a limit of 4,000 ASCII characters (or 4,000 bytes).
However, when these fields are encrypted, the character limit is lower. How much lower depends on the kind of characters you enter.
•
ASCII—2959
•
Chinese, Japanese, Korean—1333
•
Other non-ASCII—1479
EDITIONS
Available as an add-on subscription in: Enterprise,
Performance, and
Unlimited Editions. Requires purchasing Salesforce
Shield. Available in
Developer Edition at no charge for orgs created in
Summer ’15 and later.
Available in both Salesforce
Classic and Lightning
Experience.
Contact Object
When Shield Platform Encryption is enabled for the Name field on the Contact object, the character limit is lower for some character types. This is true for both Business accounts and Person accounts. ASCII character limits are not affected.
•
First Name—22 non-ASCII characters
•
Middle Name—22 non-ASCII characters
•
Last Name—70 non-ASCII characters
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•
Mailing City—22 non_ASCII characters
Note:
This page is about Shield Platform Encryption, not Classic Encryption. What's the difference?
SEE ALSO:
Session Security
After logging in, a user establishes a session with the platform. Use session security to limit exposure to your network when a user leaves the computer unattended while still logged in. It also limits the risk of internal attacks, such as when one employee tries to use another employee’s session. Choose from several session settings to control session behavior.
You can control when an inactive user session expires. The default session timeout is two hours of inactivity. When the session timeout is reached, users are prompted with a dialog that allows them to log out or continue working. If they don’t respond to this prompt, they are logged out.
Note:
When users close a browser window or tab, they aren’t automatically logged off from their Salesforce session. Ensure that your users are aware of this behavior and that they end all sessions properly by selecting
Your Name
> Logout.
By default, Salesforce uses TLS (Transport Layer Security) and requires secure connections (HTTPS) for all communication. The
Require secure connections (HTTPS)
setting determines whether TLS (HTTPS) is required for access to Salesforce, apart from Force.com
sites, which can be accessed using HTTP. If you ask Salesforce to disable this setting and change the URL from https://
to http://
, you can still access the application. However, for added security, require all sessions to use TLS. For more information, see
on page 608.
You can restrict access to certain types of resources based on the level of security associated with the authentication (login) method for the user’s current session. By default, each login method has one of two security levels: Standard or High Assurance. You can change the session security level and define policies so specified resources are only available to users with a High Assurance level. For details, see
Session-level Security on page 612.
You can control whether your org stores user logins and whether they can appear from the Switcher with the settings
Enable caching and autocomplete on login page
,
Enable user switching
, and
Remember me until logout
.
IN THIS SECTION:
Modify Session Security Settings
You can modify session security settings to specify session connection type, timeout settings, and IP address ranges to protect against malicious attacks and more.
Set Trusted IP Ranges for Your Organization
Trusted IP Ranges define a list of IP addresses from which users can log in without receiving a login challenge for verification of their identity, such as a code sent to their mobile phone.
Monitor and protect your Salesforce org by reviewing active sessions and session details on the User Session Information page. You can create custom list views, view details about a user associated with a specific session, and easily end suspicious sessions. Salesforce admins can view all user sessions for an org; non-admins see only their own sessions.
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Set Up and Maintain Your Salesforce Organization Session Security
Learn about the session types in the User Session Information page to help you monitor and protect your organization.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
Modify Session Security Settings
You can modify session security settings to specify session connection type, timeout settings, and
IP address ranges to protect against malicious attacks and more.
1. From Setup, enter
Session Settings
in the Quick Find box, then select Session Settings.
2. Customize the session security settings.
Field
Timeout value
Description
Length of time after which the system logs out inactive users. For Portal users, the timeout is between 10 minutes and 24 hours even though you can only set it as low as 15 minutes. Select a value between 15 minutes and 24 hours. Choose a shorter timeout period if your org has sensitive information and you want to enforce stricter security.
Note: The last active session time value isn’t updated until halfway through the timeout period. So if you have a 30-minute timeout, the system doesn’t check for activity until 15 minutes have passed. For example, if you update a record after 10 minutes, the last active session time value isn’t updated because there was no activity after 15 minutes. You’re logged out in 20 more minutes (30 minutes total), because the last active session time wasn’t updated. Suppose that you update a record after 20 minutes. That’s
5 minutes after the last active session time is checked. Your timeout resets, and you have another 30 minutes before being logged out, for a total of 50 minutes.
Disable session timeout warning popup
Determines whether the system prompts inactive users with a timeout warning message. Users are prompted
30 seconds before timeout as specified by the
Timeout value
.
Force logout on session timeout
Requires that when sessions time out for inactive users, current sessions become invalid. The browser refreshes and returns to the login page. To access the org, the user must log in again.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
The Lock sessions to the IP address from which they originated
setting is available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
All other settings available in: Personal, Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To modify session security settings:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Session Security
Field Description
Note: Do not select
Disable session timeout warning popup
when using this setting.
Lock sessions to the IP address from which they originated
Determines whether user sessions are locked to the IP address from which the user logged in, helping to prevent unauthorized persons from hijacking a valid session.
Note:
This setting can inhibit various applications and mobile devices.
Lock sessions to the domain in which they were first used
Require secure connections
(HTTPS)
Require HttpOnly attribute
Associates a current UI session for a user, such as a community user, with a specific domain. The setting helps prevent unauthorized use of the session
ID in another domain. This setting is enabled by default for orgs created with the Spring ’15 release or later.
Determines whether HTTPS is required to log in to or access Salesforce, apart from Force.com sites, which can be accessed using HTTP.
This setting is enabled by default for security reasons. This setting does not apply to API requests. All API requests require HTTPS.
Note: The Reset Passwords for Your Users page can only be accessed using HTTPS.
Require secure connections
(HTTPS) for all third-party domains
Determines whether HTTPS is required for connecting to third-party domains.
This setting is enabled by default on accounts created after the Summer ’17 release.
Force relogin after Login-As-User
Determines whether an administrator who is logged in as another user is returned to their previous session after logging out as the secondary user.
If the setting is enabled, an administrator must log in again to continue using
Salesforce after logging out as the user. Otherwise, the administrator is returned to the original session after logging out as the user. This setting is enabled by default for new orgs beginning with the Summer ’14 release.
Restricts session ID cookie access. A cookie with the HttpOnly attribute is not accessible via non-HTTP methods, such as calls from JavaScript.
Note: If you have a custom or packaged application that uses
JavaScript to access session ID cookies, selecting
Require
HttpOnly attribute
breaks your application. It denies the application access to the cookie. If
Require HttpOnly attribute
is selected, the AJAX Toolkit debugging window isn’t available.
Use POST requests for cross-domain sessions
Sets the org to send session information using a POST request, instead of a
GET request, for cross-domain exchanges. An example of a cross-domain exchange is when a user is using a Visualforce page. In this context, POST requests are more secure than GET requests because POST requests keep the
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Set Up and Maintain Your Salesforce Organization Session Security
Field Description
session information in the body of the request. However, if you enable this setting, embedded content from another domain, such as:
<img src="https://acme.force.com/pic.jpg"/> sometimes doesn’t display.
Enforce login IP ranges on every request
Restricts the IP addresses from which users can access Salesforce to only the
IP addresses defined in
Login IP Ranges
. If this setting is enabled, login
IP ranges are enforced on each page request, including requests from client applications. If this setting isn’t enabled, login IP ranges are enforced only when a user logs in. This setting affects all user profiles that have login IP restrictions.
Enable caching and autocomplete on login page
Allows the user’s browser to store usernames. If enabled, after initial login, usernames are auto-filled into the
Username
field on the login page. If the user selected Remember me on the login page, the username persists after the session expires or the user logs out. The username also appears on the
Switcher. This setting is selected by default for all orgs.
Note: If you disable this setting, the Remember me option doesn’t appear on your org’s login page or from the Switcher.
Enable secure and persistent browser caching to improve performance
Enable user switching
Enables secure data caching in the browser to improve page reload performance by avoiding extra round trips to the server. This setting is selected by default for all orgs. We don’t recommend disabling this setting, but if your company’s policy doesn’t allow browser caching even if the data is encrypted, you can disable it.
Determines whether the Switcher appears when your org’s users select their profile picture. This setting is selected by default for all organizations. The
Enable caching and autocomplete on login page
setting must also be enabled. Deselect the
Enable user switching
setting to prevent your org from appearing in Switchers on other orgs. It also prevents your org users from seeing the Switcher when they select their profile picture.
Remember until logout
Normally, usernames are cached only while a session is active or if a user selects Remember Me. For SSO sessions, the remember option isn't available.
So, once the session expires, the username disappears from the login page and the Switcher. By enabling
Remember me until logout
, the cached usernames are deleted only if the user explicitly logs out. If the session times out, they appear on the Switcher as inactive. This way, if the users are on their own computer and allow a session to timeout, they can select the username to reauthenticate. If they're on a shared computer, the username is deleted immediately when the user logs out.
This setting applies to all your org’s users. This option isn't enabled by default.
However, we encourage you to enable it as a convenience to your users. Keep
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Set Up and Maintain Your Salesforce Organization Session Security
Field Description
this setting disabled if your org doesn't expose all your SSO or authentication providers on your login page.
Enable the SMS method of identity confirmation
Allows users to receive a one-time PIN delivered via SMS. If this setting is selected, administrators or users must verify their mobile phone number before taking advantage of this feature. This setting is selected by default for all orgs.
Require security tokens for API logins from callouts (API version
31.0 and earlier)
In API version 31.0 and earlier, requires the use of security tokens for API logins from callouts. Examples are Apex callouts or callouts using the AJAX proxy. In
API version 32.0 and later, security tokens are required by default.
Login IP Ranges
(for Contact Manager,
Group, and Professional Editions)
Specifies a range of IP addresses users must log in from (inclusive), or the login fails.
To specify a range, click New and enter a Start IP Address and End IP Address to define the range, which includes the start and end values.
This field is not available in Enterprise, Unlimited, Performance, and Developer
Editions. In those editions, you can specify a valid Login IP Range in the user profile settings.
Let users use a security key
(U2F)
Allows users to use a U2F security key for two-factor authentication and identity verification. Instead of using Salesforce Authenticator, a one-time password generated by an authenticator app, or one-time passwords sent by email or
SMS, users insert their registered U2F security key into a USB port to complete verification.
Require identity verification during two-factor authentication registration
Requires users to confirm their identities to add a two-factor authentication method, such as Salesforce Authenticator, instead of requiring a relogin as before.
Require identity verification for change of email address
Requires users to confirm their identities to change email addresses instead of requiring a relogin as before.
Note: To get the emails to confirm identity, make sure that users have access to their previously registered email accounts.
Allow location-based automated verifications with Salesforce
Authenticator
Allow only from trusted IP addresses
Allows users to verify identity by automatically approving notifications in
Salesforce Authenticator, whenever users are in trusted locations such as a home or office. If you allow automated verifications, you can allow them from any location or restrict them to only trusted IP addresses, such as your corporate network.
Allow Lightning Login
Enable clickjack protection for
Setup pages
Allows users to use Lightning Login for password-free Salesforce logins, relying on Salesforce Authenticator for identity verification.
Protects against clickjack attacks on setup Salesforce pages. Clickjacking is also known as a user interface redress attack. (Setup pages are available from the Setup menu.)
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Set Up and Maintain Your Salesforce Organization Session Security
Field
Enable clickjack protection for non-Setup Salesforce pages
Enable clickjack protection for customer Visualforce pages with standard headers
Description
Protects against clickjack attacks on non-setup Salesforce pages. Clickjacking is also known as a user interface redress attack. Setup pages already include protection against clickjack attacks. (Setup pages are available from the Setup menu.) This setting is selected by default for all orgs.
Protects against clickjack attacks on your Visualforce pages with headers enabled. Clickjacking is also known as a user interface redress attack.
Warning: If you use custom Visualforce pages within a frame or iframe, you sometimes see a blank page or the page displays without the frame. For example, Visualforce pages in a page layout don’t function when clickjack protection is on.
Enable clickjack protection for customer Visualforce pages with headers disabled
Protects against clickjack attacks on your Visualforce pages with headers disabled when setting showHeader="false"
on the page. Clickjacking is also known as a user interface redress attack.
Warning: If you use custom Visualforce pages within a frame or iframe, you sometimes see a blank page or the page displays without the frame. For example, Visualforce pages in a page layout don’t function when clickjack protection is on.
Enable CSRF protection on GET requests on non-setup pages
Enable CSRF protection on POST requests on non-setup pages
Enable XSS protection
Enable Content Sniffing protection
Logout URL
Protects against Cross Site Request Forgery (CSRF) attacks by modifying non-Setup pages. Non-Setup pages include a random string of characters in the URL parameters or as a hidden form field. With every GET and POST request, the application checks the validity of this string of characters. The application doesn’t execute the command unless the value found matches the expected value. This setting is selected by default for all orgs.
Protects against cross-site scripting attacks. If a reflected cross-site scripting attack is detected, the browser shows a blank page with no content.
Prevents the browser from inferring the MIME type from the document content. It also prevents the browser from executing malicious files (JavaScript,
Stylesheet) as dynamic content.
Redirects users to a specific page after they log out of Salesforce, such as an authentication provider’s page or a custom-branded page. This URL is used only if no logout URL is specified in the identity provider, SAML single sign-on, or external authentication provider settings. If no value is specified for
Logout
URL
, the default is https://login.salesforce.com
, unless
MyDomain is enabled. If My Domain is enabled, the default is https://customdomain.my.salesforce.com
.
3. Click Save.
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Set Up and Maintain Your Salesforce Organization Session Security
Session Security Levels
You can restrict access to certain types of resources based on the level of security associated with the authentication (login) method for the user’s current session. By default, each login method has one of two security levels: Standard or High Assurance. You can change the session security level and define policies so specified resources are only available to users with a High Assurance level.
The different authentication methods are assigned these security levels, by default.
•
Username and Password — Standard
•
Delegated Authentication — Standard
•
Activation — Standard
•
Lightning Login — Standard
•
Two-Factor Authentication — High Assurance
•
Authentication Provider — Standard
•
SAML — Standard
Note: The security level for a SAML session can also be specified using the
SessionLevel
attribute of the SAML assertion sent by the identity provider. The attribute can take one of two values,
STANDARD
or
HIGH_ASSURANCE
.
To change the security level associated with a login method:
1. From Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings.
2. Under Session Security Levels, select the login method.
3. To move the method to the proper category, click the Add or Remove arrow.
Currently, the only features that use session-level security are reports and dashboards in Salesforce and connected apps. You can set policies requiring High Assurance on these types of resources. You can also specify an action to take if the session used to access the resource is not High Assurance. The supported actions are:
•
Block — Blocks access to the resource by showing an insufficient privileges error.
•
Raise session level — Prompts users to complete two-factor authentication. When users authenticate successfully, they can access the resource. For reports and dashboards, you can apply this action when users access reports or dashboards, or just when they export and print them.
Warning: Raising the session level to high assurance by redirecting the user to complete two-factor authentication is not a supported action in Lightning Experience. If your org has Lightning Experience enabled, and you set a policy that requires a high assurance session to access reports and dashboards, Lightning Experience users with a standard assurance session are blocked from reports and dashboards. Also, they don’t see the icons for these resources in the navigation menu. As a workaround, users with a standard assurance session can log out and log in again using an authentication method that is defined as high assurance by their org. Then they have access to reports and dashboards. Or, they can switch to Salesforce Classic, where they’re prompted to raise the session level when they attempt to access reports and dashboards.
To set a High Assurance required policy for accessing a connected app:
1. From Setup, enter
Connected Apps
in the
Quick Find
box, then select the option for managing connected apps.
2. Click Edit next to the connected app.
3. Select High Assurance session required.
4. Select one of the actions presented.
5. Click Save.
To set a High Assurance required policy for accessing reports and dashboards:
1. From Setup, enter
Access Policies
in the
Quick Find
box, then select Access Policies.
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Set Up and Maintain Your Salesforce Organization Session Security
2. Select High Assurance session required.
3. Select one of the actions presented.
4. Click Save.
Session levels have no impact on resources in the app other than connected apps, reports, and dashboards for which explicit security policies have been defined.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
Trusted IP Ranges define a list of IP addresses from which users can log in without receiving a login challenge for verification of their identity, such as a code sent to their mobile phone.
EDITIONS
Note: Who Sees What: Organization Access (Salesforce Classic)
Watch how you can restrict login through IP ranges and login hours.
To help protect your organization’s data from unauthorized access, you can specify a list of IP addresses from which users can log in without receiving a login challenge. However, this does not restrict access, entirely, for users outside of the Trusted IP Range. After these users complete the login challenge (usually by entering a code sent to their mobile device or email address), they can log in.
1. From Setup, enter
Network Access
in the
Quick Find
box, then select Network
Access.
2. Click New.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view network access:
•
Login Challenge Enabled
To change network access:
•
Manage IP Addresses
3. Enter a valid IP address in the
Start IP Address
field and a higher IP address in the
End IP Address
field.
The start and end addresses define the range of allowable IP addresses from which users can log in, including the start and end values. If you want to allow logins from a single IP address, enter the same address in both fields.
The start and end IP addresses must be in an IPv4 range and include no more than 33,554,432 addresses (2
25
, a /7 CIDR block).
4. Optionally, enter a description for the range. For example, if you maintain multiple ranges, enter details about the part of your network that corresponds to this range.
5. Click Save.
Note: For organizations that were activated before December 2007, Salesforce automatically populated your organization’s trusted IP address list in December 2007, when this feature was introduced. The IP addresses from which trusted users had already accessed Salesforce during the past six months were added.
SEE ALSO:
Restrict Where and When Users Can Log In to Salesforce
Security Implementation Guide
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Set Up and Maintain Your Salesforce Organization Session Security
User Sessions
Monitor and protect your Salesforce org by reviewing active sessions and session details on the
User Session Information page. You can create custom list views, view details about a user associated with a specific session, and easily end suspicious sessions. Salesforce admins can view all user sessions for an org; non-admins see only their own sessions.
When you manually end a user’s session by clicking the Remove button, the user must log in again to the organization.
The following table contains information about the fields you can view on this page. Due to the nature of geolocation technology, the accuracy of geolocation fields (for example, country, city, postal code) may vary.
Field
City
Country
Country Code
Created
Latitude
Location
Longitude
Login Type
Parent Session ID
Postal Code
Session ID
Session Type
Source IP
Subdivision
User Type
Username
Updated
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Description
The city where the user’s IP address is physically located. This value is not localized.
The country where the user’s IP address is physically located. This value is not localized.
The ISO 3166 code for the country where the user’s IP address is physically located. This value is not localized. For more information, see Country Codes - ISO 3166 .
The date and time stamp of when the session began.
The latitude where the user’s IP address is physically located.
The approximate location of the IP address from where the user logged in. To show more geographic information, such as approximate city and postal code, create a custom view to include those fields.
This value is not localized.
The longitude where the user’s IP address is physically located.
The type of login associated with the session. Some login types include Application, SAML, and Portal.
If a session has a parent, this ID is the parent’s unique ID.
The postal code where the user’s IP address is physically located. This value is not localized.
The unique ID for the session.
The type of session the user is logged in to. For example, common ones are UI, Content, API, and
Visualforce.
The IP address associated with the session.
The name of the subdivision where the user’s IP address is physically located. This value is not localized.
The profile type associated with the session.
The username used when logged in to the session. To view the user’s profile page, click the username.
The date and time stamp of the last session update due to activity. For example, during a UI session, users make frequent changes to records and other data as they work. With each change, both the
Updated
and
Valid Until
date and time stamps are refreshed.
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Set Up and Maintain Your Salesforce Organization Session Security
Field
Valid Until
Description
If you don’t end the session manually, the date and time stamp of when the session automatically expires.
SEE ALSO:
The Elements of User Authentication
Understanding Session Types
Learn about the session types in the User Session Information page to help you monitor and protect your organization.
You can view the session type for a specific user on the User Session Information page. To access the page from Setup, enter
Session Management
in the
Quick Find
box, then select
Session Management.
Session types indicate the type of session a user is utilizing to access an organization. Session types can be persistent or temporary and accessed via the user interface, API, or other methods, such as an OAuth authentication process.
The following table describes the session types.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Session Type
API
APIOnlyUser
Chatter Networks
ChatterNetworksAPIOnly
Content
OauthApprovalUI
Oauth2
SiteStudio
SitePreview
SubstituteUser
TempContentExchange
TempOauthAccessTokenFrontdoor
Description
Created when accessing an organization through the API.
Created to enable a password reset in the user interface for API-only users.
Created when using Chatter Networks or Chatter Communities.
Created when using the Chatter Networks or Chatter Communities API.
Created when serving user-uploaded content.
A session that only allows access to the OAuth approval page.
Created via OAuth flows. For example, if you use OAuth authentication for a connected app, this type of session is created.
Created when using the Sites Studio user interface.
A session that is initiated when an internal canvas app is invoked. This will always be a child session with a UI parent session.
A session created when one user logs in via another user. For example, if an administrator logs in as another user, a SubstituteUser session is created.
A temporary user interface session to switch to the content domain, such as the user interface into which users type in their credentials.
A temporary session via the OAuth access token assertion flow that cannot be refreshed and must be mapped to a regular session type.
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Set Up and Maintain Your Salesforce Organization Activations
Session Type
TempVisualforceExchange
TempUIFrontdoor
UI
UserSite
Visualforce
WDC_API
Description
A temporary session to switch to the Visualforce domain.
A temporary session that cannot be refreshed and must be mapped to a regular session type.
Created when using a user interface page.
Initiated when a canvas application is invoked. Always a child session with a UI parent session.
Created via a Visualforce page.
A session using the Work.com API. This is always a child session and cannot be used in the user interface.
SEE ALSO:
The Elements of User Authentication
Activations
Activation tracks information about devices from which users have verified their identity. Salesforce prompts users to verify their identity when they access Salesforce from an unrecognized browser or application. Identity verification adds an extra layer of security on top of username and password authentication. The Activations page lists the login IP addresses and client browsers used.
When a user logs in from outside a trusted IP range and uses a browser or app we don’t recognize, the user is challenged to verify identity. We use the highest-priority verification method available for each user. In order of priority, the methods are:
1. Verification via push notification or location-based automated verification with the Salesforce
Authenticator mobile app (version 2 or later) connected to the user’s account.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in all editions
2. Verification via a U2F security key registered with the user’s account.
3. Verification code generated by a mobile authenticator app connected to the user’s account.
4. Verification code sent via SMS to the user’s verified mobile phone.
5. Verification code sent via email to the user’s email address.
After identity verification is successful, the user doesn’t have to verify identity again from that browser or app, unless the user:
•
Manually clears browser cookies, sets the browser to delete cookies, or browses in private or incognito mode
•
Deselects Don’t ask again on the identity verification page
The Activations page in Setup lists the login IP addresses and client browser information of devices from which users have verified their identity. You can revoke the browser activation status for one, many, or all users.
For example, a user reports a lost device and is issued a new one. You can revoke the activation status of the browser on the lost device so that anyone attempting to access the org from that device has to verify their identity. This identity verification adds a layer of security while allowing users to stay productive.
Users can view their own Activations page to check their login IP addresses and client browser information. End users can revoke the activation status only for their own activated browsers.
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Set Up and Maintain Your Salesforce Organization Authenticate Users
For example, a user logs in to the org. On the user’s Activations page, several different browsers are activated, but the user has only logged in from a single browser on a work laptop. The user immediately revokes the activation status of those browsers the user doesn’t recognize. Because this user is challenged for identity verification using a code sent via SMS to the user’s mobile device, anyone else who tries to log in from one of the deactivated browsers can’t get the texted verification code. Without the code, the hacker fails the identity verification challenge. The user can then report the potential security breach.
IN THIS SECTION:
View your users’ activations and revoke activation status to prevent security breaches.
SEE ALSO:
Use Activations
View your users’ activations and revoke activation status to prevent security breaches.
To see login IP and browser information about devices from which users have verified their identity, from Setup, enter
Activations
in the
Quick Find
box, then select Activations.
You can revoke activation status by selecting one or more entries in the Activated Client Browser list, clicking Remove, and confirming the action. Users can view and revoke only their own activated browsers. A user who logs in from a deactivated browser is prompted to verify identity, unless the login IP address is within a trusted IP range.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in all editions
Note: When a user deselects the Don’t ask again option that appears on the identity verification page, the browser isn’t activated.
Advise your users to deselect this option whenever they log in from a public or shared device.
SEE ALSO:
Authenticate Users
Authentication means preventing unauthorized access to your organization or its data by making sure each logged in user is who they say they are.
IN THIS SECTION:
The Elements of User Authentication
Salesforce provides a variety of ways to authenticate users. Build a combination of authentication methods that fits the needs of your organization and your users' use patterns.
Choose login settings to ensure that your users are who they say they are.
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The Elements of User Authentication
Salesforce provides a variety of ways to authenticate users. Build a combination of authentication methods that fits the needs of your organization and your users' use patterns.
IN THIS SECTION:
Salesforce has its own system of user authentication, but some companies prefer to use an existing single sign-on capability to simplify and standardize their user authentication.
Network-based security limits where users can log in from, and when they can log in. This is different from user authentication, which only determines who can log in. Use network-based security to limit the window of opportunity for an attacker and to make it more difficult for an attacker to use stolen credentials.
CAPTCHA Security for Data Exports
By request, Salesforce can require users to pass a simple text-entry user verification test to export data from Salesforce. This type of network-based security helps prevent malicious users from accessing your organization’s data, and can reduce the risk of automated attacks.
Restrict Where and When Users Can Log In to Salesforce
You can restrict the hours during which users can log in and the range of IP addresses from which they can log in and access
Salesforce. If IP address restrictions are defined for a user’s profile and a login originates from an unknown IP address, Salesforce does not allow the login. These restrictions help protect your data from unauthorized access and phishing attacks.
As a Salesforce admin, you can enhance your org’s security by requiring a second level of authentication for every user login. You can also require two-factor authentication when a user meets certain criteria, such as attempting to view reports or access a connected app.
Login flows allow administrators to build post-authentication processes to match their business practices, associate the flow with a user profile, and send the user through that flow when logging in. Use login flows to collect registration information from users, provide a terms of service acceptance form, prompt the user for a second factor of authentication, and other customization.
SEE ALSO:
CAPTCHA Security for Data Exports
Single Sign-On
Salesforce has its own system of user authentication, but some companies prefer to use an existing single sign-on capability to simplify and standardize their user authentication.
You have two options to implement single sign-on—federated authentication using Security Assertion Markup Language (SAML) or delegated authentication.
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Set Up and Maintain Your Salesforce Organization Authenticate Users
•
Federated authentication using Security Assertion Markup Language (SAML) lets you send authentication and authorization data between affiliated but unrelated web services. You can log in to Salesforce from a client app. Salesforce enables federated authentication for your org automatically.
•
Delegated authentication SSO integrates Salesforce with an authentication method that you choose. You can integrate authentication with your LDAP (Lightweight Directory Access Protocol) server or use a token instead of a password for authentication. You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their Salesforce-managed password.
Delegated authentication offers the following benefits.
–
Uses a stronger form of user authentication, such as integration with a secure identity provider
–
Makes your login page private and accessible only behind a corporate firewall
–
Differentiates your org from all other companies that use Salesforce to reduce phishing attacks
You must contact Salesforce to enable delegated authentication before you can configure it on your org.
•
Authentication providers let your users log in to your Salesforce org using their login credentials from an external service provider.
Salesforce supports the OpenID Connect protocol, which lets users log in from any OpenID Connect provider, such as Google, PayPal, and LinkedIn. When an authentication provider is enabled, Salesforce doesn’t validate a user’s password. Instead, Salesforce uses the user’s login credentials from the external service provider to establish authentication credentials.
Identity Providers
An identity provider is a trusted provider that lets you use single sign-on (SSO) to access other websites. A service provider is a website that hosts apps. You can enable Salesforce as an identity provider and define one or more service providers. Your users can then access other apps directly from Salesforce using SSO. SSO can be a great help to your users—instead of having to remember many passwords, they only have to remember one.
For more information, see “Identity Providers and Service Providers” in the Salesforce online help.
SEE ALSO:
The Elements of User Authentication
Network-Based Security
Network-based security limits where users can log in from, and when they can log in. This is different from user authentication, which only determines who can log in. Use network-based security to limit the window of opportunity for an attacker and to make it more difficult for an attacker to use stolen credentials.
SEE ALSO:
The Elements of User Authentication
CAPTCHA Security for Data Exports
By request, Salesforce can require users to pass a simple text-entry user verification test to export data from Salesforce. This type of network-based security helps prevent malicious users from accessing your organization’s data, and can reduce the risk of automated attacks.
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Set Up and Maintain Your Salesforce Organization Authenticate Users
To pass the test, users must type two words displayed on an overlay into the overlay’s text box field, and click a Submit button. Salesforce uses CAPTCHA technology provided by reCaptcha to verify that a person, as opposed to an automated program, has correctly entered the text into the overlay. CAPTCHA stands for “Completely Automated Public Turing test to tell Computers and Humans Apart.”
SEE ALSO:
The Elements of User Authentication
Restrict Where and When Users Can Log In to Salesforce
You can restrict the hours during which users can log in and the range of IP addresses from which they can log in and access Salesforce.
If IP address restrictions are defined for a user’s profile and a login originates from an unknown IP address, Salesforce does not allow the login. These restrictions help protect your data from unauthorized access and phishing attacks.
Login Hours
For each profile, you can set the hours when users can log in. See:
•
View and Edit Login Hours in the Enhanced Profile User Interface
•
View and Edit Login Hours in the Original Profile User Interface
Two-Factor Authentication for User Interface Logins
For each profile, you can require users to use a second form of authentication when they log in via the user interface. See
Authentication Login Requirements on page 621 and
Set Two-Factor Authentication Login Requirements and Custom Policies for Single
Sign-On, Social Sign-On, and Communities
.
Two-Factor Authentication for API Logins
For each profile, you can require a verification code (also called a time-based one-time password, or TOTP) instead of the standard security token. Users connect an authenticator app that generates verification codes to their account. Users with the “Two-Factor
Authentication for API Logins” permission use a code instead of the standard security token whenever it’s requested, such as when
Login IP Address Ranges
For Enterprise, Performance, Unlimited, Developer, and Database.com editions, you can set the Login IP Range addresses from which users can log in on an individual profile. Users outside of the Login IP Range set on a profile can’t access your Salesforce org.
For Contact Manager, Group, and Professional Editions, set the Login IP Range. From Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings.
Login IP Address Range Enforcement for All Access Requests
You can restrict all access to Salesforce to the IP addresses included in Login IP Ranges in users’ profiles. For example, suppose a user logs in successfully from an IP address defined in Login IP Ranges. The user then moves to a different location and has a new IP address that is outside of Login IP Ranges. When the user refreshes the browser or tries to access Salesforce, including access from a client application, the user is denied. To enable this option, from Setup, enter
Session Settings
in the
Quick Find
box, select
Session Settings, and then select Enforce login IP ranges on every request. This option affects all user profiles that have login IP restrictions.
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Set Up and Maintain Your Salesforce Organization Authenticate Users
Org-wide Trusted IP Ranges
For all users, you can set a list of IP address ranges from which they can always log in without receiving a login challenge. These users
.
When users log in to Salesforce via the user interface, the API, or a desktop client such as Salesforce for Outlook, Connect Offline, Connect for Office, or the Data Loader, Salesforce confirms that the login is authorized as follows.
1. Salesforce checks whether the user’s profile has login hour restrictions. If login hour restrictions are specified for the user’s profile, any login outside the specified hours is denied.
2. If the user has the “Two-Factor Authentication for User Interface Logins” permission, Salesforce prompts the user for a second form of authentication upon logging in. If the user’s account isn’t already connected to a mobile authenticator app such as Salesforce
Authenticator, Salesforce first prompts the user to connect the app.
3. If the user has the “Two-Factor Authentication for API Logins” permission and has connected an authenticator app to the account,
Salesforce returns an error if the user uses the standard security token. The user has to enter a verification code (time-based one-time password) generated by the authenticator app instead.
4. Salesforce then checks whether the user’s profile has IP address restrictions. If IP address restrictions are defined for the user’s profile, logins from an undesignated IP address are denied, and logins from a specified IP address are allowed. If the Enforce login IP ranges
on every request session setting is enabled, the IP address restrictions are enforced for each page request, including requests from client applications.
5. If profile-based IP address restrictions are not set, Salesforce checks whether the user is logging in from a device used to access
Salesforce before.
•
If the user’s login is from a device and browser that Salesforce recognizes, the login is allowed.
•
If the user’s login is from an IP address in your org’s trusted IP address list, the login is allowed.
•
If the user’s login is not from a trusted IP address or a device and browser Salesforce recognizes, the login is blocked.
Whenever a login is blocked or returns an API login fault, Salesforce has to verify the user’s identity:
•
For access via the user interface, the user is prompted to verify using Salesforce Authenticator (version 2 or later), or to enter a verification code.
Note:
Users aren’t asked for a verification code the first time they log in to Salesforce.
•
For access via the API or a client, users must add their security token to the end of their password to log in. Or, if “Two-Factor
Authentication on API Logins” is set on the user profile, users enter a verification code generated by an authenticator app.
A security token is an automatically generated key from Salesforce. For example, if a user’s password is
mypassword
, and the security token is
XXXXXXXXXX
, the user must enter
mypasswordXXXXXXXXXX
to log in. Or some client applications have a separate field for the security token.
Users can obtain their security token by changing their password or resetting their security token via the Salesforce user interface.
When a user changes a password or resets a security token, Salesforce sends a new security token to the email address on the user’s
Salesforce record. The security token is valid until the user resets the security token, changes a password, or has a password reset.
Tip: Before you access Salesforce from a new IP address, we recommend that you get your security token from a trusted network using Reset My Security Token.
Tips on Setting Login Restrictions
Consider the following when setting login restrictions.
•
When a user’s password is changed, the security token is reset. Log in via the API or a client can be blocked until the user adds the automatically generated security token to the end of the password.
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•
Partner Portal and Customer Portal users aren’t required to activate their browser to log in.
•
For more information on API login faults, see the Core Data Types Used in API Calls topic in the
SOAP API Developer's Guide
.
•
If single sign-on (SSO) is enabled for your org, API and desktop client users can log in to Salesforce unless their profile has IP address restrictions set and they try to log in from outside of the range defined. Also the SSO authority usually handles login lockout policies for users with the “Is Single Sign-On Enabled” permission. However, if the security token is enabled for your org, your org’s login lockout settings determine how many times users can attempt to log in with an invalid security token before being locked out of
Salesforce.
•
These events count toward the number of times users can attempt to log in with an invalid password before getting locked out of
Salesforce, as defined in your org’s login lockout settings.
–
Each time users are prompted to verify identity
–
Each time users incorrectly add the security token or verification code to the end of their password to log in to Salesforcevia the
API or a client
IN THIS SECTION:
Restrict Login IP Ranges in the Enhanced Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
Restrict Login IP Addresses in the Original Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
View and Edit Login Hours in the Enhanced Profile User Interface
For each profile, you can specify the hours when users can log in.
View and Edit Login Hours in the Original Profile User Interface
Specify the hours when users can log in based on the user profile.
Set Trusted IP Ranges for Your Organization
Trusted IP Ranges define a list of IP addresses from which users can log in without receiving a login challenge for verification of their identity, such as a code sent to their mobile phone.
Two-Factor Authentication
As a Salesforce admin, you can enhance your org’s security by requiring a second level of authentication for every user login. You can also require two-factor authentication when a user meets certain criteria, such as attempting to view reports or access a connected app.
Salesforce Identity Verification
When a user logs in from outside a trusted IP range and uses a browser or app we don’t recognize, the user is challenged to verify identity. We use the highest-priority verification method available for each user. In order of priority, the methods are:
1. Verification via push notification or location-based automated verification with the Salesforce
Authenticator mobile app (version 2 or later) connected to the user’s account.
2. Verification via a U2F security key registered with the user’s account.
3. Verification code generated by a mobile authenticator app connected to the user’s account.
4. Verification code sent via SMS to the user’s verified mobile phone.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and Contact
Manager Editions
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5. Verification code sent via email to the user’s email address.
After identity verification is successful, the user doesn’t have to verify identity again from that browser or app, unless the user:
•
Manually clears browser cookies, sets the browser to delete cookies, or browses in private or incognito mode
•
Deselects Don’t ask again on the identity verification page
Org Policies That Require Two-Factor Authentication
You can set policies that require a second level of authentication on every login, every login through the API (for developers and client applications), or for access to specific features. Your users can provide the second factor by downloading and installing a mobile authenticator app, such as the Salesforce Authenticator app or the Google Authenticator app, on their mobile device. They can also use a U2F security key as the second factor. After they connect an authenticator app or register a security key with their account in Salesforce, they use them whenever your org’s policies require two-factor authentication.
The Salesforce Authenticator mobile app (version 2 and later) sends a push notification to the user’s mobile device when activity on the
Salesforce account requires identity verification. The user responds on the mobile device to verify or block the activity. The user can enable location services for the app and automate verifications from trusted locations, such as a home or office. Salesforce Authenticator also generates verification codes, sometimes called “time-based one-time passwords” (TOTPs). Users can choose to enter a password plus the code instead of responding to a push notification from the app for two-factor verification. Or they can get a verification code from another authenticator app.
If users lose or forget the device they usually use for two-factor authentication, you can generate a temporary verification code for them.
You set when the code expires, from 1 to 24 hours after you generate it. Your user can use the code multiple times until it expires. A user can have only one temporary code at a time. If a user needs a new code while the old code is still valid, you can expire the old code, then generate a new one. Users can expire their own valid codes in their personal settings.
SEE ALSO:
Set Two-Factor Authentication Login Requirements
Restrict Where and When Users Can Log In to Salesforce
Connect Salesforce Authenticator (Version 2 or Later) to Your Account for Identity Verification
Verify Your Identity with a One-Time Password Generator App or Device
Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Disconnect a User’s One-Time Password Generator App
Generate a Temporary Identity Verification Code
Expire a Temporary Verification Code
Delegate Two-Factor Authentication Management Tasks
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Custom Login Flows
Login flows allow administrators to build post-authentication processes to match their business practices, associate the flow with a user profile, and send the user through that flow when logging in. Use login flows to collect registration information from users, provide a terms of service acceptance form, prompt the user for a second factor of authentication, and other customization.
Use the Flow Designer to create login flows, and then associate those flows with specific profiles in your organization. You can connect the same flow to multiple profiles. Users with the profile are directed to the login flow after they authenticate, but before the user is directed to the organization’s content. The login flow screens are embedded within the standard Salesforce login page for an integrated user login experience.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Login flows support all the Salesforce user interface authentication methods, including username and password, delegated authentication,
SAML single sign-on, and social sign-on through a third-party authentication provider. You can apply login flows to Salesforce organizations, communities, and portals.
Note: You can’t apply login flows to API logins or when sessions are passed to the UI through frontdoor.jsp
from a non-UI login process. Only flows of type Flow are supported.
IN THIS SECTION:
Use the Cloud Flow Designer to build a login flow process, then associate the finished flow with a profile.
Connect a Login Flow to a Profile
After you create a login flow in Flow Designer and activate the flow, you associate it with a profile in your organization. Users with that profile are then directed to the login flow.
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Create a Login Flow
Use the Cloud Flow Designer to build a login flow process, then associate the finished flow with a profile.
When a user’s profile is associated with a login flow, the user is directed to the flow as part of the authentication process. The login flow screens are embedded in the standard Salesforce login page.
During the authentication process, these users have restricted access to the login flow screens. At the end of a successful authentication and completion of the login flow, the user is redirected to the organization. Otherwise, an explicit action can be defined within the flow to deny access.
For example, an administrator can create a login flow that implements a custom two-factor authentication process to add a desired security layer. A flow like this uses Apex methods to get the session context, extract the user’s IP address, and verify if the request is coming from a Trusted
IP Range. (To find or set the Trusted IP Range, from Setup, enter
Network Access
in the
Quick Find
box, then select Network Access.) If the request is coming from within a Trusted
IP Range address, Salesforce skips the flow and logs the user into the organization. Otherwise,
Salesforce invokes the flow providing one of three options.
1. Direct the user to log in with additional credentials, such as a time-based one-time password
(TOTP).
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To open, edit, or create a flow in the Cloud Flow
Designer:
•
Manage Force.com Flow
2. Force the user to log out.
3. Direct the user to a page with more options.
You can also build login flows that direct users to customized pages, such as forms to gather more information, or pages providing users with additional information.
Build Your Own Login Flow
Use the following process to build your own login flow.
1. Create a new flow using the Flow Designer and Apex.
For example, you can design a custom IP-based two-factor authentication flow that requires a second factor of authentication only if the user is logging in from outside of the corporate Trusted IP Range. (To find or set the Trusted IP Range, from Setup, enter
Network Access
in the
Quick Find
box, then select Network Access.)
Note: Do not set the Login IP Ranges directly in the user profile. The Login IP Ranges set directly in a profile restrict access to the organization for users of that profile who are outside that range, entirely, and those users cannot enter the login flow process.
The flow should contain the following.
a. A new Apex class defining an Apex plugin that implements from the (
Process.Plugin
) and uses the
Auth.SessionManagement
class to access the time-based one-time password (TOTP) methods and services. The new
Apex class for the plugin generates a time-based key with a quick response (QR) code to validate the TOTP provided by the user against the TOTP generated by Salesforce.
b. A screen element to scan a QR code.
c. A decision element to handle when the token is valid and when the token is invalid.
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Within the flow, you can set input variables. If you use the following specified names, these values will be populated for the flow when it starts.
Name
LoginFlow_LoginType
LoginFlow_IpAddress
LoginFlow_LoginIpAddress
LoginFlow_UserAgent
LoginFlow_Platform
LoginFlow_Application
LoginFlow_Community
LoginFlow_SessionLevel
LoginFlow_UserId
Value Description
The type of login, such as Application, OAuth, or SAML
The user’s current IP address
The user’s IP address used during login, which can change after authentication
The user agent string provided by the user’s browser
The operating system for the user
Application used to request authentication
Current Community, if this login flow applies to a Community
The current session security level, Standard or High Assurance
The user’s 18-character ID.
During the flow, you can assign the following, pre-defined variables values for specific behavior.
Note: The flow loads these values only after a UI screen is refreshed (a user clicking a button does not load the values, a new screen must be added to the flow for the values to be loaded).
Name
LoginFlow_FinishLocation
LoginFlow_ForceLogout
Value Description
A Text value. Provide a string that defines where the user goes after completing the login flow. The string should be a valid
Salesforce URL (the user cannot leave the organization and stay in the flow) or relative path.
A Boolean value. Set this variable to true
to log the user out, immediately, and force the user to exit the flow.
2. Save the flow.
3. Activate the flow.
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4. Connect the login flow to a profile.
SEE ALSO:
https://developer.salesforce.com/page/Login-Flows
Connect a Login Flow to a Profile
Connect a Login Flow to a Profile
After you create a login flow in Flow Designer and activate the flow, you associate it with a profile in your organization. Users with that profile are then directed to the login flow.
1. From Setup, enter
Login Flows
in the
Quick Find
box, then select Login Flows.
2. Click New.
3. Enter a name to reference the login flow association when you edit or delete it. The name doesn’t need to be unique.
4. Select the login flow for the profile. The drop-down list includes all the available flows saved in the Flow Designer. Only active flows of type Flow are supported.
5. Select a user license for the profile to which you want to connect the flow. The profile list then shows profiles with that license.
6. Select the profile to connect to the login flow.
7. Click Save.
Users of the profile are now directed to the login flow.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
After you associate the login flow, you can edit or delete the flows listed on this login flows page.
You can associate a login flow with one or more profiles. However, a profile can’t be connected to more than one login flow.
SEE ALSO:
Configure User Authentication
Choose login settings to ensure that your users are who they say they are.
IN THIS SECTION:
Restrict Where and When Users Can Log In to Salesforce
You can restrict the hours during which users can log in and the range of IP addresses from which they can log in and access
Salesforce. If IP address restrictions are defined for a user’s profile and a login originates from an unknown IP address, Salesforce does not allow the login. These restrictions help protect your data from unauthorized access and phishing attacks.
Improve your Salesforce org security with password protection. You can set password history, length, and complexity requirements along with other values. In addition, you can specify what to do if a user forgets their password.
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Expire Passwords for All Users
As an administrator, you can expire passwords for all users any time you want to enforce extra security for your organization. After expiring passwords, all users are prompted to reset their password the next time they log in.
Modify Session Security Settings
You can modify session security settings to specify session connection type, timeout settings, and IP address ranges to protect against malicious attacks and more.
Enable Lightning Login for Password-Free Logins
Say goodbye to the hassle of weak passwords, forgotten passwords, and locked-out accounts. Give your users the enhanced speed, convenience, and security of password-free logins. Enable Lightning Login, assign the required permission to your users, and encourage them to individually enroll in Lightning Login.
Use the Cloud Flow Designer to build a login flow process, then associate the finished flow with a profile.
Connect a Login Flow to a Profile
After you create a login flow in Flow Designer and activate the flow, you associate it with a profile in your organization. Users with that profile are then directed to the login flow.
Set Up Two-Factor Authentication
Admins enable two-factor authentication through permissions or profile settings. Users register devices for two-factor authentication—such as mobile authenticator apps or U2F security keys—through their own personal settings.
Restrict Where and When Users Can Log In to Salesforce
You can restrict the hours during which users can log in and the range of IP addresses from which they can log in and access Salesforce.
If IP address restrictions are defined for a user’s profile and a login originates from an unknown IP address, Salesforce does not allow the login. These restrictions help protect your data from unauthorized access and phishing attacks.
Login Hours
For each profile, you can set the hours when users can log in. See:
•
View and Edit Login Hours in the Enhanced Profile User Interface
•
View and Edit Login Hours in the Original Profile User Interface
Two-Factor Authentication for User Interface Logins
For each profile, you can require users to use a second form of authentication when they log in via the user interface. See
Authentication Login Requirements on page 621 and
Set Two-Factor Authentication Login Requirements and Custom Policies for Single
Sign-On, Social Sign-On, and Communities
.
Two-Factor Authentication for API Logins
For each profile, you can require a verification code (also called a time-based one-time password, or TOTP) instead of the standard security token. Users connect an authenticator app that generates verification codes to their account. Users with the “Two-Factor
Authentication for API Logins” permission use a code instead of the standard security token whenever it’s requested, such as when
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Login IP Address Ranges
For Enterprise, Performance, Unlimited, Developer, and Database.com editions, you can set the Login IP Range addresses from which users can log in on an individual profile. Users outside of the Login IP Range set on a profile can’t access your Salesforce org.
For Contact Manager, Group, and Professional Editions, set the Login IP Range. From Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings.
Login IP Address Range Enforcement for All Access Requests
You can restrict all access to Salesforce to the IP addresses included in Login IP Ranges in users’ profiles. For example, suppose a user logs in successfully from an IP address defined in Login IP Ranges. The user then moves to a different location and has a new IP address that is outside of Login IP Ranges. When the user refreshes the browser or tries to access Salesforce, including access from a client application, the user is denied. To enable this option, from Setup, enter
Session Settings
in the
Quick Find
box, select
Session Settings, and then select Enforce login IP ranges on every request. This option affects all user profiles that have login IP restrictions.
Org-wide Trusted IP Ranges
For all users, you can set a list of IP address ranges from which they can always log in without receiving a login challenge. These users
.
When users log in to Salesforce via the user interface, the API, or a desktop client such as Salesforce for Outlook, Connect Offline, Connect for Office, or the Data Loader, Salesforce confirms that the login is authorized as follows.
1. Salesforce checks whether the user’s profile has login hour restrictions. If login hour restrictions are specified for the user’s profile, any login outside the specified hours is denied.
2. If the user has the “Two-Factor Authentication for User Interface Logins” permission, Salesforce prompts the user for a second form of authentication upon logging in. If the user’s account isn’t already connected to a mobile authenticator app such as Salesforce
Authenticator, Salesforce first prompts the user to connect the app.
3. If the user has the “Two-Factor Authentication for API Logins” permission and has connected an authenticator app to the account,
Salesforce returns an error if the user uses the standard security token. The user has to enter a verification code (time-based one-time password) generated by the authenticator app instead.
4. Salesforce then checks whether the user’s profile has IP address restrictions. If IP address restrictions are defined for the user’s profile, logins from an undesignated IP address are denied, and logins from a specified IP address are allowed. If the Enforce login IP ranges
on every request session setting is enabled, the IP address restrictions are enforced for each page request, including requests from client applications.
5. If profile-based IP address restrictions are not set, Salesforce checks whether the user is logging in from a device used to access
Salesforce before.
•
If the user’s login is from a device and browser that Salesforce recognizes, the login is allowed.
•
If the user’s login is from an IP address in your org’s trusted IP address list, the login is allowed.
•
If the user’s login is not from a trusted IP address or a device and browser Salesforce recognizes, the login is blocked.
Whenever a login is blocked or returns an API login fault, Salesforce has to verify the user’s identity:
•
For access via the user interface, the user is prompted to verify using Salesforce Authenticator (version 2 or later), or to enter a verification code.
Note:
Users aren’t asked for a verification code the first time they log in to Salesforce.
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•
For access via the API or a client, users must add their security token to the end of their password to log in. Or, if “Two-Factor
Authentication on API Logins” is set on the user profile, users enter a verification code generated by an authenticator app.
A security token is an automatically generated key from Salesforce. For example, if a user’s password is
mypassword
, and the security token is
XXXXXXXXXX
, the user must enter
mypasswordXXXXXXXXXX
to log in. Or some client applications have a separate field for the security token.
Users can obtain their security token by changing their password or resetting their security token via the Salesforce user interface.
When a user changes a password or resets a security token, Salesforce sends a new security token to the email address on the user’s
Salesforce record. The security token is valid until the user resets the security token, changes a password, or has a password reset.
Tip:
Before you access Salesforce from a new IP address, we recommend that you get your security token from a trusted network using Reset My Security Token.
Tips on Setting Login Restrictions
Consider the following when setting login restrictions.
•
When a user’s password is changed, the security token is reset. Log in via the API or a client can be blocked until the user adds the automatically generated security token to the end of the password.
•
Partner Portal and Customer Portal users aren’t required to activate their browser to log in.
•
For more information on API login faults, see the Core Data Types Used in API Calls topic in the
SOAP API Developer's Guide
.
•
If single sign-on (SSO) is enabled for your org, API and desktop client users can log in to Salesforce unless their profile has IP address restrictions set and they try to log in from outside of the range defined. Also the SSO authority usually handles login lockout policies for users with the “Is Single Sign-On Enabled” permission. However, if the security token is enabled for your org, your org’s login lockout settings determine how many times users can attempt to log in with an invalid security token before being locked out of
Salesforce.
•
These events count toward the number of times users can attempt to log in with an invalid password before getting locked out of
Salesforce, as defined in your org’s login lockout settings.
–
Each time users are prompted to verify identity
–
Each time users incorrectly add the security token or verification code to the end of their password to log in to Salesforcevia the
API or a client
IN THIS SECTION:
Restrict Login IP Ranges in the Enhanced Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
Restrict Login IP Addresses in the Original Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile. When you define IP address restrictions for a profile, a login from any other IP address is denied.
View and Edit Login Hours in the Enhanced Profile User Interface
For each profile, you can specify the hours when users can log in.
View and Edit Login Hours in the Original Profile User Interface
Specify the hours when users can log in based on the user profile.
Set Trusted IP Ranges for Your Organization
Trusted IP Ranges define a list of IP addresses from which users can log in without receiving a login challenge for verification of their identity, such as a code sent to their mobile phone.
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Restrict Login IP Ranges in the Enhanced Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile.
When you define IP address restrictions for a profile, a login from any other IP address is denied.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile and click its name.
3. In the profile overview page, click Login IP Ranges.
4. Specify allowed IP addresses for the profile.
•
To add a range of IP addresses from which users can log in, click Add IP Ranges. Enter a valid IP address in the
IP Start Address
and a higher-numbered IP address in the
IP End Address
field. To allow logins from only a single IP address, enter the same address in both fields.
•
To edit or remove ranges, click Edit or Delete for that range.
Important:
•
The IP addresses in a range must be either IPv4 or IPv6. In ranges, IPv4 addresses exist in the IPv4-mapped IPv6 address space
::ffff:0:0
to
::ffff:ffff:ffff
, where
::ffff:0:0
is
0.0.0.0
and
::ffff:ffff:ffff
is
255.255.255.255.
A range can’t include IP addresses both inside and outside of the IPv4-mapped IPv6 address space. Ranges like
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
aren’t allowed.
•
Partner User profiles are limited to five IP addresses. To increase this limit, contact
Salesforce.
•
The Salesforce Mobile Classic app can bypass IP ranges that are defined for profiles.
Salesforce Mobile Classic initiates a secure connection to Salesforce over the mobile carrier’s network. However, the mobile carrier’s IP addresses can be outside of the IP ranges allowed for the user’s profile. To prevent bypassing IP definitions on a profile,
disable Salesforce Mobile Classic
on page 869 for that user.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view login IP ranges:
•
View Setup and
Configuration
To edit and delete login IP ranges:
•
Manage Profiles and
Permission Sets
5. Optionally enter a description for the range. If you maintain multiple ranges, use the Description field to provide details, like which part of your network corresponds to this range.
Note: You can further restrict access to Salesforce to only those IPs in Login IP Ranges. To enable this option, in Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings and select Enforce login IP ranges on every
request. This option affects all user profiles that have login IP restrictions.
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Restrict Login IP Addresses in the Original Profile User Interface
Control login access at the user level by specifying a range of allowed IP addresses on a user’s profile.
When you define IP address restrictions for a profile, a login from any other IP address is denied.
EDITIONS
1. How you restrict the range of valid IP addresses on a profile depends on your Salesforce edition.
•
If you’re using an Enterprise, Unlimited, Performance, or Developer edition, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, and select a profile.
Available in: Salesforce
Classic and Lightning
Experience
•
If you’re using a Professional, Group, or Personal edition, from Setup, enter
Session
Settings
in the
Quick Find
box, then select Session Settings.
Available in all editions
USER PERMISSIONS
2. Click New in the Login IP Ranges related list.
To view login IP ranges:
3. Enter a valid IP address in the
IP Start Address
field and a higher-numbered IP address in the
IP End Address
field.
•
View Setup and
Configuration
The start and end addresses define the range of allowable IP addresses from which users can log in. To allow logins from a single IP address, enter the same address in both fields.
•
The IP addresses in a range must be either IPv4 or IPv6. In ranges, IPv4 addresses exist in the IPv4-mapped IPv6 address space
::ffff:0:0
to
::ffff:ffff:ffff
, where
To edit and delete login IP ranges:
•
Manage Profiles and
Permission Sets
::ffff:0:0
is
0.0.0.0
and
::ffff:ffff:ffff
is
255.255.255.255.
A range can’t include IP addresses both inside and outside of the IPv4-mapped IPv6 address space. Ranges like
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
aren’t allowed.
•
Partner User profiles are limited to five IP addresses. To increase this limit, contact Salesforce.
•
The Salesforce Mobile Classic app can bypass IP ranges that are defined for profiles. Salesforce Mobile Classic initiates a secure connection to Salesforce over the mobile carrier’s network. However, the mobile carrier’s IP addresses can be outside of the IP
on page
869 for that user.
4. Optionally enter a description for the range. If you maintain multiple ranges, use the Description field to provide details, such as which part of your network corresponds to this range.
5. Click Save.
Note:
Cache settings on static resources are set to private when accessed via a Force.com site whose guest user's profile has restrictions based on IP range or login hours. Sites with guest user profile restrictions cache static resources only within the browser.
Also, if a previously unrestricted site becomes restricted, it can take up to 45 days for the static resources to expire from the Salesforce cache and any intermediate caches.
Note: You can further restrict access to Salesforce to only those IPs in Login IP Ranges. To enable this option, in Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings and select Enforce login IP ranges on every
request. This option affects all user profiles that have login IP restrictions.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
View and Edit Login Hours in the Original Profile User Interface
Work in the Original Profile Interface
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View and Edit Login Hours in the Enhanced Profile User Interface
For each profile, you can specify the hours when users can log in.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile and click its name.
3. In the profile overview page, scroll down to Login Hours and click Edit.
4. Set the days and hours when users with this profile can log in to the organization.
To allow users to log in at any time, click Clear all times. To prohibit users from using the system on a specific day, set the start and end times to the same value.
If users are logged in when their login hours end, they can continue to view their current page, but they can’t take any further action.
Note: The first time login hours are set for a profile, the hours are based on the organization’s
Default Time Zone
as specified on the Company Information page in Setup. After that, any changes to the organization’s
Default Time Zone
won’t change the time zone for the profile’s login hours. As a result, the login hours are always applied at those exact times even if a user is in a different time zone or if the organization’s default time zone is changed.
Depending on whether you’re viewing or editing login hours, the hours may appear differently.
On the Login Hours edit page, hours are shown in your specified time zone. On the profile overview page, they appear in the organization’s original default time zone.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Custom Profiles available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view login hour settings:
•
View Setup and
Configuration
To edit login hour settings:
•
Manage Profiles and
Permission Sets
SEE ALSO:
Enhanced Profile User Interface Overview
View and Edit Login Hours in the Original Profile User Interface
Specify the hours when users can log in based on the user profile.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, and select a profile.
2. Click Edit in the Login Hours related list.
3. Set the days and hours when users with this profile can use the system.
To allow users to log in at any time, click Clear All Times. To prohibit users from using the system on a specific day, set the start and end times to the same value.
If users are logged in when their login hours end, they can continue to view their current page, but they can’t take any further action.
4. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To set login hours:
•
Manage Profiles and
Permission Sets
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Note: The first time login hours are set for a profile, the hours are based on the organization’s
Default Time Zone
as specified on the Company Information page in Setup. After that, any changes to the organization’s
Default Time Zone won’t change the time zone for the profile’s login hours. As a result, the login hours are always applied at those exact times even if a user is in a different time zone or if the organization’s default time zone is changed.
Depending on whether you’re viewing or editing login hours, the hours appear differently. On the profile detail page, hours are shown in your specified time zone. On the Login Hours edit page, they appear in the organization’s default time zone.
SEE ALSO:
Work in the Original Profile Interface
Restrict Login IP Addresses in the Original Profile User Interface
Set Trusted IP Ranges for Your Organization
Trusted IP Ranges define a list of IP addresses from which users can log in without receiving a login challenge for verification of their identity, such as a code sent to their mobile phone.
EDITIONS
Note: Who Sees What: Organization Access (Salesforce Classic)
Watch how you can restrict login through IP ranges and login hours.
To help protect your organization’s data from unauthorized access, you can specify a list of IP addresses from which users can log in without receiving a login challenge. However, this does not restrict access, entirely, for users outside of the Trusted IP Range. After these users complete the login challenge (usually by entering a code sent to their mobile device or email address), they can log in.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
1. From Setup, enter
Access.
Network Access
in the
Quick Find
box, then select Network
To view network access:
•
Login Challenge Enabled
To change network access:
•
Manage IP Addresses
2. Click New.
3. Enter a valid IP address in the
Start IP Address
field and a higher IP address in the
End IP Address
field.
The start and end addresses define the range of allowable IP addresses from which users can log in, including the start and end values. If you want to allow logins from a single IP address, enter the same address in both fields.
The start and end IP addresses must be in an IPv4 range and include no more than 33,554,432 addresses (2
25
, a /7 CIDR block).
4. Optionally, enter a description for the range. For example, if you maintain multiple ranges, enter details about the part of your network that corresponds to this range.
5. Click Save.
Note:
For organizations that were activated before December 2007, Salesforce automatically populated your organization’s trusted IP address list in December 2007, when this feature was introduced. The IP addresses from which trusted users had already accessed Salesforce during the past six months were added.
SEE ALSO:
Restrict Where and When Users Can Log In to Salesforce
Security Implementation Guide
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Set Password Policies
Improve your Salesforce org security with password protection. You can set password history, length, and complexity requirements along with other values. In addition, you can specify what to do if a user forgets their password.
For your organization’s security, you can set various password and login policies.
Note:
User passwords cannot exceed 16,000 bytes.
Logins are limited to 3,600 per hour per user. This limit applies to organizations created after
Summer ’08.
1. From Setup, enter
Password Policies
in the
Quick Find
box, then select Password
Policies.
2. Customize the password settings.
Field
User passwords expire in
Enforce password history
Minimum password length
Description
The length of time until user passwords expire and must be changed. The default is 90 days.
This setting isn’t available for Self-Service portals. This setting doesn’t apply to users with the “Password Never Expires” permission.
If you change the
User passwords expire in
setting, the change affects a user’s password expiration date if that user’s new expiration date is earlier than the old expiration date or if you remove an expiration by selecting
Never expires
.
Save users’ previous passwords so that they must always reset their password to a new, unique password. Password history is not saved until you set this value. The default is
3 passwords remembered
. You cannot select
No passwords remembered unless you select
Never expires
for the
User passwords expire in
field.
This setting isn’t available for Self-Service portals.
The minimum number of characters required for a password. When you set this value, existing users aren’t affected until the next time they change their passwords. The default is
8 characters
.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To set password policies:
•
Manage Password
Policies
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Field
Password complexity requirement
Password question requirement
Maximum invalid login attempts
Lockout effective period
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Authenticate Users
Description
The requirement for which types of characters must be used in a user’s password.
Complexity levels:
•
No restriction
—allows any password value and is the least secure option.
•
Must mix alpha and numeric characters
—requires at least one alphabetic character and one number, which is the default.
•
Must mix alpha, numeric, and special characters
—requires at least one alphabetic character, one number, and one of the following special characters:
!
# $ % - _ = + < >
.
•
Must mix numbers and uppercase and lowercase letters
—requires at least one number, one uppercase letter, and one lowercase letter.
•
Must mix numbers, uppercase and lowercase letters, and special characters
—requires at least one number, one uppercase letter, and one lowercase letter, and one of the following special characters:
! # $ % - _ = + < >
.
Note: Only the special characters listed meet the requirement. Other symbol characters are not considered special characters.
The values are
Cannot contain password
, meaning that the answer to the password hint question cannot contain the password itself; or
None
, the default, for no restrictions on the answer. The user’s answer to the password hint question is required. This setting is not available for Self-Service portals,
Customer Portals, or partner portals.
The number of login failures allowed for a user before they become locked out. This setting isn’t available for Self-Service portals.
The duration of the login lockout. The default is 15 minutes. This setting isn’t available for Self-Service portals.
Note: If users are locked out, they must wait until the lockout period expires. Alternatively, a user with the “Reset
User Passwords and Unlock Users” permission can unlock them from Setup with the following procedure:
a. Enter
Users
in the
Quick Find
box.
b. Select Users.
c. Selecting the user.
Set Up and Maintain Your Salesforce Organization Authenticate Users
Field Description
d. Click Unlock.
This button is only available when a user is locked out.
Obscure secret answer for password resets
This feature hides answers to security questions as you type. The default is to show the answer in plain text.
Note: If your org uses the Microsoft Input Method Editor
(IME) with the input mode set to Hiragana, when you type
ASCII characters, they’re converted in Japanese characters in normal text fields. However, the IME doesn’t work properly in fields with obscured text. If your org’s users cannot properly enter their passwords or other values after enabling this feature, disable the feature.
Require a minimum 1 day password lifetime
When you select this option, a password can’t be changed more than once in a 24-hour period.
3. Customize the forgotten password and locked account assistance information.
Note: This setting is not available for Self-Service portals, Customer Portals, or partner portals.
Field
Message
Help link
Description
If set, this message appears in the “We can’t reset your password” email. Users receive this email when they lock themselves out by trying to reset their password too many times. The text also appears at the bottom of the Answer Your Security Question page when users reset their passwords.
You can tailor the text to your organization by adding the name of your internal help desk or a system administrator. For the email, the message appears only for accounts that need an administrator to reset them. Lockouts due to time restrictions get a different system email message.
If set, this link displays with the text defined in the
Message field. In the “We can’t reset your password” email, the URL displays exactly as typed in the
Help link
field, so the user can see where the link goes. This URL display format is a security feature, because the user is not within a Salesforce organization.
On the Answer Your Security Question page, the
Help link
URL combines with the text in the
Message
field to make a clickable link. Security isn’t an issue, because the user is in a
Salesforce organization when changing passwords.
Valid protocols:
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Set Up and Maintain Your Salesforce Organization
Field
Authenticate Users
Description
•
http
•
https
•
mailto
4. Specify an alternative home page for users with the “API Only User” permission. After completing user management tasks such as resetting a password, API-only users are redirected to the URL specified here, rather than to the login page.
5. Click Save.
SEE ALSO:
View and Edit Password Policies in Profiles
Expire Passwords for All Users
As an administrator, you can expire passwords for all users any time you want to enforce extra security for your organization. After expiring passwords, all users are prompted to reset their password the next time they log in.
To expire passwords for all users, except those users with the “Password Never Expires” permission:
1. From Setup, enter
Expire All Passwords
in the
Quick Find
box, then select
Expire All Passwords.
2. Select Expire all user passwords.
3. Click Save.
The next time users log in, they are prompted to reset their password.
Considerations When Expiring Passwords
•
Users might need to activate their computers to log in to Salesforce.
•
Expire all user passwords
doesn’t affect Self-Service portal users, because they aren’t direct Salesforce users.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To expire all passwords:
•
Manage Internal Users
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Modify Session Security Settings
You can modify session security settings to specify session connection type, timeout settings, and
IP address ranges to protect against malicious attacks and more.
1. From Setup, enter
Session Settings
in the Quick Find box, then select Session Settings.
2. Customize the session security settings.
Field
Timeout value
Description
Length of time after which the system logs out inactive users. For Portal users, the timeout is between 10 minutes and 24 hours even though you can only set it as low as 15 minutes. Select a value between 15 minutes and 24 hours. Choose a shorter timeout period if your org has sensitive information and you want to enforce stricter security.
Note: The last active session time value isn’t updated until halfway through the timeout period. So if you have a 30-minute timeout, the system doesn’t check for activity until 15 minutes have passed. For example, if you update a record after 10 minutes, the last active session time value isn’t updated because there was no activity after 15 minutes. You’re logged out in 20 more minutes (30 minutes total), because the last active session time wasn’t updated. Suppose that you update a record after 20 minutes. That’s
5 minutes after the last active session time is checked. Your timeout resets, and you have another 30 minutes before being logged out, for a total of 50 minutes.
Disable session timeout warning popup
Determines whether the system prompts inactive users with a timeout warning message. Users are prompted
30 seconds before timeout as specified by the
Timeout value
.
Force logout on session timeout
Requires that when sessions time out for inactive users, current sessions become invalid. The browser refreshes and returns to the login page. To access the org, the user must log in again.
Note: Do not select
Disable session timeout warning popup
when using this setting.
Lock sessions to the IP address from which they originated
Determines whether user sessions are locked to the IP address from which the user logged in, helping to prevent unauthorized persons from hijacking a valid session.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
The Lock sessions to the IP address from which they originated
setting is available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
All other settings available in: Personal, Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To modify session security settings:
•
Customize Application
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Field Description
Note: This setting can inhibit various applications and mobile devices.
Lock sessions to the domain in which they were first used
Require secure connections
(HTTPS)
Require secure connections
(HTTPS) for all third-party domains
Associates a current UI session for a user, such as a community user, with a specific domain. The setting helps prevent unauthorized use of the session
ID in another domain. This setting is enabled by default for orgs created with the Spring ’15 release or later.
Determines whether HTTPS is required to log in to or access Salesforce, apart from Force.com sites, which can be accessed using HTTP.
This setting is enabled by default for security reasons. This setting does not apply to API requests. All API requests require HTTPS.
Note: The Reset Passwords for Your Users page can only be accessed using HTTPS.
Determines whether HTTPS is required for connecting to third-party domains.
This setting is enabled by default on accounts created after the Summer ’17 release.
Force relogin after Login-As-User
Determines whether an administrator who is logged in as another user is returned to their previous session after logging out as the secondary user.
If the setting is enabled, an administrator must log in again to continue using
Salesforce after logging out as the user. Otherwise, the administrator is returned to the original session after logging out as the user. This setting is enabled by default for new orgs beginning with the Summer ’14 release.
Require HttpOnly attribute
Restricts session ID cookie access. A cookie with the HttpOnly attribute is not accessible via non-HTTP methods, such as calls from JavaScript.
Note:
If you have a custom or packaged application that uses
JavaScript to access session ID cookies, selecting
Require
HttpOnly attribute
breaks your application. It denies the application access to the cookie. If
Require HttpOnly attribute
is selected, the AJAX Toolkit debugging window isn’t available.
Use POST requests for cross-domain sessions
Sets the org to send session information using a POST request, instead of a
GET request, for cross-domain exchanges. An example of a cross-domain exchange is when a user is using a Visualforce page. In this context, POST requests are more secure than GET requests because POST requests keep the session information in the body of the request. However, if you enable this setting, embedded content from another domain, such as:
<img src="https://acme.force.com/pic.jpg"/> sometimes doesn’t display.
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Field Description
Enforce login IP ranges on every request
Restricts the IP addresses from which users can access Salesforce to only the
IP addresses defined in
Login IP Ranges
. If this setting is enabled, login
IP ranges are enforced on each page request, including requests from client applications. If this setting isn’t enabled, login IP ranges are enforced only when a user logs in. This setting affects all user profiles that have login IP restrictions.
Enable caching and autocomplete on login page
Allows the user’s browser to store usernames. If enabled, after initial login, usernames are auto-filled into the
Username
field on the login page. If the user selected Remember me on the login page, the username persists after the session expires or the user logs out. The username also appears on the
Switcher. This setting is selected by default for all orgs.
Note: If you disable this setting, the Remember me option doesn’t appear on your org’s login page or from the Switcher.
Enable secure and persistent browser caching to improve performance
Enable user switching
Enables secure data caching in the browser to improve page reload performance by avoiding extra round trips to the server. This setting is selected by default for all orgs. We don’t recommend disabling this setting, but if your company’s policy doesn’t allow browser caching even if the data is encrypted, you can disable it.
Determines whether the Switcher appears when your org’s users select their profile picture. This setting is selected by default for all organizations. The
Enable caching and autocomplete on login page
setting must also be enabled. Deselect the
Enable user switching
setting to prevent your org from appearing in Switchers on other orgs. It also prevents your org users from seeing the Switcher when they select their profile picture.
Remember until logout
Normally, usernames are cached only while a session is active or if a user selects Remember Me. For SSO sessions, the remember option isn't available.
So, once the session expires, the username disappears from the login page and the Switcher. By enabling
Remember me until logout
, the cached usernames are deleted only if the user explicitly logs out. If the session times out, they appear on the Switcher as inactive. This way, if the users are on their own computer and allow a session to timeout, they can select the username to reauthenticate. If they're on a shared computer, the username is deleted immediately when the user logs out.
This setting applies to all your org’s users. This option isn't enabled by default.
However, we encourage you to enable it as a convenience to your users. Keep this setting disabled if your org doesn't expose all your SSO or authentication providers on your login page.
Enable the SMS method of identity confirmation
Allows users to receive a one-time PIN delivered via SMS. If this setting is selected, administrators or users must verify their mobile phone number before taking advantage of this feature. This setting is selected by default for all orgs.
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Field Description
Require security tokens for API logins from callouts (API version
31.0 and earlier)
In API version 31.0 and earlier, requires the use of security tokens for API logins from callouts. Examples are Apex callouts or callouts using the AJAX proxy. In
API version 32.0 and later, security tokens are required by default.
Login IP Ranges
(for Contact Manager,
Group, and Professional Editions)
Specifies a range of IP addresses users must log in from (inclusive), or the login fails.
To specify a range, click New and enter a Start IP Address and End IP Address to define the range, which includes the start and end values.
This field is not available in Enterprise, Unlimited, Performance, and Developer
Editions. In those editions, you can specify a valid Login IP Range in the user profile settings.
Let users use a security key
(U2F)
Allows users to use a U2F security key for two-factor authentication and identity verification. Instead of using Salesforce Authenticator, a one-time password generated by an authenticator app, or one-time passwords sent by email or
SMS, users insert their registered U2F security key into a USB port to complete verification.
Require identity verification during two-factor authentication registration
Requires users to confirm their identities to add a two-factor authentication method, such as Salesforce Authenticator, instead of requiring a relogin as before.
Require identity verification for change of email address
Requires users to confirm their identities to change email addresses instead of requiring a relogin as before.
Note:
To get the emails to confirm identity, make sure that users have access to their previously registered email accounts.
Allow location-based automated verifications with Salesforce
Authenticator
Allow only from trusted IP addresses
Allows users to verify identity by automatically approving notifications in
Salesforce Authenticator, whenever users are in trusted locations such as a home or office. If you allow automated verifications, you can allow them from any location or restrict them to only trusted IP addresses, such as your corporate network.
Allow Lightning Login
Enable clickjack protection for
Setup pages
Enable clickjack protection for non-Setup Salesforce pages
Allows users to use Lightning Login for password-free Salesforce logins, relying on Salesforce Authenticator for identity verification.
Protects against clickjack attacks on setup Salesforce pages. Clickjacking is also known as a user interface redress attack. (Setup pages are available from the Setup menu.)
Protects against clickjack attacks on non-setup Salesforce pages. Clickjacking is also known as a user interface redress attack. Setup pages already include protection against clickjack attacks. (Setup pages are available from the Setup menu.) This setting is selected by default for all orgs.
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Field
Enable clickjack protection for customer Visualforce pages with standard headers
Description
Protects against clickjack attacks on your Visualforce pages with headers enabled. Clickjacking is also known as a user interface redress attack.
Warning: If you use custom Visualforce pages within a frame or iframe, you sometimes see a blank page or the page displays without the frame. For example, Visualforce pages in a page layout don’t function when clickjack protection is on.
Enable clickjack protection for customer Visualforce pages with headers disabled
Protects against clickjack attacks on your Visualforce pages with headers disabled when setting showHeader="false"
on the page. Clickjacking is also known as a user interface redress attack.
Warning: If you use custom Visualforce pages within a frame or iframe, you sometimes see a blank page or the page displays without the frame. For example, Visualforce pages in a page layout don’t function when clickjack protection is on.
Enable CSRF protection on GET requests on non-setup pages
Enable CSRF protection on POST requests on non-setup pages
Enable XSS protection
Enable Content Sniffing protection
Logout URL
Protects against Cross Site Request Forgery (CSRF) attacks by modifying non-Setup pages. Non-Setup pages include a random string of characters in the URL parameters or as a hidden form field. With every GET and POST request, the application checks the validity of this string of characters. The application doesn’t execute the command unless the value found matches the expected value. This setting is selected by default for all orgs.
Protects against cross-site scripting attacks. If a reflected cross-site scripting attack is detected, the browser shows a blank page with no content.
Prevents the browser from inferring the MIME type from the document content. It also prevents the browser from executing malicious files (JavaScript,
Stylesheet) as dynamic content.
Redirects users to a specific page after they log out of Salesforce, such as an authentication provider’s page or a custom-branded page. This URL is used only if no logout URL is specified in the identity provider, SAML single sign-on, or external authentication provider settings. If no value is specified for
Logout
URL
, the default is https://login.salesforce.com
, unless
MyDomain is enabled. If My Domain is enabled, the default is https://customdomain.my.salesforce.com
.
3. Click Save.
Session Security Levels
You can restrict access to certain types of resources based on the level of security associated with the authentication (login) method for the user’s current session. By default, each login method has one of two security levels: Standard or High Assurance. You can change the session security level and define policies so specified resources are only available to users with a High Assurance level.
The different authentication methods are assigned these security levels, by default.
•
Username and Password — Standard
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•
Delegated Authentication — Standard
•
Activation — Standard
•
Lightning Login — Standard
•
Two-Factor Authentication — High Assurance
•
Authentication Provider — Standard
•
SAML — Standard
Note:
The security level for a SAML session can also be specified using the
SessionLevel
attribute of the SAML assertion sent by the identity provider. The attribute can take one of two values,
STANDARD
or
HIGH_ASSURANCE
.
To change the security level associated with a login method:
1. From Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings.
2. Under Session Security Levels, select the login method.
3. To move the method to the proper category, click the Add or Remove arrow.
Currently, the only features that use session-level security are reports and dashboards in Salesforce and connected apps. You can set policies requiring High Assurance on these types of resources. You can also specify an action to take if the session used to access the resource is not High Assurance. The supported actions are:
•
Block — Blocks access to the resource by showing an insufficient privileges error.
•
Raise session level — Prompts users to complete two-factor authentication. When users authenticate successfully, they can access the resource. For reports and dashboards, you can apply this action when users access reports or dashboards, or just when they export and print them.
Warning: Raising the session level to high assurance by redirecting the user to complete two-factor authentication is not a supported action in Lightning Experience. If your org has Lightning Experience enabled, and you set a policy that requires a high assurance session to access reports and dashboards, Lightning Experience users with a standard assurance session are blocked from reports and dashboards. Also, they don’t see the icons for these resources in the navigation menu. As a workaround, users with a standard assurance session can log out and log in again using an authentication method that is defined as high assurance by their org. Then they have access to reports and dashboards. Or, they can switch to Salesforce Classic, where they’re prompted to raise the session level when they attempt to access reports and dashboards.
To set a High Assurance required policy for accessing a connected app:
1. From Setup, enter
Connected Apps
in the
Quick Find
box, then select the option for managing connected apps.
2. Click Edit next to the connected app.
3. Select High Assurance session required.
4. Select one of the actions presented.
5. Click Save.
To set a High Assurance required policy for accessing reports and dashboards:
1. From Setup, enter
Access Policies
in the
Quick Find
box, then select Access Policies.
2. Select High Assurance session required.
3. Select one of the actions presented.
4. Click Save.
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Session levels have no impact on resources in the app other than connected apps, reports, and dashboards for which explicit security policies have been defined.
SEE ALSO:
Enable Lightning Login for Password-Free Logins
Say goodbye to the hassle of weak passwords, forgotten passwords, and locked-out accounts. Give your users the enhanced speed, convenience, and security of password-free logins. Enable Lightning
Login, assign the required permission to your users, and encourage them to individually enroll in
Lightning Login.
Password-free logins rely on Salesforce Authenticator (version 2 or later), the two-factor authentication mobile app that’s available as a free download for iOS and Android devices. Lightning
Logins add a layer of security by requiring two factors of authentication for login.
•
The first factor is something that the user has—a mobile device that has Salesforce Authenticator installed and connected with the user’s Salesforce account.
•
The second factor is something that the user is, such as a fingerprint, or something that the user knows, such as a PIN. The second level of authentication enhances security by requiring access to the mobile device and the user’s fingerprint or PIN.
Lightning Login isn’t limited to orgs using Lightning Experience. It works in Salesforce Classic, too.
All internal users (not external community users) are eligible for Lightning Login by default, but you can decide whether to make it available to all users. You can also determine user eligibility by using the Lightning Login User permission.
1. From Setup, enter
Session Settings
in the Quick Find box, then select Session Settings.
2. Review the default settings for Lightning Login.
a. Make sure that Allow Lightning Login is enabled.
You can disable Allow Lightning Login at any time to switch users back to username and password logins.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited
Editions
USER PERMISSIONS
To edit system permissions in profiles:
•
Manage Profiles and
Permission Sets
To enable Lightning Login:
•
Customize Application
b. Decide if you want to make Lightning Login available to all users or only users with the Lightning Login User permission.
c. Confirm that a Standard session security level is appropriate for this login method.
Lightning Login establishes a Standard security level for the user’s session. Standard is the default security level for the Username
Password method that Lightning Login typically replaces. If needed, you can change the security level to High Assurance.
3. Assign the Lightning Login User permission to users in the user profile (for cloned or custom profiles only) or permission set. Lightning
Login isn’t supported for external users.
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Consider these points about how Lightning Login relates to other login, identity verification, and two-factor authentication features.
•
You can monitor your users’ Lightning Login activity using Login History or Identity Verification History tools.
•
If enrolled users attempt a Lightning Login from an unrecognized browser or device, Salesforce requires login using username and password, along with identity verification.
•
If an enrolled user previously logged in from a browser and selected Remember me, login hints on the login page show a lightning bolt next to past usernames that are Lightning Login–enabled.
Note:
For Lightning Login to display login hints properly in the Apple Safari browser, change the Cookies and website data option in the browser. Advise your users to change it from Allow from websites I visit to Always allows.
•
If your org sets a two-factor authentication policy for logins, the Lightning Login method satisfies the second factor requirement.
Salesforce does not separately require users with the Two-Factor Authentication for User Interface Logins permission to provide a second factor.
•
If your org has defined a transaction security policy that requires two-factor authentication, Lightning Login isn’t supported. Enrolled users who attempt a Lightning Login must use log in with username and password instead.
IN THIS SECTION:
Enroll in Lightning Login for Password-Free Logins
Enroll in Lightning Login so that you can enjoy the enhanced speed, convenience, and security of password-free logins.
Cancel a User’s Lightning Login Enrollment
Cancel a user’s Lightning Login enrollment if the user is no longer eligible to use Lightning Login.
Enroll in Lightning Login for Password-Free Logins
Enroll in Lightning Login so that you can enjoy the enhanced speed, convenience, and security of password-free logins.
If a Salesforce admin has made you eligible to enroll in Lightning Login, enroll yourself (an admin can’t enroll for you).
1. Have your mobile device in hand so that you’re ready to approve the enrollment notification.
Lightning Login requires Salesforce Authenticator (version 2 or later), the two-factor authentication mobile app that’s available as a free download for iOS and Android devices. If you aren’t already using Salesforce Authenticator, enrollment includes a few extra steps. You’re guided through downloading and installing Salesforce Authenticator, connecting it to your
Salesforce account, and setting up a second factor of authentication (a fingerprint or PIN).
2. From your personal settings, enter
Advanced User Details
in the
Quick Find box, then select Advanced User Details. No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
3. Click Enroll next to the
Lightning Login
field.
If you don’t see this option, your admin hasn’t made you eligible to enroll.
4. At the prompt, check the Salesforce Authenticator notification on your mobile device and approve the request.
5. At the prompt, provide your fingerprint or PIN on the mobile device.
Now you’re ready to use this login method.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited
Editions
USER PERMISSIONS
To enroll in Lightning Login:
•
Lightning Login User
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1. Click—On the Salesforce login page, look for the lightning bolt next to your Lightning Login–enabled username, and click your username. If the login page asks for both username and password, you can enter only your username, skip the password field, and click Log In.
2. Tap—On your mobile device, tap the notification from the Salesforce Authenticator app.
3. Touch—Verify your identity with your fingerprint or PIN. Presto! You’re logged in.
While enrolled, if you’re ever without your mobile device, you can still log in with your username and password. If you disconnect
Salesforce Authenticator from your Salesforce account, Lightning Login isn’t allowed until you connect Salesforce Authenticator again.
You can cancel your enrollment at any time, and so can an admin.
Cancel a User’s Lightning Login Enrollment
Cancel a user’s Lightning Login enrollment if the user is no longer eligible to use Lightning Login.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the user’s name.
3. On the user’s detail page, click Cancel next to the
Lightning Login
field.
Your users can cancel their own enrollment. In personal settings, they go to the Advanced User
Details page and click Cancel next to the
Lightning Login
field.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and Contact
Manager Editions
USER PERMISSIONS
To cancel a user’s Lightning
Login enrollment:
•
Manage Users
Create a Login Flow
Use the Cloud Flow Designer to build a login flow process, then associate the finished flow with a profile.
When a user’s profile is associated with a login flow, the user is directed to the flow as part of the authentication process. The login flow screens are embedded in the standard Salesforce login page.
During the authentication process, these users have restricted access to the login flow screens. At the end of a successful authentication and completion of the login flow, the user is redirected to the organization. Otherwise, an explicit action can be defined within the flow to deny access.
For example, an administrator can create a login flow that implements a custom two-factor authentication process to add a desired security layer. A flow like this uses Apex methods to get the session context, extract the user’s IP address, and verify if the request is coming from a Trusted
IP Range. (To find or set the Trusted IP Range, from Setup, enter
Network Access
in the
Quick Find
box, then select Network Access.) If the request is coming from within a Trusted
IP Range address, Salesforce skips the flow and logs the user into the organization. Otherwise,
Salesforce invokes the flow providing one of three options.
1. Direct the user to log in with additional credentials, such as a time-based one-time password
(TOTP).
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To open, edit, or create a flow in the Cloud Flow
Designer:
•
Manage Force.com Flow
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2. Force the user to log out.
3. Direct the user to a page with more options.
You can also build login flows that direct users to customized pages, such as forms to gather more information, or pages providing users with additional information.
Build Your Own Login Flow
Use the following process to build your own login flow.
1. Create a new flow using the Flow Designer and Apex.
For example, you can design a custom IP-based two-factor authentication flow that requires a second factor of authentication only if the user is logging in from outside of the corporate Trusted IP Range. (To find or set the Trusted IP Range, from Setup, enter
Network Access
in the
Quick Find
box, then select Network Access.)
Note:
Do not set the Login IP Ranges directly in the user profile. The Login IP Ranges set directly in a profile restrict access to the organization for users of that profile who are outside that range, entirely, and those users cannot enter the login flow process.
The flow should contain the following.
a. A new Apex class defining an Apex plugin that implements from the (
Process.Plugin
) and uses the
Auth.SessionManagement
class to access the time-based one-time password (TOTP) methods and services. The new
Apex class for the plugin generates a time-based key with a quick response (QR) code to validate the TOTP provided by the user against the TOTP generated by Salesforce.
b. A screen element to scan a QR code.
c. A decision element to handle when the token is valid and when the token is invalid.
Within the flow, you can set input variables. If you use the following specified names, these values will be populated for the flow when it starts.
Name
LoginFlow_LoginType
LoginFlow_IpAddress
LoginFlow_LoginIpAddress
LoginFlow_UserAgent
LoginFlow_Platform
Value Description
The type of login, such as Application, OAuth, or SAML
The user’s current IP address
The user’s IP address used during login, which can change after authentication
The user agent string provided by the user’s browser
The operating system for the user
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Name
LoginFlow_Application
LoginFlow_Community
LoginFlow_SessionLevel
LoginFlow_UserId
Value Description
Application used to request authentication
Current Community, if this login flow applies to a Community
The current session security level, Standard or High Assurance
The user’s 18-character ID.
During the flow, you can assign the following, pre-defined variables values for specific behavior.
Note:
The flow loads these values only after a UI screen is refreshed (a user clicking a button does not load the values, a new screen must be added to the flow for the values to be loaded).
Name
LoginFlow_FinishLocation
LoginFlow_ForceLogout
Value Description
A Text value. Provide a string that defines where the user goes after completing the login flow. The string should be a valid
Salesforce URL (the user cannot leave the organization and stay in the flow) or relative path.
A Boolean value. Set this variable to true
to log the user out, immediately, and force the user to exit the flow.
2. Save the flow.
3. Activate the flow.
4. Connect the login flow to a profile.
SEE ALSO:
https://developer.salesforce.com/page/Login-Flows
Connect a Login Flow to a Profile
Connect a Login Flow to a Profile
After you create a login flow in Flow Designer and activate the flow, you associate it with a profile in your organization. Users with that profile are then directed to the login flow.
1. From Setup, enter
Login Flows
in the
Quick Find
box, then select Login Flows.
2. Click New.
3. Enter a name to reference the login flow association when you edit or delete it. The name doesn’t need to be unique.
4. Select the login flow for the profile. The drop-down list includes all the available flows saved in the Flow Designer. Only active flows of type Flow are supported.
5. Select a user license for the profile to which you want to connect the flow. The profile list then shows profiles with that license.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
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6. Select the profile to connect to the login flow.
7. Click Save.
Users of the profile are now directed to the login flow.
After you associate the login flow, you can edit or delete the flows listed on this login flows page.
You can associate a login flow with one or more profiles. However, a profile can’t be connected to more than one login flow.
SEE ALSO:
Set Up Two-Factor Authentication
Admins enable two-factor authentication through permissions or profile settings. Users register devices for two-factor authentication—such as mobile authenticator apps or U2F security keys—through their own personal settings.
EDITIONS
You can customize two-factor authentication in the following ways.
•
Require it for every login. Set the two-factor login requirement for every time the user logs in to Salesforce. You can also enable this feature for API logins, which includes the use of client applications like the Data Loader. For more information, see
or Set Two-Factor Authentication Login Requirements for API Access .
•
Use “stepped up” authentication (also known as “high assurance” authentication). Sometimes you don’t need two-factor authentication for every user’s login, but you want to secure certain resources. If the user tries to use a connected app or reports, Salesforce prompts the user to
verify identity. For more information, see Session Security Levels .
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and Contact
Manager Editions
•
Use profile policies and session settings. First, in the user profile, set the
Session security level required at login
field to High Assurance. Then set session security levels in your org’s session settings to apply the policy for particular login methods. In your org’s session settings, check the session security levels to make sure that Two-Factor Authentication is in the
High Assurance column. For more information, see
Set Two-Factor Authentication Login Requirements and Custom Policies for
Single Sign-On, Social Sign-On, and Communities
.
Warning:
If Two-Factor Authentication is in the Standard column, users get an error when they log in with a method that grants standard-level security.
•
Use login flows. Use the Flow Designer and profiles to build post-authentication requirements as the user logs in, including custom two-factor authentication processes. For more information, see the following examples.
–
Login Flows
–
Implementing SMS-Based Two-Factor Authentication
–
Enhancing Security with Two-Factor Authentication (Salesforce Classic)
IN THIS SECTION:
Set Two-Factor Authentication Login Requirements
As a Salesforce admin, you can require your users to use a second factor of authentication when they log in.
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Use profile policies and session settings to set two-factor authentication login requirements for users. All Salesforce user interface authentication methods, including username and password, delegated authentication, SAML single sign-on, and social sign-on through a third-party authentication provider, are supported. You can apply the two-factor authentication requirement to users in
Salesforce orgs and Communities.
Set Two-Factor Authentication Login Requirements for API Access
Salesforce admins can set the “Two-Factor Authentication for API Logins” permission to allow using a second authentication challenge for API access to Salesforce. API access includes the use of applications like the Data Loader and developer tools for customizing an organization or building client applications.
Connect Salesforce Authenticator (Version 2 or Later) to Your Account for Identity Verification
The Salesforce Authenticator (version 2 or later) app on your mobile device is the second factor of authentication. Use the app to add an extra level of security to your account.
Verify Your Identity with a One-Time Password Generator App or Device
Connect a one-time password generator app, such as Salesforce Authenticator or Google Authenticator, to verify your identity. The app generates a verification code, sometimes called a “time-based one-time password”.
Enable U2F Security Keys for Identity Verification
As a Salesforce admin, you can allow users to use a U2F security key anytime they’re challenged to verify their identity, including two-factor authentication and activations. Instead of using Salesforce Authenticator or one-time passwords sent by email or SMS, users insert their U2F security key into a USB port to complete verification.
Register a U2F Security Key for Identity Verification
Register a U2F security key to connect it to your Salesforce account. It’s a secure, convenient alternative to using Salesforce Authenticator or one-time passwords sent by email or SMS. Anytime you’re challenged to verify your identity, including two-factor authentication and activations, you can insert your security key into a USB port to complete verification.
Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Only one Salesforce Authenticator (version 2 or later) mobile app can be connected to a user’s account at a time. If your user loses access to the app by replacing or losing the mobile device, disconnect the app from the user’s account. The next time the user logs in with two-factor authentication, if no other authenticator app is connected, Salesforce prompts the user to connect a new authenticator app.
Disconnect a User’s One-Time Password Generator App
Besides Salesforce Authenticator, one other mobile authenticator app that generates verification codes (one-time passwords) can be connected to a user’s account at a time. If your user loses access to the app by replacing or losing the mobile device, disconnect the app from your user’s account. The next time your user logs in with two-factor authentication, if no other identity verification method is connected, Salesforce prompts the user to connect a new authenticator app.
Remove a User’s U2F Security Key Registration
One U2F security key can be registered with a user’s Salesforce account at a time. If your user replaces or loses a registered security key, remove the registration from your user’s account.
Generate a Temporary Identity Verification Code
Generate a temporary verification code for users who can’t access the device they usually use for two-factor authentication. You set when the code expires, from 1 to 24 hours after you generate it. The code can be used multiple times until it expires.
Expire a Temporary Verification Code
Expire a user’s temporary verification code when the user no longer needs it for two-factor authentication
See How Your Users Are Verifying Their Identity
Customize a list view of users or check the Identity Verification Methods report to find out who’s using which methods to verify identity. Create custom reports to spot patterns in identity verification behavior for your org or community.
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Delegate Two-Factor Authentication Management Tasks
Let users who aren’t Salesforce admins provide support for two-factor authentication in your org. For example, suppose you want your company’s Help Desk staff to generate temporary verification codes for users who lost or forgot the device they usually use for two-factor authentication. Assign Help Desk staff members the “Manage Two-Factor Authentication in User Interface” permission so that they can generate codes and support end users with other two-factor authentication tasks.
Set Two-Factor Authentication Login Requirements
As a Salesforce admin, you can require your users to use a second factor of authentication when they log in.
You can require two-factor authentication each time a user logs in with a username and password to Salesforce, including orgs with custom domains created using My Domain. To set the requirement, select the “Two-Factor Authentication for User Interface Logins” permission in the user profile (for cloned profiles only) or permission set.
See how to set up a two-factor authentication requirement for your org and how your users can use the Salesforce Authenticator app. Salesforce Authenticator: Set Up a Two-Factor
Authentication Requirement (Salesforce Classic)
Users with the “Two-Factor Authentication for User Interface Logins” permission have to provide a second factor, such as a mobile authenticator app or U2F security key, each time they log in to
Salesforce.
You can also use a profile-based policy to set a two-factor authentication requirement for users assigned to a particular profile. Use the profile policy when you want to require two-factor authentication for users of the following authentication methods:
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit profiles and permission sets:
•
Manage Profiles and
Permission Sets
•
SAML for single sign-on
•
Social sign-on in to Salesforce orgs or Communities
•
Username and password authentication into Communities
All Salesforce user interface authentication methods, including username and password, delegated authentication, SAML single sign-on, and social sign-on through an authentication provider, are supported. In the user profile, set the
Session security level required at login
field to High Assurance. Then set session security levels in your org’s session settings to apply the policy for particular login methods. Also in your org’s session settings, check the session security levels to make sure that Two-Factor
Authentication is in the High Assurance column.
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Warning: If Two-Factor Authentication is in the Standard column, users get an error when they log in with a method that grants standard-level security.
SEE ALSO:
Connect Salesforce Authenticator (Version 2 or Later) to Your Account for Identity Verification
Verify Your Identity with a One-Time Password Generator App or Device
Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Disconnect a User’s One-Time Password Generator App
Generate a Temporary Identity Verification Code
Expire a Temporary Verification Code
Delegate Two-Factor Authentication Management Tasks
Set Two-Factor Authentication Login Requirements and Custom Policies for Single Sign-On, Social Sign-On, and Communities
Use profile policies and session settings to set two-factor authentication login requirements for users. All Salesforce user interface authentication methods, including username and password, delegated authentication, SAML single sign-on, and social sign-on through a third-party authentication provider, are supported. You can apply the two-factor authentication requirement to users in Salesforce orgs and Communities.
To require two-factor authentication for users assigned to a particular profile, edit the Session security level required at login profile setting. Then set session security levels in your org’s session settings to apply the policy for particular login methods.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
By default, the session security requirement at login for all profiles is None. You can edit a profile’s
Session Settings to change the requirement to High Assurance. When profile users with this requirement use a login method that grants standard-level security instead of high assurance, such as username and password, they’re prompted to verify their identity with two-factor authentication.
After users authenticate successfully, they’re logged in to Salesforce.
You can edit the security level assigned to a login method in your org’s Session Settings.
Users with mobile devices can use the Salesforce Authenticator mobile app or another authenticator app for two-factor authentication. Internal users can connect the app to their account in the
Advanced User Details page of their personal settings. If you set the High Assurance requirement on a profile, any profile user who doesn’t already have Salesforce Authenticator or another authenticator app connected to their account is prompted to connect the app before they can log in. After they connect the app, they’re prompted to use the app to verify their identity.
USER PERMISSIONS
To edit profiles and permission sets:
•
Manage Profiles and
Permission Sets
To generate a temporary verification code
•
Manage Two-Factor
Authentication in User
Interface
Users with registered U2F security keys can use them for two-factor authentication.
Community members with the High Assurance profile requirement are prompted to connect an authenticator app during login.
1. From Setup, enter
Profiles
in the Quick Find box, then select Profiles.
2. Select a profile.
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3. Scroll to Session Settings and find the
Session security level required at login
setting.
4. Click Edit.
5. For Session security level required at login, select High Assurance.
6. Click Save.
7. From Setup, enter
Session Settings
in the Quick Find box, then select Session Settings.
8. In Session Security Levels, make sure that Two-Factor Authentication is in the High Assurance column.
If Two-Factor Authentication is in the Standard column, users get an error when they log in with a method that grants standard-level security.
9.
Note: Consider moving Activation to the High Assurance column. With this setting, users who verify their identity from an unrecognized browser or app establish a high-assurance session. When Activation is in the High Assurance column, profile users who verify their identity at login aren’t challenged to verify their identity again to satisfy the high-assurance session security requirement.
Save your changes.
Example: You’ve configured Facebook and LinkedIn as authentication providers in your community. Many of your community members use social sign-on to log in using the username and password from their Facebook or LinkedIn accounts. You want to increase security by requiring Customer Community users to use two-factor authentication when they log in with their Facebook account, but not with their LinkedIn account. You edit the Customer Community User profile and set the Session security level required at login to High Assurance. In your org’s Session Settings, you edit the Session Security Levels. You place Facebook in the Standard column. In the High Assurance column, you place Two-Factor Authentication. You also place LinkedIn in the High
Assurance column.
Note: You can also use login flows to change the user’s session security level to initiate identity verification under specific conditions. Login flows let you build a custom post-authentication process that meets your business requirements.
If users lose or forget the device they usually use for two-factor authentication, you can generate a temporary verification code for them.
You set when the code expires, from 1 to 24 hours after you generate it. Your user can use the code multiple times until it expires. A user can have only one temporary code at a time. If a user needs a new code while the old code is still valid, you can expire the old code, then generate a new one. Users can expire their own valid codes in their personal settings.
Note: The High Assurance profile requirement applies to user interface logins. OAuth token exchanges aren’t subject to the requirement. OAuth refresh tokens that were obtained before a High Assurance requirement is set for a profile can still be exchanged for access tokens that are valid for the API. Tokens are valid even if they were obtained with a standard-assurance session. To require users to establish a high-assurance session before accessing the API with an external application, first revoke existing OAuth
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SEE ALSO:
Connect Salesforce Authenticator (Version 2 or Later) to Your Account for Identity Verification
Verify Your Identity with a One-Time Password Generator App or Device
Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Disconnect a User’s One-Time Password Generator App
Generate a Temporary Identity Verification Code
Expire a Temporary Verification Code
Delegate Two-Factor Authentication Management Tasks
Expire a Temporary Verification Code
Set Two-Factor Authentication Login Requirements for API Access
Salesforce admins can set the “Two-Factor Authentication for API Logins” permission to allow using a second authentication challenge for API access to Salesforce. API access includes the use of applications like the Data Loader and developer tools for customizing an organization or building client applications.
The “Two-Factor Authentication for User Interface Logins” permission is a prerequisite for the
“Two-Factor Authentication for API Logins” permission. Users who have these permissions enabled have to complete two-factor authentication when they log in to Salesforce through the user interface.
Users must download and install an authenticator app on their mobile device and connect the app to their Salesforce account. Then they can use verification codes (time-based one-time passwords, or TOTP) from the app for two-factor authentication.
SEE ALSO:
Verify Your Identity with a One-Time Password Generator App or Device
Set Two-Factor Authentication Login Requirements
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited
Editions
USER PERMISSIONS
To edit system permissions in profiles:
•
Manage Profiles and
Permission Sets
To enable this feature:
•
Two-Factor
Authentication for User
Interface Logins
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Connect Salesforce Authenticator (Version 2 or Later) to Your Account for Identity Verification
The Salesforce Authenticator (version 2 or later) app on your mobile device is the second factor of authentication. Use the app to add an extra level of security to your account.
1. Download and install version 2 or later of the Salesforce Authenticator app for the type of mobile device you use. For iPhone, get the app from the App Store . For Android devices, get the app from Google Play .
If you previously installed version 1 of Salesforce Authenticator on your mobile device, you can update the app to version 2 through the App Store or Google Play. The update preserves any connected accounts you already have in the app. These accounts are code-only accounts that generate verification codes but don’t receive push notifications or allow location-based automated verifications. If you have a code-only account for the username you used for your current login to Salesforce, swipe left in the app to remove that username before proceeding.
In the following steps, you connect the account for that username again. The new connected account gives you full Salesforce Authenticator version 2 functionality: push notifications, location-based automated verifications, and verification codes.
EDITIONS
Salesforce Authenticator setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Contact Manager Editions
2. From your personal settings, enter
Advanced User Details
in the
Quick Find
box, then select Advanced User Details.
No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
3. Find App Registration: Salesforce Authenticator and click Connect.
4. For security purposes, you’re prompted to log in to your account.
5. Open the Salesforce Authenticator app on your mobile device.
If you’re opening the app for the first time, you see a tour of the app’s features. Take the tour, or go straight to adding your Salesforce account to the app.
6. In the app, tap + to add your account.
The app generates a unique two-word phrase.
7. Back in your browser, enter the phrase in the
Two-Word Phrase
field.
8. Click Connect.
If you previously connected an authenticator app that generates verification codes to your account, you sometimes see an alert.
Connecting version 2 or later of the Salesforce Authenticator mobile app invalidates the codes from your old app. When you need a verification code, get it from Salesforce Authenticator from now on.
9. In the Salesforce Authenticator app on your mobile device, you see details about the account you’re connecting. To complete the account connection, tap Connect in the app.
To help keep your account secure, we send you an email notification whenever a new identity verification method is added to your
Salesforce account. You get the email whether you add the method or your Salesforce admin adds it on your behalf.
If your administrator requires two-factor authentication for increased security when you log in or access reports or dashboards, use the app to verify your account activity. If you’re required to use two-factor authentication before you have the app connected, you’re prompted to connect it the next time you log in to Salesforce. If you don’t yet have the two-factor authentication requirement, you can still connect the app to your account through your personal settings.
After you connect the app, you get a notification on your mobile device when you do something that requires identity verification. When you receive the notification, open the app on your mobile device, check the activity details, and respond on your mobile device to verify.
If you are notified about activity you don’t recognize, use the app to block the activity. You can flag the blocked activity for your Salesforce admin. The app also provides a verification code that you can use as an alternate method of identity verification.
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Verify Your Identity with a One-Time Password Generator App or Device
Connect a one-time password generator app, such as Salesforce Authenticator or Google
Authenticator, to verify your identity. The app generates a verification code, sometimes called a
“time-based one-time password”.
EDITIONS
If your company requires two-factor authentication for increased security when you log in, access connected apps, reports, or dashboards, use a code from the app. If you’re required to use two-factor authentication before you have an app connected, you’re prompted to connect one the next time you log in to Salesforce.
Available in: Both Salesforce
Classic and Lightning
Experience
Available in all editions
1. Download the supported authenticator app for your device type. You can use any authenticator app that supports the time-based one-time password (TOTP) algorithm ( IETF RFC 6238 ), such as Salesforce Authenticator for iOS ,
Salesforce Authenticator for Android , or Google Authenticator.
2. From your personal settings, enter
Advanced User Details
in the
Quick Find
box, then select Advanced User Details.
No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
3. Find
App Registration: One-Time Password Generator
and click Connect.
If you’re connecting an authenticator app other than Salesforce Authenticator, use this setting. If you’re connecting Salesforce
Authenticator, use this setting if you’re only using its one-time password generator feature (not the push notifications available in version 2 or later).
Note: If you’re connecting Salesforce Authenticator so that you can use push notifications, use the
App Registration:
Salesforce Authenticator
setting instead. That setting enables both push notifications and one-time password generation.
You can connect up to two authenticator apps to your Salesforce account for one-time password generation: Salesforce Authenticator and one other authenticator app.
4. For security purposes, you’re prompted to log in to your account.
5. Using the authenticator app on your mobile device, scan the QR code.
Alternatively, click I Can’t Scan the QR Code in your browser. The browser displays a security key. In the authenticator app, enter your username and the key displayed.
6. In Salesforce, enter the code generated by the authenticator app in the
Verification Code
field.
The authenticator app generates a new verification code periodically. Enter the current code.
7. Click Connect.
To help keep your account secure, we send you an email notification whenever a new identity verification method is added to your
Salesforce account. You get the email whether you add the method or your Salesforce admin adds it on your behalf.
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Enable U2F Security Keys for Identity Verification
As a Salesforce admin, you can allow users to use a U2F security key anytime they’re challenged to verify their identity, including two-factor authentication and activations. Instead of using Salesforce
Authenticator or one-time passwords sent by email or SMS, users insert their U2F security key into a USB port to complete verification.
The Universal Second Factor (U2F) authentication standard is part of the FIDO Alliance and features the security of public-key cryptography, which strongly resists phishing. U2F security keys, which commonly plug into a USB port, are easy to deploy and work well in environments where mobile devices aren’t allowed. Users can use the same security key with multiple service providers and multiple Salesforce orgs and accounts.
It’s worth mentioning a few things about how security keys work.
•
Users can self-provision their own security keys. These devices don’t require upfront registration by IT or admins.
•
Security keys can look similar to other USB authentication devices that users carry on a keychain.
Try to look for the FIDO U2F logo indicating that the device is compatible with the U2F protocol.
If you’re not sure, verify with your security hardware vendor that their keys are U2F compliant.
•
Security keys aren’t a biometric device, even though some have a button that requires the user’s touch to activate the device. After the user inserts and activates the security key, it generates the required credentials, and the browser passes them on to Salesforce to complete the login.
•
For now, this identity verification method is supported only in Chrome version 41 or later because it’s the only browser that natively supports U2F.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited
Editions
USER PERMISSIONS
To enable U2F security keys:
•
Customize Application
AND
Manage Users
After you enable U2F security keys in your org, any user can individually register a security key to connect the device to their Salesforce account. Then they can use it for identity verification.
1. From Setup, enter
Session Settings
in the
Quick Find
box, then select Session Settings.
2. Select
Let users use a security key
.
Important:
My Domain must be enabled before you enable U2F security keys. If your org has deployed My Domain, you have access to this setting.
3. Save your changes.
As with other identity verification methods, you can use standard tools in Salesforce to track users’ security key usage.
•
View users’ security key activity on the Identity Verification History page.
•
Monitor security key adoption using the Identity Verification Methods report (via the link on the Identity Verification History page).
•
Create user list views that include the
Has U2F Security Key
field to see who has registered this method.
Using the Mass Email Users tool, you can send targeted communications to users who have registered this method.
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Register a U2F Security Key for Identity Verification
Register a U2F security key to connect it to your Salesforce account. It’s a secure, convenient alternative to using Salesforce Authenticator or one-time passwords sent by email or SMS. Anytime you’re challenged to verify your identity, including two-factor authentication and activations, you can insert your security key into a USB port to complete verification.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
If your Salesforce admin has allowed the use of U2F security keys, register your own security key
(an admin can’t register for you). Keep in mind these considerations.
•
Make sure that your security key is compatible with the U2F protocol. Security keys can look similar to other USB authentication devices that fit on a keychain. Try to look for the FIDO U2F logo indicating that the device is U2F compliant. If you’re not sure, verify with your Salesforce admin.
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited
Editions
•
Make sure that your browser is compatible. For now, Google Chrome version 41 or later is the only browser that natively supports U2F. All registration and identity verification activity is supported only in Chrome version 41 or later.
•
You can use the same security key with multiple service providers and multiple Salesforce orgs and accounts. You can register one key per account.
1. Have your U2F-compliant security key in hand so that you’re ready to insert it when prompted. If you wait too long, your registration attempt can time out.
2. From your personal settings, enter
Advanced User Details
in the
Quick Find
box, then select Advanced User Details.
No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
3. Click Register next to the
Security Key (U2F)
field.
If you don’t see this option, your Salesforce admin has disallowed the use of security keys.
4. For security purposes, you’re prompted to log in to your account.
5. At the prompt, insert your security key into your computer’s USB port. If it has a button, touch the button.
Security keys aren’t a biometric device, even though some have a button that requires your touch to activate the device.
6. After successful registration, click Continue to dismiss the confirmation message.
To help keep your account secure, we send you an email notification after successful registration.
Now you’re ready to use this identity verification method. When we prompt you for your U2F security key, insert it and touch the button if it has a button. The security key generates the required credentials, and the browser passes them on to Salesforce to complete the verification.
If you’re ever without your security key, you can still use other verification methods, such as Salesforce Authenticator or another method that generates a verification code. If you need a temporary alternate method for two-factor authentication, your admin can generate a temporary verification code (not available for activations).
You can cancel your security key registration at any time, and so can an admin.
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Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Only one Salesforce Authenticator (version 2 or later) mobile app can be connected to a user’s account at a time. If your user loses access to the app by replacing or losing the mobile device, disconnect the app from the user’s account. The next time the user logs in with two-factor authentication, if no other authenticator app is connected, Salesforce prompts the user to connect a new authenticator app.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the user’s name.
3. On the user’s detail page, click Disconnect next to the
App Registration:
Salesforce Authenticator
field.
Users can disconnect the app from their own account on the Advanced User Details page. In personal settings, the user clicks Disconnect next to the
App Registration: Salesforce
Authenticator
field.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To disconnect a user’s
Salesforce Authenticator app:
•
Manage Two-Factor
Authentication in User
Interface
Disconnect a User’s One-Time Password Generator App
Besides Salesforce Authenticator, one other mobile authenticator app that generates verification codes (one-time passwords) can be connected to a user’s account at a time. If your user loses access to the app by replacing or losing the mobile device, disconnect the app from your user’s account.
The next time your user logs in with two-factor authentication, if no other identity verification method is connected, Salesforce prompts the user to connect a new authenticator app.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the user’s name.
3. On the user’s detail page, click Disconnect next to the
App Registration: One-Time
Password Generator
field.
Your users can disconnect the app from their own account. In personal settings, they go to the
Advanced User Details page and click Disconnect next to the
App Registration:
One-Time Password Generator
field.
SEE ALSO:
Delegate Two-Factor Authentication Management Tasks
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and Contact
Manager Editions
USER PERMISSIONS
To disconnect a user’s authenticator app:
•
Manage Two-Factor
Authentication in User
Interface
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Remove a User’s U2F Security Key Registration
One U2F security key can be registered with a user’s Salesforce account at a time. If your user replaces or loses a registered security key, remove the registration from your user’s account.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the user’s name.
3. On the user’s detail page, click Remove next to the
Security Key (U2F)
field.
Your users can remove a registered security key from their own account. In personal settings, they go to the Advanced User Details page and click Remove next to the
Security Key (U2F) field.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and Contact
Manager Editions
USER PERMISSIONS
To remove a user’s U2F security key registration:
•
Manage Two-Factor
Authentication in User
Interface
Generate a Temporary Identity Verification Code
Generate a temporary verification code for users who can’t access the device they usually use for two-factor authentication. You set when the code expires, from 1 to 24 hours after you generate it. The code can be used multiple times until it expires.
Temporary verification codes are valid for two-factor authentication only. They aren’t valid for device activations. That is, when users log in from an unrecognized browser or app and we require identity verification, they can’t use a temporary code.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the name of the user who needs a temporary verification code.
You can’t generate a code for an inactive user.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
3. Find
Temporary Verification Code
, then click Generate.
If you don’t already have a session with a high-assurance security level, Salesforce prompts you to verify your identity.
4. Set when the code expires, and click Generate Code.
5. Give the code to your user, then click Done.
After you click Done, you can’t return to view the code again, and the code isn’t displayed anywhere in the user interface.
USER PERMISSIONS
To generate a temporary verification code:
•
Manage Two-Factor
Authentication in User
Interface
Your user can use the temporary verification code multiple times until it expires. Each user can have only one temporary verification code at a time. If a user forgets or loses the code before it expires, you can manually expire the old code and generate a new one. You can generate up to six codes per hour for each user.
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Note: When you add an identity verification method to a user’s account, the user gets an email. To stop sending emails to users when new identity verification methods are added to their accounts, contact Salesforce.
SEE ALSO:
Delegate Two-Factor Authentication Management Tasks
Expire a Temporary Verification Code
Expire a Temporary Verification Code
Expire a user’s temporary verification code when the user no longer needs it for two-factor authentication
Each user can have only one temporary verification code at a time. If a user forgets or loses the code before it expires, you can manually expire the old code and generate a new one. You can generate up to six codes per hour for each user.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the name of the user whose temporary verification code you need to expire.
3. Find
Temporary Verification Code
, and click Expire Now.
SEE ALSO:
Delegate Two-Factor Authentication Management Tasks
Generate a Temporary Identity Verification Code
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To expire a user’s temporary verification code:
•
Manage Two-Factor
Authentication in User
Interface
See How Your Users Are Verifying Their Identity
Customize a list view of users or check the Identity Verification Methods report to find out who’s using which methods to verify identity. Create custom reports to spot patterns in identity verification behavior for your org or community.
To see registered identity verification methods in a Users list view, create or edit a view and add one or more of the following fields.
Has Verified Mobile Number
Indicates whether the user has verified a mobile phone number. Salesforce can text a verification code to the user at that number.
Has One-Time Password App
Indicates whether the user has connected an authenticator app that generates verification codes, also known as time-based one-time passwords. The user can verify identity by entering a code generated by the app.
Has Salesforce Authenticator
Indicates whether the user has connected the Salesforce Authenticator mobile app. The user can verify identity by approving a notification sent to the app.
EDITIONS
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To monitor user identity verification methods:
•
Manage Two-Factor
Authentication in User
Interface
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Has Temporary Code
Indicates whether the user has a temporary verification code. Admins or non-admin users with the “Manage Two-Factor Authentication in User Interface” permission generate temporary codes and set when the code expires.
Has U2F Security Key
Indicates whether the user has registered a U2F security key. The user can verify identity by inserting the security key into a USB port.
You can perform some two-factor authentication support tasks right in the list view. For example, you can generate or expire a temporary verification code or disconnect a mobile authenticator app when the user loses access to the mobile device.
To view and customize the Identity Verification Methods report, users with the “Manage Two-Factor Authentication in User Interface” permission can click the link on the Identity Verification History page in Setup.
Users with the “View Setup and Configuration” permission can also access the report from the Administrative Reports folder in Reports.
Users with the “Manage Two-Factor Authentication in API” permission can create custom reports and dashboards for even deeper insight into identity verification history in your org or community. For example, create a report that shows identity verification method registration by profile. Or create a dashboard with charts that show method registration and verification challenges by the org policy that triggered them.
SEE ALSO:
Delegate Two-Factor Authentication Management Tasks
Delegate Two-Factor Authentication Management Tasks
Let users who aren’t Salesforce admins provide support for two-factor authentication in your org.
For example, suppose you want your company’s Help Desk staff to generate temporary verification codes for users who lost or forgot the device they usually use for two-factor authentication. Assign
Help Desk staff members the “Manage Two-Factor Authentication in User Interface” permission so that they can generate codes and support end users with other two-factor authentication tasks.
To assign the permission, select “Manage Two-Factor Authentication in User Interface” in the user profile (for cloned profiles only) or permission set. Users with the permission can perform the following tasks.
•
Generate a temporary verification code for a user who can’t access the device normally used for two-factor authentication.
•
Disconnect identity verification methods from a user’s account when the user loses or replaces a device.
•
View user identity verification activity on the Identity Verification History page.
•
View the Identity Verification Methods report by clicking a link on the Identity Verification History page.
•
Create user list views that show which identity verification methods users have registered.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To edit profiles and permission sets:
•
Manage Profiles and
Permission Sets
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Note: Although non-admin users with the permission can view the Identity Verification Methods report, they can’t create custom reports that include data restricted to users with the “Manage Users” permission.
SEE ALSO:
Protect Your Salesforce Organization
Disconnect Salesforce Authenticator (Version 2 or Later) from a User’s Account
Disconnect a User’s One-Time Password Generator App
Generate a Temporary Identity Verification Code
Expire a Temporary Verification Code
See How Your Users Are Verifying Their Identity
Transaction Security
Transaction Security is a framework that intercepts real-time Salesforce events and applies appropriate actions and notifications based on security policies you create. Transaction Security monitors events according to the policies that you set up. These policies are applied against events in your org and specify actions to take when certain event combinations occur. When a policy is triggered, you can have an action taken and receive an optional notification.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Policies evaluate activity using events that you specify. For each policy, you define real-time actions, such as notify, block, force two-factor authentication, freeze user, or end a session.
Transaction Security uses resource metering to help prevent malicious or unintentional monopolization of shared, multitenant platform resources. Metering prevents policy evaluations from using too many resources and impacting your org.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
Activate and configure transaction security on your org before creating your own custom policies. Only an active user assigned the
System Administrator profile can use this feature.
Create Custom Transaction Security Policies
Create your own custom policies, triggered by specific events. Only an active user assigned the System Administrator profile can use this feature.
Create Transaction Security Policies with Salesforce Classic
Create a policy in Salesforce Classic using a single form, including a basic Apex event class.
Create Transaction Security Policies with Lightning Experience
Let the Transaction Security wizard walk you through the steps to create a policy.
Apex Policies for Transaction Security Notifications
Every Transaction Security policy must implement the Apex
TxnSecurity.PolicyCondition
interface. Here are several examples.
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Set Up and Maintain Your Salesforce Organization Transaction Security
Manage Transaction Security Policies
Use Transaction Security policies to define, enable, and generate Apex code to implement your policies. Specify how to be notified when a policy is triggered, and then select the policies to enable. Only an active user assigned the System Administrator profile can use this feature.
Receiving Transaction Security Notifications
You receive the notifications you’ve selected when an enabled policy is triggered. The notifications are formatted for easy recognition.
Transaction Security Policies
Policies evaluate activity using events that you specify. For each policy, you define real-time actions, such as notify, block, force two-factor authentication, freeze user, or end a session.
When you enable Transaction Security for your org, two policies are created:
EDITIONS
•
Concurrent User Session Limit policy to limit concurrent login sessions
•
Lead Data Export policy to block excessive data downloads of leads
Available in: both Salesforce
Classic and Lightning
Experience
The policies’ corresponding Apex classes are also created in the org. An administrator can enable the policies immediately or edit their Apex classes to customize them.
For example, suppose that you activate the Concurrent User Session Limit policy to limit the number of concurrent sessions per user. In addition, you change the policy to notify you via email when the policy is triggered. You also update the policy’s Apex implementation to limit users to three sessions instead of the default five sessions. (That’s easier than it sounds.) Later, someone with three login sessions tries to create a fourth. The policy prevents that and requires ending one of the existing sessions before proceeding with the new session. At the same time, you are notified that the policy was triggered.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
The Transaction Security architecture uses the Security Policy Engine to analyze events and determine the necessary actions.
A transaction security policy consists of events, notifications, and actions.
•
Available event types are:
–
Data Export for Account, Case, Contact, Lead, and Opportunity objects
–
Entity for authentication providers and sessions, client browsers, login IP, and Chatter resources
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Set Up and Maintain Your Salesforce Organization Transaction Security
–
Logins
–
Resource Access for connected apps and reports and dashboards
•
You can be notified via email, by an in-app notification, or both.
•
Actions to take if the policy is triggered:
–
Block the operation
–
Require a higher level of assurance using two-factor authentication
–
Freeze the user
–
End a current session
You can also take no action and only receive a notification. The actions available depend on the event type and resource selected.
Transaction Security Metering
Transaction Security uses resource metering to help prevent malicious or unintentional monopolization of shared, multitenant platform resources. Metering prevents policy evaluations from using too many resources and impacting your org.
Policies are metered for uniform resource use. If a policy request can’t be handled quickly enough, a fail-close behavior occurs, and access is blocked. Transaction Security implements metering by limiting policy execution. If the elapsed execution time exceeds three seconds, the user is denied access to the resource or entity.
Here’s an example of how metering works for login policies. Your org has a login policy with a notification action. A user makes four login requests concurrently, but they can’t all be executed in sufficient time. Transaction Security stops processing the policies and fails closed, blocking all four login requests. Because the policy evaluations didn’t finish, a notification isn’t sent.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
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Set Up and Maintain Your Salesforce Organization Transaction Security
Set Up Transaction Security
Activate and configure transaction security on your org before creating your own custom policies.
Only an active user assigned the System Administrator profile can use this feature.
1. Enable transaction security policies to make them available for use.
EDITIONS
a. From Setup, enter
Transaction Security
in the
Quick Find
box, then select
Transaction Security.
b. Select Enable custom transaction security policies at the top of the page.
The ConcurrentSessionsLimitingPolicy limits concurrent sessions and is triggered in two ways:
•
When a user with five current sessions tries to log in for a sixth session
•
When an administrator that’s already logged in tries to log in a second time
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
You can adjust the number of sessions allowed by changing the Apex policy implementation
ConcurrentSessionsPolicyCondition
.
The Lead Data Export policy blocks excessive data downloads of leads. It’s triggered when a download either:
•
Retrieves more than 2,000 lead records
•
Takes more than one second to complete
You can change these values by modifying the policy implementation.
DataLoaderLeadExportCondition
2. After Transaction Security is enabled, set the preferences for your org.
a. Click Default Preferences on the Transaction Security Policies page.
USER PERMISSIONS
User Permissions Needed
To create, edit, and manage transaction security policies:
•
Author Apex
AND
Customize Application
b. Select the preference When users exceed the maximum number of Salesforce sessions
allowed, close the oldest session.
Login policies affect programmatic access and access from Salesforce Classic and Lightning Experience. When you create a policy that limits the number of concurrent user sessions, all sessions count toward that limit. Regular logins with a username and password, logins by web applications, logins using Authentication Providers, and all other login types are considered.
The session limit isn’t a problem in Salesforce Classic or Lightning Experience because you’re prompted to select which session or sessions to end. That choice isn’t available from within a program, so the program receives a Transaction Security exception that the session limit has been reached.
To prevent this problem, select When users exceed the maximum number of Salesforce sessions allowed, close the oldest
session.. Then when a programmatic request is made that exceeds the number of sessions allowed, older sessions are ended until the session count is below the limit. The setting also works for logins from the UI. Instead of being asked to select a session to end, the oldest session is automatically ended, and the new login proceeds for the new session. Here’s how the OAuth flows handle login policies with and without the preference being set.
Flow Type
OAuth 2.0 web server
Action If Preference Is Selected Action If Preference Is Not Selected
Authorization Code and Access Token granted
Older sessions are ended until you’re within policy compliance.
Authorization Code granted, but Access Token not granted
Older sessions are ended until you’re within policy compliance.
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Set Up and Maintain Your Salesforce Organization Transaction Security
Flow Type
OAuth 2.0 user-agent
OAuth 2.0 refresh token flow
Action If Preference Is Selected Action If Preference Is Not Selected
Access Token granted
Older sessions are ended until you’re within policy compliance.
Access Token granted
Older sessions are ended until you’re within policy compliance.
Access Token granted
Older sessions are ended until you’re within policy compliance.
TXN_SECURITY_END_SESSION exception
OAuth 2.0 JWT bearer token Access Token granted
Older sessions are ended until you’re within policy compliance.
TXN_SECURITY_END_SESSION exception
OAuth 2.0 SAML bearer assertion
Access granted
Older sessions are ended until you’re within policy compliance.
TXN_SECURITY_END_SESSION exception
OAuth 2.0 username and password
Access granted
Older sessions are ended until you’re within policy compliance.
Access denied due to more than the number of sessions allowed by the policy
SAML assertion Not applicable Not applicable
For more information on authentication flows, see Authenticate Apps with OAuth in the Salesforce help.
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Create Custom Transaction Security Policies
Create your own custom policies, triggered by specific events. Only an active user assigned the
System Administrator profile can use this feature.
The way you create a policy depends on which UI you’re using.
•
If you’re using Salesforce Classic, refer to
Create Transaction Security Policies with Salesforce
.
•
If you’re using Lightning Experience, refer to Create Transaction Security Policies with Lightning
You can create multiple policies for the same type of event, but we recommend that your policies and their actions don’t overlap. All the policies for a given event execute when the event occurs, but their order of execution is indeterminate. For example, if you have two policies enabled for an exported contact, you can’t be sure which policy is triggered first. If one policy copies the contact and the other policy deletes the contact, the copy operation fails if the deletion is done first.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
USER PERMISSIONS
User Permissions Needed
To create, edit, and manage transaction security policies:
•
Author Apex
AND
Customize Application
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Set Up and Maintain Your Salesforce Organization Transaction Security
Create Transaction Security Policies with Salesforce Classic
Create a policy in Salesforce Classic using a single form, including a basic Apex event class.
1. From Setup, enter
Transaction Security
in the
Quick Find
box, select
Transaction Security, and then click New in Transaction Security Policies.
2. Enter the basic information fields for your new policy.
•
For clarity and easier maintenance, use similar names for the API and the policy. This name can contain only underscores and alphanumeric characters, and must be unique in your org. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores.
•
Event Type
—Determines the available actions. It can be one of the following:
–
Login—A user login. Login lets you set any combination of notifications, plus these actions:
•
Block access completely
•
Continue, but require two-factor authentication
•
Continue, but require the end of a current login session
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
USER PERMISSIONS
–
Entity—An object type. Select a specific resource and the type of notifications desired.
The Freeze User action is available for Chatter resources.
–
Data Export—Notifies you when the selected object type has been exported. Available object types are Account, Case, Contact, Lead, and Opportunity. To trigger a policy, the export must be done using a default report type from the Report tab or with an API client like Data Loader or Workbench.
Note:
You can’t create a Data Export event policy for joined reports, historical reports, or custom report types.
User Permissions Needed
To create, edit, and manage transaction security policies:
•
Author Apex
AND
Customize Application
–
AccessResource—Notifies you when the selected resource has been accessed. You can block access or require two-factor authentication before access is allowed.
•
Notifications
—You can select all, some, or no notification methods for each policy.
•
Recipient
—Must be an active user assigned the System Administrator profile.
•
Real-time Actions
—Specifies what to do when the policy is triggered. The actions available vary depending on the event type. For login and resource events, you can also block the action or require a higher level of access control with two-factor authentication. For Chatter events, you can freeze the user or block the post. For Login events, you can require ending an existing session before continuing with the current session. You can set the default action for ending a session to always close the oldest session.
Important: If you create a policy requiring the two-factor authentication action, provide your users a way to get a time-based, one-time password. This password is their second authentication factor. Otherwise, if your users encounter a situation that requires a second authentication factor, they can’t finish their task, such as logging in or running a report.
•
You can use an existing class for
Apex Policy
or select Generate Apex to have a default policy class created that implements the
TxnSecurity.PolicyCondition
interface. You can also write your own policy to take advantage of any customizations you’ve made to your org.
•
The user selected for
Execute Policy As
must have the System Administrator profile.
3. You can optionally create a condition for a specific property as part of the policy. For example, you can create a policy that’s triggered when a report or dashboard is accessed from a specific source IP. The source IP is the property you’re checking.
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Set Up and Maintain Your Salesforce Organization Transaction Security
•
The available properties depend on the event type selected.
•
For example, with Login events, property changes that occurred within a given number of days or an exact match to a property value are available.
4. To enable a policy, select the policy’s checkbox. You can enable and disable policies according to your requirements.
5. Click Save.
After saving your selection, you’re shown the editing page for your new policy. You can modify your policy here and review its Apex class.
If you didn’t specify a condition value before you generated the Apex interface for a policy, you can add the condition later. If you want to change the condition, you can edit it. Edit the Apex code to include a condition before you activate your policy. If you never include
for examples.
Create Transaction Security Policies with Lightning Experience
Let the Transaction Security wizard walk you through the steps to create a policy.
1. From Setup, enter
Transaction
in the
Quick Find
box, select Transaction Security, and then click Create Policy in Transaction Security Policies.
2. First select what your policy monitors. Choose a category and then select an event or entity in that category.
The categories are:
•
Data Export—Notifies you when the selected object type has been exported. To trigger a policy, the export must be done using a default report type from the Report tab or with an API client like Data Loader or Workbench.
Note:
You can’t create a Data Export event policy for joined reports, historical reports, or custom report types.
•
Login—A user login. You can trigger your policy on many types of login events.
•
Resource Access—Notifies you when the selected resource has been accessed. You can block access or require two-factor authentication before access is allowed.
•
Entity—An object type.
Note:
Lightning Experience supports only the Feed Comment and Feed Item resources, while Salesforce Classic supports all Chatter resources.
3. Select Generate Apex unless you have an existing policy condition to use.
Transaction Security creates a stub, or placeholder, Apex policy condition. You’ll expand it after creating the policy.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
USER PERMISSIONS
User Permissions Needed
To create, edit, and manage transaction security policies:
•
Author Apex
AND
Customize Application
4. Next select what the policy is to do when triggered, who is to be notified and how, and the user that the policy executes as. The user selected for
Execute Policy As
must have the System Administrator profile.
The actions available vary depending on the event type. For login and resource events, you can also block the action or require a higher level of access control with two-factor authentication. For Chatter events, you can freeze the user or block the post. For Login events, you can require ending an existing session before continuing with the current session. You can set the default action for ending a session to always close the oldest session.
Note:
Two-factor authentication is not available in Salesforce1 or Lightning Experience for the Resource Access event type.
The Block action is used instead.
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Set Up and Maintain Your Salesforce Organization Transaction Security
Important: If you create a policy requiring the two-factor authentication action, provide your users a way to get a time-based, one-time password. This password is their second authentication factor. Otherwise, if your users encounter a situation that requires a second authentication factor, they can’t finish their task, such as logging in or running a report.
5. Choose a descriptive name for your policy. The name and policy description help you identify and organize policies as they are created.
6. Click Save and then click Finish to confirm. The new policy appears at the bottom of the policy list.
If you didn’t select an existing Apex class for your new policy, modify the generated Apex class now, before activating your policy. Click the Apex class name to get started and add the condition that triggers the policy. See
Apex Policies for Transaction Security Notifications
for examples.
Apex Policies for Transaction Security Notifications
Every Transaction Security policy must implement the Apex
TxnSecurity.PolicyCondition
interface. Here are several examples.
If you didn’t specify a condition value before you generated the Apex interface for a policy, you can add the condition later. If you want to change the condition, you can edit it. Edit the Apex code to include a condition before you activate your policy. If you never include a condition, your policy is never triggered. See the following examples for how to write up the condition.
Don’t include Data Manipulation Language (DML) statements in your custom policies. DML operations are rolled back after a transaction security policy is evaluated, regardless if the policy evaluates to true
or false
.
When you delete a transaction security policy, your
TxnSecurity.PolicyCondition
implementation isn’t deleted. You can reuse your Apex code in other policies.
This Apex policy example implements a policy that is triggered when someone logs in from multiple
IP addresses in the past 24 hours.
Example: global class LoginPolicyCondition implements
TxnSecurity.PolicyCondition { public boolean evaluate(TxnSecurity.Event e) {
AggregateResult[] results = [SELECT SourceIp
FROM LoginHistory
WHERE UserId = :e.userId
AND LoginTime =
LAST_N_DAYS:1
GROUP BY SourceIp]; if(!results.isEmpty() && results.size() > 1) { return true;
} return false;
}
}
This Apex policy example implements a policy that is triggered when a session is created from a specific IP address.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
641
Set Up and Maintain Your Salesforce Organization Transaction Security
Example: global class SessionPolicyCondition implements TxnSecurity.PolicyCondition { public boolean evaluate(TxnSecurity.Event e) {
AuthSession eObj = [SELECT SourceIp FROM AuthSession WHERE Id = :e.entityId]; if(eObj.SourceIp == '1.1.1.1' ){ return true;
} return false;
}
}
This DataExport policy implements a policy that is triggered when someone exports data via the Data Loader.
Example: global class DataExportPolicyCondition implements TxnSecurity.PolicyCondition { public boolean evaluate(TxnSecurity.Event e) { if(e.data.get('SourceIp') == '1.1.1.1' ){ return true;
} return false;
}
}
This Apex policy is triggered when someone accesses reports.
Example: global class ReportsPolicyCondition implements TxnSecurity.PolicyCondition { public boolean evaluate(TxnSecurity.Event e) { if(e.data.get('SessionLevel') == 'STANDARD' ){ return true;
} return false;
}
}
This Apex policy is triggered when someone accesses a Connected App.
Example: global class ConnectedAppsPolicyCondition implements TxnSecurity.PolicyCondition { public boolean evaluate(TxnSecurity.Event e) { if(e.data.get('SessionLevel') == 'STANDARD' && (e.entityId == '0CiD00000004Cce')){ return true;
} return false;
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Set Up and Maintain Your Salesforce Organization Transaction Security
}
}
SEE ALSO:
Additional PolicyCondition Example Implementations
Apex DML Operations
Manage Transaction Security Policies
Use Transaction Security policies to define, enable, and generate Apex code to implement your policies. Specify how to be notified when a policy is triggered, and then select the policies to enable.
Only an active user assigned the System Administrator profile can use this feature.
1. From Setup, enter
Transaction Security
in the
Quick Find
box, then select
Transaction Security.
2. From the Transaction Security Policies page, you can
•
Edit a view
•
Create a view
•
Edit a policy
•
Create a policy
•
Edit the
TxnSecurity.PolicyCondition
Apex class for a policy
•
Delete a policy
•
Set the transaction security default preferences
You can change the transaction security default preferences at any time.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
USER PERMISSIONS
User Permissions Needed
To create, edit, and manage transaction security policies:
•
Author Apex
AND
Customize Application
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Set Up and Maintain Your Salesforce Organization Transaction Security
Receiving Transaction Security Notifications
You receive the notifications you’ve selected when an enabled policy is triggered. The notifications are formatted for easy recognition.
Email Notifications
Email notifications are sent from Transaction Security with subject “Transaction Security Alert!” The body of the message contains the policy that was triggered and the event or events that occurred to trigger the policy. The times listed are when the policy was triggered in the recipient’s locale and time zone. For example, a policy is triggered at 6:46 PM in the Eastern Standard Time zone. The administrator receiving the notification is in the Pacific Standard Time zone, so the times are shown as PST. Here’s an example.
Example:
From: Transaction Security <[email protected]>
Sent: Friday, November 12, 2014, 5:35 PM
Subject: Transaction Security Alert!
This is a transaction security policy alert.
Policy: An administrator created a new user.
Event(s) responsible for triggering this policy:
1. Created new user Lisa Johnson at 11/12/2014 5:35:09 PM PST
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions.
Requires purchasing
Salesforce Shield or
Salesforce Shield Event
Monitoring add-on subscriptions.
In-App Notifications
In-app notifications are available only if you’re a Salesforce1 user. The notification lists the policy that was triggered. Here’s an example.
Example:
Transaction Security Alert:
Policy New Encrypted Custom Field was triggered.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Single Sign-On
Single sign-on (SSO) lets users access authorized network resources with one login. You validate usernames and passwords against your corporate user database or other client app rather than
Salesforce managing separate passwords for each resource.
Salesforce offers the following ways to use SSO.
•
Federated authentication using Security Assertion Markup Language (SAML) lets you send authentication and authorization data between affiliated but unrelated web services. You can log in to Salesforce from a client app. Salesforce enables federated authentication for your org automatically.
•
Delegated authentication SSO integrates Salesforce with an authentication method that you choose. You can integrate authentication with your LDAP (Lightweight Directory Access Protocol) server or use a token instead of a password for authentication. You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their
Salesforce-managed password.
Delegated authentication offers the following benefits.
–
Uses a stronger form of user authentication, such as integration with a secure identity provider
–
Makes your login page private and accessible only behind a corporate firewall
–
Differentiates your org from all other companies that use Salesforce to reduce phishing attacks
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
You must contact Salesforce to enable delegated authentication before you can configure it on your org.
•
Authentication providers let your users log in to your Salesforce org using their login credentials from an external service provider. Salesforce supports the OpenID Connect protocol, which lets users log in from any OpenID Connect provider, such as Google, PayPal, and LinkedIn. When an authentication provider is enabled, Salesforce doesn’t validate a user’s password. Instead,
Salesforce uses the user’s login credentials from the external service provider to establish authentication credentials.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
When you have an external identity provider and configure SSO for your Salesforce org, Salesforce is then acting as a service provider.
You can also enable Salesforce as an
and use SSO to connect to a different service provider. Only the service provider needs to configure SSO.
The Single Sign-On Settings page displays which version of SSO is available for your org. To learn more about SSO settings, see
SAML Settings for Single Sign-On
. For more information about SAML and Salesforce security, see the
Security Implementation Guide
.
Benefits of SSO
Implementing SSO brings several advantages to your org.
•
Reduced administrative costs—With SSO, users memorize a single password to access network resources and external apps and
Salesforce. When accessing Salesforce from inside the corporate network, users log in seamlessly and aren’t prompted for a username or password. When accessing Salesforce from outside the corporate network, the users’ corporate network login works to log them in. With fewer passwords to manage, system admins receive fewer requests to reset forgotten passwords.
645
Set Up and Maintain Your Salesforce Organization Single Sign-On
•
Leverage existing investment—Many companies use a central LDAP database to manage user identities. You can delegate
Salesforce authentication to this system. Then when users are removed from the LDAP system, they can no longer access Salesforce.
Users who leave the company automatically lose access to company data after their departure.
•
Time savings—On average, users take 5–20 seconds to log in to an online app. It can take longer if they mistype their username or password and are prompted to reenter them. With SSO in place, manually logging in to Salesforce is avoided. These saved seconds reduce frustration and add up to increased productivity.
•
Increased user adoption—Due to the convenience of not having to log in, users are more likely to use Salesforce regularly. For example, users can send email messages that contain links to information in Salesforce, such as records and reports. When the recipient of the email message clicks the links, the corresponding Salesforce page opens.
•
Increased security—All password policies that you’ve established for your corporate network are in effect for Salesforce. Sending an authentication credential that’s only valid for a single time also increases security for users who have access to sensitive data.
IN THIS SECTION:
Best Practices for Implementing Single Sign-On
Salesforce offers a set of best practices that you can follow when implementing delegated authentication, federated authentication using SAML, single sign-on (SSO) for portals, and SSO for Sites.
Delegated Authentication Single Sign-On
You can integrate Salesforce with the authentication method of your choice using delegated authentication single sign-on (SSO).
You can integrate with your LDAP (Lightweight Directory Access Protocol) server or authenticate with a token instead of a password.
You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their Salesforce-managed password.
Configure Salesforce for Delegated Authentication
You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their Salesforce-managed password. You must contact Salesforce to enable the delegated authentication feature before you can configure it in your org.
Control Individual API Client Access to Your Salesforce Org
You can restrict access to API client apps, such as Data Loader, Salesforce1, and third-party apps. To restrict access, request the API client whitelisting feature from Salesforce. When whitelisting is enabled, you restrict access to all connected apps until you explicitly approve each app. Approved apps are often called whitelisted apps.
Viewing Single Sign-On Login Errors
Salesforce Identity uses the XML-based Security Assertion Markup Language (SAML) protocol for single sign-on into Salesforce from a corporate portal or identity provider. With SAML, you can transfer user information between services, such as from Salesforce to
Microsoft 365.
About Just-in-Time Provisioning for SAML
External Authentication Providers
Authentication providers let your users log in to your Salesforce org using their login credentials from an external service provider.
Salesforce provides authentication providers for apps that support the OpenID Connect protocol, such as Google, Facebook, Twitter, and LinkedIn. For apps that don’t support OpenID Connect, Salesforce provides an Apex
Auth.AuthProviderPluginClass
abstract class to create a custom authentication provider.
Using Frontdoor.jsp to Log Into Salesforce
You can use frontdoor.jsp to give users access to Salesforce from a custom Web interface, such as a remote access Force.com site, using their existing session ID and the server URL.
646
Set Up and Maintain Your Salesforce Organization Single Sign-On
Use Request Parameters with Client Configuration URLs
Add functionality to your authentication provider with request parameters. For example, you can use these parameters to direct users to log in to specific sites, get customized permissions from the third party, or go to a specific location after authenticating.
Identity Providers and Service Providers
An identity provider is a trusted provider that lets you use single sign-on (SSO) to access other websites. A service provider is a website that hosts apps. You can enable Salesforce as an identity provider and define one or more service providers. Your users can then access other apps directly from Salesforce using SSO. SSO can be a great help to your users—instead of having to remember many passwords, they only have to remember one.
Configure Remote Site Settings
A named credential specifies the URL of a callout endpoint and its required authentication parameters in one definition. To simplify the setup of authenticated callouts, specify a named credential as the callout endpoint. If you instead specify a URL as the callout endpoint, you must register that URL in your org’s remote site settings and handle the authentication yourself. For example, for an
Apex callout, your code would need to handle authentication, which can be less secure and especially complicated for OAuth implementations.
Identity Connect integrates Microsoft Active Directory (AD) with Salesforce. User information entered in AD is shared with Salesforce seamlessly and instantaneously. Companies that use AD for user management can use Identity Connect to manage Salesforce accounts.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Best Practices for Implementing Single Sign-On
Salesforce offers a set of best practices that you can follow when implementing delegated authentication, federated authentication using SAML, single sign-on (SSO) for portals, and SSO for
Sites.
Salesforce offers the following ways to use SSO.
•
Federated authentication using Security Assertion Markup Language (SAML) lets you send authentication and authorization data between affiliated but unrelated web services. You can log in to Salesforce from a client app. Salesforce enables federated authentication for your org automatically.
•
Delegated authentication SSO integrates Salesforce with an authentication method that you choose. You can integrate authentication with your LDAP (Lightweight Directory Access Protocol) server or use a token instead of a password for authentication. You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their
Salesforce-managed password.
Delegated authentication offers the following benefits.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Customer Portals and partner portals are not available in Database.com
–
Uses a stronger form of user authentication, such as integration with a secure identity provider
USER PERMISSIONS
–
Makes your login page private and accessible only behind a corporate firewall
–
Differentiates your org from all other companies that use Salesforce to reduce phishing attacks
To view the settings:
•
View Setup and
Configuration
You must contact Salesforce to enable delegated authentication before you can configure it on your org.
To edit the settings:
•
Customize Application
•
Authentication providers let your users log in to your Salesforce org using their login credentials from an external service provider. Salesforce supports the OpenID Connect protocol, which lets users log in from any OpenID Connect provider, such as Google, PayPal, and LinkedIn. When
AND
Modify All Data an authentication provider is enabled, Salesforce doesn’t validate a user’s password. Instead,
Salesforce uses the user’s login credentials from the external service provider to establish authentication credentials.
In addition, you can also configure SAML for use with portals as well as for Sites.
Delegated Authentication Best Practices
Consider these best practices when implementing delegated authentication SSO for your org.
•
Your org’s implementation of the web service must be accessible by Salesforce servers, so you must deploy the web service on a server in your DMZ. Remember to use your server’s external DNS name when entering the delegated gateway URL in the Delegated authentication section in Salesforce. From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select
Single Sign-On Settings.
•
If Salesforce and your system can’t connect, or if the request takes longer than 10 seconds to process, the login attempt fails. The user gets an error message indicating that the corporate authentication service is down.
•
Namespaces, element names, and capitalization must be exact in SOAP requests. Wherever possible, generate your server stub from the WSDL file to ensure accuracy.
•
For security reasons, make your web service available by TLS. A certificate from a trusted provider, such as Verisign or Thawte, is required. For a list of trusted providers, contact Salesforce.
648
Set Up and Maintain Your Salesforce Organization Single Sign-On
•
The IP address that originated the login request is sourceIp. Use this information to restrict access based on the user’s location. Also, the Salesforce feature that validates login IP ranges applies to SSO users. For more information, see
on page 597.
•
You might need to map your org’s internal usernames to your Salesforce usernames. If your org doesn’t follow a standard mapping, try extending your user database schema (for example, Active Directory) to include the Salesforce username as an attribute of a user account. Your authentication service can then use this attribute to map back to a user account.
•
We recommend that you don’t enable SSO for Salesforce admins. If your Salesforce admins are SSO users and your SSO server has an outage, they have no way to log in to Salesforce. Make sure that Salesforceadmins can log in to Salesforce so that they can disable
SSO if problems occur.
•
We recommend that you use a Developer Edition account or a sandbox when developing a SSO solution before implementing it in your org. To sign up for a free Developer Edition account, go to developer.salesforce.com
.
•
Make sure to test your implementation with Salesforce clients, such as Salesforce for Outlook, Connect for Office, and Connect Offline.
For more information, see Single Sign-On for Salesforce clients .
Federated Authentication Using SAML Best Practices
Consider these best practices when implementing federated SSO with SAML for your org.
•
Get the Salesforce login URL from the Single Sign On Settings configuration page and enter it in the corresponding configuration parameter of your identity provider. Sometimes, the setting is called the recipient URL.
•
Salesforce allows a maximum of 3 minutes for clock skew with your IDP server. Make sure that your server’s clock is up to date.
•
If you can’t log in with SAML assertion, check the login history and note the error message. Use the SAML Assertion Validator on the
Single Sign On Settings configuration page to troubleshoot.
•
Map your orgs internal usernames and Salesforce usernames. To map the names, you can add a unique identifier to the
FederationIdentifier
field of each Salesforce user. Or you can extend your user database schema (for example, Active
Directory) to include the Salesforce username as an attribute of a user account. Choose the corresponding option for the
SAML
Identity Type
field, and configure your authentication service to send the identifier in SAML assertions.
•
Before allowing users to log in with SAML assertions, enable the SAML org preference and provide the necessary configurations.
•
Use the My Domain feature to prevent users from logging in to Salesforce directly, and give admins more control over login policies.
You can use the URL parameters provided in the
Salesforce Login URL
value from the Single Sign-On Settings configuration page with your custom domain.
For example, if the
Salesforce Login URL
is https://login.salesforce.com/?saml=02HKiP...
you can use https://yourDomain.my.salesforce.com/?saml=02HKiP...
•
We recommend that you use a Developer Edition account or a sandbox when testing a SAML SSO solution. To sign up for a free
Developer Edition account, go to developer.salesforce.com
.
•
Sandbox copies are made with federated authentication with SAML disabled. Any configuration information is preserved, except the value for
Salesforce Login URL
. The
Salesforce Login URL
is updated to match your sandbox URL, for example https://yourInstance.salesforce.com/
, after you re-enable SAML. To enable SAML in the sandbox, from
Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select Single Sign-On Settings; then click Edit, and select
SAML Enabled
.
•
Your identity provider must allow you to set the service provider’s audience URL. The value must match the
Entity ID
value in the SSO configuration. The default is https://saml.salesforce.com
.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
SSO for Portals Best Practices
Customer Portals and partner portals are not available for new orgs as of the Summer ’13 release. Use Communities instead. For more information about SSO and SAML for Communities, see “Configuring SAML for Communities” in the Salesforce Help. If you continue to use portals, be aware of these requirements.
•
Only SAML version 2.0 can be used with portals.
•
Only Customer Portals and partner portals are supported.
•
Service provider initiated login is not supported.
•
Both the portal_id
and organization_id
attributes are required. If only one is specified, the user receives an error.
•
If both the portal_id
and organization_id
attributes are populated in the SAML assertion, the user is directed to that portal login. If neither is populated, the user is directed to the regular SAML Salesforce login.
•
More than one portal can be used with a single org.
SSO for Sites Best Practices
•
Only SAML version 2.0 can be used with Sites.
•
Only Customer Portals and partner portals are supported.
•
Service provider initiated login is not supported.
•
The portal_id
, organization_id
, and siteUrl
attributes are required. If only one is specified, the user receives an error.
•
If all the portal_id
, organization_id
and siteUrl
attributes are populated in the SAML assertion, the user is directed to that Sites login. If the siteUrl
isn’t populated and the other two are, the user is directed to the portal login.
•
More than one portal can be used with a single org.
SEE ALSO:
Single Sign-On Implementation Guide
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Delegated Authentication Single Sign-On
You can integrate Salesforce with the authentication method of your choice using delegated authentication single sign-on (SSO). You can integrate with your LDAP (Lightweight Directory
Access Protocol) server or authenticate with a token instead of a password. You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their
Salesforce-managed password.
Here’s the process that Salesforce uses to authenticate users with delegated authentication SSO.
1. When a user tries to log in—either online or using the API—Salesforce validates the username and checks the user’s permissions and access settings.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
2. If the user has the “Is Single Sign-On Enabled” user permission, Salesforce doesn’t validate the username and password. Instead, a web services call is made to the user’s org asking it to validate the username and password.
Note: Salesforce doesn’t store, log, or view the password. It’s disposed of immediately after the process completes.
3. The web services call passes the username, password, and sourceIp to your web service. Source
Ip is the IP address where the login request originated. You must create and deploy an implementation of the web service that Salesforce servers can access.
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
4. Your web service implementation validates the passed information and returns either true or false
.
5. If the response is true
, the login process continues, a new session is generated, and the user proceeds to the app. If false
, the user gets an error message that the username and password combination is invalid.
Note: With delegated authentication, a user can experience a slight delay when logging in while the user account becomes available in the org.
SEE ALSO:
Administrator setup guide: Single Sign-On Implementation Guide
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Configure Salesforce for Delegated Authentication
You manage delegated authentication at the permission level, not at the org level, giving you more flexibility. With permissions, you can require some to use delegated authentication while others use their Salesforce-managed password. You must contact Salesforce to enable the delegated authentication feature before you can configure it in your org.
1. Build your SSO web service.
a. In Salesforce, download the Web Services Description Language (WSDL) file
AuthenticationService.wsdl
. From Setup, enter
API
in the
Quick Find box, then select API, then select Download Delegated Authentication WSDL.
The WSDL file describes the delegated authentication SSO service. Use the WSDL file to generate a server-side stub to which you add your SSO implementation. For example, in the WSDL2Java tool from Apache Axis, use the
--server-side
switch. With the .NET
wsdl.exe tool, use the
/server
switch.
For a sample request and response, see Sample SOAP Message for Delegated Authentication
on page 675.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
b. Add a link to your corporate intranet or other internal site that takes the authenticated user’s credentials and passes them through an HTTP POST to the Salesforce login page.
Because Salesforce doesn’t use the password field other than to pass it back to you, don’t pass in a password. Instead, pass another authentication token, such as a Kerberos Ticket, so that your corporate passwords aren’t passed to or from Salesforce.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
You can configure the Salesforce delegated authentication authority to accept only a token or either a tokenor password. If the authority accepts only a token, Salesforce users can’t log in to Salesforce directly because they can’t create a valid token. However, many authorities support both tokens and passwords In this case, users can log in to
Salesforce through the login page.
When the Salesforce server passes the credentials back to you in the
Authenticate
message, verify them. Then the user can access the app.
2. In Salesforce, specify your org’s SSO gateway URL. From Setup, enter
Single Sign-On
in the
Quick Find
box, select Single
Sign-On Settings, and then click Edit. Enter the URL in the Delegated Gateway URL text box. For security reasons, Salesforce restricts outbound ports to one of the following.
•
80, which accepts only HTTP connections
•
443, which accepts only HTTPS connections
•
1024–66535, which accept HTTP or HTTPS connections
3. Optionally, select Force Delegated Authentication Callout.
Note: Select this option if you must record every login attempt. This option forces a callout to the SSO endpoint regardless of login restriction failures. If you don’t select this option, a call isn’t made to the SSO endpoint if the first login attempt fails due to login restrictions within the Salesforce org.
4. Enable the “Is Single Sign-On Enabled” permission.
Important:
If single sign-on (SSO) is enabled for your org, API and desktop client users can log in to Salesforce unless their profile has IP address restrictions set and they try to log in from outside of the range defined. Also the SSO authority usually handles login lockout policies for users with the “Is Single Sign-On Enabled” permission. However, if the security token is enabled for your org,
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Set Up and Maintain Your Salesforce Organization Single Sign-On your org’s login lockout settings determine how many times users can attempt to log in with an invalid security token before being locked out of Salesforce.
SEE ALSO:
Delegated Authentication Single Sign-On
Control Individual API Client Access to Your Salesforce Org
You can restrict access to API client apps, such as Data Loader, Salesforce1, and third-party apps.
To restrict access, request the API client whitelisting feature from Salesforce. When whitelisting is enabled, you restrict access to all connected apps until you explicitly approve each app. Approved apps are often called whitelisted apps.
Client apps are external apps that access your org through the API. Salesforce requires you to create a connected app for each client app to provide authentication capabilities. Authentication ensures that users access Salesforce data without revealing username and password credentials. All client applications that aren’t configured as connected apps are denied access to your Salesforce org.
Note:
Contact Salesforce to get the API client whitelisting feature. After it’s enabled, all client access to a connected app is restricted until the Salesforce admin explicitly allows (whitelists) it. This restriction can block access to some apps that your users are using. To avoid unintentional blocks, you can give the users the Use Any API Client permission. Be careful when using this permission. As the name implies, you’re giving up a lot of control.
Step 1: Set Up App Access in Your Org
1. Contact Salesforce to get the API client whitelisting feature enabled for your org.
2. From Setup, enter
Connected Apps
in the Quick Find box, then select Connected Apps.
3. Under the App Access Settings, click Edit.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
4. Select the option, Limit API access to connected apps to those with the policy, Admin
approved users are pre-authorized.
5. Select Allow Visualforce pages to bypass this restriction so that Visualforce pages behave as expected. If unselected, client applications that call getSessionId()
are denied access. Also, apps that make API calls to Salesforce using a session obtained in a Visualforce context are denied access.
6. Click Save.
Step 2: Restrict OAuth Connected App Access (Whitelist Apps)
1. From Setup, enter
Connected Apps
in the Quick Find box and select Connected Apps.
2. Select the name of the connected app.
3. Click Edit Policies, then Under OAuth policies, select Admin approved users are pre-authorized.
4. Click Save.
Step 3: Grant Users Access to OAuth Connected Apps
You give users access to connected apps through permissions. Typically, a list of available connected apps appears under permissions.
Then you select which apps to authorize. If a connected app doesn’t appear on the list, no one has tried to access the org with it yet.
Determine Whether an OAuth Connected App Is Whitelisted
1. From Setup, enter
Connected Apps
in the Quick Find box and select Connected Apps OAuth Usage.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
2. Under Actions, if Unblock is disabled, the connected app was blocked because API Client Whitelisting is enabled for the org and the connected app isn’t whitelisted.
3. To whitelist the connected app, install the app, and set the app’s OAuth policy Permitted Users option to Admin approved users
are pre-authorized.
4. Grant users access to the connected app.
Note: Salesforce creates connected apps for common Salesforce apps, such as Salesforce1, Data Loader, and Workbench, and installs them in your org automatically. It’s your responsibility to whitelist the connected apps and assign which users can access them.
If users have the Use Any API Client permission, they can access any app, including connected apps having the OAuth policy,
Admin approved users are pre-authorized. The User Any API Client permission is intended for a limited number of admins.
Viewing Single Sign-On Login Errors
If your organization is enabled for Single Sign-On using delegated authentication and has built a
Single Sign-On solution, you can view the most recent Single Sign-On login errors for your organization.
1. From Setup, enter
Delegated Authentication Error History
in the
Quick
Find
box, then select Delegated Authentication Error History.
2. For the twenty-one most recent login errors, you can view the user's username, login time, and the error.
Note: Contact Salesforce to learn more about enabling Single Sign-On for your organization.
USER PERMISSIONS
To view Single Sign-On login errors:
•
Modify All Data
SEE ALSO:
654
Set Up and Maintain Your Salesforce Organization Single Sign-On
SAML
Salesforce Identity uses the XML-based Security Assertion Markup Language (SAML) protocol for single sign-on into Salesforce from a corporate portal or identity provider. With SAML, you can transfer user information between services, such as from Salesforce to Microsoft 365.
The identity provider performs most of the work to set up single sign-on (SSO).
1. Establish a SAML identity provider and gather information about how they connect to Salesforce.
The identity provider sends SSO requests to Salesforce.
2. Provide information to your identity provider, such as the URLs for the start and logout pages
3. Configure Salesforce using the instructions in
Configure SAML Settings for Single Sign-On . Only
this step takes place in Salesforce.
Your identity provider sends SAML assertions to Salesforce using the SAML Web Single Sign-on
Browser POST profile. Salesforce sends SAML responses to the identity provider login URL specified under Setup by entering
Single Sign-On
in the
Quick Find
box, then selecting Single
Sign-On Settings. Salesforce receives the assertion, verifies it against your Salesforce configuration, and, if the assertion is true, allows SSO.
If you have problems with the SAML assertion after you configure Salesforce for SAML, use the
SAML Assertion Validator to validate the SAML assertion
. You can obtain a SAML assertion from your identity provider.
If your users can’t log in using SAML, review the SAML login history to determine why. Sharing the
login history with your identity provider helps resolve problems quickly.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
Click Download Metadata to download an XML file of your SAML configuration settings to send to your identity provider. The identity provider can then upload these configuration settings to connect to your Salesforce orgcommunity.
IN THIS SECTION:
Working With Your Identity Provider
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
Configure SAML Settings for Single Sign-On
When you configure single logout (SLO), users can log out from all connected apps by logging out of Salesforce. Salesforce supports only front-channel SAML SLO when Salesforce is the identity provider (IdP).
Configure SAML Settings for Single Logout (Beta)
You can configure SAML single logout (SLO) in Salesforce for your connected apps. Only front-channel SAML SLO is supported for logout requests from the identity provider (IdP).
View and Edit Single Sign-On Settings
After you’ve configured your Salesforce org to use SAML, you can manage the SAML configuration from the Single Sign-On Settings page.
Customize SAML Start, Error, Login, and Logout Pages
Reviewing the SAML Login History
Validating SAML Settings for Single Sign-On
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Set Up and Maintain Your Salesforce Organization Single Sign-On
SAML Assertion Validation Errors
Working With Your Identity Provider
1. You must gather the following information from your identity provider before configuring
Salesforce for SAML.
•
The version of SAML the identity provider uses (1.1 or 2.0)
•
The entity ID of the identity provider (also known as the issuer)
•
An authentication certificate.
Tip: Be sure to store the certificate where you can access it from your browser. This will be uploaded to Salesforce in a later step.
•
The following SAML assertion parameters, as appropriate:
–
The SAML user ID type
–
The SAML user ID location
–
Attribute Name
–
Attribute URI
–
Name ID format
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Note: Attribute Name, Attribute URI, and Name ID format are only necessary if the
is in an Attribute element, and not the name identifier
element of a Subject statement.
USER PERMISSIONS
Tip:
Tip: To set up single sign-on quickly, you can import SAML 2.0 settings from an XML file (or a URL pointing to the file) on the Single Sign-On Settings page. Obtain the
XML from your identity provider.
about these values with your identity provider.
Enable Salesforce for SAML and take a screenshot of the page for your identity provider. From Setup, enter
Single Sign-On Settings
box, then select Single Sign-On Settings, click Edit, then select
in the
Quick Find
SAML Enabled
.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
2. Work with your identity provider to setup the start, login, and logout pages .
3. Share the
single sign-on.
SEE ALSO:
656
Set Up and Maintain Your Salesforce Organization Single Sign-On
Configure SAML Settings for Single Sign-On
From this page, you can configure your org to use single sign-on. You can also set up just-in-time provisioning. Work with your identity provider to properly configure these settings. For more information about single sign-on, see
Single Sign-On . For more information about just-in-time
provisioning, see About Just-In-Time Provisioning
.
To configure SAML settings for single sign-on from your corporate identity provider to Salesforce:
1.
Gather information from your identity provider.
2.
Provide information to your identity provider.
3.
4.
Set up an identity provider to encrypt SAML assertions (optional).
5.
Enable Just-in-Time user provisioning (optional) .
6.
if you selected
Custom SAML JIT with Apex Handler for Just-in-Time provisioning.
7.
Test the single sign-on connection.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
Set up single sign-on
1. In Salesforce, from Setup, enter
Single Sign-On Settings
in the
Quick Find box, then select Single Sign-On Settings, and click Edit.
2. Select
SAML Enabled
. You must enable SAML to view the SAML single sign-on settings.
3. Specify the SAML version used by your identity provider.
4. Click Save.
5. In SAML Single Sign-On Settings, click the appropriate button to create a configuration, as follows.
•
New - Specify all settings manually.
•
New from Metadata File - Import SAML 2.0 settings from an XML file from your identity provider. This option reads the XML file and uses it to complete as many of the settings as possible.
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
Note: If your XML file contains information for more than one configuration, the first configuration that occurs in the XML file is used.
•
New from Metadata URL - Import SAML 2.0 settings from a public URL. This option reads the XML file at a public URL and uses it to complete as many of the settings as possible. The URL must be added to Remote Site Settings to access it from your Salesforce org.
6. Give this setting a Name for reference within your org.
Salesforce inserts the corresponding API Name value, which you can customize if necessary.
7. Enter the
Issuer
. Often referred to as the entity ID for the identity provider.
8. If your Salesforce org has domains deployed, specify whether you want to use the base domain
( https://saml.salesforce.com
) or the custom domain for the Entity ID. You must share this information with your identity provider.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Tip: Generally, use the custom domain as the entity ID. If you already have single sign-on configured before deploying a domain, the base domain is the entity ID. If you are providing Salesforce to Salesforce services, you must specify the custom domain.
9. For the
Identity Provider Certificate
, use the Browse button to locate and upload the authentication certificate issued by your identity provider.
10. For the
Request Signing Certificate
, select the certificate you want from the ones saved in your Certificate and Key
Management settings.
11. For the
Request Signature Method
, select the hashing algorithm for encrypted requests, either
RSA-SHA1
or
RSA-SHA256
.
12. Optionally, if the identity provider encrypts SAML assertions, select the
Assertion Decryption Certificate
they’re using from the ones saved in your Certificate and Key Management settings. This field is available only if your org supports
13. For the
SAML Identity Type
,
SAML Identity Location
, and other fields described in Identity Provider Values
, specify the values provided by your identity provider as appropriate.
14. For the
Service Provider Initiated Request Binding
, select the appropriate value based on the information provided by your identity provider.
15. For SAML 2.0, if your identity provider has specific login or logout pages, specify them in Identity Provider Login URL and Identity
Provider Logout URL, respectively.
Note: These fields appear in Developer Edition and sandbox organizations by default and in production organizations only if My Domain is enabled. The fields do not appear in trial organizations or sandboxes linked to trial organizations.
16. For the
Custom Error URL
, specify the URL of the page that the users are directed to if there's an error during SAML login. It must be a publicly accessible page, such as a public site Visualforce page. The URL can be absolute or relative.
Just-in-Time Provisioning for SAML
.
18. Click Save.
Click Download Metadata to download an XML file of your SAML configuration settings to send to your identity provider. The identity provider can then upload these configuration settings to connect to your Salesforce orgcommunity.
Set up an identity provider to encrypt SAML assertions
When Salesforce is the service provider for inbound SAML assertions, you can pick a saved certificate to decrypt inbound assertions from third party identity providers. You need to provide a copy of this certificate to the identity provider.
1. In the Single Sign-On Settings page in Setup, add a new SAML configuration.
2. In the
Assertion Decryption Certificate
field, specify the certificate for encryption from the ones saved in your
Certificate and Key Management settings.
Note:
If you don’t see the
Assertion Decryption Certificate
field you need to enable multiple single sign-on for your organization.(Applies to orgs created before the Summer ’13 release that aren’t using SAML 1.1).To enable multiple single sign-on configurations, select Enable Multiple Configs on the Single Sign-On Settings page. If this setting has already been enabled, the field appears, and you won’t see the Enable Multiple Configs button.
3. Set the
SAML Identity Location
to the element where your identifier is located.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
4. When you save the new SAML configuration, your org’s SAML settings value for the
Salesforce Login URL
(also known as the “Salesforce ACS URL”) changes. Get the new value (from the Single Sign-On Settings page in Setup), and click the name of the new SAML configuration. The value is in the
Salesforce Login URL
field.
5. The identity provider must use the
Salesforce Login URL
value.
6. You also need to provide the identity provider with a copy of the certificate selected in the
Assertion Decryption
Certificate
field to use for encrypting assertions.
Enable Just-in-Time user provisioning
1. In SAML Single Sign-On Settings, select
User Provisioning Enabled
.
•
Standard
- This option allows you to provision users automatically using attributes in the assertion.
•
Custom SAML JIT with Apex handler
- This option provisions users based on logic in an Apex class.
2. If you selected
Standard
, click Save and test the single sign-on connection.
. If you selected
Custom SAML JIT with
Apex handler
, proceed to the next step.
3. In the
SAML JIT Handler
field, select an existing Apex class as the SAML JIT handler class. This class must implement the
SamlJitHandler interface . If you do not have an Apex class, you can generate one by clicking
Automatically create a
SAML JIT handler template
. You must edit this class and modify the default content before using it. For more information,
see Edit the SAML JIT handler .
4. In the
Execute Handler As
field, select the user that runs the Apex class. The user must have “Manage Users” permission.
5. Just-in-time provisioning requires a Federation ID in the user type. In
SAML Identity Type
, select
Assertion contains the Federation ID from the User object
. If your identity provider previously used the Salesforce username, communicate to them that they must use the Federation ID.
6. Click Save.
Edit the SAML JIT handler
1. From Setup, enter
Apex Classes
in the
Quick Find
box, then select Apex Classes.
2. Edit the generated Apex SAML JIT handler to map fields between SAML and Salesforce. In addition, you can modify the generated code to support the following:
•
Custom fields
•
Fuzzy profile matching
•
Fuzzy role matching
•
Contact lookup by email
•
Account lookup by account number
•
Standard user provisioning into a community
•
Standard user login into a community
•
Default profile ID usage for portal Just-in-Time provisioning
•
Default portal role usage for portal Just-in-Time provisioning
•
Username generation for portal Just-in-Time provisioning
For example, to support custom fields in the generated handler code, find the “Handle custom fields here” comment in the generated code. After that code comment, insert your custom field code. For more information and examples, see the SamlJitHandler Interface documentation .
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Note: If your identity provider sends JIT attributes for the Contact or Account object with the User object in the same assertion, the generated handler might not be able to make updates. For a list of User fields that cannot be updated at the same time as the
Contact or Account fields, see sObjects That Cannot Be Used Together in DML Operations .
Test the single sign-on connection
After you have configured and saved your SAML settings, test them by trying to access the identity provider's application. Your identity provider directs the user's browser to POST a form containing SAML assertions to the Salesforce login page. Each assertion is verified, and if successful, single sign-on is allowed.
Validator . You might have to obtain a SAML assertion from your identity provider first.
log in and share that information with your identity provider.
If you are using SAML version 2.0, after you've finished configuring SAML, the OAuth 2.0 Token Endpoint field is populated. Use the tokenwith the web single sign-on authentication flow for OAuth 2.0.
SEE ALSO:
Best Practices for Implementing Single Sign-On
Validating SAML Settings for Single Sign-On
Administrator setup guide: Single Sign-On Implementation Guide
Single Logout (Beta)
When you configure single logout (SLO), users can log out from all connected apps by logging out of Salesforce. Salesforce supports only front-channel SAML SLO when Salesforce is the identity provider (IdP).
Note:
This release contains a beta version of SLO, which means it’s a high-quality feature with known limitations. For information on enabling this feature in your org, contact Salesforce.
SLO isn’t generally available unless or until Salesforce announces its general availability in documentation or in press releases or public statements. We can’t guarantee general availability within any particular time frame or at all. Make your purchase decisions only on the basis of generally available products and features. You can provide feedback and suggestions for SLO in the Salesforce Identity group in the Success Community.
When a user logs out of Salesforce, we send a SAML LogoutRequest to all connected apps for which
SLO is configured. The owners of the connected app acts as service providers. The service providers log out the user and send a SAML LogoutResponse to Salesforce. Users can also initiate SLO from the service providers. When a user logs out of a service provider, a SAML LogoutRequest is sent to
Salesforce. Salesforce then logs out the user and sends SAML LogoutRequests to all the other connected apps for which SLO is configured.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
Implementing SLO brings several advantages to your org.
•
Time savings—With SLO in place, users avoid manually logging out of connected apps. Fewer steps and no toggling through various apps saves time and reduces frustration.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
•
Increased security—Users don’t have to remember to log out of any connected apps. When they log out of Salesforce, they are also logged out of the other apps. Even if a user leaves a desktop unattended, nobody can access these apps
SEE ALSO:
Configure SAML Settings for Single Logout (Beta)
Configure SAML Settings for Single Logout (Beta)
You can configure SAML single logout (SLO) in Salesforce for your connected apps. Only front-channel SAML SLO is supported for logout requests from the identity provider (IdP).
Note:
This release contains a beta version of SLO, which means it’s a high-quality feature with known limitations. For information on enabling this feature in your org, contact Salesforce.
SLO isn’t generally available unless or until Salesforce announces its general availability in documentation or in press releases or public statements. We can’t guarantee general availability within any particular time frame or at all. Make your purchase decisions only on the basis of generally available products and features. You can provide feedback and suggestions for SLO in the Salesforce Identity group in the Success Community.
You can configure SAML IdP SLO from the development side or from the admin side. In the org where the app is created, changes made on the development side reflect on the admin side, but not the other way around. If you change the admin side, change it for the development side so they don’t get out of sync. These steps configure the admin side.
1. Make sure that you have enabled My Domain and IdP.
2. In Setup, enter
apps
in the Quick Find box, then select Manage Connected Apps.
3. Next to the connected app that you want to configure for SLO, click Edit.
4. Under SAML Service Provider Settings, select Enable Single Logout.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
5. For Single Logout URL, enter the SAML SLO endpoint of the connected app service provider (SP). This endpoint is where SAML
LogoutRequests and LogoutResponses are sent when users log out of Salesforce. The SP provides you with this endpoint.
6. Provide your SP with the Salesforce IdP SLO endpoint. It is found in your SAML Login Information as the Single Logout Endpoint and is also found in the SAML Metadata file as the Discovery Endpoint. The format for the endpoint is
https://<domain>.my.salesforce.com/services/auth/idp/saml2/logout
, where
<domain>
is your org’s My Domain name.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
7. Select the HTTP binding type for SLO. Your SP provides this information.
View and Edit Single Sign-On Settings
After you’ve configured your Salesforce org to use SAML, you can manage the SAML configuration from the Single Sign-On Settings page.
From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select
Single Sign-On Settings.
After the SAML configuration completes, the Single Sign-On Settings page displays the generated
URLs and OAuth 2.0 token endpoint.
Field
Salesforce
Login URL
Description
For SAML 2.0. The URL associated with the login for the Web SSO OAuth assertion flow. This URL appears if you configured SAML with “Assertion contains the User's Salesforce username” for
SAML Identity Type and “Identity is in the NameIdentifier element of the Subject statement” for
SAML Identity Location
.
Salesforce
Logout URL
For SAML 2.0. The Salesforce logout URL that users are directed to after they log off. This URL appears if you didn’t specify a value for
Identity
Provider Logout URL
.
OAuth 2.0
Token Endpoint
For SAML 2.0. The ACS URL used when enabling Salesforce as an identity provider in the Web SSO OAuth assertion flow.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
From this page you can do any of the following:
•
Click Edit to change the existing SAML configuration.
•
Click SAML Assertion Validator to validate the SAML settings for your org using a SAML assertion provided by your identity provider.
•
Click Download Metadata to download an XML file of your SAML configuration settings to send to your identity provider. The identity provider can then upload these configuration settings to connect to your Salesforce orgcommunity. Enabled only if your identity provider supports metadata and if you are using SAML 2.0.
SEE ALSO:
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Identity Provider Values
Before you can configure Salesforce for SAML, you must receive information from your identity
provider. This information must be used on the single sign-on page .
The following information might be useful for your identity provider.
Field
SAML Version
Description
The version of SAML your identity provider uses. Salesforce currently supports version 1.1 and 2.0. The SAML specifications for the various versions are linked below:
•
SAML 1.1
•
SAML 2.0
Issuer
Entity ID
The Entity ID—a URL that uniquely identifies your SAML identity provider.
SAML assertions sent to Salesforce must match this value exactly in the
<saml:Issuer>
attribute of SAML assertions.
The issuer in SAML requests generated by Salesforce, and is also the expected audience of any inbound SAML Responses. If you don’t have
domains deployed, this value is always
https://saml.salesforce.com
. If you have domains deployed,
Salesforce recommends that you use your custom domain name. You can find the value on the Single Sign-On Settings page. From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select Single Sign-On Settings.
The authentication certificate issued by your identity provider.
Identity
Provider
Certificate
Request
Signing
Certificate
Request
Signature
Method
SAML Identity
Type
The certificate (saved in the Certificate and Key Management page in
Setup) used to generate the signature on a SAML request to the identity provider when Salesforce is the service provider for a service provider-initiated SAML login. If a certificate has not been saved in the
Certificate and Key Management page in Setup, Salesforce uses the global proxy certificate by default. Using a saved signing certificate provides more control over events, such as certificate expiration, than using the global proxy certificate.
The hashing algorithm for encrypted requests, either
RSA-SHA1
or
RSA-SHA256
.
The element in a SAML assertion that contains the string that identifies a Salesforce user. Values are:
Assertion contains User’s Salesforce username
Use this option if your identity provider passes the Salesforce username in SAML assertions.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Field
SAML Identity
Location
Attribute Name
Attribute URI
Name ID Format
Service Provider
Initiated Request
Binding
Identity Provider
Login URL
Description
Assertion contains the Federation ID from the User object
Use this option if your identity provider passes an external user identifier, for example an employee
ID, in the SAML assertion to identify the user.
Assertion contains the User ID from the User object
Use this option if your identity provider passes an internal user identifier, for example a user ID from your Salesforce organization, in the SAML assertion to identify the user.
The location in the assertion where a user should be identified. Values are:
Identity is in the NameIdentifier element of the Subject statement
The Salesforce
Username
or
FederationIdentifier
is located in the
<Subject> statement of the assertion.
Identity is in an Attribute element
The Salesforce
Username
or
FederationIdentifier
is specified in an
<AttributeValue>
, located in the
<Attribute>
of the assertion.
If “
Identity is in an Attribute element
” is selected, this contains the value of the
AttributeName
that is specified in
<Attribute>
that contains the User ID.
If SAML 1.1 is the specified SAML version and “
Identity is in an Attribute element
” is selected, this contains the value of the
AttributeNamespace
that is specified in
<Attribute>
.
If SAML 2.0 is the specified SAML version and “
Identity is in an Attribute element
” is selected, this contains the value for the nameid-format
. Possible values include unspecified
, emailAddress
or persistent
. All legal values can be found in the “Name
Identifier Format Identifiers” section of the Assertions and Protocols SAML 2.0 specification .
If you’re using My Domain, chose the binding mechanism your identity provider requests for your
SAML messages. Values are:
HTTP POST
HTTP POST binding sends SAML messages using base64-encoded HTML forms.
HTTP Redirect
HTTP Redirect binding sends base64-encoded and URL-encoded SAML messages within URL parameters.
No matter what request binding is selected, the SAML Response will always use HTTP POST binding.
For SAML 2.0 only: The URL where Salesforce sends a SAML request to start the login sequence.
the address specified by this field. However, if you need to bypass this value (for example, your identity provider is down) add the login
parameter to the query string for the login page. For example: http://mydomain.my.salesforce.com?login
.
Note: This field appears in Developer Edition production and sandbox organizations by default and in production organizations only if My Domain is enabled. This field does not appear in trial organizations or sandboxes linked to trial organizations.
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Field
Identity Provider
Logout URL
Description
For SAML 2.0 only: The URL to direct the user to when they click the Logout link in Salesforce. The default is http://www.salesforce.com
.
Note: This field appears in Developer Edition production and sandbox organizations by default and in production organizations only if My Domain is enabled. This field does not appear in trial organizations or sandboxes linked to trial organizations.
Salesforce Login URL
The URL associated with logging in for the Web browser single sign-on flow.
OAuth 2.0 Token
Endpoint
For SAML 2.0 only: The ACS URL used with the API when enabling Salesforce as an identity provider in the Web single sign-on OAuth assertion flow.
Custom Error URL
The URL of the page users should be directed to if there’s an error during SAML login. It must be a publicly accessible page, such as a public site Visualforce page. The URL can be absolute or relative.
Start, Login, and Logout URL Values
In addition to the information used during the single sign-on, your identity provider can also set the start, login, and logout pages. You
can also specify these pages yourself when you configure single sign-on
.
The following information might be useful to your identity provider if they are setting these pages.
•
The SAML specification supports an HTML form that is used to pass the SAML assertion via HTTPS POST.
•
For SAML 1.1, the SAML identity provider can embed name-value pairs in the
TARGET
field to pass this additional information to
Salesforce prepended with a specially formatted URL that contains URL-encoded parameters.
•
The URL for SAML 1.1 to include in the
TARGET
field is as follows: https://saml.salesforce.com/?
•
For SAML 2.0, instead of using the
TARGET
field, the identity providers uses the
<AttributeStatement>
in the SAML assertion to specify the additional information.
•
Salesforce supports the following parameters:
Note: For SAML 1.1 these parameters must be URL-encoded. This allows the URLs, passed as values that include their own parameters, to be handled correctly. For SAML 2.0, these parameters are part of the
<AttributeStatement>
.
–
ssoStartPage
is the page to which the user should be redirected when trying to log in with SAML. The user is directed to this page when requesting a protected resource in Salesforce, without an active session. The ssoStartPage
should be the
SAML identity provider’s login page.
–
startURL
is the URL where you want the user to be directed when sign-on completes successfully. This URL can be absolute, such as
https://yourInstance.salesforce.com/001/o
or it can be relative, such as
/001/o
. This parameter is only used in SAML 1.1. In SAML 2.0, the start URL is the page the user attempted to access before they were authenticated.
–
logoutURL
is the URL where you want the user to be directed when they click the Logout link in Salesforce. The default is http://www.salesforce.com
.
The following sample
TARGET
field is for SAML 1.1, and includes properly-encoded parameters. It passes a customized start page, as well as start and logout URLs embedded as parameter values in the query string.
https://saml.salesforce.com/?ssoStartPage=https%3A%2F
%2Fwww.customer.org%2Flogin%2F&startURL=%2F001%2Fo&logoutURL=http%3A%2F%2Fwww.salesforce.com
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The following is an example of an
<AttributeStatement>
for SAML 2.0 that contains both ssoStartPage
and logoutURL
:
<saml:AttributeStatement>
<saml:Attribute Name="ssoStartPage"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:anyType"> http://www.customer.org
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="logoutURL"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:string"> https://www.salesforce.com
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Customize SAML Start, Error, Login, and Logout Pages
You can customize the start, error, login, and logout pages for single sign-on users using SAML 1.1
or 2.0. As part of your configuration, decide the following:
•
If your identity provider uses SAML 1.1, the URL to direct the user to when single sign-on successfully completes (known as the start page). This URL can be absolute, such as
https://yourInstance.salesforce.com/001/o
or it can be relative, such as
/001/o
. This URL must be an endpoint that accepts SAML authentication requests.
In SAML 2.0, the start page is the page the user attempted to access before they were authenticated. The SAML 2.0 start page must support Sp-init single sign-on.
If you are using SAML 2.0, you can also use the
RelayState
parameter to control where users get redirected after a successful login.
•
The single sign-on start page where Salesforce sends a SAML request to start the login sequence.
We recommend that if you specify a single sign-on start page that you also specify a logout page. When you specify a logout page, when a user clicks logout or if a user’s session expires, the user is redirected to that page. If you don’t specify a logout page, the user is redirected to the general Salesforce login page.
•
The URL to direct the user to when they click the Logout link in Salesforce (known as the logout page). The default is https://login.salesforce.com
, unless MyDomain is enabled.
If My Domain is enabled, the default is https://customdomain.my.salesforce.com
.
For SAML 2.0, these values can be set either during the single sign-on configuration, or by your identity provider in the login URL or SAML assertion. The order of precedence is:
1. Session cookie—if you’ve already logged in to Salesforce and a cookie still exists, the login and logout pages specified by the session cookie are used.
2. Values passed in from the identity provider.
3. Values from the single sign-on configuration page.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
If you decide not to add these values to the single sign-on configuration, share them with your
You can also decide if you want users to be directed to a custom error page if there’s an error during SAML login: It must be a publicly accessible page, such as a public site Visualforce page. The URL can be absolute or relative. Use this value when you
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Example SAML Assertions
Share the example SAML assertions with your identity provider so they can determine the format of the information Salesforce requires for successful single-sign on. The assertion must be signed according to the XML Signature specification , using RSA and either SHA-1 or SHA-256.
In addition to the general single sign-on examples for both SAML 1.1 and SAML 2.0, use the following samples for the specific feature:
•
•
•
SOAP message for delegated authentication
•
assertion for just-in-time provisioning
SAML User ID type is the Salesforce username, and SAML User ID location is the
<NameIdentifier>
element in the
<Subject>
element
SAML 1.1:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
<Subject>
<NameIdentifier>[email protected]</NameIdentifier>
</Subject>
SAML 2.0:
<saml:Subject>
<saml:NameID
Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified">[email protected]</saml:NameID>
<saml:SubjectConfirmation Method="urn:oasis:names:tc:SAML:2.0:cm:bearer">
<saml:SubjectConfirmationData NotOnOrAfter="2008-06-26T02:44:24.173Z"
Recipient="http://localhost:9000"/>
</saml:SubjectConfirmation>
</saml:Subject>
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SAML User ID type is the Salesforce username, and SAML User ID location is the
<Attribute>
element
SAML 1.1:
<AttributeStatement>
<Subject>
<NameIdentifier>this value doesn't matter</NameIdentifier>
<SubjectConfirmation>
<ConfirmationMethod>urn:oasis:names:tc:SAML:1.0:cm:bearer</ConfirmationMethod>
</SubjectConfirmation>
</Subject>
<Attribute AttributeName="MySfdcName" AttributeNamespace="MySfdcURI">
<AttributeValue>[email protected]</AttributeValue>
</Attribute>
</AttributeStatement>
SAML 2.0:
<saml:AttributeStatement>
<saml:Attribute FriendlyName="fooAttrib" Name="SFDC_USERNAME"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:string"> [email protected]
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
SAML User ID type is the Salesforce User object's
FederationIdentifier
field, and SAML User ID location is the
<NameIdentifier>
element in the
<Subject>
element
SAML 1.1:
<AttributeStatement>
<saml:Subject>
<saml:NameIdentifier Format="urn:oasis:names:tc:SAML:1.0:assertion"
NameQualifier="www.saml_assertions.com">
MyName
</saml:NameIdentifier>
</saml:Subject>
</AttributeStatement>
SAML 2.0:
<saml:Subject>
<saml:NameID
Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified">MyName</saml:NameID>
<saml:SubjectConfirmation Method="urn:oasis:names:tc:SAML:2.0:cm:bearer">
<saml:SubjectConfirmationData NotOnOrAfter="2008-06-26T02:48:25.730Z"
Recipient="http://localhost:9000/"/>
</saml:SubjectConfirmation>
</saml:Subject>
Note:
The name identifier can be any arbitrary string, including email addresses or numeric ID strings.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
SAML User ID type is theSalesforce User object's
FederationIdentifier
field, and SAML User ID location is the
<Attribute>
element
SAML 1.1:
<AttributeStatement>
<Subject>
<NameIdentifier>who cares</NameIdentifier>
<SubjectConfirmation>
<ConfirmationMethod>urn:oasis:names:tc:SAML:1.0:cm:bearer</ConfirmationMethod>
</SubjectConfirmation>
</Subject>
<Attribute AttributeName="MyName" AttributeNamespace="MyURI">
<AttributeValue>user101</AttributeValue>
</Attribute>
</AttributeStatement>
SAML 2.0:
<saml:AttributeStatement>
<saml:Attribute FriendlyName="fooAttrib" Name="SFDC_ATTR"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:string"> user101
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
SAML User ID type is the Salesforce username, and SAML User ID location is the
<NameIdentifier>
element in the
<Subject>
element
The following is a complete SAML response for SAML 2.0:
<samlp:Response ID="_257f9d9e9fa14962c0803903a6ccad931245264310738"
IssueInstant="2009-06-17T18:45:10.738Z" Version="2.0">
<saml:Issuer Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity"> https://www.salesforce.com
</saml:Issuer>
<samlp:Status>
<samlp:StatusCode Value="urn:oasis:names:tc:SAML:2.0:status:Success"/>
</samlp:Status>
<saml:Assertion ID="_3c39bc0fe7b13769cab2f6f45eba801b1245264310738"
IssueInstant="2009-06-17T18:45:10.738Z" Version="2.0">
<saml:Issuer Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity"> https://www.salesforce.com
</saml:Issuer>
<saml:Signature>
<saml:SignedInfo>
<saml:CanonicalizationMethod
Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#"/>
<saml:SignatureMethod Algorithm="http://www.w3.org/2000/09/xmldsig#rsa-sha1"/>
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Set Up and Maintain Your Salesforce Organization Single Sign-On
<saml:Reference URI="#_3c39bc0fe7b13769cab2f6f45eba801b1245264310738">
<saml:Transforms>
<saml:Transform
Algorithm="http://www.w3.org/2000/09/xmldsig#enveloped-signature"/>
<saml:Transform Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#">
<ec:InclusiveNamespaces PrefixList="ds saml xs"/>
</saml:Transform>
</saml:Transforms>
<saml:DigestMethod Algorithm="http://www.w3.org/2000/09/xmldsig#sha1"/>
<saml:DigestValue>vzR9Hfp8d16576tEDeq/zhpmLoo=
</saml:DigestValue>
</saml:Reference>
</saml:SignedInfo>
<saml:SignatureValue>
AzID5hhJeJlG2llUDvZswNUrlrPtR7S37QYH2W+Un1n8c6kTC
Xr/lihEKPcA2PZt86eBntFBVDWTRlh/W3yUgGOqQBJMFOVbhK
M/CbLHbBUVT5TcxIqvsNvIFdjIGNkf1W0SBqRKZOJ6tzxCcLo
9dXqAyAUkqDpX5+AyltwrdCPNmncUM4dtRPjI05CL1rRaGeyX
3kkqOL8p0vjm0fazU5tCAJLbYuYgU1LivPSahWNcpvRSlCI4e
Pn2oiVDyrcc4et12inPMTc2lGIWWWWJyHOPSiXRSkEAIwQVjf
Qm5cpli44Pv8FCrdGWpEE0yXsPBvDkM9jIzwCYGG2fKaLBag==
</saml:SignatureValue>
<saml:KeyInfo>
<saml:X509Data>
<saml:X509Certificate>
MIIEATCCAumgAwIBAgIBBTANBgkqhkiG9w0BAQ0FADCBgzELM
[Certificate truncated for readability...]
</saml:X509Certificate>
</saml:X509Data>
</saml:KeyInfo>
</saml:Signature>
<saml:Subject>
<saml:NameID Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified"> [email protected]
</saml:NameID>
<saml:SubjectConfirmation Method="urn:oasis:names:tc:SAML:2.0:cm:bearer">
<saml:SubjectConfirmationData NotOnOrAfter="2009-06-17T18:50:10.738Z"
Recipient="https://login.salesforce.com"/>
</saml:SubjectConfirmation>
</saml:Subject>
<saml:Conditions NotBefore="2009-06-17T18:45:10.738Z"
NotOnOrAfter="2009-06-17T18:50:10.738Z">
<saml:AudienceRestriction>
<saml:Audience>https://saml.salesforce.com</saml:Audience>
</saml:AudienceRestriction>
</saml:Conditions>
<saml:AuthnStatement AuthnInstant="2009-06-17T18:45:10.738Z">
<saml:AuthnContext>
<saml:AuthnContextClassRef>urn:oasis:names:tc:SAML:2.0:ac:classes:unspecified
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</saml:AuthnContextClassRef>
</saml:AuthnContext>
</saml:AuthnStatement>
<saml:AttributeStatement>
<saml:Attribute Name="portal_id">
<saml:AttributeValue xsi:type="xs:anyType">060D00000000SHZ
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="organization_id">
<saml:AttributeValue xsi:type="xs:anyType">00DD0000000F7L5
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="ssostartpage"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType"> http://www.salesforce.com/security/saml/saml20-gen.jsp
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="logouturl"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml:AttributeValue xsi:type="xs:string"> http://www.salesforce.com/security/del_auth/SsoLogoutPage.html
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
</saml:Assertion>
</samlp:Response>
Sample SAML Assertions for Portals
The following shows the portal_id
and organization_id
attributes in a SAML assertion statement:
<saml:AttributeStatement>
<saml:Attribute Name="portal_id">
<saml:AttributeValue xsi:type="xs:anyType">060D00000000SHZ</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="organization_id">
<saml:AttributeValue xsi:type="xs:anyType">00DD0000000F7P5</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
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The following is a complete SAML assertion statement that can be used for single sign-on for portals. The organization is using federated sign-on, which is included in an attribute (see the
<saml:AttributeStatement>
in bold text in the assertion), not in the subject.
<samlp:Response ID="_f97faa927f54ab2c1fef230eee27cba21245264205456"
IssueInstant="2009-06-17T18:43:25.456Z" Version="2.0">
<saml:Issuer Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity"> https://www.salesforce.com</saml:Issuer>
<samlp:Status>
<samlp:StatusCode Value="urn:oasis:names:tc:SAML:2.0:status:Success"/>
</samlp:Status>
<saml:Assertion ID="_f690da2480a8df7fcc1cbee5dc67dbbb1245264205456"
IssueInstant="2009-06-17T18:45:10.738Z" Version="2.0">
<saml:Issuer Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity"> https://www.salesforce.com
</saml:Issuer>
<saml:Signature>
<saml:SignedInfo>
<saml:CanonicalizationMethod
Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#"/>
<saml:SignatureMethod Algorithm="http://www.w3.org/2000/09/xmldsig#rsa-sha1"/>
<saml:Reference URI="#_f690da2480a8df7fcc1cbee5dc67dbbb1245264205456">
<saml:Transforms>
<saml:Transform
Algorithm="http://www.w3.org/2000/09/xmldsig#enveloped-signature"/>
<saml:Transform Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#">
<ec:InclusiveNamespaces PrefixList="ds saml xs"/>
</saml:Transform>
</saml:Transforms>
<saml:DigestMethod Algorithm="http://www.w3.org/2000/09/xmldsig#sha1"/>
<saml:DigestValue>vzR9Hfp8d16576tEDeq/zhpmLoo=
</saml:DigestValue>
</saml:Reference>
</saml:SignedInfo>
<saml:SignatureValue>
AzID5hhJeJlG2llUDvZswNUrlrPtR7S37QYH2W+Un1n8c6kTC
Xr/lihEKPcA2PZt86eBntFBVDWTRlh/W3yUgGOqQBJMFOVbhK
M/CbLHbBUVT5TcxIqvsNvIFdjIGNkf1W0SBqRKZOJ6tzxCcLo
9dXqAyAUkqDpX5+AyltwrdCPNmncUM4dtRPjI05CL1rRaGeyX
3kkqOL8p0vjm0fazU5tCAJLbYuYgU1LivPSahWNcpvRSlCI4e
Pn2oiVDyrcc4et12inPMTc2lGIWWWWJyHOPSiXRSkEAIwQVjf
Qm5cpli44Pv8FCrdGWpEE0yXsPBvDkM9jIzwCYGG2fKaLBag==
</saml:SignatureValue>
<saml:KeyInfo>
<saml:X509Data>
<saml:X509Certificate>
MIIEATCCAumgAwIBAgIBBTANBgkqhkiG9w0BAQ0FADCBgzELM
Certificate truncated for readability...
</saml:X509Certificate>
</saml:X509Data>
</saml:KeyInfo>
</saml:Signature>
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<saml:Subject>
<saml:NameID Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified">null
</saml:NameID>
<saml:SubjectConfirmation Method="urn:oasis:names:tc:SAML:2.0:cm:bearer">
<saml:SubjectConfirmationData NotOnOrAfter="2009-06-17T18:48:25.456Z"
Recipient="https://login.salesforce.com/?saml=02HKiPoin4f49GRMsOdFmhTgi
_0nR7BBAflopdnD3gtixujECWpxr9klAw"/>
</saml:SubjectConfirmation>
</saml:Subject>
<saml:Conditions NotBefore="2009-06-17T18:43:25.456Z"
NotOnOrAfter="2009-06-17T18:48:25.456Z">
<saml:AudienceRestriction>
<saml:Audience>https://saml.salesforce.com</saml:Audience>
</saml:AudienceRestriction>
</saml:Conditions>
<saml:AuthnStatement AuthnInstant="2009-06-17T18:43:25.456Z">
<saml:AuthnContext>
<saml:AuthnContextClassRef>urn:oasis:names:tc:SAML:2.0:ac:classes:unspecified
</saml:AuthnContextClassRef>
</saml:AuthnContext>
</saml:AuthnStatement>
<saml:AttributeStatement>
<saml:Attribute FriendlyName="Friendly Name" Name="federationId"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:string">saml_portal_user_federation_id
</saml:AttributeValue>
<saml:AttributeValue xsi:type="xs:string">SomeOtherValue
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="portal_id">
<saml:AttributeValue xsi:type="xs:anyType">060D00000000SHZ
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="organization_id">
<saml:AttributeValue xsi:type="xs:anyType">00DD0000000F7Z5
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="ssostartpage"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">
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Set Up and Maintain Your Salesforce Organization Single Sign-On http://www.salesforce.com/qa/security/saml/saml20-gen.jsp
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="logouturl"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:uri">
<saml:AttributeValue xsi:type="xs:string"> http://www.salesforce.com/qa/security/del_auth/SsoLogoutPage.html
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
</saml:Assertion>
</samlp:Response>
Sample SAML Assertion for Sites
The following shows the portal_id
, organization_id
, and siteurl
attributes in a SAML assertion statement:
<saml:AttributeStatement>
<saml:Attribute Name="portal_id">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:anyType">060900000004cDk
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="organization_id">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:anyType">00D900000008bX0
</saml:AttributeValue></saml:Attribute>
<saml:Attribute Name="siteurl">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:anyType">https://ap1.force.com/mySuffix</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
Sample SOAP Message for Delegated Authentication
As part of the delegated authentication single sign-on process, a Salesforce server makes a SOAP 1.1 request to authenticate the user who is passing in the credentials. Here is an example of this type of request. Your single sign-on Web service needs to accept this request, process it, and return a true
or false
response.
Sample Request
<?xml version="1.0" encoding="UTF-8" ?>
<soapenv:Envelope xmlns:soapenv="http://schemas.xmlsoap.org/soap/envelope/">
<soapenv:Body>
<Authenticate xmlns="urn:authentication.soap.sforce.com">
<username>[email protected]</username>
<password>myPassword99</password>
<sourceIp>1.2.3.4</sourceIp>
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</Authenticate>
</soapenv:Body>
</soapenv:Envelope>
Sample Response Message
<?xml version="1.0" encoding="UTF-8"?>
<soapenv:Envelope xmlns:soapenv="http://schemas.xmlsoap.org/soap/envelope/">
<soapenv:Body>
<AuthenticateResult xmlns="urn:authentication.soap.sforce.com">
<Authenticated>false</Authenticated>
</AuthenticateResult>
</soapenv:Body>
</soapenv:Envelope>
Sample SAML Assertion for Just-In-Time Provisioning
The following is a sample SAML assertion for just in time provisioning.
<saml:AttributeStatement>
<saml:Attribute Name="User.Username"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.Phone"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">415-123-1234
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.FirstName"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">Testuser
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.LanguageLocaleKey"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">en_US
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.CompanyName"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">Salesforce.com
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.Alias"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">tlee2
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</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.CommunityNickname"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">tlee2
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.UserRoleId"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">000000000000000
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.Title"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">Mr.
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.LocaleSidKey"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">en_CA
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.Email"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name=" User.FederationIdentifier"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">tlee2
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.TimeZoneSidKey"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">America/Los_Angeles
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.LastName"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">Lee
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.ProfileId"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">00ex0000001pBNL
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</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.IsActive"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">1
</saml:AttributeValue>
</saml:Attribute>
<saml:Attribute Name="User.EmailEncodingKey"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">UTF-8
</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
SEE ALSO:
Single Sign-On
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Reviewing the SAML Login History
When a user logs in to Salesforce from another application using single sign-on, SAML assertions are sent to the Salesforce login page. The assertions are checked against assertions in the authentication certificate that are specified on the Single Sign-On Settings page in Setup. If a user fails to log in, a message is written to the login history log that indicates why the login failed. In addition, the
SAML Assertion Validator may be automatically populated with the invalid assertion.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
To view the login history, from Setup, enter select Login History. After viewing the login history, you may want to share the information with your identity provider.
The following are the possible failures:
Assertion Expired
Login History
An assertion’s
is more than five minutes old.
in the
Quick Find
box, then
Note: Salesforce does make an allowance of three minutes for clock skew. This means, in practice, that an assertion can be as much as eight minutes after the timestamp time, or three minutes before it. This amount of time may be less if the assertion’s validity period is less than five minutes.
Assertion Invalid
An assertion is not valid. For example, the
<Subject>
element of an assertion might be missing.
Audience Invalid
The value specified in
<Audience>
must be https://saml.salesforce.com
.
Configuration Error/Perm Disabled
Something is wrong with the SAML configuration in Salesforce. For example, the uploaded certificate might be corrupted, or the organization preference might have been turned off. To check your configuration, from Setup, enter
Single Sign-On Settings
in the
Quick
Find
box, then select Single Sign-On Settings. Next, get a sample SAML assertion from your identity provider, and then click
Issuer Mismatched
The issuer or entity ID specified in an assertion does not match the issuer specified in your
Salesforce configuration.
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
Recipient Mismatched
The recipient specified in an assertion does not match the recipient specified in your Salesforce configuration.
Replay Detected
The same assertion ID was used more than once. Assertion IDs must be unique within an organization.
Signature Invalid
The signature in an assertion cannot be validated by the certificate in your Salesforce configuration.
Subject Confirmation Error
The
<Subject>
specified in the assertion does not match the SAML configuration in Salesforce.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Validating SAML Settings for Single Sign-On
If your users have difficulty logging into Salesforce after you
configure Salesforce for single sign-on
,
use the SAML Assertion Validator and the login history
to validate the SAML assertions sent by your identity provider.
1. Obtain a SAML assertion from your identity provider. The assertion can be either in plain XML format or base64 encoded.
If a user tries to log in to Salesforce and fails, the invalid SAML assertion is used to automatically populate the SAML Assertion Validator if possible.
2. From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select
Single Sign-On Settings, then click SAML Assertion Validator.
3. Enter the SAML assertion into the text box, and click Validate.
4. Share the results of the validation errors with your identity provider.
SEE ALSO:
Best Practices for Implementing Single Sign-On
Administrator setup guide: Single Sign-On Implementation Guide
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
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SAML Assertion Validation Errors
Salesforce imposes the following validity requirements on assertions:
Authentication Statement
The identity provider must include an
<AuthenticationStatement>
in the assertion.
Conditions Statement
If the assertion contains a
<Conditions>
statement, it must contain a valid timestamp.
Timestamps
The validity period specified in an assertion is honored. In addition, an assertion's timestamp must be less than five minutes old, plus or minus three minutes, regardless of the assertion's validity period setting. This allows for differences between machines. The
NotBefore
and
NotOnOrAfter
constraints must also be defined and valid.
Attribute
If your Salesforce configuration is set to
Identity is in an Attribute element
, the assertion from the identity provider must contain an
<AttributeStatement>
.
If you are using SAML 1.1, both
<AttributeName>
and
<AttributeNamespace> are required as part of the
<AttributeStatement>
.
If you are using SAML 2.0, only
<AttributeName>
is required.
Format
The
Format
attribute of an
<Issuer>
statement must be set to
"urn:oasis:names:tc:SAML:2.0:nameid-format:entity"
or not set at all.
For example:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Federated Authentication is available in: All Editions
Delegated Authentication is available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Authentication Providers are available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Modify All Data
<saml:Issuer
Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity">https://www.salesforce.com</saml:Issuer>
The following example is also valid:
<saml:Issuer >https://www.salesforce.com</saml:Issuer>
Issuer
The issuer specified in an assertion must match the issuer specified in Salesforce.
Subject
The subject of the assertion must be resolved to be either the Salesforce username or the Federation ID of the user.
Audience
The
<Audience>
value is required and must match the
Entity ID
from the single sign-on configuration. The default value is https://saml.salesforce.com
.
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Recipient
The recipient specified in an assertion must match either the Salesforce login URL specified in the Salesforce configuration or the
OAuth 2.0 token endpoint. This is a required portion of the assertion and is always verified.
Signature
A valid signature must be included in the assertion. The signature must be created using the private key associated with the certificate that was provided in the SAML configuration.
Recipient
Verifies that the recipient and organization ID received in the assertion matches the expected recipient and organization ID, as specified in the single sign-on configuration. This is an optional portion of the assertion and is only verified if it’s present. For example:
Recipient that we found in the assertion: http://aalbert-salesforce.com:8081/
?saml=02HKiPoin4zeKLPYxfj3twkPsNSJF3fxsH0Jnq4vVeQr3xNkIWmZC_IVk3
Recipient that we expected based on the Single Sign-On Settings page: http://asmith.salesforce.com:8081/
?saml=EK03Almz90Cik_ig0L97.0BRme6mT4o6nzi0t_JROL6HLbdR1WVP5aQO5w
Organization Id that we expected: 00Dx0000000BQlI
Organization Id that we found based on your assertion: 00D000000000062
Site URL Attribute
Verifies if a valid Sites URL is provided. Values are:
•
Not Provided
•
Checked
•
Site URL is invalid
•
HTTPS is required for Site URL
•
The specified Site is inactive or has exceeded its page limit
SEE ALSO:
About Just-in-Time Provisioning for SAML
With Just-in-Time provisioning, you can use a SAML assertion to create regular and portal users on the fly the first time they try to log in. This eliminates the need to create user accounts in advance.
For example, if you recently added an employee to your organization, you don't need to manually create the user in Salesforce. When they log in with single sign-on, their account is automatically created for them, eliminating the time and effort with on-boarding the account. Just-in-Time provisioning works with your SAML identity provider to pass the correct user information to Salesforce in a SAML 2.0 assertion. You can both create and modify accounts this way. Because Just-in-Time provisioning uses SAML to communicate, your organization must have SAML-based single sign-on enabled.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Benefits of Just-in-Time Provisioning
Implementing Just-in-Time provisioning can offer the following advantages to your organization.
•
Reduced Administrative Costs: Provisioning over SAML allows customers to create accounts on-demand, as part of the single sign-on process. This greatly simplifies the integration work required in scenarios where users need to be dynamically provisioned, by combining the provisioning and single sign-on processes into a single message.
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•
Increased User Adoption: Users only need to memorize a single password to access both their main site and Salesforce. Users are more likely to use your Salesforce application on a regular basis.
•
Increased Security: Any password policies that you have established for your corporate network are also in effect for Salesforce. In addition, sending an authentication credential that is only valid for a single use can increase security for users who have access to sensitive data.
IN THIS SECTION:
Just-in-Time Provisioning Requirements and SAML Assertion Fields
Just-in-Time Provisioning and SAML Assertion Fields for Portals
Just-in-Time Provisioning for Communities
Just-in-Time Provisioning Errors
Following are the error codes and descriptions for Just-in-Time provisioning for SAML.
SEE ALSO:
Just-in-Time Provisioning Requirements and SAML Assertion Fields
Just-in-Time Provisioning and SAML Assertion Fields for Portals
Just-in-Time Provisioning for Communities
Just-in-Time Provisioning Errors
Just-in-Time Provisioning Requirements and SAML Assertion Fields
Just-in-Time provisioning requires the creation of a SAML assertion. Consider the following when creating your SAML assertion.
•
Provision Version
is supported as an optional attribute. If it isn't specified, the default is 1.0. For example:
<saml:Attribute Name="ProvisionVersion" NameFormat=
"urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">1.0</saml:AttributeValue>
</saml:Attribute>
•
ProfileIDs change per organization, even for standard profiles. To make it easier to find the profile name, Salesforce allows you to do a profile name lookup by passing the
ProfileName
into the
ProfileId
field.
Field Requirements for the SAML Assertion
To correctly identify which object to create in Salesforce, you must use the
User.
prefix for all fields passed in the SAML assertion. In this example, the
User.
prefix has been added to the
Username
field name.
<saml:Attribute
Name="User.Username"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]</saml:AttributeValue>
</saml:Attribute>
The following standard fields are supported. Some fields are required.
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AboutMe
Alias
CallCenter
City
Fields
CommunityNickname
CompanyName
Country
DefaultCurrencyIsoCode
DelegatedApproverId
Department
Division
EmailEncodingKey
EmployeeNumber
Extension
Fax
FederationIdentifier
(insert only)
FirstName
ForecastEnabled
IsActive
LastName
LanguageLocaleKey
LocaleSidKey
Manager
MobilePhone
Phone
ProfileId
ReceivesAdminInfoEmails
ReceivesInfoEmails
State
Required
Y
Y
Y
Comments
If not present, a default is derived from FirstName and LastName.
If not present, a default is derived from the UserName.
Derived from organization settings.
For example,
If not present, a default is derived from the organization settings.
If present, it must match the SAML subject, or the SAML subject is taken instead. Can't be updated with SAML.
If not present, a default is derived from the organization settings.
For example,
User.ProfileId=Standard User
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Fields
Street
TimeZoneSidKey
Title
Username
(insert only)
UserRoleId
Zip
Required
Y
Comments
If not present, a default is derived from the organization settings.
For example, using SAML.
Defaults to “no role” if blank.
Single Sign-On
. Can't update
Other field requirements:
•
Only text type custom fields are supported.
•
Only the insert
and update
functions are supported for custom fields.
•
When using the API for user creation, you can pass the new username into the
User.Username
field. You can also specify the
User.FederationIdentifier
if it is present. However, the
Username
and
FederationIdentifier
fields can't be updated with API.
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning and SAML Assertion Fields for Portals
Just-in-Time Provisioning for Communities
Just-in-Time Provisioning and SAML Assertion Fields for Portals
With Just-in-Time (JIT) provisioning for portals, you can use a SAML assertion to create customer and partner portal users on the fly the first time they try to log in. This eliminates the need to create user accounts in advance. Because JIT uses SAML to communicate, your organization must have SAML-based single sign-on enabled.
Note: Starting with Summer ’13, Customer Portals and partner portals are no longer available for new organizations. Existing organizations continue to have access to these portals. If you don’t have a portal, but want to easily share information with your customers or partners, try Communities.
Existing organizations using Customer Portals and partner portals may continue to use their portals or transition to Communities.
Contact your Salesforce Account Executive for more information.
Creating Portal Users
The
Portal ID
and
Organization ID
must be specified as part of the SAML assertion. You can find both of these on the company information page for the organization or portal. Because you can also provision regular users, the
Portal ID
is used to distinguish between a regular and portal JIT provisioning request. If no
Portal ID
is specified, then the request is treated as a JIT request for regular platform user. Here are the requirements for a creating a portal user.
•
You must specify a
Federation ID
. If the ID belongs to an existing user account, the user account is updated. In case of an inactive user account, the user account is updated, but left inactive unless
User.IsActive
in the JIT assertion is set to true. If there is no user account with that
Federation ID
, the system creates a new user.
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•
If the portal isn’t self-registration enabled and a default new user profile and role aren’t specified, the
User.ProfileId
field must contain a valid profile name or ID associated with the portal. In addition, the
User.PortalRole
field must contain a valid portal role name or ID.
Note:
The
User.Role
must be null.
Creating and Modifying Accounts
Create or modify an account by specifying a valid
Account ID
or both the
Account.AccountNumber
and
Account.Name
.
•
Matching is based on
Account.AccountNumber
. If multiple accounts are found, an error is displayed. Otherwise, the account is updated.
•
If no matching account is found, one is created.
•
You must specify the
Account.Owner
in the SAML assertion and ensure that the field level security for the
Account.AccountNumber
field is set to visible for this owner’s profile.
Creating and Modifying Contacts
Create or modify a contact by specifying the a valid Contact ID in
User.Contact
or both the
Contact.Email
and
Contact.LastName
.
•
Matching is based on
Contact.Email
. If multiple contacts are found, an error is displayed. Otherwise, the contact is updated.
•
If no matching contact is found, one is created.
Supported Fields for the Portal SAML Assertion
To correctly identify which object to create in Salesforce, you must use a prefix. In the SAML assertion, use the
Account
prefix for all fields in the Account schema (for example
Account.AccountId
) and
Contact
prefix for all fields in the Contact schema. In this example, the
Contact
prefix has been added to the
field name.
<saml:Attribute
Name="Contact.Email"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]</saml:AttributeValue>
</saml:Attribute>
In addition to the standard fields supported for regular SAML JIT users, these fields are supported for accounts. Some fields are required.
Required Comments
Street|City|State|PostalCode|Country
Fields
Billing
AnnualRevenue
Description
Fax
FederationIdentifier
(insert only)
IsCustomerPortal
IsPartner
Y
If present, it must match the SAML subject or the SAML subject is taken instead. Can’t be updated using SAML.
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Fields
NumberOfEmployees
Ownership
Phone
Portal Role
Rating
Street
TickerSymbol
UserRoleId
Website
Zip
Required
Y
Use
Worker
Defaults to “no role” if blank.
Comments
for all portal users.
In addition to the standard fields supported for regular SAML JIT users, these fields are supported for contacts.
Required Comments Fields
Birthdate
CanAllowPortalSelfReg
Department
Description
DoNotCall
Fax
HasOptedOutofEmail
HasOptedOutofFax
HomePhone
LeadSource
Mailing
MobilePhone
Owner
Other
OtherPhone
Phone
Salutation
Name|Phone
Street|City|State|PostalCode|Country
Street|City|State|PostalCode|Country
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Fields Required Comments
Title
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning Requirements and SAML Assertion Fields
Just-in-Time Provisioning for Communities
Just-in-Time Provisioning for Communities
With Just-in-Time (JIT) provisioning for Communities, you can use a SAML assertion to create customer and partner community users on the fly the first time they try to log in from an identity provider. This eliminates the need to create user accounts in advance. Because
JIT uses SAML to communicate, your organization must have SAML-based single sign-on enabled. Then, you can work with the identity provider to generate the necessary SAML assertions for JIT.
SAML Single Sign-on Settings
Follow the instructions for
Configure SAML Settings for Single Sign-On
with
SAML Enabled
. Set the values for your configuration, as needed, and also include the following values specific to your community for JIT provisioning.
1. Check
User Provisioning Enabled
.
Note:
•
Just-in-time provisioning requires a Federation ID in the user type. In
SAML User ID Type
, select Assertion contains the Federation ID from the User object.
•
If your identity provider previously used the Salesforce username, communicate to them that they must use the Federation
ID.
2. The Entity ID should be unique across your organization and begin with https
. You can’t have two SAML configurations with the same Entity ID in one organization. Specify whether you want to use the base domain ( https://saml.salesforce.com
) or the community URL (such as https://acme.force.com/customers
) for the Entity ID. You must share this information with your identity provider.
Tip: Generally, use the community URL as the entity ID. If you are providing Salesforce to Salesforce services, you must specify the community URL.
3. In
SAML User ID Type
, select
Assertion contains the Federation ID from the User object
. If your identity provider previously used the Salesforce username, communicate to them that they must use the Federation ID.
Creating and Modifying Community Users
The SAML assertion needs the following.
•
A
Recipient
URL. This is the Community Login URL from the SAML Single Sign-On Settings detail page in your organization.
The URL is in the following form.
https://<community_URL>/login?so=<orgID>
For example,
Recipient="https://acme.force.com/customers/login?so=00DD0000000JsCM"
where acme.force.com/customers
is the community home page and
00DD0000000JsCM
is the
Organization ID
.
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If an Assertion Decryption Certificate has been uploaded to the organization’s SAML Single Sign-On Settings, include the certificate
ID in the URL using the sc
parameter, such as
Recipient="https://acme.force.com/customers/login?so=00DD0000000JsCM&sc=0LE000000Dp" where
0LE000000Dp
is the certificate ID.
•
Salesforce attempts to match the
Federation ID
in the subject of the SAML assertion (or in an attribute element, depending upon how the SAML Identity Location is defined in the SAML Single Sign-On Settings) to the
FederationIdentifier
field of an existing user record.
1. If a matching user record is found, Salesforce uses the attributes in the SAML assertion to update the specified fields.
2. If a user with a matching user record isn't found, then Salesforce searches the contacts for a match based on the
Contact
ID
(
User.Contact
) or email (
Contact.Email
).
Contact.Email
and
Contact.LastName
are both required properties when
User.Contact
is not specified, but matching is only based on
Contact.Email
when both properties exist.
i. If a matching contact record is found, Salesforce uses the attributes in the SAML assertion to update the specified contact fields, and then inserts a new user record.
ii. If a matching contact record isn't found, then Salesforce searches the accounts for a match based on the
Contact.Account
or
Account.AccountNumber
specified in the SAML assertion.
Account.AccountNumber
and
Account.Name
are both required properties when
Contact.Account
is not specified, but matching is only based on
Account.AccountNumber
when both properties exist.
i. If a matching account record is found, Salesforce inserts a new user record and updates the account records based the attributes provided in the SAML assertion.
ii. If a matching account record isn't found, Salesforce inserts new account, contact, and user records based on the attributes provided in the SAML assertion.
In the case of an inactive user account, the user account is updated, but left inactive unless
User.IsActive
in the JIT assertion is set to true. If there is no user account with that
Federation ID
, the system creates a new user.
•
If the community doesn’t have self-registration enabled, and a default new user profile and role aren’t specified, the
User.ProfileId
field must contain a valid profile name or ID associated with the community.
Salesforce attempts to match the
Federation ID
in the subject of the SAML assertion to the
FederationIdentifier
field of an existing user record.
Note: Salesforce also supports custom fields on the User object in the SAML assertion. Any attribute in the assertion that starts with
User
is parsed as a custom field. For example, the attribute
User.NumberOfProductsBought__c
in the assertion is placed into the field
NumberOfProductsBought
for the provisioned user. Custom fields are not supported for Accounts or Contacts.
Supported Fields for the Community SAML Assertion
To correctly identify which object to create in Salesforce, you must use a prefix. In the SAML assertion, use the
Account
prefix for all fields in the Account schema (for example
Account.AccountId
) and
Contact
prefix for all fields in the Contact schema. In this example, the
Contact
prefix has been added to the
field name.
<saml:Attribute
Name="Contact.Email"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]</saml:AttributeValue>
</saml:Attribute>
In addition to the standard fields supported for regular SAML JIT users, these fields are supported for accounts.
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Fields
Billing
AnnualRevenue
Description
Fax
FederationIdentifier
(insert only)
IsCustomerPortal
IsPartner
NumberOfEmployees
Ownership
Phone
Portal Role
Rating
Street
TickerSymbol
UserRoleId
Website
Zip
Required Comments
Street|City|State|PostalCode|Country
Y If present, it must match the SAML subject or the SAML subject is taken instead. Can’t be updated using SAML.
Defaults to “no role” if blank.
In addition to the standard fields supported for regular SAML JIT users, these fields are supported for contacts.
Required Comments Fields
Birthdate
CanAllowPortalSelfReg
Department
Description
DoNotCall
Fax
HasOptedOutofEmail
HasOptedOutofFax
HomePhone
Name|Phone
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LeadSource
Fields
Mailing
MobilePhone
Owner
Other
OtherPhone
Phone
Salutation
Title
Required Comments
Street|City|State|PostalCode|Country
Street|City|State|PostalCode|Country
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning Requirements and SAML Assertion Fields
Just-in-Time Provisioning Errors
Following are the error codes and descriptions for Just-in-Time provisioning for SAML.
SAML errors are returned in the URL parameter, for example: http://login.salesforce.com/identity/jit/saml-error.jsp?
ErrorCode=5&ErrorDescription=Unable+to+create+user&ErrorDetails=
INVALID_OR_NULL_FOR_RESTRICTED_PICKLIST+TimeZoneSidKey
Note: Salesforce redirects the user to a custom error URL if one is specified in your SAML configuration.
8
9
3
4
5
6
Code
1
2
Error Messages
Description
Missing Federation Identifier
Mis-matched Federation Identifier
Invalid organization ID
Unable to acquire lock
Unable to create user
Unable to establish admin context
Unrecognized custom field
Unrecognized standard field
Error Details
MISSING_FEDERATION_ID
MISMATCH_FEDERATION_ID
INVALID_ORG_ID
USER_CREATION_FAILED_ON_UROG
USER_CREATION_API_ERROR
ADMIN_CONTEXT_NOT_ESTABLISHED
UNRECOGNIZED_CUSTOM_FIELD
UNRECOGNIZED_STANDARD_FIELD
691
Single Sign-On
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28
30
31
32
24
25
26
27
20
22
23
18
19
39
40
41
37
38
33
34
35
36
15
16
13
14
Code
11
12
17
Description
License limit exceeded
Federation ID and username do not match
Error Details
LICENSE_LIMIT_EXCEEDED
MISMATCH_FEDERATION_ID_AND_USERNAME_ATTRS
Unsupported provision API version
Username change isn't allowed
UNSUPPORTED_VERSION
USER_NAME_CHANGE_NOT_ALLOWED
Custom field type isn't supported UNSUPPORTED_CUSTOM_FIELD_TYPE
Unable to map a unique profile ID for the given profile name
PROFILE_NAME_LOOKUP_ERROR
ROLE_NAME_LOOKUP_ERROR Unable to map a unique role ID for the given role name
Invalid account
Missing account name
Missing account number
INVALID_ACCOUNT_ID
MISSING_ACCOUNT_NAME
MISSING_ACCOUNT_NUMBER
Unable to create account
Invalid contact
Missing contact email
Missing contact last name
Unable to create contact
Multiple matching contacts found
Multiple matching accounts found
Invalid account owner
Invalid portal profile
Account change is not allowed
ACCOUNT_CREATION_API_ERROR
INVALID_CONTACT
MISSING_CONTACT_EMAIL
MISSING_CONTACT_LAST_NAME
CONTACT_CREATION_API_ERROR
MULTIPLE_CONTACTS_FOUND
MULTIPLE_ACCOUNTS_FOUND
INVALID_ACCOUNT_OWNER
INVALID_PORTAL_PROFILE
ACCOUNT_CHANGE_NOT_ALLOWED
Unable to update account
Unable to update contact
Invalid standard account field value
Contact change not allowed
Invalid portal role
Unable to update portal role
Invalid SAML JIT Handler class
Invalid execution user
Execution error
ACCOUNT_UPDATE_FAILED
CONTACT_UPDATE_FAILED
INVALID_STANDARD_ACCOUNT_FIELD_VALUE
CONTACT_CHANGE_NOT_ALLOWED
INVALID_PORTAL_ROLE
CANNOT_UPDATE_PORTAL_ROLE
INVALID_JIT_HANDLER
INVALID_EXECUTION_USER
APEX_EXECUTION_ERROR
Single Sign-On
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Code
42
Description
Updating a contact with Person Account isn’t supported
Error Details
UNSUPPORTED_CONTACT_PERSONACCT_UPDATE
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning and SAML Assertion Fields for Portals
External Authentication Providers
Authentication providers let your users log in to your Salesforce org using their login credentials from an external service provider. Salesforce provides authentication providers for apps that support the OpenID Connect protocol, such as Google, Facebook, Twitter, and LinkedIn. For apps that don’t support OpenID Connect, Salesforce provides an Apex
Auth.AuthProviderPluginClass
abstract class to create a custom authentication provider.
You can enable users to log in to your Salesforce org using their login credentials from an external service provider such as Facebook or Janrain.
Note:
Social Sign-On (Salesforce Classic) (11:33 minutes)
Learn how to configure single sign-on (SSO) and OAuth-based API access to Salesforce from other sources of user identity.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
Do the following to set up a custom authentication provider for SSO.
•
Configure the service provider website.
•
Create a registration handler using Apex.
•
Define the authentication provider in your org.
When set up is complete, the authentication provider flow is as follows.
1. The user tries to log in to Salesforce using a third-party (external) identity.
2. The login request is redirected to the external authentication provider.
3. The user follows the third-party login process and approves access.
4. The external authentication provider redirects the user to Salesforce with credentials.
5. The user is signed in to Salesforce.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
Note: If users have an existing Salesforce session, after authentication with the third party, they’re redirected to the page where they can approve the link to their Salesforce account.
Define Your Authentication Provider
Salesforce supports the following authentication providers.
•
•
•
•
Microsoft Access Control Service
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•
Salesforce
•
•
Janrain
•
Any service provider who implements the OpenID Connect protocol
•
Any service provider who supports OAuth but not the OpenID Connect protocol
Add Functionality to Your Authentication Provider
You can add functionality to your authentication provider by using additional request parameters.
•
Scope —Customizes the permissions requested from the third party.
•
—Enables the provider to be used with a site.
•
StartURL —Sends the user to a specified location after authentication.
•
—Sends the user to a specific community after authentication.
•
on page 725—Sends the user to a specific endpoint for authentication (Salesforce authentication providers, only).
Create an Apex Registration Handler
You must implement a registration handler to use authentication providers for SSO. The Apex registration handler
class must implement the
Auth.RegistrationHandler
interface, which defines two methods. Salesforce invokes the appropriate method on callback, depending on whether the user has used this provider before or not. When you create the authentication provider, you can automatically create an Apex template class for testing purposes. For more information, see RegistrationHandler in the
Force.com
Apex Code Developer's Guide
.
IN THIS SECTION:
Configure a Facebook Authentication Provider
Configure a Facebook authentication provider to let your users log in to your Salesforce org using their Facebook credentials.
Configure a Google Authentication Provider
Configure Google as an authentication provider to let users log in to your Salesforce org using their Google credentials.
Configure a Janrain Authentication Provider
Configure Janrain as an authentication provider to let users log in to your Salesforce org using their Janrain credentials.
Configure a Salesforce Authentication Provider
To configure a Salesforce authentication provider, create a connected app that uses single sign-on (SSO).
Configure an OpenID Connect Authentication Provider
You can use any third-party web app that implements the server side of the OpenID Connect protocol, such as Amazon, Google, and PayPal, as an authentication provider.
Access Control Service Authentication Provider
You can use Microsoft Access Control Service as an authentication provider using the OAuth protocol. Authorization is typically done by a Microsoft Office 365 service like SharePoint
®
Online.
Configure a LinkedIn Authentication Provider
Configure LinkedIn as an authentication provider to let users log in to your Salesforce org using their LinkedIn credentials.
Configure a Twitter Authentication Provider
Configure Twitter as an authentication provider to let users log in to a Salesforce org from their Twitter account.
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Use Salesforce-Managed Values in the Auth. Provider Setup Page
You can choose to let Salesforce create key values when setting up a Facebook, Salesforce, LinkedIn, Twitter, or Google authentication provider. Having Salesforce generate the key values saves you the time and effort of creating your own third-party app.
Create a Custom External Authentication Provider
Create a custom single sign-on (SSO) authentication provider to let users log in to your Salesforce org using their non-Salesforce credentials. Implement a custom external authentication provider if your OAuth app doesn’t support OpenID Connect. If your app supports OpenID Connect, you can use one of the authentication providers that Salesforce provides.
Configure a Facebook Authentication Provider
Configure a Facebook authentication provider to let your users log in to your Salesforce org using their Facebook credentials.
Configuring Facebook as an authentication provider involves these high-level steps.
1.
Set up a Facebook app, making Salesforce the app domain.
2.
Define a Facebook authentication provider in your Salesforce org.
3.
your Facebook app to use the Callback URL generated by Salesforce as the Facebook website URL.
4.
the connection.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Set Up a Facebook App
Before you can configure Facebook for your Salesforce org, you must set up an app in Facebook.
Note: You can skip this step by allowing Salesforce to use its own default app. For more information, see Use Salesforce-Managed Values in the Auth. Provider Setup Page .
1. Go to the Facebook website and create an app.
2. Modify the app settings and set the Application Domain to Salesforce.
3. Note the app ID and the app secret.
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
Define a Facebook Provider in Your Salesforce Org
You need the Facebook app ID and app secret to set up a Facebook provider in your Salesforce org.
Note: You can skip this step by allowing Salesforce to manage the values for you. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select Facebook.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is MyFacebookProvider, your single sign-on (SSO) URL is similar to: https://login.salesforce.com/auth/sso/00Dx00000000001/MyFacebookProvider
.
6. Use the Facebook app ID for the
Consumer Key
field.
7. Use the Facebook app secret for the
Consumer Secret
field.
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8. Optionally, set the following fields.
a. Enter the base URL from Facebook for the Authorize Endpoint URL. For example, https://www.facebook.com/v2.2/dialog/oauth
. If you leave this field blank, Salesforce uses the version of the Facebook API that your app uses.
Tip:
You can add query string parameters to the base URL, if necessary. For example, to get a refresh token from Facebook for offline access, use https://accounts.facebook.com/o/oauth2/auth?access_type=offline&approval_prompt=force
.
You need the approval_prompt
parameter to ask the user to accept the refresh action so that Facebook continues to provide refresh tokens after the first one.
b. Enter the Token Endpoint URL from Facebook. For example, https://www.facebook.com/v2.2/dialog/oauth
.
If you leave this field blank, Salesforce uses the version of the Facebook API that your app uses.
c. Enter the User Info Endpoint URL to change the values requested from Facebook’s profile API. See https://developers.facebook.com/docs/facebook-login/permissions/v2.0#reference-public_profile for more information on fields. The requested fields must correspond to the requested scopes. If you leave this field blank, Salesforce uses the version of the Facebook API that your app uses.
d.
Default Scopes
to send along with the request to the authorization endpoint. Otherwise, the hardcoded defaults for the provider type are used (see Facebook’s developer documentation for these defaults).
For more information, see Use the Scope Parameter .
e.
Custom Error URL
for the provider to use to report any errors.
f.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
g. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the SSO initialization URL.
h. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
i. To use a portal with your provider, select the portal from the Portal dropdown list.
j. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
9. Click Save.
Note the generated Auth. Provider Id value. You use it with the
Auth.AuthToken
Apex class.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Salesforce admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
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•
Single Sign-On Initialization URL—Use this URL to perform SSO into Salesforce from a third party using its third-party credentials.
The user opens this URL in a browser and logs in to the third party. The third party either creates a user or updates an existing user.
Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider must redirect to the callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Update Your Facebook App
After defining the Facebook authentication provider in your Salesforce org, go back to Facebook and update your app to use the Callback
URL as the Facebook Website Site URL.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider detail page. It redirects you to Facebook and asks you to sign in. You’re then asked to authorize your app. After you authorize, you’re redirected back to Salesforce.
SEE ALSO:
Use Request Parameters with Client Configuration URLs
External Authentication Providers
Configure a Google Authentication Provider
Configure Google as an authentication provider to let users log in to your Salesforce org using their
Google credentials.
Complete these steps to configure Google as an authentication provider.
1.
Set up a Google app, making Salesforce the application domain.
2.
Define a Google authentication provider in your Salesforce org.
3.
your Google app to use the callback URL generated by Salesforce as the Google website site URL.
4.
the connection.
Set Up a Google App
Before you can configure Google for your Salesforce org, you must set up an app in Google.
Note:
You can skip this step by allowing Salesforce to use its own default app. For more information, see Use Salesforce-Managed Values in the Auth. Provider Setup Page .
1. Go to the Google website and create a new app.
2. Modify the app settings and set the application domain to Salesforce.
3. Note the app ID and the app secret.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
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Define a Google Provider in Your Salesforce Org
You need the Google app ID and app secret to set up a Google provider in your Salesforce org.
Note:
You can skip this step by allowing Salesforce to manage the values for you. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select Google.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is MyGoogleProvider, your SSO URL is similar to: https://login.salesforce.com/auth/sso/00Dx00000000001/MyGoogleProvider
.
6. Use the Google app ID for the
Consumer Key
field.
7. Use the Google app secret for the
Consumer Secret
field.
8. Optionally, set the following fields.
a.
Authorize Endpoint URL
—Specify the base authorization URL from Google. For example, https://accounts.google.com/o/oauth2/authorize
. The URL must start with https://accounts.google.com/o/oauth2
.
Tip: You can add query string parameters to the base URL, if necessary. For example, to get a refresh token from Google for offline access, use https://accounts.google.com/o/oauth2/auth?access_type=offline&approval_prompt=force
.
You need the approval_prompt
parameter to ask the user to accept the refresh action so that Google continues to provide refresh tokens after the first one.
b.
Token Endpoint URL
—Specify the OAuth token URL from Google. For example, https://accounts.google.com/o/oauth2/accessToken
. The URL must start with https://accounts.google.com/o/oauth2
.
c.
User Info Endpoint URL
—Change the values requested from Google’s profile API. The URL must start with https://www.googleapis.com/oauth2/
.
d.
Default Scopes
—Send with the request to the authorization endpoint. Otherwise, the hardcoded defaults for the provider type are used. For the defaults, see Google’s developer documentation .
For more information, see Use the Scope Parameter
.
e.
Custom Error URL
—Specify a URL for the provider to report errors.
f.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
g. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the SSO initialization URL.
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h. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
i. To use a portal with your provider, select the portal from the Portal list.
j. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
9. Click Save.
Note the generated
Auth. Provider Id
value. You use it with the
Auth.AuthToken
Apex class.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this
URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Single Sign-On Initialization URL—Use this URL to perform single sign-on (SSO) into Salesforce from a third party (using third-party credentials). The user opens this URL in a browser and signs in to the third party. The third party either creates a user or updates an existing user. Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token;. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider redirects to the callback URL with information for each client configuration URL.
Client configuration URLs support other request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from a third party, or go to a location after authenticating.
Update Your Google App
After defining the Google authentication provider in your Salesforce org, go back to Google and update your app to use the callback
URL as the Google website site URL.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider Setup page. It redirects you to Google and asks you to sign in.
You’re then asked to authorize your app. After you authorize, you’re redirected to Salesforce.
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Configure a Janrain Authentication Provider
Configure Janrain as an authentication provider to let users log in to your Salesforce org using their
Janrain credentials.
Setting up a Janrain authentication provider is slightly different from setting up other providers.
You don’t use the single sign-on initialization URL that you obtain after registering your provider with Salesforce to start the flow. Instead, you use Janrain’s login widget that’s deployed on your site.
To set up your Janrain provider:
1.
Register your app with Janrain and get an
apiKey
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
2.
Define the Janrain authentication provider in your Salesforce org.
3.
the login widget code from Janrain.
4.
Set up a site that calls the login widget code in your Salesforce org.
Register Your App
USER PERMISSIONS
Sign up for a Janrain account from the need the apiKey
.
Janrain website . After you have your Janrain account, you
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
1. Select Deployment > Sign-in for Web > Handle Tokens.
2. Copy the apiKey
. You need the key later when creating the Janrain provider in your Salesforce org.
3. Add
Salesforce
to the Janrain domain whitelist in your Janrain account at Deployment > Application Settings > Domain
Whitelist.
Define the Janrain Provider in Your Salesforce Org
You need the Janrain API key to create a Janrain provider in your Salesforce org.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select Janrain.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the callback URL. For example, if the URL suffix of your provider is MyJanrainProvider, your callback URL is similar to https://login.salesforce.com/services/authcallback/00D300000007CvvEAE/MyJanrainProvider
.
6. Use the Janrain apiKey
value for the
Consumer Secret
.
7. Optionally, enter a custom error URL for the provider to use to report errors.
8. Optionally, enter a custom logout URL to provide a destination for users after they log out if they authenticated using the single sign-on (SSO) flow. Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http or https prefix, such as https://acme.my.salesforce.com
.
9. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the single sign-on initialization URL.
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10. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
11. To use a portal with your provider, select the portal from the Portal dropdown list.
12. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
13. Click Save.
Note the value of the generated callback URL. You need this URL to complete the Janrain setup.
Several client configuration parameters are available after configuring Janrain as the authentication provider. Use them for the flowtype value in the callback URL with your Janrain login widget.
•
test
—Make sure that the third-party provider is set up correctly. The admin configures a Janrain widget to use flowtype=test
, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
link
—Link existing Salesforce users to a third-party account . The user goes to a page with a Janrain widget configured to use flowtype=link
, signs in to the third party, signs in to Salesforce, and approves the link.
•
sso
—Perform SSO into Salesforce from a third party (using third-party credentials). The user goes to a page with a Janrain widget configured to use flowtype=sso
, and signs in to the third party. The third party either creates a user or updates an existing user.
Then the third party signs the user into Salesforce as that user.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Get the Login Widget Code from Janrain
You need to get the login widget code from Janrain for your Salesforce org.
1. From your Janrain account, select Application > Sign-in for Web > Get the Code.
2. Enter the callback URL value from your Janrain provider information in your Salesforce org along with the query parameter flowtype=sso
as the token URL. For example, https://login.salesforce.com/services/authcallback/00DD##############/JanrainApp?flowtype=sso
For a domain created with My Domain, replace login.salesforce.com
with your My Domain name.
For a community, add the community
parameter and pass it to the login widget as the token URL. For example, janrain.settings.tokenUrl='https://login.salesforce.com/services/authcallback/00DD##############/JanrainApp'
+'?flowtype=sso&community='+encodeURIComponent('https://acme.force.com/customers');
Create a Site to Call the Login Widget
1. Enable Sites.
2. Create a page and copy the login widget code to the page.
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3. Create a site and specify the page that you created as the home page for the site.
SEE ALSO:
Use Request Parameters with Client Configuration URLs
External Authentication Providers
Configure a Salesforce Authentication Provider
To configure a Salesforce authentication provider, create a connected app that uses single sign-on
(SSO).
Configuring a Salesforce authentication provider involves these high-level steps.
1.
2.
Define the Salesforce authentication provider in your org .
3.
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Create a Connected App
You can create a connected app from either Lightning Experience or Salesforce Classic.
In Lightning Experience, from Setup, enter
App
in the
Quick Find
box, select App Manager, then click New Connected App.
In Salesforce Classic, from Setup, enter
Apps
in the
Quick Find
box, select Apps. Then, under the Connected Apps section, click New.
After you finish creating a connected app, note the values from the
Consumer Key
and
Consumer Secret
fields.
Note: You can skip this step by allowing Salesforce to use its own default app. For more information, see Use Salesforce-Managed Values in the Auth. Provider Setup Page .
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
Define the Salesforce Authentication Provider in Your Org
To set up the authentication provider in your org, you need the values from the
Consumer Key
and
Consumer Secret
fields of the connected app definition.
Note: You can skip this step by allowing Salesforce to manage the values for you. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select Salesforce.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is MySFDCProvider, your SSO URL is similar to https://login.salesforce.com/auth/sso/00Dx00000000001/MySFDCProvider
.
6. Paste the consumer key value from the connected app definition into the
Consumer Key
field.
7. Paste the consumer secret value from the connected app definition into the
Consumer Secret
field.
8. Optionally, set the following fields.
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a.
Authorize Endpoint URL
to specify an OAuth authorization URL.
For the
Authorize Endpoint URL
, the host name can include a sandbox or custom domain name (created using My
Domain), but the URL must end in
.salesforce.com
, and the path must end in
/services/oauth2/authorize
.
For example, https://login.salesforce.com/services/oauth2/authorize
.
b.
Token Endpoint URL
to specify an OAuth token URL.
For the
Token Endpoint URL
, the host name can include a sandbox or custom domain name (created using My Domain), but the URL must end in
.salesforce.com
, and the path must end in
/services/oauth2/token
. For example, https://login.salesforce.com/services/oauth2/token
.
c.
Default Scopes
to send along with the request to the authorization endpoint. Otherwise, the hardcoded default is used.
For more information, see Use the Scope Parameter
.
d.
Include identity organization's organization ID for third-party account linkage
.
This option doesn't appear if the authentication provider was created after the Winter ’15 release. Before Winter '15, the destination org couldn't differentiate between users with the same user ID on different orgs, for example, between a production and sandbox org. As of Winter ’15, user identities contain the org ID, so this option doesn’t appear. For older authentication providers, enable this option to keep the identities separate in the destination org. However, if you enable this option, your users must reapprove all their third-party links. The links are listed in the Third-Party Account Links section of a user’s detail page.
e.
Custom Error URL
for the provider to use to report any errors.
f.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
9. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the SSO initialization URL.
10. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
11. To use a portal with your provider, select the portal from the Portal dropdown list.
12. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
13. Click Save.
Note the value of the Client Configuration URLs. You need the callback URL to complete the last step. Use the Test-Only initialization
URL to check your configuration. Also note the
Auth. Provider Id
value because you use it with the
Auth.AuthToken
Apex class.
14. Return to the connected app definition that you created earlier from Setup. Paste the callback URL value from the authentication provider into the
Callback URL
field.
Several client configuration URLs are generated after defining the authentication provider.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
•
Test-Only Initialization URL—Salesforce admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Single Sign-On Initialization URL—Use this URL to perform SSO into Salesforce from a third party using its third-party credentials.
The user opens this URL in a browser and logs in to the third party. The third party either creates a user or updates an existing user.
Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider must redirect to the callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider detail page. It redirects you to the authentication provider and asks you to sign in. You’re then asked to authorize your app. After you authorize, you’re redirected to Salesforce.
SEE ALSO:
Use Request Parameters with Client Configuration URLs
External Authentication Providers
Configure an OpenID Connect Authentication Provider
You can use any third-party web app that implements the server side of the OpenID Connect protocol, such as Amazon, Google, and PayPal, as an authentication provider.
Complete these steps to configure an OpenID authentication provider.
1.
Register your app, making Salesforce the app domain.
2.
Define an OpenID Connect authentication provider in your Salesforce org.
3.
your app to use the callback URL generated by Salesforce.
4.
the connection.
Register an OpenID Connect App
Before you can configure a web app for your Salesforce org, you must register it with your service provider. The process varies depending on the service provider. For example, to register a Google app, Create an OAuth 2.0 Client ID .
1. Register your app on your service provider’s website.
2. Modify the app settings and set the app domain (or Home Page URL) to Salesforce.
3. From the provider’s documentation, get the client ID, client secret, authorize endpoint URL, token endpoint URL, and the user info endpoint URL. Here are some common OpenID Connect service providers.
•
Amazon
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
•
•
PayPal
Define an OpenID Connect Provider in Your Salesforce Org
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select OpenID Connect.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is
MyOpenIDConnectProvider, your single sign-on URL is similar to: https://login.salesforce.com/auth/sso/00Dx00000000001/MyOpenIDConnectProvider
.
6. Use the client ID from your provider for the
Consumer Key
field.
7. Use the client secret from your provider for the
Consumer Secret
field.
8. Enter the base URL from your provider for the
Authorize Endpoint URL
.
Tip:
You can add query string parameters to the base URL, if necessary. For example, to get a refresh token from Google for offline access, use https://accounts.google.com/o/oauth2/auth?access_type=offline&approval_prompt=force
.
You need the approval_prompt
parameter to ask the user to accept the refresh action so that Google continues to provide refresh tokens after the first one.
9. Enter the token endpoint URL from your provider.
10. Optionally, set the following fields.
a.
User Info Endpoint URL
from your provider.
b.
Token Issuer
. This value identifies the source of the authentication token in the form https: URL
. If this value is specified, the provider must include an id_token
value in the response to a token request. The id_token
value isn’t required for a refresh token flow (but will be validated by Salesforce if provided).
c.
Default Scopes
to send along with the request to the authorization endpoint. Otherwise, the hardcoded defaults for the provider type are used. See the OpenID Connect developer documentation for these defaults.
For more information, see Use the Scope Parameter
.
11. Optionally, select Send access token in header to have the token sent in a header instead of a query string.
12. Optionally, set the following fields.
a.
Custom Error URL
for the provider to use to report any errors.
b.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
c. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note:
A
Registration Handler
class is required for Salesforce to generate the single sign-on initialization URL.
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d. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
e. To use a portal with your provider, select the portal from the Portal dropdown list.
f. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
13. Click Save.
Be sure to note the generated Auth. Provider Id value. You must use it with the
Auth.AuthToken
Apex class.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Salesforce admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Single Sign-On Initialization URL—Use this URL to perform SSO into Salesforce from a third party using its third-party credentials.
The user opens this URL in a browser and logs in to the third party. The third party either creates a user or updates an existing user.
Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider must redirect to the callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Update Your OpenID Connect App
After defining the authentication provider in your Salesforce org, go back to your provider and update your app’s callback URL. For
Google apps, the callback URL is called the Authorized Redirect URI. For PayPal, it’s called the Return URL.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider Setup page. It redirects you to your provider’s service and asks you to sign in. You’re then asked to authorize your app. After you authorize, you’re redirected back to Salesforce.
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Configure a Microsoft
®
Access Control Service Authentication Provider
You can use Microsoft Access Control Service as an authentication provider using the OAuth protocol.
Authorization is typically done by a Microsoft Office 365 service like SharePoint
®
Online.
Salesforce supports authentication from a Microsoft Access Control Service using only OAuth. Single sign-on (SSO) authentication from a Microsoft authentication provider is not supported.
Complete these steps to configure a Microsoft Access Control Service authentication provider.
1.
Define a Microsoft Access Control Service authentication provider in your Salesforce org.
2.
Register your app with Microsoft, making Salesforce the application domain.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
3.
Edit your Microsoft Access Control Service authentication provider details in Salesforce to use
the consumer key and consumer secret generated when you registered your app with Microsoft.
4.
the connection.
USER PERMISSIONS
Define a Microsoft Access Control Service Authentication Provider in Your
Salesforce Org
Before you can register an app in SharePoint Online or the Microsoft Seller Dashboard, you need the callback URL that redirects the authorized user to Salesforce.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth.
Providers.
2. Click New.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
3. For provider type, select Microsoft Access Control Service.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is
MyMicrosoftACSProvider, your callback URL is similar to: https://login.salesforce.com/services/authcallback/00Dx00000000001/MyMicrosoftACSProvider
6. Enter a placeholder value for the consumer key field. You edit this value after your app is registered with Microsoft.
7. Enter a placeholder value for the consumer secret field You edit this value after your app is registered with Microsoft.
8. Enter the base URL from your provider for the Authorize Endpoint URL. For example, SharePoint Online uses the following form.
https://<sharepoint online host name>/_layouts/15/OAuthAuthorize.aspx
9. Enter the Token Endpoint URL in the following form.
https://accounts.accesscontrol.windows.net/<tenant>/tokens/OAuth/2?resource=<sender ID>/<sharepoint online host name>@<tenant>
•
<tenant> is the Office 365 tenant name ending with
.onmicrosoft.com
or the corresponding tenant globally unique identifier (GUID).
•
<sender ID> is the identifier for the sender of the token. For example, SharePoint uses
00000003-0000-0ff1-ce00-000000000000
10. Optionally, set the following fields.
•
Default Scopes
to send along with the request to the authorization endpoint. See http://msdn.microsoft.com/en-us/library/jj687470.aspx#Scope for more information about scopes for SharePoint Online. Or
Use the Scope Parameter for more information about using scopes with Salesforce.
•
Custom Error URL
for the provider to use to report any errors.
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•
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
•
To use a portal with your provider, select the portal from the Portal dropdown list. If you have a portal set up for your org, this option can redirect the login request to the portal login page. Otherwise, leave as None.
•
Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
11. Click Save.
Note the generated Auth. Provider Id value. You can use it with the
Auth.AuthToken
Apex class .
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this
URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider has to redirect to the callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Register Your App with Microsoft
Before you can configure an app for your Salesforce org, you must get an app identity using one of the options provided by Microsoft.
See Guidelines for registering apps for SharePoint 2013 for details about registering a remote app for SharePoint.
1. Register your app using one of the options provided by Microsoft.
2. Modify the app settings and set the redirect URI to the authentication provider’s callback URL.
3. Note the client ID and client secret.
4. Click Save.
Edit Your Microsoft Access Control Service Authentication Provider Details
After registering your app with Microsoft, go back to your Microsoft Access Control Service authentication provider details, and update the consumer key and consumer secret with the values provided by Microsoft.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click Edit next to the name of your Microsoft Access Control Service authentication provider.
3. In the
Consumer Key
field, enter the Microsoft client ID.
4. In the
Consumer Secret
field, enter the Microsoft client secret.
Test the Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider Setup page. It redirects you to Microsoft and asks you to sign in. You’re then asked to authorize your app. After you authorize, you’re redirected to Salesforce.
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Configure a LinkedIn Authentication Provider
Configure LinkedIn as an authentication provider to let users log in to your Salesforce org using their LinkedIn credentials.
Complete these steps to configure LinkedIn as an authentication provider.
1.
Decide which scopes (user details) to get from LinkedIn
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
2.
3.
Define a LinkedIn provider in your Salesforce org
and establish a registration handler.
4.
.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
5.
Update your LinkedIn app to use the callback URL generated by Salesforce as an entry in the
OAuth 2.0 Redirect URLs
.
USER PERMISSIONS
6.
Test the single sign-on (SSO) connection .
Decide Which Scopes (User Details) to Get from LinkedIn
Scopes determine the information you get from LinkedIn about a user during the authorization process. You can request basic information, such as username and a photo URL, or you can get more specific information, such as an address, phone number, and contact list. The user approves the exchange of information before it’s given.
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
When you set up LinkedIn as an authentication provider, you can set the scopes in three different places: in the LinkedIn app settings, in the Salesforce Auth. Provider settings, or in a query to
LinkedIn’s user info endpoint using field selectors. Consider the following as you decide where to specify the scopes and the values to use.
•
You can leave scope value blank in the LinkedIn and Salesforce settings. The default value is r_basicprofile, which provides only the most basic user information as defined by LinkedIn.
•
Salesforce requires the email address for users.
•
Refer to the LinkedIn Authentication documentation for a list of supported values and their meaning, or the LinkedIn Field Selectors page for information about requesting scopes using a URL.
•
If you set the default scopes in the Salesforce authentication provider settings, that value overrides the value in the LinkedIn app settings.
•
Separate multiple scope values in the LinkedIn app settings or the Salesforce authentication provider settings with a space, for example,
r_basicprofile r_emailaddress
.
•
If you use LinkedIn Field Selectors with a URL, separate multiple values with a comma, for example, https://api.linkedin.com/v1/people/~:(id,formatted-name,first-name,last-name,public-profile-url,email-address)
.
Set Up a LinkedIn App
Before you can configure LinkedIn for your Salesforce org, set up an app in LinkedIn.
Note:
You can skip this step by allowing Salesforce to use its own default app. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. Sign in to your developer account for the LinkedIn website .
2. Click the username at the top and select API Keys.
3. Click Add New Application.
4. Enter the app settings.
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5. Note the API key and secret key. You need them later to create a LinkedIn provider in your Salesforce org.
6. Optionally, enter a LinkedIn supported scope value or several space-separated values.
.
Define a LinkedIn Provider in Your Salesforce Org
You need the LinkedIn API key and secret key to set up a LinkedIn provider in your Salesforce org.
Note: You can skip this step by allowing Salesforce to manage the values for you. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select LinkedIn.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is MyLinkedInProvider, your SSO URL is similar to: https://login.salesforce.com/services/sso/00Dx00000000001/MyLinkedInProvider
6. Use the LinkedIN API key for the
Consumer Key
field.
7. Use the LinkedIn secret key for the
Consumer Secret
field.
8. Optionally, set the following fields.
a.
Authorize Endpoint URL
to enter the base authorization URL from LinkedIn. For example, https://www.linkedin.com/uas/oauth2/authorization/auth
. The URL must start with
https://www.linkedin.com/uas/oauth2/authorization
.
Tip: You can add query string parameters to the base URL, if necessary. For example, to get a refresh token from LinkedIn for offline access, use https://accounts.linkedin.com/o/oauth2/auth?access_type=offline&approval_prompt=force
.
You need the approval_prompt
parameter to ask the user to accept the refresh action so that LinkedIn continues to provide refresh tokens after the first one.
b.
Token Endpoint URL
to enter the OAuth token URL from LinkedIn. For example, https://www.linked.com/uas/oauth2/accessToken/token
. The URL must start with
https://www.linkedin.com/uas/oauth2/accessToken
.
c.
User Info Endpoint URL
to change the values requested from LinkedIn’s profile API. For more information, see https://developer.linkedin.com/documents/profile-fields . The URL must start with
https://api.linkedin.com/v1/people/~
, and the requested fields must correspond to requested scopes.
d.
Default Scopes
to enter a supported value or several space-separated values that represent the information you get from
LinkedIn. For more information, see Decide Which Scopes (User Details) to Get from LinkedIn
.
e.
Custom Error URL
for the provider to use to report any errors.
f.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
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g. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note:
A
Registration Handler
class is required for Salesforce to generate the single sign-on initialization URL.
h. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
i. To use a portal for LinkedIn users, select the portal from the Portal dropdown list.
9. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
10. Click Save.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this
URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Single Sign-On Initialization URL—Use this URL to perform SSO into Salesforce from a third party (using third-party credentials). The user opens this URL in a browser and signs in to the third party. The third party either creates a user or updates an existing user. Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use this URL to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow does not provide for future SSO functionality.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider has to redirect to the callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Edit the Registration Handler
1. From Setup, enter
Apex Classes
in the
Quick Find
box, then select Apex Classes.
2. Edit the auto-created Apex registration handler (or the existing registration handler if you had one) to map fields between LinkedIn and Salesforce
Note: The default profile query for LinkedIn only retrieves the following fields: first-name, last-name, headline, profile URL.
The default registration handler requires email. Either remove the email requirement from the registration handler or change
fields you want in the registration handler.
Here’s an example Apex registration handler specifically for a LinkedIn app as the authentication provider. This registration handler assumes that the requested scopes include r_basicprofile and r_emailaddress. It also assumes that the users are logging in to a customer portal.
//TODO:This auto-generated class includes the basics for a Registration
//Handler class. You will need to customize it to ensure it meets your needs and
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//the data provided by the third party.
global class LinkedInRegHandler implements Auth.RegistrationHandler {
//Creates a Standard salesforce or a community user global User createUser(Id portalId, Auth.UserData data) { if (data.attributeMap.containsKey('sfdc_networkid')) {
//We have a community id, so create a user with community access
//TODO: Get an actual account
Account a =[SELECT Id FROM account WHERE name = 'LinkedIn Account'];
Contact c = new Contact(); c.accountId = a.Id; c.email = data.email; c.firstName = data.firstName; c.lastName = data.lastName; insert(c);
//TODO: Customize the username and profile. Also check that the username
//doesn't already exist and possibly ensure there are enough org licenses
//to create a user. Must be 80 characters or less.
User u = new User();
Profile p =[SELECT Id FROM profile WHERE name = 'Customer Portal Manager']; u.username = data.firstName + '@sfdc.linkedin.com'; u.email = data.email; u.lastName = data.lastName; u.firstName = data.firstName;
String alias = data.firstName;
//Alias must be 8 characters or less if (alias.length() > 8) { alias = alias.substring(0, 8);
} u.alias = alias; u.languagelocalekey = UserInfo.getLocale(); u.localesidkey = UserInfo.getLocale(); u.emailEncodingKey = 'UTF-8'; u.timeZoneSidKey = 'America/Los_Angeles'; u.profileId = p.Id; u.contactId = c.Id; return u;
} else {
//This is not a community, so create a regular standard user
User u = new User();
Profile p =[SELECT Id FROM profile WHERE name = 'Standard User'];
//TODO: Customize the username. Also check that the username doesn't
//already exist and possibly ensure there are enough org licenses
//to create a user. Must be 80 characters or less u.username = data.firstName + '@salesforce.com'; u.email = data.email; u.lastName = data.lastName; u.firstName = data.firstName;
String alias = data.firstName;
//Alias must be 8 characters or less if (alias.length() > 8) { alias = alias.substring(0, 8);
} u.alias = alias;
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}
}
//Updates the user's first and last name global void updateUser(Id userId, Id portalId, Auth.UserData data) {
User u = new User(id = userId); u.lastName = data.lastName; u.firstName = data.firstName; update(u);
}
}
See the RegistrationHandler Interface documentation for more information and examples.
Update Your LinkedIn App
After you define the LinkedIn authentication provider in your Salesforce org, go back to LinkedIn. Update your app to use the
Salesforce-generated callback URL as the LinkedIn
OAuth 2.0 Redirect URLs
value.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider Setup page. It redirects you to LinkedIn and asks you to sign in.
You’re then asked to authorize your app. After you authorize, you’re redirected to Salesforce.
Configure a Twitter Authentication Provider
Configure Twitter as an authentication provider to let users log in to a Salesforce org from their
Twitter account.
Complete these steps to configure Twitter as an authentication provider.
1.
2.
Define a Twitter provider in your Salesforce org
, and establish a registration handler.
3.
.
4.
Update your Twitter app to use the callback URL generated by Salesforce as an entry in the
Twitter app settings.
5.
Test the single sign-on (SSO) connection .
Set Up a Twitter App
Before you can configure Twitter for your Salesforce org, set up an app in Twitter.
Note: You can skip this step by allowing Salesforce to use its own default app. For more information, see Use Salesforce-Managed Values in the Auth. Provider Setup Page .
1. Sign in to your developer account for the Twitter website .
2. Click the user icon at the top and select My Applications (or go to apps.twitter.com
).
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
3. Click Create New App.
4. Enter the app settings.
5. In the API Keys, note the API key and API secret. You need them later to create a Twitter provider in your Salesforce org.
Define a Twitter Provider in Your Salesforce Org
You need the Twitter API key and API secret from your Twitter app to set up a Twitter provider in your Salesforce org.
Note:
You can skip this step by allowing Salesforce to manage the values for you. For more information, see Use Salesforce-Managed
Values in the Auth. Provider Setup Page .
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For provider type, select Twitter.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URLs. For example, if the URL suffix of your provider is MyTwitterProvider, your SSO URL is similar to: https://login.salesforce.com/services/sso/00Dx00000000001/MyTwitterProvider
6. Use the API key from Twitter for the
Consumer Key
field.
7. Use the API secret from Twitter for the
Consumer Secret
field.
8. Optionally, set the following fields.
a.
Custom Error URL
for the provider to use to report any errors.
b.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the SSO flow.
Use this field to direct users to a branded logout page or destination other than the default Salesforce logout page. The URL must be fully qualified with an http
or https
prefix, such as https://acme.my.salesforce.com
.
c. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the SSO initialization URL.
d. For
Execute Registration As
, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template.
e. To use a portal for Twitter users, select the portal from the Portal dropdown list.
f. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
9. Click Save.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Admins use this URL to ensure that the third-party provider is set up correctly. The admin opens this
URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
•
Single Sign-On Initialization URL—Use this URL to perform SSO into Salesforce from a third party (using third-party credentials). The user opens this URL in a browser and signs in to the third party. The third party either creates a user or updates an existing user. Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use this URL to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Callback URL—Use the callback URL for the endpoint that the authentication provider calls back to for configuration. The authentication provider has to redirect to the Callback URL with information for each client configuration URL.
Client configuration URLs support additional request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Edit the Registration Handler
1. From Setup, enter
Apex Classes
in the
Quick Find
box, then select Apex Classes.
2. Edit the auto-created Apex registration handler (or the existing registration handler if you had one) to map fields between Twitter and Salesforce.
Here’s an example Apex registration handler that specifies the Twitter app as the authentication provider.
global class MyTwitterRegHandler implements Auth.RegistrationHandler{ global User createUser(Id portalId, Auth.UserData data)
{ if(data.attributeMap.containsKey('sfdc_networkid'))
{
// Create communities user
Account a = [SELECT Id FROM account WHERE name='Twitter Account']; // Make sure this account exists
Contact c = new Contact(); c.accountId = a.Id; c.email = '[email protected]'; c.firstName = data.fullname.split(' ')[0]; c.lastName
= data.fullname.split(' ')[1]; insert(c);
User u = new User();
Profile p = [SELECT Id FROM profile WHERE name='Customer Portal Manager']; u.username = data.username + '@sfdc-portal-twitter.com'; u.email = '[email protected]'; u.firstName = data.fullname.split(' ')[0]; u.lastName = data.fullname.split(' ')[1];
String alias = data.fullname;
//Alias must be 8 characters or less if(alias.length() > 8) { alias = alias.substring(0, 8);
} u.alias = alias; u.languagelocalekey = 'en_US'; u.localesidkey = 'en_US'; u.emailEncodingKey = 'UTF-8'; u.timeZoneSidKey = 'America/Los_Angeles';
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} else {
// Create Standard SFDC user
User u = new User();
Profile p = [SELECT Id FROM profile WHERE name='Standard User']; u.username = data.username + '@sfdc-twitter.com'; u.email = '[email protected]'; u.firstName = data.fullname.split(' ')[0]; u.lastName = data.fullname.split(' ')[1];
String alias = data.fullname; if(alias.length() > 8) alias = alias.substring(0, 8); u.alias = alias; u.languagelocalekey = 'en_US'; u.localesidkey = 'en_US'; u.emailEncodingKey = 'UTF-8'; u.timeZoneSidKey = 'America/Los_Angeles'; u.profileId = p.Id; return u;
}
} global void updateUser(Id userId, Id portalId, Auth.UserData data)
{
User u = new User(id=userId); u.firstName = data.fullname.split(' ')[0]; u.lastName = data.fullname.split(' ')[1];
String alias = data.fullname; if(alias.length() > 8) alias = alias.substring(0, 8); u.alias = alias; update(u);
}
}
See the RegistrationHandler Interface documentation for more information and examples.
Update Your Twitter App
After you define the Twitter authentication provider in your Salesforce org, go back to Twitter and update your app to use the
Salesforce-generated callback URL as the callback URL value in your Twitter app settings.
Note: In your Twitter app, make sure that you select Allow this app to be used to Sign In with Twitter.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider detail page. It redirects you to Twitter and asks you to sign in.
You’re then asked to authorize your app. After you authorize, you’re redirected to Salesforce.
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Use Salesforce-Managed Values in the Auth. Provider Setup Page
You can choose to let Salesforce create key values when setting up a Facebook, Salesforce, LinkedIn,
Twitter, or Google authentication provider. Having Salesforce generate the key values saves you the time and effort of creating your own third-party app.
To use Salesforce-managed values, leave the following fields blank if they show up in your Auth.
Provider Setup page.
•
Consumer Key
•
Consumer Secret
•
Authorize Endpoint URL
•
Token Endpoint URL
•
User Info Endpoint URL
•
Default Scopes
Note: Specifying a value for any of the above fields implies that you’re using your own connected app. In this case, you must specify values for the consumer key and consumer secret.
Example: Suppose that you want to set up single sign-on (SSO) using a LinkedIn authentication provider to enable login to Salesforce with LinkedIn credentials. You can skip creating a LinkedIn app if you use Salesforce-created values in the Auth. Provider Setup page.
Next, you define the LinkedIn authentication provider in your org and test the connection using the procedure in Configure a LinkedIn Authentication Provider .
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
Create a Custom External Authentication Provider
Create a custom single sign-on (SSO) authentication provider to let users log in to your Salesforce org using their non-Salesforce credentials. Implement a custom external authentication provider if your OAuth app doesn’t support OpenID Connect. If your app supports OpenID Connect, you can use one of the authentication providers that Salesforce provides.
1.
Set up an account with your chosen authentication provider.
2.
your custom metadata types, and select the custom fields that you want your admins to populate during setup.
EDITIONS
Available in: Available in
Enterprise, Performance,
Unlimited, and Developer
Editions
3.
authentication provider by extending the abstract class
Auth.AuthProviderPluginClass
.
4.
Configure your new metadata on the Auth. Provider Setup page.
5.
your app to use the Callback URL generated by Salesforce.
6.
the connection.
Set Up Your Account
Before you can configure the external authentication provider plug-in for your Salesforce org, set up an account with your chosen external authentication provider.
1. Go to your authentication provider’s site and create an app.
2. Modify the app settings and set the Application Domain to Salesforce.
3. Note the app ID and app secret, if required by your external authentication provider.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Create Your Custom Metadata Types
When you have an account, create the custom metadata types for your Salesforce org required by your external authentication provider.
1. From Setup, enter
metadata
in the
Quick Find
box, then select Custom Metadata Types.
2. Click New Custom Metadata Type.
3. Enter a label name and plural label name for your custom metadata, and click Save.
4. Under the Custom Fields section, click New and select the custom fields you that your authentication provider requires. For example, if the authentication provider requires an app ID or app secret, create fields with labels like “Consumer Key” or “Consumer Secret.”
Note: You’re prompted to enter details for each field type, such as label, description, and Help text. You can choose to make these fields required.
Build Your Apex Classes and Methods
To create a custom authentication provider for SSO, create a class that extends the
Auth.AuthProviderPluginClass
abstract class. This class allows you to store the custom configuration for your authentication provider and handle its authentication protocols.
It also creates the name for your external authentication provider and displays this name in the list of available authentication providers.
1. From Setup, enter
apex classes
in the search field, and select Apex Classes.
2. Click New.
3. In the field provided, create an Apex class and method.
a. Extend the
Auth.AuthProviderPluginClass
class.
b. For the return
string on the getCustomMetadataType
method, enter the API name listed on your newly created custom metadata.
Note: For information about the classes and methods that this plug-in requires, see the Auth Namespace section of the Force.com
Apex Code Developer’s Guide .
Configure Your Authentication Provider
You need your authentication provider’s app ID and app secret to set up your custom provider in your Salesforce org.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. For the provider type, select your custom authentication provider.
4. Enter a name for the provider.
5. Enter the URL suffix, which is used in the client configuration URL. For example, if your provider’s URL is MyAwesomeProvider, your
SSO URL is similar to https://login.salesforce.com/auth/sso/00Dx00000000001/MyAwesomeProvider
.
6. Enter your information in the custom fields you created.
7. Select an existing Apex class as the
Registration Handler
class. Or click Automatically create a registration handler
template to create an Apex class template for the registration handler. Edit this class later, and modify the default content before using it.
Note: A
Registration Handler
class is required for Salesforce to generate the SSO initialization URL.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
8. For Execute Registration As, select the user that runs the Apex handler class. The user must have the “Manage Users” permission. A user is required regardless of whether you’re specifying an existing registration handler class or creating one from the template. This field is required for all custom authentication providers.
9. Use the
Icon URL
field to add a path to an icon to display as a button on the login page for a community. This icon applies to a community only. It doesn’t appear on the login page for your Salesforce org or domain created with My Domain. Users click the button to log in with the associated authentication provider for the community.
Specify a path to your own image, or copy the URL for one of our sample icons into the field.
10. Click Save.
Note the generated authentication provider ID. You use it with the
Auth.AuthToken
Apex class.
Several client configuration URLs are generated after defining the authentication provider.
•
Test-Only Initialization URL—Use to ensure that the third-party provider is set up correctly. The admin opens this URL in a browser, signs in to the third party, and is redirected back to Salesforce with a map of attributes.
•
Single Sign-On Initialization URL—Use to initialize SSO into Salesforce from a third party (using third-party credentials). The user opens this URL in a browser and signs in to the third party. The third party either creates a user or updates an existing user. Then the third party signs the user into Salesforce as that user.
•
Existing User Linking URL—Use to link existing Salesforce users to a third-party account. The user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
•
Oauth-Only Initialization URL—Use to obtain OAuth access tokens for a third party. Users must authenticate with Salesforce for the third-party service to get a token. This flow doesn’t provide for future SSO functionality.
•
Callback URL—Use as the endpoint that the authentication provider calls back to for configuration. The authentication provider redirects to the callback URL with information for each client configuration URL.
Client configuration URLs support other request parameters that enable you to direct users to log in to specific sites, obtain customized permissions from a third party, or go to a location after authenticating.
Update Your External Authentication Provider
After defining your authentication provider in your Salesforce org, go back to your external authentication provider’s site and update your app to use the callback URL as your custom authentication provider’s website URL.
Test the SSO Connection
In a browser, open the Test-Only Initialization URL on the Auth. Provider Setup page. It redirects you to your provider’s site and asks you to sign in. You’re then asked to authorize your app. After you authorize, you’re redirected back to Salesforce.
Using Frontdoor.jsp to Log Into Salesforce
You can use frontdoor.jsp to give users access to Salesforce from a custom Web interface, such as a remote access Force.com site, using their existing session ID and the server URL.
To authenticate users with frontdoor.jsp, you must parse the session ID (not just the 15-character or 18-character ID) and the instance or domain from the serverUrl of the LoginResult returned from the SOAP API login() call. We recommend passing these values to frontdoor.jsp through a form that uses a
POST
request.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
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Set Up and Maintain Your Salesforce Organization Single Sign-On
For example, the following form posts the current session ID to frontdoor.jsp.
<form method="POST" action="https://
domain name
/secur/frontdoor.jsp">
<input type="hidden" name="sid" value="
full_sessionID_value
"
/>
<input type="submit" name="login" value="Log In" /></form>
In this example,
domain_name
is the domain of the serverURL (that is,
yourInstance
.salesforce.com or
myDomain
.my.salesforce.com, depending on whether My Domain is enabled).
You can also send the values as URL parameters, but this approach is not as secure as a
POST
request because it exposes the session
ID in the URL.
https://
domain_name/secur/frontdoor.jsp?sid=full_sessionID_value
&retURL=
optional_relative_url_to_open
Full Session ID
You can obtain the full session ID from:
•
The access_token
from an OAuth authentication
Tip: One of the scopes specified when you create a connected app must be web or full.
•
The Apex
UserInfo.getSessionId()
The session ID returned using the Visualforce
{!GETSESSIONID()}
can’t be used on frontdoor.jsp.
Note:
Not all session types are supported with frontdoor.jsp, such as community API sessions. For these sessions, consider using
SAML for single sign-on, instead.
Relative URL to Open
You can optionally include a URL-encoded relative path to redirect users to the Salesforce user interface or a particular record, object, report, or Visualforce page (for example,
/apex/MyVisualforcePage
).
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Use Request Parameters with Client Configuration URLs
Add functionality to your authentication provider with request parameters. For example, you can use these parameters to direct users to log in to specific sites, get customized permissions from the third party, or go to a specific location after authenticating.
Add the request parameters to client configuration URLs. These parameters are generated after you defined your authentication provider.
•
Test-Only Initialization URL
•
Single Sign-On Initialization URL
•
Existing User Linking URL
•
Callback URL
Append any of these parameters to your URL as needed. For Janrain providers, append them to the appropriate callback URL.
•
Scope —Customizes the permissions requested from the third party.
•
—Enables the provider to be used with a site.
•
StartURL —Sends the user to a specified location after authentication.
•
—Sends the user to a specific community after authentication.
•
Authorization Endpoint on page 725—Sends the user to a specific endpoint for authentication
(Salesforce authentication providers, only).
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
IN THIS SECTION:
Customize the permissions requested from a third party, like Facebook or Janrain, so that the returned access token has additional permissions.
Use your authentication provider to log into a site or link to a sites user.
Send your user to a specific location after authenticating or linking.
Using the Community URL Parameter
Send your user to a specific Community after authenticating.
Using the Authorization Endpoint Parameter
Send your user to a specific authorization endpoint.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Use the Scope Parameter
Customize the permissions requested from a third party, like Facebook or Janrain, so that the returned access token has additional permissions.
You can customize requests to a third party to receive access tokens with additional permissions.
Then you use
Auth.AuthToken
methods to retrieve the access token that was granted so you can use those permissions with the third party.
The default scopes vary depending on the third party, but usually do not allow access to much more than basic user information. Every provider type (Open ID Connect, Facebook, Salesforce, and others), has a set of default scopes it sends along with the request to the authorization endpoint.
For example, Salesforce’s default scope is id
.
You can send scopes in a space-delimited string. The space-delimited string of requested scopes is sent as-is to the third party, and overrides the default permissions requested by authentication providers.
Janrain does not use this parameter; additional permissions must be configured within Janrain.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
Example: The following is an example of a scope
parameter requesting the Salesforce scopes api
and web
, added to the
Single Sign-On Initialization URL
, where:
•
orgID
is your Auth. Provider ID
•
URLsuffix
is the value you specified when you defined the authentication provider
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers https://login.salesforce.com/services/auth/sso/orgID/URLsuffix?scope=id%20api%20web
Valid scopes vary depending on the third party; refer to your individual third-party documentation. For example, Salesforce scopes are:
Value
api chatter_api custom_permissions full id openid refresh_token visualforce
Description
Allows access to the current, logged-in user’s account using APIs, such as REST API and Bulk API. This value also includes chatter_api
, which allows access to Chatter REST API resources.
Allows access to Chatter REST API resources only.
Allows access to the custom permissions in an organization associated with the connected app, and shows whether the current user has each permission enabled.
Allows access to all data accessible by the logged-in user, and encompasses all other scopes. full does not return a refresh token. You must explicitly request the refresh_token
scope to get a refresh token.
Allows access to the identity URL service. You can request profile
, address
, or phone
, individually to get the same result as using id
; they are all synonymous.
Allows access to the current, logged in user’s unique identifier for OpenID Connect apps.
The openid
scope can be used in the OAuth 2.0 user-agent flow and the OAuth 2.0 Web server authentication flow to get back a signed ID token conforming to the OpenID Connect specifications in addition to the access token.
Allows a refresh token to be returned if you are eligible to receive one. This lets the app interact with the user’s data while the user is offline, and is synonymous with requesting offline_access
.
Allows access to Visualforce pages.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Value
web
Description
Allows the ability to use the access_token
on the Web. This also includes visualforce
, allowing access to Visualforce pages.
SEE ALSO:
Use Request Parameters with Client Configuration URLs
Using the Site Parameter
Use your authentication provider to log into a site or link to a sites user.
To use your provider with a site, you need to do the following:
•
Enable the provider to be used with a site
•
Ensure the site is configured to use the same portal
•
Add the site-specific login URL information to the appropriate client configuration URL, such as the
Single Sign-On Initialization URL
, using the site
parameter
Example: You create the site login Visualforce page, or specify the default page, when you create the site. An example site login URL is: https%3A%2F%2Fmysite.force.com%2FSiteLogin
.
The following is an example of a site-login URL added to the
Single Sign-On
Initialization URL
, using the site
parameter, where:
•
orgID
is your Auth. Provider ID
•
URLsuffix
is the value you specified when you defined the authentication provider https://login.salesforce.com/services/auth/sso/orgID/URLsuffix?site=https%3A%2F%2Fmysite.force.com%2FSiteLogin
If you don’t specify a site
parameter, the user proceeds either to a standard portal (if set up for a portal) or the standard application (if not).
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
SEE ALSO:
Use Request Parameters with Client Configuration URLs
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Using the StartURL Parameter
Send your user to a specific location after authenticating or linking.
To direct your users to a specific location after authenticating, you need to specify a URL with the startURL
request parameter. This URL must be a relative URL; passing an absolute URL results in an error. If you don’t add startURL
, the user is sent to either
/home/home.jsp
(for a portal or standard application) or to the default sites page (for a site) after authentication completes.
Example:
For example, with a
Single Sign-On Initialization URL
, the user is sent to this location after being logged in. For an
Existing User Linking URL
, the “Continue to Salesforce” link on the confirmation page leads to this page.
The following is an example of a startURL
parameter added to the
Single Sign-On
Initialization URL
, where:
•
orgID
is your Auth. Provider ID
•
URLsuffix
is the value you specified when you defined the authentication provider https://login.salesforce.com/services/auth/sso/orgID/URLsuffix?startURL=%2F005x00000000001%3Fnoredirect%3D1
SEE ALSO:
Use Request Parameters with Client Configuration URLs
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
Using the Community URL Parameter
Send your user to a specific Community after authenticating.
To direct your users to a specific community after authenticating, you need to specify a URL with the community
request parameter. If you don’t add the parameter, the user is sent to either
/home/home.jsp
(for a portal or standard application) or to the default sites page (for a site) after authentication completes.
Example:
For example, with a
Single Sign-On Initialization URL
, the user is sent to this location after being logged in. For an
Existing User Linking URL
, the “Continue to Salesforce” link on the confirmation page leads to this page.
The following is an example of a community
parameter added to the
Single Sign-On
Initialization URL
, where:
•
orgID
is your Auth. Provider ID
•
URLsuffix
is the value you specified when you defined the authentication provider https://login.salesforce.com/services/auth/sso/orgID/URLsuffix?community=https://acme.force.com/support
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Using the Authorization Endpoint Parameter
Send your user to a specific authorization endpoint.
You can add a provAuthorizeEndpointHost
parameter to a Salesforce authentication provider URL to direct users to an authorization endpoint for a provided domain, such as a custom domain created using My Domain. Providing an authorization endpoint lets you take advantage of features like session discovery during authorization. This parameter is only available for Salesforce authentication providers, and cannot be used to send users to an authorization page outside of a
Salesforce domain.
To direct your users to a specific Salesforce authorization endpoint, you need to specify a URL with the provAuthorizeEndpointHost
request parameter and a valid https
host. Query strings appended to the host URL are ignored. However, you can specify a community path.
Example: The following is an example of a provAuthorizeEndpointHost
parameter added to the authentication provider URL:
•
orgID
is your Auth. Provider ID
•
URLsuffix
is the value you specified when you defined the authentication provider https://login.salesforce.com/services/auth/sso/
orgID
/
URLsuffix
?provAuthorizeEndpointHost=https%3A%2F%2Fmydomain.my.salesforce.com
The following is an example of a provAuthorizeEndpointHost
directed to a community URL https://login.salesforce.com/services/auth/sso/
orgID
/
URLsuffix
?provAuthorizeEndpointHost=https%3A%2F%2Fmycommunity.force.com%2Fbilling
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To view the settings:
•
View Setup and
Configuration
To edit the settings:
•
Customize Application
AND
Manage Auth. Providers
If an authorization endpoint is not provided, Salesforce uses the default authorization endpoint for the authorization provider. If no default is set for the authorization provider, Salesforce uses the endpoint for login.salesforce.com.
The authorization endpoint does not change the token endpoint, which continues to be the configured or default host. For example,
if the authorization endpoint is a sandbox instance, and your provider is set to use a production token endpoint, the flow fails, because authorization was granted by the sandbox instance, only.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Identity Providers and Service Providers
An identity provider is a trusted provider that lets you use single sign-on (SSO) to access other websites. A service provider is a website that hosts apps. You can enable Salesforce as an identity provider and define one or more service providers. Your users can then access other apps directly from Salesforce using SSO. SSO can be a great help to your users—instead of having to remember many passwords, they only have to remember one.
Before you can enable Salesforce as an identity provider, you must set up a subdomain
with My
Domain.
Enabling Salesforce as an identity provider requires a
. If you haven’t generated a Salesforce certificate and key pair, one is created for you when you enable Salesforce as an identity provider.
Optionally, you can pick an existing generated certificate or create one yourself.
Salesforce uses the SAML 2.0 standard for SSO and generates SAML assertions when configured as an identity provider.
Use the
identity provider event log if your users have errors when trying to log in to your service
provider’s apps.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
Using Identity Providers and Service Providers
Salesforce supports the following:
•
Identity-provider-initiated login—when Salesforce logs in to a service provider at the initiation of the end user
•
Service-provider-initiated login—when the service provider requests Salesforce to authenticate a user, at the initiation of the user
Here’s the general flow when Salesforce is an identity provider and logs in to a service provider.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
1. The user tries to access a service provider already defined in Salesforce.
2. Salesforce sends a
to the service provider.
3. The service provider identifies the user and authenticates the certificate.
4. If the user is identified, the user’s logged in to the service provider.
Here’s the general flow when a service provider initiates the login process and uses Salesforce to identify the user.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
1. The service provider sends a valid SAML request. The SP-Initiated POST endpoint is generated when the service provider is defined.
2. Salesforce identifies the user specified in the SAML request.
<samlp:AuthnRequest ID="bndkmeemcaamihajeloilkagfdliilbhjjnmlmfo" Version="2.0"
IssueInstant="2010-05-24T22:57:19Z"
ProtocolBinding="urn:oasis:names:tc:SAML:2.0:bindings:HTTP-POST"
ProviderName="google.com" IsPassive="false"
AssertionConsumerServiceURL="https://www.google.com/a/resp.info/acs">
<saml:Issuer>google.com</saml:Issuer>
<samlp:NameIDPolicy AllowCreate="true"
Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified"/>
</samlp:AuthnRequest>
If a certificate is part of the definition, Salesforce authenticates the certificate.
Note:
If the service provider definition includes a certificate but the SAML request doesn’t contain a certificate, the request fails and the user isn’t logged in to Salesforce. If the definition doesn’t include a certificate and the request includes a signature, the request succeeds if the user is identified correctly.
3. The user is prompted to log in to Salesforce if not logged in yet.
4. Salesforce sends a
to the service provider.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
5. The service provider authenticates the SAML response sent by Salesforce. If the user is authenticated, the user is logged in to the service provider and logged in to Salesforce.
Important: Salesforce doesn’t provide a mechanism for logging users out of Salesforce when they log out of the service provider.
The following is an example of the SAML response from Salesforce. Share this information with your service provider.
<samlp:Response Destination="https://login-blitz03.soma.salesforce.com/
?saml=MgoTx78aEPa2r1BHKCHmlfUKhH2mkDrXOjmYcjHG_qNDbsRM_6ZAo.wvGk"
ID="_0f551f9288c8b76f21c3d4d15c9cd1df1290476801091"
InResponseTo="_2INwHuINDJTvjo8ohcM.Fpw_uLukYi0WArVx2IJD569kZYL
osBwuiaSbzzxOPQjDtfw52tJB10VfgPW2p5g7Nlv5k1QDzR0EJYGgn0d0z8
CIiUOY31YBdk7gwEkTygiK_lb46IO1fzBFoaRTzwvf1JN4qnkGttw3J6L4b opRI8hSQmCumM_Cvn3DHZVN.KtrzzOAflcMFSCY.bj1wvruSGQCooTRSSQ"
IssueInstant="2010-11-23T01:46:41.091Z" Version="2.0">
<saml:Issuer Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity"
>identityorg.blitz03.blitz.salesforce.com</saml:Issuer>
−
<ds:Signature>
−
<ds:SignedInfo>
<ds:CanonicalizationMethod Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#"/>
<ds:SignatureMethod Algorithm="http://www.w3.org/2000/09/xmldsig#rsa-sha1"/>
−
<ds:Reference URI="#_0f551f9288c8b76f21c3d4d15c9cd1df1290476801091">
−
<ds:Transforms>
<ds:Transform Algorithm="http://www.w3.org/2000/09/xmldsig#enveloped-signature"/>
−
<ds:Transform Algorithm="http://www.w3.org/2001/10/xml-exc-c14n#">
<ec:InclusiveNamespaces PrefixList="ds saml samlp xs"/>
</ds:Transform>
</ds:Transforms>
<ds:DigestMethod Algorithm="http://www.w3.org/2000/09/xmldsig#sha1"/>
<ds:DigestValue>4NVTbQ2WavD+ZBiyQ7ufc8EhtZw=</ds:DigestValue>
</ds:Reference>
</ds:SignedInfo>
−
<ds:SignatureValue> eqrkFxNlJRCT4VQ7tt7wKZGK7oLCCCa4gV/HNcL03RoKbSXIcwU2CAqW0qTSj25FqhRe2fOwAYa5 xFWat7Fw2bbncU+/nnuVNZut8HEEQoHiQA/Jrh7XB4CNlOpM1QRvgB5Dtdkj/0lI4h3X3TFix57B sgZJGbb5PWEqSH3ZAl+NPvW9nNtYQIFyCTe9+cw2BhCxFgSWfP3/kIYHSM2gbIy27CrRrFS1lAqP hKSLaH+ntH1E09gp78RSyJ2WKFGJU22sE9RJSZwdVw3VGG06Z6RpSjPJtaREELhhIBWTHNoF+VvJ
2Hbexjew6CO08lXRDe8dbrrPIRK/qzHZYf1H0g==
</ds:SignatureValue>
−
<ds:KeyInfo>
−
<ds:X509Data>
−
<ds:X509Certificate>
MIIEbjCCA1agAwIBAgIOASh04QulAAAAAClXs7MwDQYJKoZIhvcNAQEFBQAwfTEVMBMGA1UEAwwM
729
Set Up and Maintain Your Salesforce Organization Single Sign-On
SWRlbnRpdHkgT3JnMRgwFgYDVQQLDA8wMEREMDAwMDAwMEZIOGwxFzAVBgNVBAoMDlNhbGVzZm9y
Y2UuY29tMRYwFAYDVQQHDA1TYW4gRnJhbmNpc2NvMQswCQYDVQQIDAJDQTEMMAoGA1UEBhMDVVNB
MB4XDTEwMDUwNzIyMjcwNVoXDTEyMDUwNjIyMjcwNVowfTEVMBMGA1UEAwwMSWRlbnRpdHkgT3Jn
MRgwFgYDVQQLDA8wMEREMDAwMDAwMEZIOGwxFzAVBgNVBAoMDlNhbGVzZm9yY2UuY29tMRYwFAYD
VQQHDA1TYW4gRnJhbmNpc2NvMQswCQYDVQQIDAJDQTEMMAoGA1UEBhMDVVNBMIIBIjANBgkqhkiG
9w0BAQEFAAOCAQ8AMIIBCgKCAQEAyM4/sjoaizbnWTDjt9mGht2fDGxnLCWGMJ+D+9NWXD5wM15N
SFEcflpI9W4makcCGvoac+CVbPTmOUzOsCQzu7iGkLeMMpngf2XqllnJgl4ejuH8socNrDtltaMk hC08KAmli3Wm/okllqSjVOl8H52jtbvm6HkvLVj2NDLRY6kUejVZMGjGwV5E0FJliwgIip4sCchl dkahbNjbikiiv1MAs8xHbtBt3wnKZWJq3JtS0va1sazUVmEwGDlVW43QPF0S7eV3IJFFhyCPV8yF
N3k0wCkCVBWoknwkMA8CbD+p6qNBVmvh3F3IaW2oym/1eSvtMLNtrPJeZzssqDYqgQIDAQABo4Hr
MIHoMB0GA1UdDgQWBBTYSVEZ9r8Q8T2rbZxPFfPYPZKWITCBtQYDVR0jBIGtMIGqgBTYSVEZ9r8Q
8T2rbZxPFfPYPZKWIaGBgaR/MH0xFTATBgNVBAMMDElkZW50aXR5IE9yZzEYMBYGA1UECwwPMDBE
RDAwMDAwMDBGSDhsMRcwFQYDVQQKDA5TYWxlc2ZvcmNlLmNvbTEWMBQGA1UEBwwNU2FuIEZyYW5j aXNjbzELMAkGA1UECAwCQ0ExDDAKBgNVBAYTA1VTQYIOASh04QupAAAAAClXs7MwDwYDVR0TAQH/
BAUwAwEB/zANBgkqhkiG9w0BAQUFAAOCAQEANaO5Tqcc56E6Jv8itwjtbPvR+WHEMnZgQ9cCPF5Q
VACd5v7I/srx4ZJt/ZO4RZkmX1FXla0M7JGOu63eELHYG1DxT1SpGmpOL7xfBn7QUoh8Rmpp3BZC
WCPIcVQHLs1LushsrpbWu+85tgzlVN4sFVBl8F9rohhbM1dMOUAksoQgM3avcZ2vkugKhX40vIuf
Gw4wXZe4TBCfQay+eDONYhYnmlxVV+dJyHheENOYfVqlau8RMNhRNmhXlGxXNQyU3kpMaTxOux8F
DyOjc5YPoe6PYQ0C/mC77ipnjJAjwm+Gw+heK/9NQ7fIonDObbfu2rOmudtcKG74IDwkZL8HjA==
</ds:X509Certificate>
</ds:X509Data>
</ds:KeyInfo>
</ds:Signature>
−
<samlp:Status>
<samlp:StatusCode Value="urn:oasis:names:tc:SAML:2.0:status:Success"/>
</samlp:Status>
−
<saml:Assertion ID="_e700bf9b25a5aebdb9495fe40332ef081290476801092"
IssueInstant="2010-11-23T01:46:41.092Z" Version="2.0">
<saml:Issuer
Format="urn:oasis:names:tc:SAML:2.0:nameid-format:entity">identityorg.blitz03.blitz.salesforce.com</saml:Issuer>
−
<saml:Subject>
<saml:NameID
Format="urn:oasis:names:tc:SAML:1.1:nameid-format:unspecified">[email protected]</saml:NameID>
−
<saml:SubjectConfirmation Method="urn:oasis:names:tc:SAML:2.0:cm:bearer">
<saml:SubjectConfirmationData NotOnOrAfter="2010-11-23T01:51:41.093Z"
Recipient="https://login-blitz03.soma.salesforce.com/?saml=MgoTx78aEPa2r1BHKCHmlfUKhH2mkDrXOjmYcjHG_qNDbsRM_6ZAo.wvGk"/>
</saml:SubjectConfirmation>
</saml:Subject>
−
<saml:Conditions NotBefore="2010-11-23T01:46:41.093Z"
NotOnOrAfter="2010-11-23T01:51:41.093Z">
−
<saml:AudienceRestriction>
<saml:Audience>https://childorgb.blitz03.blitz.salesforce.com</saml:Audience>
</saml:AudienceRestriction>
</saml:Conditions>
−
<saml:AuthnStatement AuthnInstant="2010-11-23T01:46:41.092Z">
−
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Set Up and Maintain Your Salesforce Organization Single Sign-On
<saml:AuthnContext>
<saml:AuthnContextClassRef>urn:oasis:names:tc:SAML:2.0:ac:classes:unspecified</saml:AuthnContextClassRef>
</saml:AuthnContext>
</saml:AuthnStatement>
−
<saml:AttributeStatement>
−
<saml:Attribute Name="userId"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">005D0000001Ayzh</saml:AttributeValue>
</saml:Attribute>
−
<saml:Attribute Name="username"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]</saml:AttributeValue>
</saml:Attribute>
−
<saml:Attribute Name="email"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">[email protected]</saml:AttributeValue>
</saml:Attribute>
−
<saml:Attribute Name="is_portal_user"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xsi:type="xs:anyType">false</saml:AttributeValue>
</saml:Attribute>
</saml:AttributeStatement>
</saml:Assertion>
</samlp:Response>
IN THIS SECTION:
Enable Salesforce as an Identity Provider
View Your Identity Provider Details
Prerequisites for Defining Service Providers
Before you define a service provider in Salesforce, follow these steps to define an identity provider and exchange configuration information with your provider.
Defining Service Providers as SAML-Enabled Connected Apps
Map Salesforce Users to App Users
View Your Service Provider Details
Enabling Identity Providers and Defining Service Providers for Portals and Sites
Using the Identity Provider Event Log
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Examples Using Identity Providers and Service Providers
SEE ALSO:
Enable Salesforce as an Identity Provider
View Your Identity Provider Details
Prerequisites for Defining Service Providers
Defining Service Providers as SAML-Enabled Connected Apps
Map Salesforce Users to App Users
View Your Service Provider Details
Enabling Identity Providers and Defining Service Providers for Portals and Sites
Examples Using Identity Providers and Service Providers
Enable Salesforce as an Identity Provider
To enable Salesforce as an identity provider:
1.
Set up a domain using My Domain , and deploy it to all users.
2. From Setup, enter
Identity Provider
in the
Quick Find
box, then select Identity
Provider, and then click Enable Identity Provider.
3. By default, a Salesforce identity provider uses a self-signed certificate generated automatically with the SHA-256 signature algorithm. If you've already created self-signed certificates, select the certificate to use when securely communicating with other services.
If you want to use a CA-signed certificate instead of self-signed certificate, following these steps.
a. Create and import a new CA-signed certificate. For instructions, see
.
b. From Setup, enter
Identity Provider
in the
Quick Find
box, then select
Identity Provider.
c. Click Edit, and then select the CA-signed certificate.
d. Click Save.
After you enable Salesforce as an identity provider, you can define service providers by creating connected apps (From Setup, enter
Apps
in the
Quick Find
box, then select Apps).
SEE ALSO:
Identity Providers and Service Providers
Generate a Self-Signed Certificate
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Single Sign-On
View Your Identity Provider Details
After you enable an identity provider for your organization, you can view the details from Setup by entering
Identity Provider
in the
Quick Find
box, then selecting Identity Provider.
You might need to share this information, such as
Issuer
, with your service provider.
From this page you can click:
•
Edit to change the certificate associated with your identity provider.
Warning: Changing the certificate can disable access to external applications. You might need to update all external applications to validate the new certificate information.
•
Disable to disable your identity provider.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
Warning: If you disable your identity provider, users can no longer access any external applications.
USER PERMISSIONS
•
Download Certificate to download the certificate associated with your identity provider. Your service provider can use this information for connecting to Salesforce.
•
Download Metadata to download the metadata associated with your identity provider. Your service provider can use this information for connecting to Salesforce.
Define and modify identity providers and service providers:
•
Customize Application
•
In the SAML Metadata Discovery Endpoints section, you can access URLs for the SAML identity provider information for your custom domain and each community. Your service provider can use these URLs to configure single sign-on to connect to Salesforce.
–
Salesforce Identity—URL of identity provider metadata for your custom domain in My Domain.
–
Community Name
Community Identity—URL of identity provider metadata for the named community.
•
In the service providers section, next to the name of an existing service provider, click Edit to change its definition, click Profiles to add or remove user profiles that have access to this service provider, or click Del to delete it.
Note: To define a new service provider, from Setup, enter
Apps
in the
Quick Find
box, then select Apps and then create a new SAML-enabled connected app.
SEE ALSO:
Identity Providers and Service Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Prerequisites for Defining Service Providers
Before you define a service provider in Salesforce, follow these steps to define an identity provider and exchange configuration information with your provider.
1.
Enable Salesforce as an identity provider
.
2. Give your service provider information about your configuration of Salesforce as an identity provider. This information is available as metadata that you can download and give to your service provider. To obtain this metadata, from Setup, enter
Identity Provider
in the
Quick Find
box, select Identity Provider, then click Download Metadata.
If your service provider doesn’t support metadata, but supports certificates instead, you can download the certificate. From Setup, enter
Identity Provider
in the
Quick Find box, then select Identity Provider, then click Download Certificate.
3. Get the following information from your service provider:
•
Assertion consumer service (ACS) URL
•
Entity ID
•
Subject type—Specifies if the subject for the SAML response from Salesforce (as an identity provider) is a Salesforce user name or a federation ID
•
Security certificate—Only required when the service provider is initiating login to Salesforce and signing their SAML requests
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
SEE ALSO:
Identity Providers and Service Providers
Defining Service Providers as SAML-Enabled Connected Apps
.
EDITIONS
2. From Setup, enter
Apps
in the
Quick Find
box, then select Apps.
3. Under Connected Apps, click New.
4. Specify the required fields under Basic Information.
Available in: both Salesforce
Classic and Lightning
Experience
5. Under Web App Settings, select Enable SAML and then provide the following:
Entity Id
This value comes from the service provider. Each entity ID in an organization must be unique.
If you’re accessing multiple apps from your service provider, you only need to define the service provider once, and then use the
RelayState
parameter to append the URL values to direct the user to the correct app after signing in.
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
ACS URL
The ACS, or assertion consumer service, URL comes from the SAML service provider.
Subject Type
Specifies which field defines the user’s identity for the app. Options include the user’s username, federation ID, user ID, a custom attribute, or an algorithmically calculated
Define and modify identity providers and service providers:
•
Customize Application persistent ID. A custom attribute can be any custom field added to the User object in the organization, as long as it is one of the following data types: Email, Text, URL, or Formula (with Text Return Type). After you select
Custom Attribute
for the Subject Type, Salesforce displays a Custom Attribute field with a list of the available User object custom fields in the organization.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Name ID Format
Specifies the format attribute sent in SAML messages. “Unspecified” is selected by default. Depending on your SAML service provider, you may want to set this to email address, persistent, or transient.
Issuer
By default, the standard issuer for your identity provider is used (your organization’s My Domain). If your SAML service provider requires a different value, specify it here.
6. Optionally specify the following:
Start URL
Directs users to a specific location when they run the application. The Start URL can be an absolute URL, such as https://na1.salesforce.com/001/o
, or it can be the link for the application name, such as https://customer.goodApp.com
for GoodApp. Specifying a Start URL makes the application available in the Force.com
app menu and in App Launcher.
Verify Request Signatures
Select
Verify Request Signatures
if the service provider gave you a security certificate. Browse your system for the certificate. This is only necessary if you plan to initiate logging in to Salesforce from the service provider and the service provider signs their SAML requests.
Important: If you upload a certificate, all SAML requests must be signed. If no certificate is uploaded, all SAML requests are accepted.
Encrypt SAML Response
Select
Encrypt SAML Response
to upload a certificate and select an encryption method for encrypting the assertion.
Valid encryption algorithm values are
AES–128
(128–bit key).
AES–256
(256–bit key). and
Triple-DES
(Triple Data
Encryption Algorithm).
7. Click Save.
To authorize users for this SAML application:
1. From Setup, enter
Connected Apps
in the
Quick Find
box, then select the option for managing connected apps.
2. Click the name of the application.
3. Select the profiles and/or permission sets that can access the application.
SEE ALSO:
Identity Providers and Service Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Map Salesforce Users to App Users
If the
Subject Type
for the service provider definition is
Federation ID
, you must map the Salesforce user to the username used to sign into the service provider.
To map a Salesforce user to the app user:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users, then click Edit for every user who needs to be mapped.
2. In
Federation ID
, under Single Sign On Information, enter the username to be used to log into the service provider.
3. Click Save.
Tip:
Use SOAP API if you have a large number of user profiles or permission sets to update.
See the
SOAP API Developer's Guide
.
SEE ALSO:
Identity Providers and Service Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
View Your Service Provider Details
After you define a service provider for your organization by creating a SAML-enabled connected app, you can view the details from Setup by entering
Connected Apps
in the
Quick Find box, then selecting Connected Apps, and then selecting the name of the app. You might need to share this information, such as
SP-Initiated POST Endpoint
or
SP-Initiated
Redirect Endpoint
, with your service providers.
From this page you can click:
•
Edit to change the values of the service provider definition.
•
Delete to delete a service provider definition.
Warning:
If you delete a service provider definition, your users will no longer have access to that service provider.
•
Profile Access to change which profiles have access to this service provider.
SEE ALSO:
Identity Providers and Service Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Enabling Identity Providers and Defining Service Providers for Portals and Sites
When enabling identity providers and defining service providers for Force.com Sites, Customer
Portals and partner portals, note the following:
•
When
defining a service provider , if the
Subject Type
is
Username
, the Salesforce organization ID is prepended to the user name in the SAML assertion. For example, if the user is [email protected]
, the subject for the SAML assertion contains
00DE0000000FFLT@[email protected]
. If the
Subject Type
is
Federation
ID
, the exact federation ID is used.
•
The attribute is_portal_user
included in the SAML assertion generated by Salesforce contains values. You might want to share the following example with your service provider.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance, and Unlimited Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
<saml:Attribute Name="is_portal_user"
NameFormat="urn:oasis:names:tc:SAML:2.0:attrname-format:unspecified">
<saml:AttributeValue xmlns:xs="http://www.w3.org/2001/XMLSchema" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xsi:type="xs:anyType">true
</saml:AttributeValue>
</saml:Attribute>
SEE ALSO:
Identity Providers and Service Providers
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Using the Identity Provider Event Log
The identity provider event log records both problems and successes with inbound SAML authentication requests from another app provider, and outbound SAML responses when Salesforce is acting as an identity provider. To view the identity provider event log, from Setup, enter
Identity Provider Event Log
in the
Quick Find
box, then select Identity Provider
Event Log. You can show successes, failures, or both in the log. You can view the 50 most recent events in the UI; you can view more by creating a report.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
Examples Using Identity Providers and Service Providers
This section contains two examples of setting up Salesforce as an identity provider, then setting up two different service providers:
•
Google Apps —shows service-provider initiated login.
•
Salesforce —shows identity-provider initiated login.
Setting up Single Sign-on to Google Apps Example
This example shows how to set up single sign-on from Salesforce to Google Apps. In this example,
Google is the service provider, and Google Apps is the app provided by the service provider.
For this example to work:
•
You must already have a Premier Edition Google Apps account
•
Your Salesforce organization must be set up for single sign-on using SAML 2.0
The general steps are as follows, with more specifics on each step below.
1.
Generate a domain name and enable an identity provider in your Salesforce organization.
2.
Define the service provider in Salesforce.
3.
Enable the Salesforce user and profile.
4.
5.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Developer,
Enterprise, Performance,
Unlimited, and
Database.com Editions
Tabs are not available in
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
Customize Application
Generating a Domain Name and Enabling an Identity Provider
To prepare your Salesforce organization for this example, generate a domain name and enable Salesforce as an identity provider:
1. Log in to Salesforce.
2. Generate a domain name for your organization:
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Set Up and Maintain Your Salesforce Organization Single Sign-On
a.
From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain, enter a new subdomain name, and click
Check Availability.
b. If the name is available, click the Terms and Conditions check box, then click Register Domain.
Important: You must deploy your domain name before you can enable Salesforce as an identity provider.
3. Enable Salesforce as an identity provider:
a. From Setup, enter
Identity Provider
in the
Quick Find
box, then select Identity Provider.
b. Click Enable.
c. Click Download Certificate. Remember where you save the certificate, as you will upload it later.
Defining a Service Provider
To define the service provider:
1. Log in to Salesforce.
2. From Setup, enter
Apps
in the
Quick Find
box, then select Apps.
3. Click New in the Connected Apps section and for
Connected App Name
, enter
Google Apps
.
4. In the Web App Settings area, select Enable SAML and then enter the following information:
Field
ACS URL
Entity ID
Subject Type
Value
The URL for your Google App account, such as https://www.google.com/a/respond.info
google.com
Federation ID
5. Click Save.
6. To authorize access to this app, enter
Connected Apps
in the
Quick Find
box, select the option for managing connected apps, and then click the name of the application. Then select the current user’s profile.
7. Copy the value in the
SP-Initiated Redirect Endpoint
field. You will use this value later.
Mapping the Salesforce user to the Google Apps user
1. From your personal settings, enter
Advanced User Details
in the
Quick Find
box, then select Advanced User Details.
No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
2. Click Edit.
3. For
Federation ID
, enter the username you use to sign into Google Apps, for example, [email protected].
4. Click Save.
Setting up Google Apps
1. Log in to your Google Apps account.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
2. Click the Advanced tools tab, then the Set up single sign-on (SSO) link.
3. Check the
Enable Single Sign-on
checkbox.
4. For
Sign-in page URL
, enter the URL copied from the
SP-Initiated Redirect Endpoint
field, from
.
5. For
Sign-out page URL
, specify the URL where you want your users to go after they log out of Google Apps, such as, http://www.mydomain.salesforce.com
.
6. For
Change password URL
, use the following URL: https://mydomain.salesforce.com/_ui/system/security/ChangePassword
, where
mydomain
is the name you specified for your custom domain when you generated your domain.
7. For
Verification certificate
, upload the certificate you downloaded from enabling an identity provider
.
8. Click Save Changes.
Testing Your Implementation
To verify that your Salesforce organization can use single sign-on to Google Apps:
1. Log out of Google Apps and Salesforce.
2. Try to access a Google app page, such as http://docs.google.com/a/respond.info/
or http://mail.google.com/a/respond.info/
.
3. You are redirected to a Salesforce sign-on page. After you login, you are at the specified Google app page.
An alternate test is to add the Google App to a web tab in your Salesforce organization.
1. Log in to Salesforce.
2. From Setup, enter
Tabs
in the
Quick Find
box, then select Tabs, then click New in the
Web Tabs
section.
3. Choose a tab layout and click Next.
4. Enter a label to display on the tab.
5. Use the default name. This is the same as the label.
6. Click the
Tab Style
lookup icon to display the Tab Style Selector. Select an icon. Keep all other defaults.
7. Click Next.
8. In the Button or Link URL text box, enter a Google App page, such as docs.google.com/a/respond.info/
or mail.google.com/a/respond.info/
, then click Next.
Note:
This has to be an absolute URL, that is, it must contain either http://
or https://
.
9. Click Next and Save.
10. Click the new tab at the top of your page. You are automatically logged into the specified Google app page.
Setting up Single Sign-on from Salesforce to Salesforce
This example shows how to set up a Salesforce app to initiate single sign-on from one Salesforce organization to another.
The initiating Salesforce organization, that is, the organization that you want to initially log into, acts as the identity provider. The Salesforce organization that you want to access using an app acts as the service provider.For example, suppose you have two Salesforce organizations: a sales organization and an ideas organization. You can set up single sign-on between the two organizations so your users only have to log into and remember the password for one.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
For this example to work, your initiating Salesforce organization must be set up for single sign-on using SAML 2.0. The general steps are as follows, with more specifics on each of these steps.
1.
2.
Set up the Salesforce organization
that is acting as a service provider.
3.
Define the service provider app
in the Salesforce organization that is acting as an identity provider.
4.
Generating a Domain Name and Enabling an Identity Provider
All the work in the following steps is done on the Salesforce organization that is acting as the identity provider.
To prepare your Salesforce organization for this example, generate a domain name and enable Salesforce as an identity provider:
1. Log in to Salesforce.
2. Generate a domain name for your organization:
a. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain, enter a new subdomain name, and click
Check Availability.
b. If the name is available, click the Terms and Conditions check box, then click Register Domain.
Important: You must deploy your domain name before you can enable Salesforce as an identity provider.
3. Enable Salesforce as an identity provider:
a. From Setup, enter
Identity Provider
in the
Quick Find
box, then select Identity Provider.
b. Click Enable.
c. Click Download Certificate. Remember where you save the certificate, as you will upload it later.
Setting up a Salesforce Organization as Service Provider
To configure a second Salesforce organization as the service provider:
1. Log in to the Salesforce organization that acts as the service provider.
2. Enable and configure SAML:
a. From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select Single Sign-On Settings, then click Edit.
b. Select the
SAML Enabled
check box.
c. Use the following settings:
Field
SAML Version
Issuer
Identity Provider Certificate
Value
2.0
The identity provider issuer URL, created when the identity provider is set up. For example, https://mycustomdomain.salesforce.com
.
Browse for the certificate you downloaded in enabling an identity provider.
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Set Up and Maintain Your Salesforce Organization
Field
SAML User ID Type
SAML User ID Location
Single Sign-On
Value
Select
Assertion contains the Federation
ID from the User object
Select
User ID is in the NameIdentifier element of the Subject statement
d. Click Save.
e. Copy and save the values from the fields
Salesforce Login URL
and
Entity ID
. You need these values later, when defining the Salesforce service provider.
3. Link your user in the service provider organization to the user in the identity provider organization:
a. From your personal settings, enter
Advanced User Detail
in the
Quick Find
box, then select Advanced User
Detail. No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
b. Click Edit.
c. For
Federation ID
, enter the username used to sign into theSalesforce identity provider organization, for example,
d. Click Save.
Defining the Service Provider in the Identity Provider Organization
To define the service provider, you create a SAML enabled Web App as a connected app:
1. Log in to the Salesforce organization that acts as the identity provider.
2. From Setup, enter
Apps
in the
Quick Find
box, then select Apps, then in the Connected Apps section, click New.
3. Specify the following information:
Field
Connected App Name
Contact Email
Enable SAML
Entity Id
ACS URL
Subject Type
Value
Salesforce Service Provider
Contact Salesforce should use for contacting you or your support team.
Select this option to enter service provider details.
Use the Entity ID from setting up the service provider
Use the Salesforce Login URL from
setting up the service provider
Select
Username
4. Click Save.
5. Select the profiles allowed to access this service provider. You must select the current user's profile for this example to work.
6. Click Save.
7. Copy down the value of the
IdP-Initiated Login URL
field. You will use this value later, in testing.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Testing Your Implementation
To verify that your Salesforce organizations can use single sign-on to connect, create a web tab:
1. Log in to the Salesforce organization that is acting like a service provider.
2. From Setup, enter
Tabs
in the
Quick Find
box, then select Tabs, then click New in the
Web Tabs
section.
3. Choose a tab layout and click Next.
4. Enter a label to display on the tab.
5. Use the default name. This is the same as the label.
6. Click the
Tab Style
lookup icon to display the Tab Style Selector. Select an icon.
7. Click Next.
8. In the Button or Link URL text box, enter the value of the
IdP-Initiated Login URL
field from
defining the service provider ,
then click Next.
Note:
This has to be an absolute URL, that is, it must contain either http://
or https://
.
9. Click Next, then Save.
10. Click the new tab at the top of your page. If you have logged out of the Salesforce organization that acts as the identity provider, you are prompted to log in. Once you are logged in, you should see the Salesforce organization that acts as the identity provider in the tab.
SEE ALSO:
Identity Providers and Service Providers
Configure Remote Site Settings
Before any Visualforce page, Apex callout, or JavaScript code using XmlHttpRequest in an s-control or custom button can call an external site, that site must be registered in the Remote Site Settings page, or the call fails.
Note: To enable corresponding access for Lightning components, create a CSP Trusted Site.
To access the page, from Setup, enter
Remote Site Settings
in the
Quick Find
box, then select Remote Site Settings. This page displays a list of any remote sites already registered and provides additional information about each site, including remote site name and URL.
For security reasons, Salesforce restricts the outbound ports you may specify to one of the following:
•
80: This port only accepts HTTP connections.
•
443: This port only accepts HTTPS connections.
•
1024–66535 (inclusive): These ports accept HTTP or HTTPS connections.
To register a new site:
1. Click New Remote Site.
2. Enter a descriptive term for the
Remote Site Name
.
3. Enter the URL for the remote site.
4. To allow access to the remote site regardless of whether the user’s connection is over HTTP or
HTTPS, select the
Disable Protocol Security
checkbox. When selected, Salesforce
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Visualforce and S-controls are not available in
Database.com
USER PERMISSIONS
To configure remote settings:
•
Customize Application or Modify All Data
743
Set Up and Maintain Your Salesforce Organization Single Sign-On can pass data from an HTTPS session to an HTTP session, and vice versa. Only select this checkbox if you understand the security implications.
5. Optionally, enter a description of the site.
6. Click Save to finish, or click Save & New to save your work and begin registering an additional site.
Named Credentials
A named credential specifies the URL of a callout endpoint and its required authentication parameters in one definition. To simplify the setup of authenticated callouts, specify a named credential as the callout endpoint. If you instead specify a URL as the callout endpoint, you must register that URL in your org’s remote site settings and handle the authentication yourself. For example, for an Apex callout, your code would need to handle authentication, which can be less secure and especially complicated for OAuth implementations.
Salesforce manages all authentication for callouts that specify a named credential as the callout endpoint so that you don’t have to. You can also skip remote site settings, which are otherwise required for callouts to external sites, for the site defined in the named credential.
Named credentials are supported in these types of callout definitions:
•
Apex callouts
•
External data sources of these types:
–
Salesforce Connect: OData 2.0
–
Salesforce Connect: OData 4.0
–
Salesforce Connect: Custom (developed with the Apex Connector Framework)
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
By separating the endpoint URL and authentication from the callout definition, named credentials make callouts easier to maintain. For example, if an endpoint URL changes, you update only the named credential. All callouts that reference the named credential simply continue to work.
If you have multiple orgs, you can create a named credential with the same name but with a different endpoint URL in each org. You can then package and deploy—on all the orgs—one callout definition that references the shared name of those named credentials.
For example, the named credential in each org can have a different endpoint URL to accommodate differences in development and production environments. If an Apex callout specifies the shared name of those named credentials, the Apex class that defines the callout can be packaged and deployed on all those orgs without programmatically checking the environment.
Named credentials support basic password authentication and OAuth 2.0. You can set up each named credential to use an org-wide named principal or to use per-user authentication so that users can manage their own credentials.
To reference a named credential from a callout definition, use the named credential URL. A named credential URL contains the scheme callout:
, the name of the named credential, and an optional path. For example: callout:My_Named_Credential/some_path
.
You can append a query string to a named credential URL. Use a question mark (?) as the separator between the named credential URL and the query string. For example: callout:My_Named_Credential/some_path?format=json
.
Example: In the following Apex code, a named credential and an appended path specify the callout’s endpoint.
HttpRequest req = new HttpRequest(); req.setEndpoint(
'
callout:
My_Named_Credential/some_path
'); req.setMethod('GET');
Http http = new Http();
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Set Up and Maintain Your Salesforce Organization
HTTPResponse res = http.send(req);
System.debug(res.getBody());
The referenced named credential specifies the endpoint URL and the authentication settings.
Single Sign-On
If you use OAuth instead of password authentication, the Apex code remains the same. The authentication settings differ in the named credential, which references an authentication provider that’s defined in the org.
In contrast, let’s see what the Apex code looks like without a named credential. Notice that the code becomes more complex to handle authentication, even if we stick with basic password authentication. Coding OAuth is even more complex and is an ideal use case for named credentials.
HttpRequest req = new HttpRequest(); req.setEndpoint(
'
https://my_endpoint.example.com/some_path
'); req.setMethod('GET');
// Because we didn't set the endpoint as a named credential,
// our code has to specify:
// - The required username and password to access the endpoint
// - The header and header information
String username = '
myname
';
String password = '
mypwd
';
Blob headerValue = Blob.valueOf(username + ':' + password);
745
Set Up and Maintain Your Salesforce Organization Single Sign-On
String authorizationHeader = 'BASIC ' +
EncodingUtil.base64Encode(headerValue); req.setHeader('Authorization', authorizationHeader);
// Create a new http object to send the request object
// A response object is generated as a result of the request
Http http = new Http();
HTTPResponse res = http.send(req);
System.debug(res.getBody());
IN THIS SECTION:
Create a named credential to specify the URL of a callout endpoint and its required authentication parameters in one definition. You can then specify the named credential as a callout endpoint to let Salesforce handle all the authentication. You can also skip remote site settings, which are otherwise required for callouts to external sites, for the site defined in the named credential.
Grant Access to Authentication Settings for Named Credentials
For named credentials that use per-user authentication, grant access to users through permission sets and profiles. Doing so lets users set up and manage their own authentication settings for accessing the external system.
SEE ALSO:
Grant Access to Authentication Settings for Named Credentials
Apex Developer Guide : Invoking Callouts Using Apex
External Authentication Providers
Define a Named Credential
Create a named credential to specify the URL of a callout endpoint and its required authentication parameters in one definition. You can then specify the named credential as a callout endpoint to let Salesforce handle all the authentication. You can also skip remote site settings, which are otherwise required for callouts to external sites, for the site defined in the named credential.
Named credentials are supported in these types of callout definitions:
•
Apex callouts
•
External data sources of these types:
–
Salesforce Connect: OData 2.0
–
Salesforce Connect: OData 4.0
–
Salesforce Connect: Custom (developed with the Apex Connector Framework)
To set up a named credential:
1. From Setup, enter
Named Credentials
in the
Quick Find
box, then select Named
Credentials.
2. Click New Named Credential, or click Edit to modify an existing named credential.
3. Complete the fields.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view named credentials:
•
View Setup and
Configuration
To create, edit, or delete named credentials:
•
Customize Applications
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Set Up and Maintain Your Salesforce Organization
Field
Label
Name
URL
Certificate
Identity Type
Description
Single Sign-On
A user-friendly name for the named credential that’s displayed in the Salesforce user interface, such as in list views.
If you set
Identity Type
to Per User, this label appears when your users view or edit their authentication settings for external systems.
A unique identifier that’s used to refer to this named credential from callout definitions and through the API.
The name can contain only underscores and alphanumeric characters. It must be unique, begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores.
The URL or root URL of the callout endpoint. Must begin with
http://
or
https://
. Can include a path but not a query string. Examples:
•
http://my_endpoint.example.com
•
https://my_endpoint.example.com/secure/payroll
You can, however, append a query string and a specific path in the callout definition’s reference to the named credential. For example, an Apex callout could reference the named credential
“My_Payroll_System” as follows.
HttpRequest req = new HttpRequest(); req.setEndpoint(' callout:My_Payroll_System/paystubs?format=json
');
If you specify a certificate, your Salesforce org supplies it when establishing each two-way SSL connection with the external system. The certificate is used for digital signatures, which verify that requests are coming from your Salesforce org.
Determines whether you're using one set or multiple sets of credentials to access the external system.
•
Anonymous: No identity and therefore no authentication.
•
Per User: Use separate credentials for each user who accesses the external system via callouts.
Select this option if the external system restricts access on a per-user basis.
After you grant user access through permission sets or profiles in Salesforce, users can manage their own authentication settings for external systems in their personal settings.
•
Named Principal: Use the same set of credentials for all users who access the external system from your org. Select this option if you designate one user account on the external system for all your Salesforce org users.
4. Select the authentication protocol.
•
If you select Password Authentication, enter the username and password for accessing the external system.
•
If you select OAuth 2.0, complete the following fields.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Field
Authentication
Provider
Scope
Description
Choose the provider. See
External Authentication Providers
on page 693.
Specifies the scope of permissions to request for the access token. Your authentication provider
determines the allowed values. See Use the Scope Parameter
on page 722.
Note:
–
The value that you enter replaces the
Default Scopes
value that’s defined in the specified authentication provider.
–
Whether scopes are defined can affect whether each OAuth flow prompts the user with a consent screen.
–
We recommend that you request a refresh token or offline access. Otherwise, when the token expires, you lose access to the external system.
Start
Authentication Flow on Save
To authenticate to the external system and obtain an OAuth token, select this checkbox. This authentication process is called an OAuth flow.
When you click Save, the external system prompts you to log in. After successful login, the external system grants you an OAuth token for accessing its data from this org.
Redo the OAuth flow when you need a new token—for example, if the token expires—or if you edit the
Scope
or
Authentication Provider
fields.
5. If you want to use custom headers or bodies in the callouts, enable the relevant options.
Field
Generate Authorization Header
Description
By default, Salesforce generates an authorization header and applies it to each callout that references the named credential.
Deselect this option only if one of the following statements applies.
•
The remote endpoint doesn’t support authorization headers.
•
The authorization headers are provided by other means. For example, in Apex callouts, the developer can have the code construct a custom authorization header for each callout.
This option is required if you reference the named credential from an external data source.
Allow Merge Fields in HTTP Header
Allow Merge Fields in HTTP Body
In each Apex callout, the code specifies how the HTTP header and request body are constructed. For example, the Apex code can set the value of a cookie in an authorization header.
These options enable the Apex code to use merge fields to populate the
HTTP header and request body with org data when the callout is made.
These options aren’t available if you reference the named credential from an external data source.
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Set Up and Maintain Your Salesforce Organization Single Sign-On
To reference a named credential from a callout definition, use the named credential URL. A named credential URL contains the scheme callout:
, the name of the named credential, and an optional path. For example: callout:My_Named_Credential/some_path
.
You can append a query string to a named credential URL. Use a question mark (?) as the separator between the named credential URL and the query string. For example: callout:My_Named_Credential/some_path?format=json
.
SEE ALSO:
Grant Access to Authentication Settings for Named Credentials
Apex Developer Guide : Invoking Callouts Using Apex
Grant Access to Authentication Settings for Named Credentials
For named credentials that use per-user authentication, grant access to users through permission sets and profiles. Doing so lets users set up and manage their own authentication settings for accessing the external system.
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets or Profiles.
2. Click the name of the permission set or profile that you want to modify.
3. Do one of the following.
•
For a permission set, or for a profile in the enhanced profile user interface, click Named
Credential Access in the Apps section. Then click Edit.
•
For a profile in the original profile user interface, click Edit in the Enabled Named Credential
Access section.
4. Add the named credentials that you want to enable.
5. Click Save.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
Permission sets available in:
Contact Manager,
Professional, Group,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To edit permission sets and user profiles:
•
Manage Profiles and
Permission Sets
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Set Up and Maintain Your Salesforce Organization Single Sign-On
Identity Connect
Identity Connect integrates Microsoft Active Directory (AD) with Salesforce. User information entered in AD is shared with Salesforce seamlessly and instantaneously. Companies that use AD for user management can use Identity Connect to manage Salesforce accounts.
Changes in AD are reflected in Salesforce in near real time. For example, when a user is created in
AD, the Salesforce user account is created as part of the provisioning process. When deprovisioned, the user’s Salesforce session is revoked immediately.
You can also use Identity Connect for single sign-on to Salesforce.
Identity Connect runs as a service on either Windows or Linux platforms.
IN THIS SECTION:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available for an additional cost in: Enterprise,
Performance, and
Unlimited Editions.
Developer Edition includes
10 Identity Connect permission set licenses.
SEE ALSO:
Identity Connect Implementation Guide
Installing Identity Connect
Your organization must have at least one Identity Connect license. To obtain Identity Connect, contact Salesforce.
The Identity Connect software will typically be installed on a server by your IT department. Each user does not need to install Identity Connect individually.
1. From Setup, enter
Identity Connect
in the
Quick Find
box, then select Identity
Connect.
Note: Identity Connect doesn’t appear in Setup until Salesforce adds the feature to your organization.
2. Click the download link that corresponds to your operating system.
3. Install the software according to the Salesforce Identity Connect Implementation Guide .
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available for an additional cost in: Enterprise,
Performance, and
Unlimited Editions.
Developer Edition includes
10 Identity Connect permission set licenses.
USER PERMISSIONS
To install Identity Connect:
•
Manage Users
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Set Up and Maintain Your Salesforce Organization My Domain
Enabling Identity Connect
To obtain Identity Connect, contact Salesforce.
To enable Identity Connect for a user:
1.
Assign the Identity Connect license to the user .
2. Create a permission set and add the “Use Identity Connect” permission to it.
3. Assign the permission set to the user.
SEE ALSO:
Identity Connect Implementation Guide
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available for an additional cost in: Enterprise,
Performance, and
Unlimited Editions.
Developer Edition includes
10 Identity Connect permission set licenses.
USER PERMISSIONS
To assign a permission set license:
•
Manage Internal Users
To create and assign permission sets:
•
Manage Profiles and
Permission Sets
To view users that are assigned to a permission set:
•
View Setup and
Configuration
My Domain
Add a subdomain to your Salesforce org URL with the My Domain Salesforce feature. Having a subdomain lets you highlight your brand and makes your org more secure. A subdomain is convenient and allows you to personalize your login page.
Using My Domain, you define a subdomain that's part of your Salesforce domain. For example, developer
is a subdomain of the salesforce.com
domain. With a subdomain, you replace the URL that Salesforce assigned you, like https://na30.salesforce.com
, with your chosen name, like https://somethingcool.my.salesforce.com
. A subdomain is also referred to as a custom domain. However, a custom domain has a specific meaning for
Salesforce Communities.
A subdomain name helps you better manage login and authentication for your org in several key ways. You can:
•
Highlight your business identity with your unique domain URL
•
Brand your login screen and customize right-frame content
•
Block or redirect page requests that don’t use the new domain name
•
Work in multiple Salesforce orgs at the same time
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
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Set Up and Maintain Your Salesforce Organization My Domain
•
Set custom login policy to determine how users are authenticated
•
Let users log in using a social account, like Google and Facebook, from the login page
•
Allow users to log in once to access external services
My Domain is required before you can use these Salesforce features:
•
Single sign-on (SSO) with external identity providers
•
Social sign-on with authentication providers, such as Google and Facebook
•
Lightning components in Lightning component tabs, Lightning pages, the Lightning App Builder, or standalone apps
Watch a Demo (5:11 minutes)
My Domain is also available for sandbox environments.
Your domain name uses standard URL format, including:
•
Protocol: https://
•
Subdomain prefix: your brand or term
•
Domain: my.salesforce.com
Your name can include up to 40 letters, numbers, and hyphens. You can’t start the subdomain name with root, status, or a hyphen.
You have the chance to try out names and check availability before you commit to your domain name.
Salesforce is enabled as an identity provider when a domain is created. After your domain is deployed, you can add or change identity providers and increase security for your org by customizing your domain’s login policy.
Important: After you deploy your domain, it’s activated immediately, and requests with the original URL are redirected to your new domain. Only Salesforce Customer Support can disable or change your domain name after it’s deployed.
IN THIS SECTION:
Implementing your subdomain name with My Domain is quick and easy.
Register your org’s custom domain name with My Domain. You can try out names and check availability before registering the name.
Guidelines and Best Practices for Implementing My Domain
These tips smooth the transition to using the subdomain that you created with My Domain.
Test and Deploy Your New My Domain Subdomain
After you set up your subdomain with My Domain, test it and then roll it out to your users. Testing gives you the chance to explore your subdomain. It also helps you verify URLs for pages before rolling out the subdomain to your users.
When you set up a subdomain name for your org with My Domain, all your application URLs, including Visualforce pages, also change. Make sure that you update all application URLs before you deploy a domain name. For example, the
Notification URL
field in Chatter Answers continues to send notifications with the old URLs to internal users unless you update it. This table shows you the differences.
Set the My Domain Login Policy
Manage your user logins by customizing the login policy for your domain. By default, users log in from a generic Salesforce login page, bypassing the login page specific to your domain. If you don’t set a login policy, users can make page requests without your domain name, such as when using old bookmarks.
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Set Up and Maintain Your Salesforce Organization My Domain
Customize Your Login Page with Your Brand
Customize the look and feel of your login page by adding a background color, logo, and right-side content. Customizing your login page with your company’s branding helps users recognize your page.
Add Identity Providers on a Login Page
Allow users to authenticate using alternate identity provider options right from your login page. If you’ve enabled single sign-on and configured SAML, or set up external authentication providers as Auth. Providers in Setup, you can provide links to these identity providers on your domain’s login page. Users are sent to the identity provider’s login screen to authenticate and then redirected back to Salesforce.
Get System Performance and Maintenance Information with My Domain
You can get information about system performance and availability from trust.salesforce.com
. Trust reports status information based on your org instance. If you’re using My Domain and don’t know your org instance, you can look it up.
Set Up a My Domain Name
Implementing your subdomain name with My Domain is quick and easy.
1.
Find a domain name that’s available and sign up for it.
2.
Customize the logo, background color, and right-frame content on your login page.
3.
Add or change the identity providers available on your login page.
4.
Test your domain name and deploy it to your entire org.
5.
Set the login policy for users accessing your pages.
SEE ALSO:
Test and Deploy Your New My Domain Subdomain
Set the My Domain Login Policy
Customize Your Login Page with Your Brand
Add Identity Providers on a Login Page
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
USER PERMISSIONS
To set up a domain name:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization My Domain
Define Your Domain Name
Register your org’s custom domain name with My Domain. You can try out names and check availability before registering the name.
Start setting up your My Domain subdomain by finding a domain name unique to your org and registering it. Choose your name carefully. When you register, Salesforce updates its domain name registries with your domain name. After the name is registered, only Salesforce Customer Support can disable or change your domain name.
1. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain.
2. Enter the subdomain name you want to use within the sample URL. For example, if a company called Universal Containers uses the subdomain universalcontainers
, the company’s login URL is https://universalcontainers.my.salesforce.com/
. Your name can include up to 40 letters, numbers, and hyphens.
You can’t use these reserved words for subdomains:
•
www
•
salesforce
•
heroku
You can’t start the domain name with:
•
root
•
status
•
a hyphen (-)
3. Click Check Availability. If your name is already taken, choose a different one.
4. Click Register Domain.
5. You receive an email when your domain name is ready for testing. It can take a few minutes.
The new subdomain is available to your users after you test and deploy it.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Test and Deploy Your New My Domain Subdomain
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
USER PERMISSIONS
To define a domain name:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization My Domain
Guidelines and Best Practices for Implementing My Domain
These tips smooth the transition to using the subdomain that you created with My Domain.
EDITIONS
•
Communicate the upcoming change to your users before deploying it.
•
Deploy your new subdomain when your org receives minimal traffic, like during a weekend, so you can troubleshoot while traffic is low.
•
If you’ve customized your Salesforce UI with features, such as custom buttons or Visualforce pages, make sure that you test your customizations thoroughly before deploying your domain name. Look for broken links due to hard-coded references (instance-based URLs), and use your subdomain URLs instead. For more information, enter “hard-coded references” in Salesforce
Help Test them in a sandbox environment first.
•
Make sure that you update all application URLs before you deploy a domain name. For example, the
Email Notification URL
field in Chatter Answers continues to send notifications with the old URLs to internal users unless you update it.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
•
If your domain is registered but has not yet been deployed, URLs contain your subdomain name when you log in from the My
Domain login page. However, links that originate from merge fields that are embedded in emails sent asynchronously, such as workflow emails, still use the old URLs. After your domain is deployed, those links show the new My Domain URLs.
•
Help your users get started using your new subdomain by providing links to pages they use frequently, such as your login page. Let your users know if you changed the login policy, and encourage them to update their bookmarks the first time they’re redirected.
•
Choose the Redirect Policy option Redirected with a warning to the same page within the domain to give users time to update their bookmarks with the new subdomain name. After a few days or weeks, change the policy to Not redirected. This option requires users to use your subdomain name when viewing your pages. It provides the greatest level of security.
•
Only use Prevent login from https://login.salesforce.com if you’re concerned that users who aren’t aware of your subdomain try to use it. Otherwise, leave the option available to your users while they get used to the new domain name.
•
Bookmarks don’t work when the Redirect to the same page within the domain option is selected for partner portals. Manually change the existing bookmarks to point to the new domain URL by replacing the Salesforce instance name with your custom domain name. For example, replace https://na30.salesforce.com/
with https://yourDomain.my.salesforce.com/
in the bookmark’s URL.
•
If you block application page requests that don’t use the new Salesforce subdomain URLs, let your users know that they must either update old bookmarks or create new ones for the login page. They must also update tabs or links within the app. If you change your login redirect policy to Not Redirected, users must use the new subdomain URLs immediately.
•
If you are using My Domain, you can identify which users are logging in with the new login URL and when. From Setup, enter
Login
History
in the
Quick Find
box, then select Login History and view the Username and Login URL columns.
•
On the login.salesforce.com
page, users can click Log in to a custom domain to enter your subdomain name and log in. In this case, they must know the subdomain name. As a safeguard, give them a direct link to your subdomain’s login page as well.
If You Have the Following
API integrations into your org
Do the Following
Check to see if the API client is directly referencing the server endpoint. The API client should use the LoginResult.serverURL
value returned by the login request, instead of using a hard-coded server URL.
After your subdomain is deployed, Salesforce returns the server
URL containing your domain. Redirect policy settings have no effect on API calls. That is, old calls to instance URLs continue to work.
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Set Up and Maintain Your Salesforce Organization
If You Have the Following
Email templates
Custom Visualforce pages or custom Force.com apps
Chatter
Zones for Communities (Ideas/Answers/Chatter Answers)
My Domain
Do the Following
However, the best practice is to use the value returned by
Salesforce.
Replace references to the org’s instance URL with your subdomain.
Replace references to the org’s instance URL with your subdomain.
See How to find hard-coded references with the Force.com IDE .
Tell your users to update any bookmarks in the left navigation of their Chatter groups.
Manually update the email notification URL.
To update the URL, clear the existing URL so that the field is blank and save the page. Then the system populates the field with your new My Domain URL.
SEE ALSO:
Test and Deploy Your New My Domain Subdomain
Test and Deploy Your New My Domain Subdomain
After you set up your subdomain with My Domain, test it and then roll it out to your users. Testing gives you the chance to explore your subdomain. It also helps you verify URLs for pages before rolling out the subdomain to your users.
Important: After you deploy your domain, it’s activated immediately, and requests with the original URL are redirected to your new domain. Only Salesforce Customer Support can disable or change your domain name after it’s deployed.
1. Test your domain login. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain. Or, log out of your DE org and log in to Salesforce using your new subdomain name. Or, click the login link in the activation email you received.
You can customize your domain login page and add authentication services (like social sign-on) before you deploy the domain to your users. You can also test the domain in a sandbox environment.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
USER PERMISSIONS
2. Test the new domain name by clicking tabs and links. All pages now show your new domain name.
To set up a domain name:
•
Customize Application
If you’ve customized your Salesforce UI with features, such as custom buttons or Visualforce pages, make sure that you test your customizations thoroughly before deploying your domain name. Look for broken links due to hard-coded references (instance-based URLs), and use your subdomain URLs instead. For more information, enter “hard-coded references” in Salesforce Help
3. To roll out the new domain name to your org, from Setup, enter
My Domain
in the
Quick Find
box, then select My
Domain.Then click Deploy to Users and OK.
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Set Up and Maintain Your Salesforce Organization My Domain
When you deploy your domain, it’s activated immediately, and all users are redirected to pages with new domain addresses. You can now set login policies in the Domain Settings section that appears after you deploy your domain. For example, you can prevent users from logging in from login.salesforce.com.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Customize Your Login Page with Your Brand
Add Identity Providers on a Login Page
Set the My Domain Login Policy
My Domain URL Changes
When you set up a subdomain name for your org with My Domain, all your application URLs, including Visualforce pages, also change. Make sure that you update all application URLs before you deploy a domain name. For example, the
Email Notification URL
field in Chatter
Answers continues to send notifications with the old URLs to internal users unless you update it.
This table shows you the differences.
URL Type
Login
Old URL New URL
https://login.salesforce.com
https://<subdomain>.my.
salesforce.com
Application page or tab
Visualforce page with namespace https://<instance>.salesforce.com/<pageID> https://<subdomain>.my.
salesforce.com/<pageID>
Visualforce page with no namespace https://c.<instance>visual.force.com/apex/<pagename> https://<subdomain>--c.
<instance>.visual.
force.com/apex/<pagename> https://<yournamespace101>.
<instance>.visual.
force.com/apex/<pagename> https://<subdomain>--
<yournamespace>.
<instance>.visual.force.com
/apex/
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
Note: If you implement My Domain in a sandbox environment, the URL format is https://<subdomain>--<sandboxname>.<instance>.my.salesforce.com
. Because you can’t have namespaces in a sandbox environment, the format of all Visualforce page URLs in a sandbox is https://<subdomain>--<sandboxname>--c.<instance>.visual.force.com/apex/<pagename>
.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
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Set Up and Maintain Your Salesforce Organization My Domain
Set the My Domain Login Policy
Manage your user logins by customizing the login policy for your domain. By default, users log in from a generic Salesforce login page, bypassing the login page specific to your domain. If you don’t set a login policy, users can make page requests without your domain name, such as when using old bookmarks.
1. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain.
2. Under My Domain Settings, click Edit.
3. To disable authentication for users who don’t use your domain-specific login page, set a login policy. Selecting the login policy prevents users from logging in on the generic https://<instance>.salesforce.com/
login page and then being redirected to your pages after login.
4. Choose a redirect policy.
a. To allow users to continue using URLs that don’t include your domain name, select Redirect
to the same page within the domain.
Note:
Bookmarks don’t work when the Redirect to the same page within the
domain option is selected for partner portals. Manually change the existing bookmarks to point to the new domain URL by replacing the Salesforce instance name with your custom domain name. For example, replace https://na30.salesforce.com/
with https://yourDomain.my.salesforce.com/
in the bookmark’s URL.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
USER PERMISSIONS
To set login policy for a domain:
•
Customize Application
b. To remind users to use your domain name, select Redirected with a warning to the same page within the domain. After reading the warning, users are redirected to the page. Select this option for a few days or weeks to help users transition to a new domain name.
c. To require users to use your domain name when viewing your pages, select Not redirected.
5. Click Save.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
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Set Up and Maintain Your Salesforce Organization My Domain
Customize Your Login Page with Your Brand
Customize the look and feel of your login page by adding a background color, logo, and right-side content. Customizing your login page with your company’s branding helps users recognize your page.
Setting Up a My Domain (5:10 minutes. Login page branding starts at 2:43.)
1. From Setup, enter
My Domain
in the Quick Find box, then select My Domain.
2. Under Authentication Configuration, click Edit.
3. To customize your logo, upload an image.
Images can be .jpg, .gif, or .png files up to 100 KB. Maximum image size is 250px by 125px.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
4.
To customize your login page background, click the or enter a valid hexadecimal color code.
USER PERMISSIONS
5. To support advanced authentication methods for iOS users, select Use the native browser
for user authentication on iOS.
To customize a login page:
•
Customize Application
This iOS user authentication option is for users of Salesforce1 and Mobile SDK applications on iOS devices. It enables support of authentication methods, such as Kerberos, Windows NT LAN Manager (NTLM), or certificate-based authentication. When you select this option, users on iOS devices are redirected to their native browser when using single sign-on authentication into your custom domain. For other operating systems, Salesforce1 and applications using Mobile SDK version 3.1
or later can support certificate-based authentication when the applications are integrated with Mobile Device Management (MDM) software.
6. Enter the URL of the file to be included in the right-side iFrame on the login page.
The content in the right-side iFrame can resize to fill about 50% of the page. Your content must be hosted at a URL that uses SSL encryption and the https:// prefix. To build your own custom right-side iFrame content page using responsive web design, use the
My Domain Sample template.
Example:
https://c.salesforce.com/login-messages/promos.html
7. Optionally, select authentication services as identity providers on the login page, such as social sign-on providers like Google and
Facebook. Users can then log in with their social account credentials. Configure authentication services as Auth. Providers in Setup.
8. Click Save.
SEE ALSO:
Add Identity Providers on a Login Page
Set the My Domain Login Policy
External Authentication Providers
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Set Up and Maintain Your Salesforce Organization My Domain
Add Identity Providers on a Login Page
Allow users to authenticate using alternate identity provider options right from your login page. If you’ve enabled single sign-on and configured SAML, or set up external authentication providers as Auth. Providers in Setup, you can provide links to these identity providers on your domain’s login page. Users are sent to the identity provider’s login screen to authenticate and then redirected back to Salesforce.
Note: Available authentication services include all providers configured as SAML single sign-on identify providers or external authentication providers, except Janrain. You can’t use
Janrain for authentication from the login page.
1. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain.
2. Under Authentication Configuration, click Edit.
3. Select one or more already configured authentication services as an identity provider.
4. Click Save.
SEE ALSO:
Customize Your Login Page with Your Brand
Set the My Domain Login Policy
External Authentication Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
USER PERMISSIONS
To add identity providers on a login page:
•
Customize Application
Get System Performance and Maintenance Information with My Domain
You can get information about system performance and availability from trust.salesforce.com
. Trust reports status information based on your org instance. If you’re using My Domain and don’t know your org instance, you can look it up.
Here’s how to get status information using your domain name.
1. Go to trust.salesforce.com
.
2. Under System Status, click Learn More.
3. Under status.salesforce.com, click Status.
The Status & Maintenance page shows the status for each org instance.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, Professional, and Group Editions.
4. At the top right of the page, click My Domain.
5. Enter your domain name in the search bar to get your org instance.
Don’t enter the complete URL. For example, use
yourDomain
, not https://yourDomain.my.salesforce.com/
.
6. Under Status & Maintenance, select All, and look for your instance.
USER PERMISSIONS
To set up a domain name:
•
Customize Application
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization
My Domain FAQ
EDITIONS
IN THIS SECTION:
Using My Domain, Salesforce admins can define a subdomain within their Salesforce org. The subdomain name appears in all org URLs and replaces the instance name (such as na30). For example, you can brand your URL by naming the subdomain your company name, https://myCompanyName.my.salesforce.com/
. My Domain is not the same as the custom domain for sites, communities, or portals. The domains are defined separately.
Which Salesforce Editions is My Domain available in?
What are the advantages of My Domain?
Create a subdomain with My Domain to enable users to single sign-on into your org. You can also customize your login page and use Salesforce as an identity provider.
Does My Domain work differently in different Salesforce Editions?
Does My Domain work in sandboxes?
What are the differences between the redirect policy options?
How does My Domain work with single sign-on?
Is My Domain available for the API?
Is the subdomain for My Domain related to the subdomain for Sites or Communities?
How long can the subdomain name be?
After we set up My Domain, will we still be able to log in from https://login.salesforce.com?
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Performance,
Unlimited, Enterprise,
Developer, and
Database.com Editions.
Some topics don't apply to
Database.com.
Can we still use our old Salesforce bookmarks?
Will our Visualforce and content (files) page URLs change?
Can I change or remove my subdomain name?
What is My Domain?
Using My Domain, Salesforce admins can define a subdomain within their Salesforce org. The subdomain name appears in all org URLs and replaces the instance name (such as na30). For example, you can brand your URL by naming the subdomain your company name, https://myCompanyName.my.salesforce.com/
. My Domain is not the same as the custom domain for sites, communities, or portals. The domains are defined separately.
Which Salesforce Editions is My Domain available in?
Performance, Unlimited, Enterprise, Developer, Professional, and Group editions.
What are the advantages of My Domain?
Create a subdomain with My Domain to enable users to single sign-on into your org. You can also customize your login page and use
Salesforce as an identity provider.
My Domain allows you to:
•
Customize the login page with your own branding.
761
My Domain
Set Up and Maintain Your Salesforce Organization My Domain
•
Use Identity features for single sign-on. My Domain is required to:
–
Enable users to single sign-on into a Salesforce org
–
Use a Salesforce org as an identity provider for single sign-on into third-party applications or other Salesforce orgs
•
Preserve deep links (such as https://yourDomain.my.salesforce.com//001/o
) through any future org splits and migrations.
Does My Domain work differently in different Salesforce Editions?
My Domain works the same in most Salesforce editions except for Developer Edition URLs. Developer Edition URLs end with
“-de-ed.my.salesforce.com”, for example, https://yourDomain.de-ed.my.salesforce.com
. URLs in other editions end with “.my.salesforce.com”, for example, https://yourDomain.my.salesforce.com
.
Does My Domain work in sandboxes?
Sandboxes and production orgs are different environments and maintain separate domain name registries. So you can use the same
My Domain name in sandbox. In fact, during a sandbox refresh, the My Domain name of the production org is copied into sandbox.
For example, if the production org name is acme.my.saleforce.com
, the sandbox name is acme--<sandboxName>.csN.my.salesforce.com
.
Test your subdomain in sandbox before deploying it. Look for hard-coded references to instance URLs in Visualforce pages, email templates, and other content.
What are the differences between the redirect policy options?
After you deploy your subdomain with My Domain, you can select a redirect option for users trying to access a page in your org without using your subdomain name.
To see the assigned policy, from Setup, enter
My Domain
in the
Quick Find
box, then select My Domain.
If Redirected to the same page within the domain is selected, users are immediately sent to the new URL, without notification.
If Redirected with a warning to the same page within the domain is selected, users briefly see a warning message before being redirected to the new URL. The warning gives users a chance to change their bookmarks and get used to using the new subdomain
URL. You can’t customize the message.
If Not redirected is selected, the user gets a “page not found” error. Eventually, you want your users to use only subdomain URLs, but it’s a best practice to use Redirected with a warning to the same page within the domain for a short time after you deploy your subdomain so that users can get used to the new URLs.
How does My Domain work with single sign-on?
My Domain is required for setting up single sign-on. For inbound single sign-on requests, the subdomain enables deep linking directly to pages in the org. No changes are required for the identity provider. The Salesforce SAML endpoint ( login.salesforce.com
) continues to work for SAML and OAUTH requests, even if your org deploys My Domain and selects Prevent login from
https://login.salesforce.com in the My Domain Settings.
Note: If you’re using external Chatter groups along with single sign-on for employees, users outside your company are redirected to a SAML identity provider that they can’t access. To get single sign-on to work, migrate external Chatter groups to communities.
Or, from the My Domain settings, do not select
Prevent login from https://login.salesforce.com
. Doing so allows users to continue to log in through login.salesforce.com
.
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Is My Domain available for the API?
Yes, you can use the Salesforce APIs with your My Domain subdomain.
Is the subdomain for My Domain related to the subdomain for Sites or Communities?
No. The subdomain names you use for Sites and My Domain can be the same or different. We like to refer to Sites and Salesforce
Communities as custom domains and My Domain as subdomains.
How long can the subdomain name be?
Your subdomain name can be up to 40 characters. The protocol ( https://
) and the domain ( my.salesforce.com
) are not included in the limit.
After we set up My Domain, will we still be able to log in from
https://login.salesforce.com
?
Yes, unless your system administrator prevents it. If so, you'll need to log in using your new My Domain URL.
Will we still be able to log in from a URL that includes a Salesforce instance, like
https://
yourInstance
.salesforce.com/
?
Yes, unless your system administrator prevents it. If so, you'll need to log in using your new My Domain URL.
Can we still use our old Salesforce bookmarks?
Yes, if your system administrator allows it. If so, you'll be redirected to the Salesforce page using its new My Domain URL. If your system administrator prevents using old bookmarks, or you see a warning, you should update your bookmarks using the new domain name.
Will our Visualforce and content (files) page URLs change?
URLs for your Visualforce pages contain your new domain name, such as https://<mydomain>--c.<instance>.visual.force.com
.
URLs for your content (files) also contain your new domain name, such as https://<mydomain>--c.<instance>.content.force.com
.
Can I change or remove my subdomain name?
You can’t change the subdomain name that you create with My Domain. And after your subdomain is deployed, you can’t reverse deployment. If you need to change your subdomain name, contact Salesforce Customer Support.
763
Set Up and Maintain Your Salesforce Organization App Launcher
App Launcher
The App Launcher is how users switch between apps. It displays tiles that link to a user’s available
Salesforce, connected (third-party), and on-premises apps. You can determine which apps are available to which users and the order in which the apps appear. You can also make the App
Launcher the default landing page when users first open Salesforce.
The App Launcher is available to all Lightning Experience and Lightning Classic users. Salesforce
Classic users need the Use Identity Features permission and the App Launcher option in their profile set to Visible. Users see only the apps that they are authorized to see according to their profile or permission sets.
In Salesforce Classic, Salesforce admins using the System Administrator profile have access to the
App Launcher. Admins using profiles cloned from the System Administrator profile don’t.
IN THIS SECTION:
Enable the App Launcher with a Profile in Salesforce Classic
Create a profile and assign it to users, so they can access the App Launcher.
Enable the App Launcher with a Permission Set in Salesforce Classic
Create a permission set and assign it to users, so they can access the App Launcher.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
SEE ALSO:
Identity Implementation Guide
Enable the App Launcher with a Profile in Salesforce Classic
Create a profile and assign it to users, so they can access the App Launcher.
Note: These steps work in Salesforce Classic. If you see the App Launcher icon ( ) on the left side of the navigation bar at the top of your screen, you're in Lightning Experience. If not, you're in Salesforce Classic.
In Salesforce Classic, Salesforce admins using the System Administrator profile have access to the
App Launcher. Admins using profiles cloned from the System Administrator profile don’t.
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Click New Profile.
3. Select an Existing Profile as a basis for the new profile.
For example, select Standard User.
4. Enter the name of the new profile.
For example,
Standard User Identity
.
5. Click Save.
6. In the detail page for the new profile, click Edit.
7. In Custom App Settings, set the App Launcher to Visible, if it isn’t already.
Under Tab Settings, verify that the App Launcher tab is set to
Default On
.
8. Under Administrative Permissions, select Use Identity Features.
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
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Set Up and Maintain Your Salesforce Organization
9. Click Save.
10. From Setup, enter
Users
in the
Quick Find
box, then select Users.
11. Click Edit next to each user you want to access the App Launcher.
12. In the user’s Profile field, select the new profile that has “Use Identity Features” enabled.
For example, you might use the
Standard User Identity
profile.
13. Click Save.
When you log in as the selected user, the App Launcher appears in the drop-down app menu.
App Launcher
SEE ALSO:
Enable the App Launcher with a Permission Set in Salesforce Classic
Create a permission set and assign it to users, so they can access the App Launcher.
EDITIONS
Note: These steps work in Salesforce Classic. If you see the App Launcher icon ( ) on the left side of the navigation bar at the top of your screen, you're in Lightning Experience. If not, you're in Salesforce Classic.
1. From Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission
Sets.
2. Click New.
3. Enter a Label for the new permission set.
For example,
Identity Features
.
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
4. Optionally, restrict the use of this permission set to a specific User License.
5. Click Save.
6. Click System Permissions.
7. Click Edit.
8. Select Use Identity Features.
9. Click Save.
765
Set Up and Maintain Your Salesforce Organization Configure File Upload and Download Security Settings
10. From Setup, enter
Users
in the
Quick Find
box, then select Users.
11. Click the name of an existing user to whom you want to give access to the App Launcher.
12. In the Permission Set Assignments related list, click Edit Assignments.
13. Add the new permission set you created for identity features to Enabled Permission Sets.
14. Click Save.
When you log in as the selected user, the App Launcher appears in the drop-down app menu.
Note:
Still not seeing the App Launcher? In the profile associated with the user, select Visible for the App Launcher setting.
SEE ALSO:
Configure File Upload and Download Security Settings
To provide more security, control the way some file types are handled during upload and download.
To manage file upload and download settings:
1. From Setup, enter
File Upload and Download Security
in the
Quick Find box, then select File Upload and Download Security.
2. Click Edit.
3. To prevent users from uploading files that can pose a security risk, select
Don't allow
HTML uploads as attachments or document records
.
This setting blocks the upload of these MIME file types:
.html
,
.htt
,
.mht
,
.svg
,
.swf
,
.thtml
, and
.xhtml
.
Warning: Keep the following in mind when selecting this option:
•
If your organization uses the partner portal to give your partner users access to
Salesforce, we don't recommend enabling this setting. Enabling this setting prevents your organization from customizing the appearance of your partner portal.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
USER PERMISSIONS
To configure file upload and download settings:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Certificates and Keys
•
HTML attachments are not permitted on solutions, regardless of whether this security setting is enabled. In addition, this setting does not affect attachments on email templates; HTML attachments on email templates are always permitted.
•
After this setting is enabled, previously-uploaded HTML documents and attachments are unaffected. However, when users attempt to view an HTML attachment or document, their browser first prompts them to open the file in the browser, save it to their computer, or cancel the action.
4. Set download behavior for each file type:
a. Download (recommended): The file, regardless of file type, is always downloaded.
b. Execute in Browser: The file, regardless of file type, is displayed and executed automatically when accessed in a browser or through an HTTP request.
c. Hybrid: Salesforce Files are downloaded. Attachments and documents execute in the browser.
5. Click Save.
Certificates and Keys
Salesforce certificates and key pairs are used for signatures that verify a request is coming from your organization. They are used for authenticated SSL communications with an external web site, or when using your organization as an Identity Provider. You only need to generate a Salesforce certificate and key pair if you're working with an external website that wants verification that a request is coming from a Salesforce organization.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
You can export all your certificates and private keys into a keystore for storage or import certificates and keys from a keystore. This allows you to move keys from one organization to another. The exported file is in the Java Keystore (JKS) format, and the imported file must also be in the JKS format. For more information about the JKS format, see Oracle's Java KeyStore documentation .
USER PERMISSIONS
API Client Certificate
To create, edit, and manage certificates:
•
Customize Application
The API client certificate is used by workflow outbound messages, the AJAX proxy, and delegated authentication HTTPS callouts. For security reasons, the API client certificate should be known only to your org.
Choose an API client certificate based on the remote endpoint you connect to. Some endpoint servers require a certificate chain that is trusted by a certificate authority; others are fine with directly trusting a self-signed certificate.
IN THIS SECTION:
Generate a Self-Signed Certificate
Generate a certificate signed by Salesforce to show that communications purporting to come from your organization are really coming from there.
Generate a Certificate Signed by a Certificate Authority
A certificate authority-signed (CA-signed) certificate can be a more authoritative way to prove that your org’s data communications are genuine. You can generate this type of certificate and upload it to Salesforce.
Set Up a Mutual Authentication Certificate
To prevent security from being compromised by simple impersonation, you can require clients and servers to prove their identity to each other with a mutual authentication certificate.
767
Set Up and Maintain Your Salesforce Organization Certificates and Keys
Configure Your API Client to Use Mutual Authentication
Enforce SSL/TLS mutual authentication.
Encrypted custom fields, such as
Social Security Number
or
Credit Card Number
, are encrypted with a master encryption key. This key is automatically assigned when you select fields to encrypt. You manage your own master key according to your organization’s security and regulatory needs.
Generate a Self-Signed Certificate
Generate a certificate signed by Salesforce to show that communications purporting to come from your organization are really coming from there.
1. From Setup, search for
Certificate and Key Management
in the
Quick Find box.
2. Select Create Self-Signed Certificate.
3. Enter a descriptive label for the Salesforce certificate.
This name is used primarily by administrators when viewing certificates.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
4. Enter a unique name. You can use the name that’s automatically populated based on the certificate label you enter.
This name can contain only underscores and alphanumeric characters, and must be unique in your org. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Use the unique name when referring to the certificate using the Force.com web services API or Apex.
To create, edit, and manage certificates:
•
Customize Application
5. Select a key size for your generated certificate and keys.
Certificates with 2048-bit keys last one year and are faster than certificates with 4096-bit keys. Certificates with 4096-bit keys last two years.
Note: After you save a Salesforce certificate, you can’t change its type or key size.
6. Click Save.
Downloaded self-signed certificates have
.crt
extensions.
After you successfully save a Salesforce certificate, the certificate and corresponding keys are automatically generated.
You can have a maximum of 50 certificates.
SEE ALSO:
Generate a Certificate Signed by a Certificate Authority
768
Set Up and Maintain Your Salesforce Organization Certificates and Keys
Generate a Certificate Signed by a Certificate Authority
A certificate authority-signed (CA-signed) certificate can be a more authoritative way to prove that your org’s data communications are genuine. You can generate this type of certificate and upload it to Salesforce.
EDITIONS
1. From Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select Certificate and Key Management.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
2. Select Create CA-Signed Certificate.
3. Enter a descriptive label for the Salesforce certificate.
This name is used primarily by administrators when viewing certificates.
USER PERMISSIONS
4. Enter a unique name. You can accept the name that’s populated based on the certificate label you enter.
To create, edit, and manage certificates:
•
Customize Application
This name can contain only underscores and alphanumeric characters, and must be unique in your org. It must begin with a letter, not include spaces, not end with an underscore, and not contain two consecutive underscores. Use the unique name when referring to the certificate using the Force.com web services API or Apex.
5. Select a key size for your certificate and keys.
We recommend that you use the default key size of 2048 for security reasons. Selecting 2048 generates a certificate using 2048-bit keys. Selecting 4096 generates a certificate using 4096-bit keys.
Note: After you save a Salesforce certificate, you can’t change its type or key size.
6. Enter the following information.
These fields are combined to generate a unique certificate.
Field
Common Name
Email Address
Company
Department
City
State
Country Code
Description
The fully qualified domain name of the company requesting the signed certificate, generally of the form http://www.mycompany.com
.
The email address associated with this certificate.
Either the legal name of your company or your legal name.
The branch of your company using the certificate, such as marketing or accounting.
The city where the company resides.
The state where the company resides.
A two-letter code indicating the country where the company resides. For the United States, the value is
US
.
7. Click Save.
After you save a Salesforce certificate, the certificate and corresponding keys are automatically generated.
8. Find your new certificate from the certificates list, then click Download Certificate Signing Request.
Downloaded certificate signing requests have
.csr
extensions.
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Set Up and Maintain Your Salesforce Organization Certificates and Keys
9. Send the certificate request to the certificate authority of your choice.
10. After the certificate authority sends back the signed certificate, go back to
Certificate and Key Management
, click the name of the certificate, then click Upload Signed Certificate.
The CA-signed certificate must match the certificate created in Salesforce. If you try to upload a different CA-signed certificate, the upload fails.
11. To complete the upload process, click Save.
After you upload the CA-signed certificate, the status of the certificate is changed to Active and you can use it.
Tip:
If you need to edit a certificate that you’ve uploaded, upload it again; Published site domains are republished if they have at least one Force.com site or community. The expiration date of the certificate record is updated to the expiration date of the newly uploaded certificate.
You can have up to 50 certificates.
Set Up a Mutual Authentication Certificate
To prevent security from being compromised by simple impersonation, you can require clients and servers to prove their identity to each other with a mutual authentication certificate.
EDITIONS
1. On the Certificate and Key Management page, click Upload Mutual Authentication Certificate.
Note: If you don’t see this option on the Certificate and Key Management page, contact
Salesforce to enable the feature.
Available in: both Salesforce
Classic and Lightning
Experience
2. Give your certificate a label and name and click Choose File to locate the certificate.
3. Click Save to finish the upload process.
4. Enable the “Enforce SSL/TLS Mutual Authentication” user permission for an “API Only” user.
This “API Only” user configures the API client to connect on port 8443 to present the signed client certificate.
Available in: Enterprise,
Performance, Personal,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
If you are using a certificate chain, the client certificate must include any intermediate certificates in the chain when contacting port 8443.
To create, edit, and manage certificates:
•
Customize Application
A certificate chain is a hierarchical order of certificates where one certificate issues and signs another certificate lower in the hierarchy. Upload a certificate chain as a single PEM-encoded CA-signed certificate representing the concatenated chain of certificates. The uploaded certificate chain must include the intermediate certificates in the following order.
•
Start with the server or client certificate and then add its signing certificate.
•
If more than one intermediate certificate exists between the server or client certificate and the root, add each certificate as the one that signed the previous certificate.
•
The root certificate is optional, and generally should not be included.
SEE ALSO:
Configure Your API Client to Use Mutual Authentication
770
Set Up and Maintain Your Salesforce Organization Certificates and Keys
Configure Your API Client to Use Mutual Authentication
Enforce SSL/TLS mutual authentication.
1. After you've set up mutual authentication, log in to the Salesforce service using port 8443.
Include your credentials and your signed certificate information.
For example, your configuration using cURL
may look something like this, where “@login.txt” contains the login Soap message with your credentials and “fullcert.pem:xxxxxx” is your certificate information:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Personal,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
Customize Application
To Enforce mutual authentication on port 8443 for standard SSL/TLS connections:
(Assign to users with the Api
Only User permission.)
•
Enforce SSL/TLS Mutual
Authentication
To access Salesforce only through a Salesforce API:
•
Api Only User curl -k https://login.salesforce.com:8443/services/Soap/u/31.0 -H "Content-Type: text/xml; charset=UTF-8" -H "SOAPAction: login" -d @login.txt -v -E fullcert.pem:xxxxxx
2. Once a session ID is returned from your call, you can perform other actions, such as queries. For example: curl -k https://yourInstance.salesforce.com:8443/services/Soap/u/31.0 -H "Content-Type: text/xml; charset=UTF-8" -H "SOAPAction: example" -d @accountQuery.xml -v -E fullcert.pem:xxxxxx where @accountQuery.xml is the file name containing the query Soap message with session ID from the login response.
SEE ALSO:
Set Up a Mutual Authentication Certificate
771
Set Up and Maintain Your Salesforce Organization Certificates and Keys
Manage Master Encryption Keys
Encrypted custom fields, such as
Social Security Number
or
Credit Card Number
, are encrypted with a master encryption key. This key is automatically assigned when you select fields to encrypt. You manage your own master key according to your organization’s security and regulatory needs.
With master encryption keys, you can:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
•
Archive the existing key and create a new key.
•
Export an existing key after it's been archived.
•
Delete an existing key.
•
Import an existing key after it's been deleted.
USER PERMISSIONS
To create, edit, and manage certificates:
•
Customize Application
Archiving and Creating New Keys
To archive your current key and create a new key , click Archive Current Key and Create New
Key on the
Certificate and Key Management
Setup page. A new key is generated, assigned the next sequential number, and activated. All new data is encrypted using the new key.
Existing data continues to use the archived key until the data is modified and saved. Then data is encrypted using the new key.
After you archive a key, you can export or delete it.
Exporting Keys
You can export your keys to a back-up location for safe keeping. It’s a good idea to export a copy of any key before deleting it.
Exporting creates a text file with the encrypted key, so you can import the key back into your organization later.
Deleting Keys
Don't delete a key unless you're absolutely certain no data is currently encrypted using the key. After you delete a key, any data encrypted with that key can no longer be accessed.
Important: Export and delete keys with care. If your key is destroyed, you must reimport it to access your data. You are solely responsible for making sure your data and keys are backed up and stored in a safe place. Salesforce cannot help you with deleted, destroyed or misplaced keys.
Importing Keys
If you have data associated with a deleted key, you can import an exported key back into your organization. Any data that was not accessible becomes accessible again.
Click
Import
next to the key you want to import.
Note:
This page is about Classic Encryption, not Shield Platform Encryption. What's the difference?
SEE ALSO:
772
Set Up and Maintain Your Salesforce Organization Monitor Your Organization
Monitor Your Organization
Salesforce provides a variety of ways to keep tabs on activity in your Salesforce organization so you can make sure you're moving in the right direction.
IN THIS SECTION:
The system overview page shows usage data and limits for your organization, and displays messages when you reach 95% of your limit (75% of portal roles).
Monitor Data and Storage Resources
View your Salesforce org’s storage limits and usage from the Storage Usage page in Setup.
Admins can monitor all login attempts for their org and enabled portals or communities. The login history page displays the most recent 20,000 attempts. To see more records, download the information to a CSV or GZIP file.
As an admin, use Identity Verification History to monitor and audit up to 20,000 records of your org users’ identity verification attempts from the past six months. For example, suppose that two-factor authentication is enabled when a user logs in. When the user successfully provides a time-based, one-time password as proof of identity, that information is recorded in Identity Verification
History.
Monitor Login Activity with Login Forensics
Login forensics helps administrators better determine which user behavior is legitimate to prevent identity fraud in Salesforce.
As an administrator, you want to know that your team is learning how to use Salesforce effectively. The Training Class History shows you all of the Salesforce training classes your users have taken.
Setup Audit Trail tracks the recent setup changes that you and other admins have made to your org. Audit history is especially useful in orgs with multiple admins.
You can select certain fields to track and display the field history in the History related list of an object. The field history data is retained for up to 18 months.
Set trace flags to trigger logging for users, Apex classes, and Apex triggers in the Developer Console or in Setup. Monitor the resulting logs to diagnose problems in your org.
The All Scheduled Jobs page lists all reporting snapshots, scheduled Apex jobs, and dashboards scheduled to refresh.
You can monitor background jobs in your organization, such as when parallel sharing recalculation is running.
773
Set Up and Maintain Your Salesforce Organization The System Overview Page
The System Overview Page
The system overview page shows usage data and limits for your organization, and displays messages when you reach 95% of your limit (75% of portal roles).
EDITIONS
Note:
The system overview page shows only the items enabled for your organization. For example, your system overview page shows workflow rules only if workflow is enabled for your organization.
Click the numbers under each metric to get more details about your usage. If it’s available, use
Checkout to increase usage limits for your organization. For example, if your organization reaches the limit for custom objects, the system overview page notifies you with a message link. Click the link to clean up any unused objects, or visit Checkout to increase your limit for objects.
To access the system overview page, from Setup, enter
System Overview
in the
Quick
Find
box, then select System Overview.
The system overview page displays usage for:
•
•
•
•
•
•
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Personal Edition
USER PERMISSIONS
To access the system overview page:
•
Customize Application
Note:
The object limit percentages are truncated, not rounded. For example, if your org uses 95.55% of the limit for a particular customization, the object limit displays 95%.
IN THIS SECTION:
System Overview: Business Logic
System Overview: User Interface
System Overview: Most Used Licenses
System Overview: Schema
The Schema box in the system overview page shows usage information for:
•
Custom objects
Note: Soft-deleted custom objects and their data count against your limits. We recommend that you hard delete or erase custom objects you no longer need.
•
Data storage
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Personal Edition
774
Set Up and Maintain Your Salesforce Organization The System Overview Page
System Overview: API Usage
The API Usage box in the system overview page shows usage information for API requests in the last 24 hours.
Limits are enforced against the aggregate of all API calls made by the org in a 24 hour period. Limits are not on a per-user basis. When an org exceeds a limit, all users in the org can be temporarily blocked from making additional calls. Calls are blocked until usage for the preceding 24 hours drops below the limit.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
System Overview: Business Logic
The Business Logic box in the system overview page shows usage information for:
•
Rules
•
Apex triggers
•
Apex classes
•
Code used: Total number of characters in your Apex triggers and Apex classes (excluding comments, test methods, and @isTest annotated classes).
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
System Overview: User Interface
The User Interface box in the system overview page shows usage information for:
•
Custom apps
•
Site.com sites: We only count published Site.com sites.
•
Active Force.com sites
•
Flows: We only count active flows.
•
Custom tabs
•
Visualforce pages
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Personal
Database.com
System Overview: Most Used Licenses
The Most Used Licenses box in the system overview page counts only active licenses, and by default shows the top three used licenses for your organization. Any license that reaches 95% usage also appears. Click Show All to view all the licenses for your organization.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Personal Edition
775
Set Up and Maintain Your Salesforce Organization Monitor Data and Storage Resources
System Overview: Portal Roles
The Portal Roles box in the system overview page shows the usage data and limit for total partner portal, Customer Portal, and Communities roles. The system overview page displays a message when your organization reaches 75% of its allotted portal roles.
Note: The maximum number of roles used in an org’s portals or communities is 5000. This limit includes roles associated with all of the organization’s customer portals, partner portals, or communities. To prevent unnecessary growth of this number, we recommend reviewing and reducing the number of roles. You can also delete unused roles. If you require more roles, please contact Salesforce Customer Support.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Monitor Data and Storage Resources
View your Salesforce org’s storage limits and usage from the Storage Usage page in Setup.
Items That Require Storage
Storage is divided into two categories. File storage includes files in attachments, Files home,
Salesforce CRM Content, Chatter files (including user photos), the Documents tab, the custom File field on Knowledge articles, and Site.com assets. Data storage includes the following:
•
Accounts
•
Article types (format: “[
Article Type Name
]”)
•
Article type translations (format: “[
Article Type Name
] Version”)
•
Campaigns
•
Campaign Members
•
Cases
•
Case Teams
•
Contacts
•
Contracts
•
Custom objects
•
Email messages
•
Events
•
Forecast items
•
Google docs
•
Ideas
•
Leads
•
Notes
•
Opportunities
•
Opportunity Splits
•
Orders
•
Quotes
•
Quote Template Rich Text Data
•
Solutions
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view storage usage:
•
Manage Internal Users
AND
Manage Users
776
Set Up and Maintain Your Salesforce Organization Monitor Data and Storage Resources
•
Tags: Unique tags
•
Tasks
Storage Capacity
Data Storage
For data storage, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated the greater of 1
GB or a per-user limit. For example, a Professional Edition org with 10 users receives 1 GB, because 10 users multiplied by 20 MB per user is 200 MB, which is less than the 1 GB minimum. A Professional Edition org with 100 users receives more than the 1 GB minimum, because
100 users multiplied by 20 MB per user is 2,000 MB.
File Storage
Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated 10 GB of file storage per org.
Orgs are allocated more file storage based on the number of standard user licenses. In Enterprise, Performance, and Unlimited Editions, orgs are allocated 2 GB of file storage per user license. Contact Manager, Group, Professional Edition orgs are allocated 612 MB per standard user license, which includes 100 MB per user license plus 512 MB per license for the Salesforce CRM Content feature license.
Note: Each Salesforce CRM Content feature license provides an extra 512 MB of file storage, whether Salesforce CRM Content is enabled or not.
The values in the File Storage Allocation Per User License column apply to Salesforce and Salesforce Platform user licenses.
Salesforce Edition Data Storage
Minimum per Org
Data Storage
Allocation per User
License
File Storage
Allocation per Org
File Storage
Allocation per User
License
Contact Manager
Group
Professional
Enterprise
Performance
Unlimited
Developer
Personal
1 GB
5 MB
20 MB (approximately
10,000 records)
20 MB
120 MB
N/A
10 GB
20 MB
612 MB
2 GB
N/A
If your org uses custom user licenses, contact Salesforce to determine if these licenses provide more storage. For a description of user licenses, see
Viewing Storage Usage
To view your org’s current storage usage from Setup, enter
Storage Usage
in the
Quick Find
box, then select Storage Usage.
You can view the available space for data storage and file storage, the amount of storage in use per record type, the top users according to storage utilization, and the largest files in order of size. To view what types of data a particular user is storing, click that user’s name.
In all Editions except Personal Edition, administrators can view storage usage on a user-by-user basis.
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Set Up and Maintain Your Salesforce Organization Monitor Login History
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the name of any user.
3. Click View next to the
Used Data Space
or
Used File Space
fields to view that user’s storage usage by record type.
Data storage and file storage are calculated asynchronously and your org’s storage usage isn’t updated immediately. Keep this in mind if importing or adding many records or files.
Individual users can view their own storage usage in their personal information.
Increasing Storage
When you need more storage, increase your storage limit or reduce your storage usage.
•
Purchase more storage space, or add user licenses in Professional, Enterprise, Unlimited, and Performance Editions.
•
Delete outdated leads or contacts.
•
Remove any unnecessary attachments.
•
Delete files in Salesforce CRM Content.
Storage Considerations
When planning your storage needs, keep in mind:
•
Person accounts count against both account and contact storage because each person account consists of one account as well as one contact.
•
Archived activities count against storage.
•
Active or archived products, price books, price book entries, and assets don’t count against storage.
Monitor Login History
Admins can monitor all login attempts for their org and enabled portals or communities. The login history page displays the most recent 20,000 attempts. To see more records, download the information to a CSV or GZIP file.
Download Login History
You can download the past six months or the first 20,000 attempts of user logins to your Salesforce org to a CSV or GZIP file.
1. From Setup, enter
Login History
in the
Quick Find
box, then select Login History.
2. Select the file format to download.
•
Excel csv file—Download a CSV file of all user logins for the past six months or the first
20,000 user login attempts. This report includes logins through the API.
•
gzipped Excel csv file—Download a CSV file of all user logins for the past six months or the first 20,000 user login attempts. This report includes logins through the API. Because the file is compressed, it’s the preferred option for quickest download time.
3. Select the file contents. The All Logins option includes API access logins.
4. Click Download Now.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Developer,
Enterprise, Group,
Performance, Professional, and Unlimited Editions
USER PERMISSIONS
To monitor logins:
•
Manage Users
778
Set Up and Maintain Your Salesforce Organization Monitor Login History
Note: Older versions of Microsoft Excel can’t open files with more than 65,536 rows. If you can’t open a large file in Excel, see the
Microsoft Help and Support article about handling large files .
Create List Views
You can create list views sorted by login time and login URL. For example, you can create a view of all logins between a particular time range. Like the default view, a custom view displays the most recent 20,000 logins.
1. On the Login History page, click Create New View.
2. Enter the name to appear in the View dropdown list.
3. Specify the filter criteria.
4. Select the fields to display.
You can choose up to 15 fields. You can display only the fields that are available in your page layout. Text area fields display up to
255 characters.
Note: Due to the nature of geolocation technology, the accuracy of geolocation fields (for example, country, city, postal code) can vary.
View Your Login History
You can view your personal login history.
1. From your personal settings, enter
Login History
in the
Quick Find
box, then select Login History. No results? Enter
Personal Information
in the
Quick Find
box, then select Personal Information.
2. To download a CSV file of your login history for the past six months or your past 20,000 attempts, click Download.
Note:
For security purposes, Salesforce can require users to pass a CAPTCHA user verification test to export data from their org.
This simple text-entry test prevents malicious programs from accessing your org’s data. To pass the test, users must correctly type the two words displayed in the overlay’s text box. The words entered in the text box must be separated by a space.
Single Sign-On with SAML
If your organization uses SAML single sign-on identity provider certificates, single sign-on logins appear in the history.
My Domain
If you are using My Domain, you can identify which users are logging in with the new login URL and when. From Setup, enter
Login
History
in the
Quick Find
box, then select Login History and view the Username and Login URL columns.
License Manager Users
The login history page sometimes includes internal users with names in the format
033*********2@00d2********db
. These users are associated with the License Management App (LMA), which manages the number of licenses used by a subscriber org. These internal users can appear in the License Management org (LMO) and in subscriber orgs in which an AppExchange package managed by the LMA is installed.
SEE ALSO:
779
Set Up and Maintain Your Salesforce Organization Identity Verification History
Identity Verification History
As an admin, use Identity Verification History to monitor and audit up to 20,000 records of your org users’ identity verification attempts from the past six months. For example, suppose that two-factor authentication is enabled when a user logs in. When the user successfully provides a time-based, one-time password as proof of identity, that information is recorded in Identity Verification History.
To access Identity Verification History, from Setup, enter
Verification History
in the
Quick Find
box, then select Identity Verification History. To view more information, such as the user’s approximate geographic location at the time of verification, create a custom view and add the columns you want.
EDITIONS
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Identity Verification Fields
The following fields are displayed by default.
Field
Time
Verification Attempt
Username
Activity Message
Triggered By
Description
The time of the identity verification attempt. The time zone is based on GMT.
ID of the verification attempt. Verification can involve several attempts and use different verification methods. For example, in a user’s session, a user enters an invalid verification code (first attempt). The user then enters the correct code and successfully verifies identity (second attempt). Both attempts are part of a single verification and, therefore, have the same ID.
The username of the user challenged for identity verification.
The text the user sees on the screen or in Salesforce Authenticator when prompted to verify identity. For example, if identity verification is required for a user’s login, the user sees “You’re trying to Log In to Salesforce”. In this instance, the Activity Message is
“Log In to Salesforce”. The exception is when the User Activity is
“Apex-defined activity.” In this instance, the Activity Message can be a custom description passed by the Apex method. If the user is verifying identity using version 2 or later of the Salesforce
Authenticator app, the custom description displays in the app as well as in Verification History. If the custom description isn’t specified, the name of the Apex method is shown in Verification
History.
Note: If the user attempted to access a connected app, and the app was renamed or deleted after the verification attempt, this field shows the original connected app name.
The identity verification security policy or setting.
•
Apex method—Identity verification made by a verification
Apex method.
780
Set Up and Maintain Your Salesforce Organization
Field
Method
781
Identity Verification History
Description
•
Device activation—Identity verification required for users logging in from an unrecognized device or new IP address.
This verification is part of Salesforce’s risk-based authentication.
•
Lightning Login enrollment—Identity verification required for users enrolling in Lightning Login. This verification is triggered when the user attempts to enroll. Users are eligible to enroll if they have the “Lightning Login User” user permission and the org has enabled “Allow Lightning Login” in Session Settings.
•
High assurance session required—High assurance session required for resource access. This verification is triggered when the user tries to access a resource, such as a connected app, report, or dashboard that requires a high-assurance session level.
•
Lightning Login login—Identity verification required for users logging in via Lightning Login. This verification is triggered when the enrolled user attempts to log in. Users are eligible to log in if they have the “Lightning Login User” user permission, have successfully enrolled in Lightning Login, and the org has enabled “Allow Lightning Login” in Session Settings.
•
Profile session level policy—Session security level required at login. This verification is triggered by the “Session security level required at login” setting on the user’s profile.
•
Two-factor authentication required—Two-factor authentication required at login. This verification is triggered by the
“Two-Factor Authentication for User Interface Logins” user permission assigned to a custom profile. Or, the user permission is included in a permission set that is assigned to a user.
The method by which the user attempted to verify identity in the verification event.
•
Email message—Salesforce sent an email with a verification code to the address associated with the user’s account.
•
Lightning Login enrollment—Salesforce Authenticator sent a notification to the user’s mobile device to enroll in Lightning
Login.
•
One-time password—An authenticator app generated a time-based, one-time password (TOTP) on the user’s mobile device.
•
Lightning Login login—Salesforce Authenticator sent a notification to the user’s mobile device to approve login via
Lightning Login.
•
Salesforce Authenticator—Salesforce Authenticator sent a notification to the user’s mobile device to verify account activity.
Set Up and Maintain Your Salesforce Organization
Field
Status
Login Time
Source IP
Identity Verification History
Description
•
Temporary verification code—A Salesforce admin or a user with the “Manage Two-Factor Authentication in User Interface” permission generated a temporary verification code for the user.
•
Text message—Salesforce sent a text message with a verification code to the user’s mobile device.
•
U2F security key—A U2F security key generated required credentials for the user.
The status of the identity verification attempt.
•
Access denied—The user denied the approval request in the authenticator app, such as Salesforce Authenticator.
•
Access denied: Flagged by user—The user denied the approval request in the authenticator app, such as Salesforce
Authenticator, and also flagged the approval request to report to an administrator.
•
Failed: General error—An error caused by something other than an invalid verification code, too many verification attempts, or authenticator app connectivity.
•
Failed: Invalid verification code—The user provided an invalid verification code.
•
Failed: Recoverable error—Salesforce can’t reach the authenticator app to verify identity, but will retry.
•
Failed: Too many attempts—The user attempted to verify identity too many times. For example, the user entered an invalid verification code repeatedly.
•
Succeeded—The user’s identity was verified.
•
Succeeded: Automated response—Salesforce Authenticator approved the request for access because the request came from a trusted location. After users enable location services in
Salesforce Authenticator, they can designate trusted locations.
When a user trusts a location for a particular activity, such as logging in from a recognized device, that activity is approved from the trusted location for as long as the location is trusted.
•
User challenged; waiting for response—Salesforce challenged the user to verify identity and is waiting for the user to respond or for Salesforce Authenticator to send an automated response.
Time of the login attempt, in GMT time zone.
The IP address of the machine from which the user attempted the action that requires identity verification. For example, the IP address of the machine from where the user tried to log in or access reports.
If it’s a non-login action that required verification, the IP address
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Set Up and Maintain Your Salesforce Organization Identity Verification History
Field
Location
Description
can be different from the address from where the user logged in.
This address can be an IPv4 or IPv6 address.
The country where the user’s IP address is physically located. This value is not localized. Due to the nature of geolocation technology, the accuracy of geolocation fields (for example, country, city, postal code) can vary.
You can display the following fields by creating a custom view. In the description, the IP address is the address of the machine from which the user attempted the action that requires identity verification. Due to the nature of geolocation technology, the accuracy of geolocation fields (for example, country, city, postal code) can vary.
Field
City
Connected App
Country
CountryIso
Latitude
Login Type
Longitude
Postal Code
Subdivision
User Activity
Description
The city where the user’s IP address is physically located. This value is not localized.
The name and link to the connected app the user attempted to access. If the connected app was renamed since the user’s verification attempt, it shows the new name. If the connected app was deleted since the user’s verification attempt, it shows
“Unavailable.”
The country where the user’s IP address is physically located. This value is not localized.
The ISO 3166 code for the country where the user’s IP address is physically located. For more information, see Country Codes - ISO
3166
The latitude where the user’s IP address is physically located.
The type of login, for example, Application, OAuth, or SAML.
The longitude where the user’s IP address is physically located.
The postal code where the user’s IP address is physically located.
This value is not localized.
The name of the subdivision where the user’s IP address is physically located. In the U.S., this value is usually the state name (for example,
Pennsylvania). This value is not localized.
The action the user attempted that requires identity verification.
•
Access a connected app—The user attempted to access a connected app.
•
Access reports—The user attempted to access reports or dashboards.
•
Apex-defined activity—The user attempted to access a
Salesforce resource with a verification Apex method.
783
Set Up and Maintain Your Salesforce Organization
Field
Monitor Login Activity with Login Forensics
Description
•
Export and print reports—The user attempted to export or print reports or dashboards.
•
Log in to Salesforce—The user attempted to log in.
SEE ALSO:
Delegate Two-Factor Authentication Management Tasks
Monitor Login Activity with Login Forensics
Login forensics helps administrators better determine which user behavior is legitimate to prevent identity fraud in Salesforce.
Companies continue to view identity fraud as a major concern. Given the number of logins to an org on a daily—even hourly—basis, security practitioners can find it challenging to determine if a specific user account is compromised.
Login forensics helps you identify suspicious login activity. It provides you key user access data, including:
EDITIONS
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
•
The average number of logins per user per a specified time period
•
Who logged in more than the average number of times
•
Who logged in during non-business hours
•
Who logged in using suspicious IP ranges
There’s some basic terminology to master before using this feature.
Event
An event refers to anything that happens in Salesforce, including user clicks, record state changes, and taking measurements of various values. Events are immutable and timestamped.
Login Event
A single instance of a user logging in to an organization. Login events are similar to login history in Salesforce. However, you can add
HTTP
header information to login events, which makes them extensible.
Login History
The login history that administrators can obtain by downloading the information to
.cvs
or
.gzip
file and that’s available through Setup and the API. This data has indexing and history limitations.
Administrators can track events using the LoginEvent object. There’s no user interface for login forensics. Use the Force.com IDE,
Workbench, or other development tools to interact with this feature.
IN THIS SECTION:
Considerations for Using Login Forensics
Before you get started with login forensics, keep in mind some considerations for use.
Perform this quick, one time setup to start collecting data about your org’s login events.
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Set Up and Maintain Your Salesforce Organization Monitor Login Activity with Login Forensics
Considerations for Using Login Forensics
Before you get started with login forensics, keep in mind some considerations for use.
•
This feature is API only. You can’t view events in the user interface.
•
Login events are retained for 10 years by default.
•
Because login forensics uses an asynchronous queuing technology similar to
@future
calls in Apex, login data can be delayed when querying.
How Does Login Forensics Compare to Login History and Login Log Lines?
EDITIONS
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Feature
Standard Object or File
Data Duration Until Deleted
Storage
Access
Permissions
Extensibility
Packaging
Login Forensics
LoginEvent
10 years
HBase
API
View Login Forensics Events
Login History
LoginHistory
6 months
Oracle
Setup UI, API
Manage Users
Yes, using AdditionalInfo field No
Included with Event Monitoring add-on
Included with all orgs
Login Log Lines
EventLogFile (Login event type)
30 days
Oracle
API download, Wave dashboard
View Event Log Files
No
Included with Event Monitoring add-on
Are Events Captured in Near Real Time?
Yes. But what does “near real time” mean? It means that there can be a minor delay from when the event occurred and when you can query it. You can monitor the near-real-time nature of your events. Take the average difference between the EventDate and the CreatedDate fields to see when your events were captured. This example in Workbench shows the time differences.
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Set Up and Maintain Your Salesforce Organization Monitor Training History
Enable Login Forensics
Perform this quick, one time setup to start collecting data about your org’s login events.
You can enable login forensics from the Event Monitoring Setup page in the Setup area.
USER PERMISSIONS
To enable login forensics
•
Modify All Data
Monitor Training History
As an administrator, you want to know that your team is learning how to use Salesforce effectively.
The Training Class History shows you all of the Salesforce training classes your users have taken.
Administrators can view the Training Class History from Setup by entering
Training History
in the
Quick Find
box, then selecting Training History. After taking a live training class, users must submit the online training feedback form to have their training attendance recorded in the training history.
Note: If you don’t see this link under Manage Users, your organization has been migrated to a new system. You need to be a Help & Training Admin to access the training reports via
My Cases in Help & Training. Contact Salesforce if you do not have this access.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Database.com Editions
USER PERMISSIONS
To view training history:
•
Manage Users
Monitor Setup Changes
Setup Audit Trail tracks the recent setup changes that you and other admins have made to your org. Audit history is especially useful in orgs with multiple admins.
To view the audit history, from Setup, enter
View Setup Audit Trail
in the
Quick
Find
box, then select View Setup Audit Trail. To download your org’s full setup history for the past 180 days, click Download.
The history shows the 20 most recent setup changes made to your org. It lists the date of the change, who made it, and what the change was. If a delegate (like an admin or customer support representative) makes a setup change on behalf of an end user, the Delegate User column shows the delegate’s username. For example, if a user grants login access to an admin and the admin makes a setup change, the admin’s username is listed.
Setup Audit Trail tracks these changes.
Setup Changes Tracked
Administration
•
Company information, default settings like language or locale, and company messages
•
Multiple currency
•
Users, portal users, roles, permission sets, and profiles
•
Email addresses for any user
•
Deleting email attachments sent as links
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view audit trail history:
•
View Setup and
Configuration
786
Set Up and Maintain Your Salesforce Organization Monitor Setup Changes
Setup
Customization
Changes Tracked
•
Email footers, including creating, editing, or deleting
•
Record types, including creating or renaming record types and assigning record types to profiles
•
Divisions, including creating, editing, and transferring and changing users’ default division
•
Certificates, adding or deleting
•
Domain names
•
Enabling or disabling Salesforce as an identity provider
•
User interface settings like collapsible sections, Quick Create, hover details, or related list hover links
•
Page layout, action layout, and search layouts
•
Compact layouts
•
Salesforce1 navigation menu
•
Inline edits
•
Custom fields and field-level security, including formulas, picklist values, and field attributes like the auto-number field format, field manageability, or masking of encrypted fields
•
Lead settings, lead assignment rules, and lead queues
•
Activity settings
•
Support settings, business hours, case assignment and escalation rules, and case queues
•
Requests to Salesforce Customer Support
•
Tab names, including tabs that you reset to the original tab name
•
Custom apps (including Salesforce console apps), custom objects, and custom tabs
•
Contract settings
•
Forecast settings
•
Email-to-Case or On-Demand Email-to-Case, enabling or disabling
•
Custom buttons, links, and s-controls, including standard button overrides
•
Drag-and-drop scheduling, enabling or disabling
•
Similar opportunities, enabling, disabling, or customizing
•
Quotes, enabling or disabling
•
Data category groups, data categories, and category-group assignments to objects
•
Article types
•
Category groups and categories
•
Salesforce Knowledge settings
•
Ideas settings
•
Answers settings
•
Field tracking in feeds
•
Campaign influence settings
•
Critical updates, activating or deactivating
•
Chatter email notifications, enabling or disabling
•
Chatter new user creation settings for invitations and email domains, enabling or disabling
•
Validation rules
787
Set Up and Maintain Your Salesforce Organization Monitor Setup Changes
Setup Changes Tracked
Security and Sharing
•
Public groups, sharing rules, and org-wide sharing, including the Grant Access Using Hierarchies option
•
Password policies
•
Password resets
•
Session settings, like session timeout (excluding Session times out after and Session security level
required at login profile settings)
•
Delegated administration groups and the items delegated admins can manage (setup changes made by delegated administrators are also tracked)
•
Lightning Login, enabling or disabling, enrollments, and cancellations
•
How many records a user emptied from their Recycle Bin and from the org’s Recycle Bin
•
SAML (Security Assertion Markup Language) configuration settings
•
Salesforce certificates
•
Identity providers, enabling or disabling
•
Named credentials
•
Service providers
•
Shield Platform Encryption setup
Data Management
•
Mass delete use, including when a mass delete exceeds the user’s Recycle Bin limit on deleted records
•
Data export requests
•
Mass transfer use
•
Reporting snapshots, including defining, deleting, or changing the source report or target object on a reporting snapshot
•
Use of the Data Import Wizard
•
Sandbox deletions
Development
•
Apex classes and triggers
•
Visualforce pages, custom components, and static resources
•
Lightning pages
•
Action link templates
•
Custom settings
•
Custom metadata types and records
•
Remote access definitions
•
Force.com Sites settings
Various Setup
•
API usage metering notification, creating
•
Territories
•
Process automation settings
•
Approval processes
•
Workflow actions, creating or deleting
•
Visual Workflow files
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Set Up and Maintain Your Salesforce Organization Field History Tracking
Setup Changes Tracked
•
Packages from Force.com AppExchange that you installed or uninstalled
Using the application
•
Account team and opportunity team selling settings
•
Activating Google Apps services
•
Mobile configuration settings, including data sets, mobile views, and excluded fields
•
Users with the “Manage External Users” permission logging in to the partner portal as partner users
•
Users with the “Edit Self-Service Users” permission logging in to the Salesforce Customer Portal as Customer
Portal users
•
Partner portal accounts, enabling or disabling
•
Salesforce Customer Portal accounts, disabling
•
Salesforce Customer Portal, enabling or disabling
•
Creating multiple Customer Portals
•
Entitlement processes and entitlement templates, changing or creating
•
Self-registration for a Salesforce Customer Portal, enabling or disabling
•
Customer Portal or partner portal users, enabling or disabling
SEE ALSO:
Field History Tracking
You can select certain fields to track and display the field history in the History related list of an object. The field history data is retained for up to 18 months.
You can track the field history of custom objects and the following standard objects.
•
Accounts
•
Articles
•
Assets
•
Campaigns
•
Cases
•
Contacts
•
Contracts
•
Contract line items
•
Entitlements
•
Leads
•
Opportunities
•
Orders
•
Order Products
•
Products
•
Service Contracts
789
EDITIONS
Available in: Salesforce
Classic, Lightning
Experience, and Salesforce1
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Standard Objects are not available in Database.com
Set Up and Maintain Your Salesforce Organization Field History Tracking
•
Solutions
Modifying any of these fields adds an entry to the History related list. All entries include the date, time, nature of the change, and who made the change. Not all field types are available for historical trend reporting. Certain changes, such as case escalations, are always tracked.
Note:
Field history increases beyond your current limits require purchasing the Field Audit Trail add-on following the Spring ’15 release. When the add-on subscription is enabled, your field history storage is changed to reflect the retention policy associated with the offering. If your org was created prior to June 2011 and your field history limits remain static, Salesforce commits to retain your field history without a limit. If your org was created after June 2011 and you decide not to purchase the add-on, field history is retained for a maximum of 18 months.
Consider the following when working with field history tracking.
•
Changes to fields with more than 255 characters are tracked as edited, and their old and new values are not recorded.
•
Tracked field values are not automatically translated; they display in the language in which they were made. For example, if a field is changed from
Green
to
Verde
,
Verde
is displayed no matter what a user’s language is, unless the field value has been translated into other languages via the Translation Workbench. This also applies to record types and picklist values.
•
Changes to custom field labels that have been translated via the Translation Workbench are shown in the locale of the user viewing the History related list. For example, if a custom field label is
Red
and translated into Spanish as
Rojo
, then a user with a Spanish locale sees the custom field label as
Rojo
. Otherwise, the user sees the custom field label as
Red
.
•
Changes to date fields, number fields, and standard fields are shown in the locale of the user viewing the History related list. For example, a date change to
August 5, 2012
shows as
8/5/2012
for a user with the English (United States) locale, and as
5/8/2012
for a user with the English (United Kingdom) locale.
•
If a trigger causes a change on an object the current user doesn’t have permission to edit, that change is not tracked because field history honors the permissions of the current user.
IN THIS SECTION:
Track Field History for Standard Objects
You can enable field history tracking for standard objects in the object’s management settings.
Track Field History for Custom Objects
You can enable field history tracking for custom objects in the object’s management settings.
Disable Field History Tracking
You can turn off field history tracking from the object’s management settings.
Field Audit Trail lets you define a policy to retain archived field history data up to ten years, independent of field history tracking.
This feature helps you comply with industry regulations related to audit capability and data retention.
SEE ALSO:
Track Field History for Standard Objects
Track Field History for Custom Objects
Disable Field History Tracking
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Set Up and Maintain Your Salesforce Organization Field History Tracking
Track Field History for Standard Objects
You can enable field history tracking for standard objects in the object’s management settings.
If you use both business accounts and person accounts, review the following before enabling account field history tracking:
•
Field history tracking for accounts affects both business accounts and person accounts.
•
Enabling field history tracking on person accounts does not enable field history tracking on personal contacts.
To set up field history tracking:
1. From the management settings for the object whose field history you want to track, go to the fields area.
2. Click Set History Tracking.
Tip: When you enable tracking for an object, customize your page layouts to include the object’s history related list.
EDITIONS
Available in: Salesforce
Classic, Lightning
Experience, and Salesforce1
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Standard Objects are not available in Database.com
3. For accounts, contacts, leads, and opportunities, select the
Enable Account History
,
Enable Contact History
,
Enable Lead History
, or
Enable
Opportunity History
checkbox.
4. Choose the fields you want tracked.
You can select a combination of up to 20 standard and custom fields per object. This limit includes fields on business accounts and person accounts.
Certain changes, such as case escalations, are always tracked.
USER PERMISSIONS
To set up which fields are tracked:
•
Customize Application
You can’t track the following fields:
•
Formula, roll-up summary, or auto-number fields
•
Created By
and
Last Modified By
•
Expected Revenue
field on opportunities
•
Master Solution Title
or the
Master Solution Details
fields on solutions; these fields display only for translated solutions in organizations with multilingual solutions enabled.
5. Click Save.
Salesforce tracks history from this date and time forward. Changes made prior to this date and time are not included.
SEE ALSO:
791
Set Up and Maintain Your Salesforce Organization Field History Tracking
Track Field History for Custom Objects
You can enable field history tracking for custom objects in the object’s management settings.
1. From the management settings for the custom object, click Edit.
2. Select the
Track Field History
checkbox.
Tip: When you enable tracking for an object, customize your page layouts to include the object’s history related list.
3. Save your changes.
4. Click
Set History Tracking
in the Custom Fields & Relationships section.
This section lets you set a custom object’s history for both standard and custom fields.
5. Choose the fields you want tracked.
You can select up to 20 standard and custom fields per object. You can’t track:
•
Formula, roll-up summary, or auto-number fields
•
Created By
and
Last Modified By
6. Click Save.
Salesforce tracks history from this date and time forward. Changes made prior to this date and time are not included.
EDITIONS
Available in: Salesforce
Classic, Lightning
Experience, and Salesforce1
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Standard Objects are not available in Database.com
USER PERMISSIONS
To set up which fields are tracked:
•
Customize Application
SEE ALSO:
Disable Field History Tracking
You can turn off field history tracking from the object’s management settings.
Note:
You can’t disable field history tracking for an object if Apex references one of its a field on the object is referenced in Apex.
1. From the management settings for the object whose field history you want to stop tracking, go to Fields.
2. Click
Set History Tracking
.
3. Deselect Enable History for the object you are working with—for example, Enable Account
History, Enable Contact History, Enable Lead History, or Enable Opportunity History.
The History related list is automatically removed from the associated object’s page layouts.
If you disable field history tracking on a standard object, you can still report on its history data up to the date and time that you disabled tracking. If you disable field history tracking on a custom object, you cannot report on its field history.
4. Save your changes.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic, Lightning
Experience, and Salesforce1
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Standard Objects are not available in Database.com
USER PERMISSIONS
To set up which fields are tracked:
•
Customize Application
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Set Up and Maintain Your Salesforce Organization Field History Tracking
Field Audit Trail
Field Audit Trail lets you define a policy to retain archived field history data up to ten years, independent of field history tracking. This feature helps you comply with industry regulations related to audit capability and data retention.
Use Salesforce Metadata API to define a retention policy for your field history. Then use REST API,
SOAP API, and Tooling API to work with your archived data. For information about enabling Field
Audit Trail, contact your Salesforce representative.
Field history is copied from the History related list into the
FieldHistoryArchive
object and then deleted from the History related list. You define one
HistoryRetentionPolicy for your related history lists, such as Account History, to specify Field Audit Trail retention policies for the objects that you want to archive. You can then deploy the object by using the Metadata API
(Workbench or Force Migration Tool). You can update the retention policy on an object as often as you like.
You can set field history retention policies on the following objects.
•
Accounts
•
Cases
•
Contacts
•
Leads
•
Opportunities
•
Assets
•
Entitlements
•
Service Contracts
•
Contract Line Items
•
Solutions
•
Products
•
Price Books
•
Custom objects with field history tracking enabled
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, and
Unlimited Editions
USER PERMISSIONS
To specify a field history retention policy:
•
Retain Field History
Note: The
HistoryRetentionPolicy
is automatically set on the above objects, once Field Audit Trail is enabled. By default, data is archived after 18 months in a production organization, after one month in a sandbox organization, and all archived data is stored for 10 years.
You can include field history retention policies in managed and unmanaged packages.
The following fields can't be tracked.
•
Formula, roll-up summary, or auto-number fields
•
Created By and Last Modified By
•
Expected Revenue field on opportunities
•
Master Solution Title or the Master Solution Details fields on solutions
•
Long text fields
•
Multi-select fields
After you define and deploy a Field Audit Trail policy, production data is migrated from related history lists such as Account History into the
FieldHistoryArchive
object. The first copy writes the field history that’s defined by your policy to archive storage and
793
Set Up and Maintain Your Salesforce Organization Field History Tracking sometimes takes a long time. Subsequent copies transfer only the changes since the last copy and are much faster. A bounded set of
SOQL is available to query your archived data.
Note: For some time after the initial GA release, data might not be automatically deleted from the History related list and may reside in both the
FieldHistoryArchive
object and in the History related list. Salesforce reserves the right to delete archived data from the History related list in accordance with the customer-defined policy in future releases.
Note: If your organization has Field Audit Trail enabled, previously archived data isn't encrypted if you subsequently turn on
Platform Encryption. For example, your organization uses Field Audit Trail to define a data history retention policy for an account field, such as the phone number field. After enabling Platform Encryption, you turn on encryption for that field, and phone number data in the account is encrypted. New phone number records are encrypted as they are created, and previous updates to the phone number field that are stored in the Account History related list are also encrypted. However, phone number history data that is already archived in the
FieldHistoryArchive
object continues to be stored without encryption. If your organization needs to encrypt previously archived data, contact Salesforce. We will encrypt and rearchive the stored field history data, then delete the unencrypted archive.
IN THIS SECTION:
SEE ALSO:
SOAP API Developer Guide: FieldHistoryArchive
Metadata API Developer Guide: HistoryRetentionPolicy
ISVforce Guide: Overview of Packages
Force.com SOQL and SOSL Reference: SOQL with Archived Data
Examples
Set Data Retention Policy for Field History
This example demonstrates how to set a field history data retention policy by using Metadata API. You need to edit the metadata only if you want to override the default policy values (18 months of production storage and 10 years of archive storage). Setting data retention policy involves creating a metadata package and deploying it. The package consists of a
.zip
file that contains an objects
folder with the XML that defines each object’s retention policy, and a project manifest that lists the objects and the API version to use.
Note: The first copy writes the entire field history that’s defined by your policy to archive storage and might take a long time.
Subsequent copies transfer only the changes since the last copy, and will be much faster.
1. Define a field history data retention policy for each object. The policy specifies the number of months that you want to maintain field history in Salesforce, and the number of years that you want to retain field history in the archive. The following sample file defines a policy of archiving the object after six months, and keeping the archives for five years.
<?xml version="1.0" encoding="UTF-8"?>
<CustomObject xmlns="http://soap.sforce.com/2006/04/metadata">
<historyRetentionPolicy>
<archiveAfterMonths>6</archiveAfterMonths>
<archiveRetentionYears>5</archiveRetentionYears>
<description>My field history retention</description>
</historyRetentionPolicy>
<fields>
<fullName>AccountSource</fullName>
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Set Up and Maintain Your Salesforce Organization Field History Tracking
...
</CustomObject>
The file name determines the object to which the policy is applied. For example, to apply the above policy to the Account object, save the file as
Account.object
. For existing custom objects, this works the same way, with the file named after the custom object. For example: myObject__c.object
.
2. Create the project manifest, which is an XML file that’s called package.xml
. The following sample file lists several objects for which data retention policy is to be applied. With this manifest file, you expect the objects folder to contain five files:
Account.object
,
Case.object
, and so on.
<?xml version="1.0" encoding="UTF-8"?>
<Package xmlns="http://soap.sforce.com/2006/04/metadata">
<types>
<members>Account</members>
<members>Case</members>
<members>Contact</members>
<members>Lead</members>
<members>Opportunity</members>
</types>
<version>32.0</version>
</Package>
3. Create the
.zip
file and use the deploy()
function to deploy your changes to your production environment. For more information, see the Metadata API Guide .
Note: This pilot doesn’t support deployment from sandbox to production environments.
That’s it! Your field history retention policy will go into effect according to the time periods that you set.
Create a Custom Object and Set Field History Retention Policy at the Same Time
You can use Metadata API to create a custom object and set retention policy at the same time. You must specify the minimum required fields when creating a new custom object. Here’s sample XML that creates an object and sets field history retention policy:
<?xml version="1.0" encoding="UTF-8"?>
<CustomObject xmlns="http://soap.sforce.com/2006/04/metadata">
<deploymentStatus>Deployed</deploymentStatus>
<enableHistory>true</enableHistory>
<description>just a test object with one field for eclipse ide testing</description>
<historyRetentionPolicy>
<archiveAfterMonths>3</archiveAfterMonths>
<archiveRetentionYears>10</archiveRetentionYears>
<gracePeriodDays>1</gracePeriodDays>
<description>Transaction Line History</description>
</historyRetentionPolicy>
<fields>
<fullName>Comments__c</fullName>
<description>add your comments about this object here</description>
<inlineHelpText>This field contains comments made about this object</inlineHelpText>
<label>Comments</label>
<length>32000</length>
<trackHistory>true</trackHistory>
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Set Up and Maintain Your Salesforce Organization Field History Tracking
<type>LongTextArea</type>
<visibleLines>30</visibleLines>
</fields>
<label>MyFirstObject</label>
<nameField>
<label>MyFirstObject Name</label>
<type>Text</type>
</nameField>
<pluralLabel>MyFirstObjects</pluralLabel>
<sharingModel>ReadWrite</sharingModel>
</CustomObject>
Set trackHistory
to true
on the fields that you want to track and false
on the other fields.
Update Data Retention Policy for Field History
If a field history data retention policy is already defined on an object, you can update the policy by specifying a new value of
HistoryRetentionPolicy
in the metadata for that object. Once you deploy the metadata changes, the new policy overwrites the old one.
Note:
To check the current data retention policy for any object, retrieve its metadata using Metadata API and look up the value of
HistoryRetentionPolicy
.
Query Archived Data
You can retrieve archived data by making SOQL queries on the
FieldHistoryArchive
object. You can filter on the
FieldHistoryType
,
ParentId
, and
CreatedDate
fields, as long as you specify them in that order. For example:
SELECT ParentId, FieldHistoryType, Field, Id, NewValue, OldValue FROM FieldHistoryArchive
WHERE FieldHistoryType = ‘Account’ AND ParentId=’906F000000
SEE ALSO:
Metadata API Developer Guide: deploy()
Metadata API Developer Guide: CustomObject
Force.com SOQL and SOSL Reference: SOQL with Archived Data
796
Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
Monitor Debug Logs
Set trace flags to trigger logging for users, Apex classes, and Apex triggers in the Developer Console or in Setup. Monitor the resulting logs to diagnose problems in your org.
You can retain and manage debug logs for specific users, including yourself, and for classes and triggers. Setting class and trigger trace flags doesn’t cause logs to be generated or saved. Class and trigger trace flags override other logging levels, including logging levels set by user trace flags, but they don’t cause logging to occur. If logging is enabled when classes or triggers execute, logs are generated at the time of execution.
IN THIS SECTION:
To activate debug logging for users, Apex classes, and Apex triggers, configure trace flags and debug levels in the Developer Console or in Setup. Each trace flag includes a debug level, start time, end time, and log type. The trace flag’s log type specifies the entity you’re tracing.
The debug log contains information about each transaction, such as whether it was successful and how long it took. Depending on the filters set by your trace flags, the log can contain varying levels of detail about the transaction.
EDITIONS
Available in: Salesforce
Classic
Available in Enterprise,
Developer, Performance,
Unlimited, and
Database.com Editions
The Salesforce user interface and Email Services are not available in Database.com.
USER PERMISSIONS
To view, retain, and delete debug logs:
•
Manage Users
OR
View All Data
Set Up Debug Logging
To activate debug logging for users, Apex classes, and Apex triggers, configure trace flags and debug levels in the Developer Console or in Setup. Each trace flag includes a debug level, start time, end time, and log type. The trace flag’s log type specifies the entity you’re tracing.
You can retain and manage debug logs for specific users, including yourself, and for classes and triggers. Setting class and trigger trace flags doesn’t cause logs to be generated or saved. Class and trigger trace flags override other logging levels, including logging levels set by user trace flags, but they don’t cause logging to occur. If logging is enabled when classes or triggers execute, logs are generated at the time of execution.
The following are the limits for debug logs.
•
Each debug log must be 2 MB or smaller. Debug logs that are larger than 2 MB are reduced in size by removing older log lines, such as log lines for earlier
System.debug
statements.
The log lines can be removed from any location, not just the start of the debug log.
•
Each org can retain up to 50 MB of debug logs. Once your org has reached 50 MB of debug logs, the oldest debug logs start being overwritten.
Configure Trace Flags in the Developer Console
To configure trace flags and debug levels from the Developer Console, click Debug > Change Log
Levels. Then complete these actions.
•
To create a trace flag, click Add.
•
To edit an existing trace flag’s duration, double-click its start or end time.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To view, retain, and delete debug logs:
•
Manage Users
OR
View All Data
797
Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
•
To change a trace flag’s debug level, click Add/Change in the Debug Level Action column. You can then edit your existing debug levels, create or delete a debug level, and assign a debug level to your trace flag. Deleting a debug level deletes all trace flags that use it.
Create Trace Flags in Setup
1. From Setup, enter
Debug Logs
in the
Quick Find
box, then click Debug Logs.
2. Click New.
3. Select the entity to trace, the time period during which you want to collect logs, and a debug level. A debug level is a set of log levels for debug log categories: Database, Workflow, Validation, and so on. You can reuse debug levels across your trace flags.
View, Edit, or Delete Trace Flags in Setup
To manage trace flags from Setup, complete these actions.
1. Navigate to the appropriate Setup page.
•
For user-based trace flags, enter
Debug Logs
in the
Quick Find
box, then click Debug Logs.
•
For class-based trace flags, enter
Apex Classes
in the
Quick Find
box, click Apex Classes, click the name of a class, then click Trace Flags.
•
For trigger-based trace flags, enter
Apex Triggers
in the
Quick Find
box, click Apex Triggers, click the name of a trigger, then click Trace Flags.
2. From the Setup page, click an option in the Action column.
•
To delete a trace flag, click Delete.
•
To modify a trace flag, click Edit.
•
To modify a trace flag’s debug level, click Filters.
•
To create a debug level, click Edit, and then click New Debug Level.
798
Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
Configure Debug Levels in Setup
To manage your debug levels from Setup, enter
Debug Levels
in the
Quick Find
box, then click Debug Levels. To edit or delete a debug level, click an option in the Action column. To create a debug level, click New.
Collect Debug Logs for Guest Users
Your public users generate a large volume of events, which can quickly fill up your debug logs. For this reason, logs are collected for site visitors who are using your Guest User license only when a public user’s browser has a special cookie. Logging of public users’ asynchronous activity isn’t available because asynchronous requests don’t include browser cookies.
To enable logging for a guest user’s synchronous activity:
1. Ask the user to set a browser cookie with a domain of
.force.com
, a name of debug_logs
, and any value. (If you use a custom domain, ask your user to set the cookie for your domain rather than for
.force.com
.) Refer to the documentation for your user’s browser for information on adding cookies. To add cookies, your user probably needs a browser plug-in or extension for web development.
•
To set a cookie for API requests made with Java code, use the
URLConnection
class and set the cookie value as follows.
–
If you use a
.force.com
domain, use this code.
URL url = new URL("http://
yourSite
.force.com/");
URLConnection con = url.openConnection(); con.setDoOutput(true); con.setRequestProperty("Cookie", "debug_logs=debug_logs,domain=.force.com"); con.setRequestProperty("Content-Type", "text/plain; charset=utf-8"); con.connect();
–
If you use a custom domain (for example, yourCustomDomain.com
), use this code.
URL url = new URL("http://
yourCustomDomain.com
/");
URLConnection con = url.openConnection(); con.setDoOutput(true); con.setRequestProperty("Cookie", "debug_logs=debug_logs,domain=.force.com"); con.setRequestProperty("Content-Type", "text/plain; charset=utf-8"); con.connect();
•
To set a browser cookie in Google Chrome
™
:
a. Navigate to your site.
b. Open the Chrome DevTools Console by pressing Ctrl+Shift+J (Cmd+Opt+J on macOS).
c. Execute a command to set the cookie.
799
Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
–
If you use a
.force.com
domain, use this command.
document.cookie="debug_logs=debug_logs;domain=.force.com";
–
If you use a custom domain (for example, yourCustomDomain.com
), use this command.
document.cookie="debug_logs=debug_logs;domain=
yourCustomDomain.com
";
•
To set a browser cookie in other browsers, install a plug-in or extension.
2. Find the name of your site’s guest user.
a. From Setup, enter
Sites
in the
Quick Find
box, then select Sites.
b. Select your site from the Site Label column.
c. Select Public Access Settings > View Users.
3. Set a user-based trace flag on the guest user.
a. From Setup, enter
Debug Logs
in the
Quick Find
box, then click Debug Logs.
b. Click New.
c. Set the traced entity type to User.
d. Open the lookup for the Traced Entity Name field, and then find and select your guest user.
e. Assign a debug level to your trace flag.
f. Click Save.
Tip: Debug logs are for live troubleshooting. To record all site traffic, use event monitoring. For details, see the Sites section of
SOAP API Developer Guide: EventLogFile .
SEE ALSO:
View Debug Logs
USER PERMISSIONS
To use the Developer Console:
To save changes to Lightning resources:
View All Data
To execute anonymous Apex:
To use code search and run SOQL or SOSL on the query tab:
Author Apex
API Enabled
To save changes to Apex classes and triggers:
To save changes to Visualforce pages and components:
Author Apex
Customize Application
Customize Application
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
800
Set Up and Maintain Your Salesforce Organization Monitoring Scheduled Jobs
The debug log contains information about each transaction, such as whether it was successful and how long it took. Depending on the filters set by your trace flags, the log can contain varying levels of detail about the transaction.
To view a debug log, from Setup, enter
Debug Logs
in the
Quick Find
box, then select Debug Logs. Then click View next to the debug log that you want to examine. Click Download to download the log as an XML file.
SEE ALSO:
Monitoring Scheduled Jobs
The All Scheduled Jobs page lists all reporting snapshots, scheduled Apex jobs, and dashboards scheduled to refresh.
To view this page, from Setup, enter
Scheduled Jobs
in the
Quick Find
box, then select
Scheduled Jobs. Depending on your permissions, you can perform some or all of the following actions.
•
Click Del to permanently delete all instances of a scheduled job.
•
View the details of a scheduled job, such as the:
–
Name of the scheduled job
–
Name of the user who submitted the scheduled job
–
Date and time at which the scheduled job was originally submitted
–
Date and time at which the scheduled job started
–
Next date and time at which the scheduled job will run
–
Type of scheduled job
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Reporting Snapshots and
Dashboards are not available in Database.com
USER PERMISSIONS
To monitor scheduled jobs:
•
View Setup and
Configuration
Monitoring Background Jobs
You can monitor background jobs in your organization, such as when parallel sharing recalculation is running.
Parallel sharing recalculation helps larger organizations to speed up sharing recalculation of each object. If the number of impacted records from an owner-based sharing rule insert or update is less than 25,000, recalculation runs synchronously and you won’t receive an email notification when it’s completed. Owner-based sharing rule inserts and updates impacting less than 25,000 records are not available on the Background Jobs page.
To view any background jobs in your organization, from Setup, enter
Background Jobs
in the
Quick Find
box, then select Background Jobs.
The Background Jobs page shows the details of background jobs, including a percentage estimate of the recalculation progress. The Job Type column shows the background job that’s running, such as
Organization-Wide Default Update
. The Job Sub Type column shows the affected object, such as
Account
or
Opportunity
.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To monitor background jobs:
•
View Setup and
Configuration
801
Set Up and Maintain Your Salesforce Organization Enable Your Users to Work on Mobile Devices
Note: You can only monitor background jobs on this page. Contact Salesforce to abort a background job.
SEE ALSO:
Asynchronous Parallel Recalculation of Sharing Rules
Enable Your Users to Work on Mobile Devices
Salesforce provides several mobile apps to keep you and your users connected and productive, no matter where you are.
IN THIS SECTION:
Put Salesforce1 In Your Users' Hands
The Salesforce1 mobile app enables your users to stay productive on the go.
Help Users From Anywhere With SalesforceA
SalesforceA is a mobile app for Salesforce administrators. When you’re away from your desk, you can use your phone or tablet to perform essential administration tasks like resetting passwords, freezing users, and viewing current system status.
Salesforce Chatter is a downloadable app for Windows 10 Anniversary Edition users. Salesforce Chatter combines Chatter feeds and posting functionality with the power of an app optimized for Windows 10 users.
Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic helps your teams succeed by allowing users to access their latest Salesforce data, whenever and wherever they need it, directly from Android
™
and iPhone
®
devices.
View a Mobile User’s Push Registration Information
With the Mobile Push Registrations Page, you can view any user's push registration information for general troubleshooting.
Put Salesforce1 In Your Users' Hands
The Salesforce1 mobile app enables your users to stay productive on the go.
IN THIS SECTION:
Salesforce1 Mobile App Setup Options
See the many options for customizing the Salesforce1 mobile app, to make it an effective on-the-go tool for your users’ business needs.
Set Up the Salesforce1 Mobile App with the Salesforce1 Wizard
The Salesforce1 Wizard provides an easy way to complete the essential setup tasks for Salesforce1. After you’ve set up Salesforce1 with this wizard, your sales reps can use Salesforce1 to run their business from their mobile devices.
Control Access to the Salesforce1 Mobile App
You can control your organization’s access to the Salesforce1 downloadable apps and the Salesforce1 mobile browser app.
802
Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Salesforce1 and Password Manager Apps
Good security practices require long, complex passwords. But typing long, complex passwords on small mobile keyboards is error prone and frustrating. Effectively, your users are penalized for being secure. Well, if your org uses password management, your
Salesforce1 for iOS users are free to leave the penalty box. With version 11.0 or later of the Salesforce1 downloadable app for iOS, users can use a password manager app to simplify the login process down to a few taps.
Salesforce1 Mobile App Navigation Menu
Learn about the items that can appear in the Salesforce1 navigation menu. You can customize most aspects of the navigation menu for your organization.
Salesforce1 Mobile App Notifications
Notifications let your users know when certain events occur in Salesforce. For example, notifications let users know when they receive approval requests or when someone mentions them in Chatter.
Work Offline with the Salesforce1 Mobile App
Your mobile users' productivity doesn't have to stop when there's no connectivity. When you enable caching and Offline Edit for
Salesforce1, users can keep working, unimpeded by a subway commute, FAA regulations, capricious cellular signals, or bunker-style buildings. Offline access is available for the Salesforce1 downloadable apps. The beta version of Offline Edit requires version 10.0 of the Salesforce1 for Android downloadable app or the Salesforce1 for iOS downloadable app.
Enable Visualforce Pages for the Salesforce1 Mobile App
You can use Visualforce to extend the Salesforce1 app and give your mobile users the functionality that they need while on the go.
Before adding a Visualforce page to Salesforce1, make sure the page is enabled for mobile use or it won’t be available in the mobile apps.
Your Org’s Branding in the Salesforce1 Mobile App
You can customize the Salesforce1 mobile app to match some aspects of your company’s branding, so the app is more recognizable to your mobile users. Custom branding is displayed in all of the Salesforce1 apps.
Test Current Network Conditions from the Salesforce1 Downloadable App
Do your users ever ask why the Salesforce1 mobile app is snappy in some locations but a little sluggish in others? Obviously the condition of a network can affect how Salesforce1 performs. If a user experiences issues with the Salesforce1 downloadable app for iOS, version 10.0.2 or later, have him test his network so you can rule it out as the source of the problem.
What’s Different or Not Available in the Salesforce1 Mobile App
The Salesforce1 mobile app doesn’t include all the functionality that’s available in the full Salesforce site, whether your org is using
Lightning Experience or Salesforce Classic. Learn about the Salesforce features that aren’t available in Salesforce1, that have functional gaps from what you’re used to in the full site, or that work differently in Salesforce1.
803
Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Salesforce1 Mobile App Setup Options
See the many options for customizing the Salesforce1 mobile app, to make it an effective on-the-go tool for your users’ business needs.
All Salesforce1 customization options are available from the Setup menu. For your convenience, you can access many Salesforce1 settings pages more quickly from the Salesforce1 Quick Start setup page. In Salesforce Classic, from Setup, click Salesforce1 Quick Start (near the top of the
Setup menu). In Lightning Experience, from Setup, enter
Salesforce1 Quick Start
in the
Quick Find
box, then select Salesforce1 Quick Start.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Note:
We recommend using Google Chrome for the Salesforce1 Quick Start setup page.
Microsoft Internet Explorer 9 or later and Mozilla Firefox are also supported.
Here are the Salesforce1 customization options you can consider for your organization.
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
•
Do some basic setup using the Salesforce1 Wizard. From the Salesforce1 Quick Start page, click
Launch Quick Start Wizard.
•
Define the users who can access Salesforce1.
Available in Salesforce
Classic in: All editions except
Database.com
–
For the downloadable apps, from the Salesforce1 Quick Start page, click App Security
Controls.
–
For the mobile browser app, from the Salesforce1 Quick Start page, click Mobile Browser Option.
•
Customize how data appears in Salesforce1. Unless otherwise specified, you can access these customizations from the management settings for the object whose data you want to customize.
–
Optimize your page layouts so they display well on mobile devices. You can modify existing page layouts or create new, mobile-friendly page layouts. From the appropriate object management settings, go to Page Layouts.
–
Add expanded lookups, components (including the Twitter component), or Visualforce pages to the Mobile Cards section of a page layout to have them display as mobile cards in Salesforce1. From the appropriate object management settings, go to Page
Layouts.
–
Make sure that Visualforce pages are enabled for use in Salesforce1, so they’ll display in the app. From Setup, enter
Visualforce Pages
in the
Quick Find
box, then select Visualforce Pages. Click Edit next to the name of a page, and select
Available for Salesforce mobile apps
.
–
Define the fields that show up in an object’s record highlight area and in related list preview cards by creating custom compact layouts. From the appropriate object management settings, go to Compact Layouts.
–
Verify that your existing search layouts populate Salesforce1 search results with the desired fields. From the appropriate object management settings, go to Search Layouts.
•
Make it easy and efficient to work in the field by creating actions that are tailored to your specific business activities and use cases.
–
Enable actions in the publisher for your organization. From Setup, enter
Chatter Settings
in the
Quick Find
box, then select Chatter Settings. Select the
Enable Actions in the Publisher
checkbox. (This option assumes that your organization has Chatter enabled and that you want the actions you create to display in the Chatter publisher. If your organization doesn’t have Chatter enabled, you can still use actions but they only display in Salesforce1 and not in the full
Salesforce site.)
Note:
If actions in the publisher aren’t enabled, only standard Chatter actions (Post, File, Link, Poll, and Thanks) appear in the Chatter publisher in the full Salesforce site. When Chatter is enabled but actions in the publisher aren’t, standard Chatter actions and nonstandard actions appear in the Salesforce1 action bar and in third-party apps that use action lists.
Nonstandard actions include Create, Update, Log a Call, custom actions, and Mobile Smart Actions.
804
Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
–
Create global actions that allow users to add new object records with no automatic relationship to other records. From Setup, enter
Global Actions
in the
Quick Find
box, then select Global Actions. To customize the fields that are used by global actions, click Layout on the Global Actions page.
Then add the new actions to the Salesforce1 and Lightning Experience Actions section of the global publisher layout so that they appear in Salesforce1. From Setup, enter
Publisher Layouts
in the
Quick Find
box, then select Publisher
Layouts.
–
Create object-specific actions that allow users to add new records or update data in existing records. From the management settings for the object that you want to add an action to, go to Buttons, Links, and Actions. To customize the fields used by an object-specific action, click Layout on the Buttons, Links, and Actions page.
Then add the new actions to the Salesforce1 and Lightning Experience Actions section on the appropriate object page layout.
•
Customize the options that are available in the Salesforce1 navigation menu, and the order in which items appear. From the Salesforce1
Quick Start page, click Navigation Menu.
•
Help keep Salesforce1 users aware of important Salesforce activities by enabling in-app and push notifications. From the Salesforce1
Quick Start page, click Notification Options.
•
Integrate third-party apps into the Salesforce1 navigation menu by adding Lightning page tabs for the Lightning pages deployed to your organization. From Setup, enter
Tabs
in the
Quick Find
box, select Tabs, and then click New on the Lightning Page
Tabs related list.
•
Customize Salesforce1 to match the look and feel of your company’s branding. From the Salesforce1 Quick Start page, click Salesforce1
Branding.
•
Allow the Salesforce1 downloadable apps to automatically cache frequently accessed Salesforce data to secure, persistent storage, so users can view data when their devices are offline. (This option is turned on by default.) From the Salesforce1 Quick Start page, click Offline Cache.
You can also check out the
Salesforce1 Mobile App Admin Guide
, which walks you through using the Salesforce1 declarative tools in Setup to get your organization ready for the Salesforce1 mobile experience.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Set Up the Salesforce1 Mobile App with the Salesforce1 Wizard
The Salesforce1 Wizard provides an easy way to complete the essential setup tasks for Salesforce1.
After you’ve set up Salesforce1 with this wizard, your sales reps can use Salesforce1 to run their business from their mobile devices.
Note: We recommend using Google Chrome for the Salesforce1 Wizard and the Salesforce1
Setup page. Microsoft Internet Explorer 9 or later and Mozilla Firefox are also supported.
If you’re using Lightning Experience:
1. From Setup, click Launch Wizard in the Set Up Salesforce1 tile in the quick access carousel.
If you’re using Salesforce Classic:
1. From Setup, click Salesforce1 Quick Start.
2. On the Salesforce1 Setup page, click Launch Quick Start Wizard.
Note: Although the Salesforce1 Wizard gets you up and running with basic setup tasks, it doesn’t include all Salesforce1 setup tasks. For example, although you can rearrange global quick actions via the wizard, the Salesforce1 action bar and action menu can include other types of actions such as object-specific quick actions and standard Chatter actions, depending on the context.
After you’ve finished the wizard, you’ll be directed to the Salesforce1 Quick Start setup page, which provides easy access to Salesforce1 setup pages and documentation. For settings that are configured on a single page, the Quick Start page includes direct links to those pages. In cases where the settings are available on multiple pages in Setup, we’ve provided links to relevant documentation about the setting.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To use the Salesforce1 wizard:
•
Customize Application
SEE ALSO:
Put Salesforce1 In Your Users' Hands
Control Access to the Salesforce1 Mobile App
You can control your organization’s access to the Salesforce1 downloadable apps and the Salesforce1 mobile browser app.
Based on your organization’s configuration, you can:
•
Enable or disable access to the Salesforce1 mobile browser app. From Setup, enter
Salesforce1 Settings
in the
Quick Find
box, then select Salesforce1 Settings.
See
Enable the Salesforce1 Mobile Browser App .
•
Control who can access the Salesforce1 downloadable apps, and configure other security policies. From Setup, enter
Connected Apps
in the
Quick Find
box, then select the
option for managing connected apps. See User Access and Security Policies for the Salesforce1
.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
User Access and Security Policies for the Salesforce1 Downloadable Apps
The Salesforce1 downloadable apps are connected apps. As a result, you can control the users who have access to the apps, as well as other security policies. By default, all users in your organization can log in to the Salesforce1 downloadable apps.
You can control security and access policies for each of the Salesforce1 downloadable apps, using settings components that are installed from the managed Salesforce1 connected apps package.
These components need to be installed in Salesforce:
•
Salesforce1 for Android
•
Salesforce1 for iOS
These components are automatically installed when one of your users installs a Salesforce1 downloadable app from the App Store or Google Play on a mobile device and authenticates with your organization by logging in to the mobile app.
Alternatively, you can manually install the Salesforce1 and Chatter Apps connected apps package so you can review and modify the default security and access settings before rolling out the
Salesforce1 downloadable apps to your users.
When the Salesforce1 connected apps components are installed, they’re added to the Connected
Apps page. (From Setup, enter
Connected Apps
in the
Quick Find
box, then select the option for managing connected apps.) Here, you can view and edit the settings for each of the apps, including controlling user access with profiles, permissions, and IP range restrictions. An error message is displayed if a restricted user attempts to log in to a Salesforce1 downloadable app.
Push notifications for the Salesforce1 downloadable apps aren’t managed from the Connected
Apps page. To manage these settings, from Setup, enter
Notifications
in the
Quick
Find
box, then select Salesforce1 Notifications.
Offline access is enabled by default when one of the Salesforce1 downloadable apps is installed.
To manage these settings, from Setup, enter
Offline
in the
Quick Find
box, then select
Salesforce1 Offline.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To edit your Salesforce1 downloadable app settings:
•
Customize Application
To view your Salesforce1 downloadable app settings:
•
View Setup and
Configuration
SEE ALSO:
Salesforce1 Connected App Attributes
Enable Salesforce1 Mobile App Notifications
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Salesforce1 Connected App Attributes
The following custom attributes are available for the Salesforce1 for Android and iOS downloadable apps, which are also connected apps.
Several of the Salesforce1 custom attributes have a default value that automatically applies when a user logs in to a Salesforce1 downloadable app. If the default values are appropriate for your org, you’re all set.
To change a default value, or configure an attribute that doesn’t have a default setting, go to Setup in the full Salesforce site. Enter
Connected Apps
in the
Quick Find
box, select Connected
Apps, then click Salesforce1 for Android or Salesforce1 for iOS. In the Custom Attributes section on the connected app page, click New and enter the attribute name and value.
Important: Remember to wrap attribute values in quotation marks.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
Attribute Key
CALL_HISTORY
DISABLE_EXTERNAL_PASTE
FORCE_EMAIL
_CLIENT_TO
Attribute Value
•
DISABLED
•
ADMIN_DEFINED
•
SIMPLE
•
•
TRUE
FALSE
The email app’s URI scheme.
Can differ by platform. For example, here's an Android URI
Platform
Android
Description
•
If set to
DISABLED
, removes call logging from the navigation menu.
•
If set to
ADMIN_DEFINED
, enables native
Android call logging.
•
If set to
SIMPLE
, enables Aura call logging.
Android, iOS
Android, iOS
•
If set to
TRUE
, lets users copy and paste within
Salesforce1, but disables copying within and pasting outside of
Salesforce1.
•
If set to
FALSE
(default if attribute value isn't defined), lets users copy and paste within and outside of
Salesforce1.
If a user taps on an email action in Salesforce1, the user is directed to the
USER PERMISSIONS
To edit your Salesforce1 downloadable app settings:
•
Customize Application
To view your Salesforce1 downloadable app settings:
•
View Setup and
Configuration
808
Set Up and Maintain Your Salesforce Organization
Attribute Key
SHOW_OPEN_IN
SHOW_PRINT
Put Salesforce1 In Your Users' Hands
Attribute Value
scheme example for Blue Mail, and an iOS
URI scheme example for Gmail.
Android: https://play.google.com/store
/apps/details?id
=me.bluemail.mail&hl iOS: googlegmail:///co?to=
Platform
•
•
•
•
TRUE
FALSE
TRUE
FALSE iOS iOS
Description
email app specified in the attribute value.
You can specify one email app only.
The attribute value you enter depends on the email app and the device platform.
•
For Android, use the URI listed in the Google Play Store for the desired email app.
•
For iOS, do an Internet search to locate the URI scheme for the desired email app. For example, search for
iOS
Mail URI scheme
.
•
If set to
TRUE
, lets users share a file from Salesforce1 via a link to the file, or open a Salesforce file in a third-party app.
•
If set to
FALSE
, disables users from sharing a file from
Salesforce1 or opening a
Salesforce file in a third-party app.
•
If set to
TRUE
, lets users print from Salesforce1.
•
If set to
FALSE
, disables printing from Salesforce1.
Tip:
Connected app attribute changes take effect when users force quit Salesforce1 or when they log in to a new session. To ensure that new or modified settings take effect for all users, we recommend that you revoke access to Salesforce1 so everyone is required to log in again.
We also recommend that you warn users about the changes you intend to make, especially if you’re going to restrict activities that were previously available. Salesforce1 doesn’t display messages or indicators that connected app settings have changed.
SEE ALSO:
User Access and Security Policies for the Salesforce1 Downloadable Apps
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Enable the Salesforce1 Mobile Browser App
You can control whether users can access the Salesforce1 mobile browser app when they log in to
Salesforce from a supported mobile browser. By default, the mobile browser app is turned on for your organization.
EDITIONS
Important: Use of the Salesforce Classic full site in a mobile browser isn’t supported. While you can disable the Salesforce1 mobile browser app for your organization, and individual users can turn off the mobile browser app for themselves, regular use of the full site in a mobile browser isn’t recommended. Your users may experience problems that Salesforce
Customer Support won’t investigate.
It’s not possible to access the Lightning Experience full site from any mobile browser.
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
1. From Setup, enter
Salesforce1 Settings
in the
Quick Find
box, then select
Salesforce1 Settings.
2. Select
Enable the Salesforce1 mobile browser app
to allow all users in your organization to access the app. Deselect this option to turn off access to the app.
3. Click Save.
When this option is turned on, users who log in to Salesforce from a supported mobile browser are automatically directed to the Salesforce1 interface. Logging in from an unsupported mobile browser loads the Salesforce Classic full site, even when this option is selected.
In most cases, logging in from an unsupported mobile browser loads the Salesforce Classic full site, even if the
Enable the Salesforce1 mobile browser app
option is enabled.
There are two exceptions for iPhone and iPad users, however. Users can access the mobile browser app from Google Chrome for iOS or the Gmail for iOS app’s webview, but using Salesforce1 in these environments isn’t supported.
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To view Salesforce1 mobile browser app settings:
•
View Setup and
Configuration
To modify Salesforce1 mobile browser app settings:
•
Customize Application
Modify All Data
Salesforce1 and Password Manager Apps
Good security practices require long, complex passwords. But typing long, complex passwords on small mobile keyboards is error prone and frustrating. Effectively, your users are penalized for being secure. Well, if your org uses password management, your Salesforce1 for iOS users are free to leave the penalty box. With version 11.0 or later of the Salesforce1 downloadable app for iOS, users can use a password manager app to simplify the login process down to a few taps.
Salesforce1 for iOS integrates with 1Password
™
, LastPass
™
, or other password manager apps that support the iOS password manager extension. After you set up password management for your org, Salesforce1 users simply tap on the login page then select a password manager app from the list.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Salesforce1 Mobile App Navigation Menu
Learn about the items that can appear in the Salesforce1 navigation menu. You can customize most aspects of the navigation menu for your organization.
The icon in the Salesforce1 header opens the navigation menu.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
If the default navigation menu doesn’t meet your users’ needs, you can easily customize it. From Setup, enter
Navigation
in the
Quick Find
box, then select Salesforce1 Navigation.
Depending on your organization’s settings, the menu can contain:
Menu Item
Approval Requests
Canvas apps
Chatter
Dashboards
Events
Description
Displays a list of the user’s pending approvals. Users can tap an approval item and approve or reject it from within Salesforce1. Available in the Salesforce1 downloadable app for iOS and the Salesforce1 mobile browser app.
Appears for organizations that have enabled a canvas app to appear in the Salesforce1 navigation menu.
The user’s main feed. Appears for organizations that have Chatter enabled.
Availability depends on edition and user permissions. If you don’t add this item to the navigation menu, dashboards are automatically included in the set of Smart Search Items instead and the
Dashboards item is available from the Recent section.
Lists events owned by the user, that the user created for him- or herself, and that the user or a user’s groups are invited to. If you don’t add this item to the navigation menu, events are automatically included in the set of Smart Search Items instead and the Events item is available from the Recent section.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Menu Item
Forecasts
Groups
Lightning component tabs
Lightning pages
News
Notes
Paused Flow Interviews
People
Reports
Smart Search Items
Description
Displays the Forecasts app, a helpful tool for every member of a sales team to keep track of forecast data and monitor progress towards quota. Available in the Salesforce1 downloadable app for iOS only.
Note: Your org must have Collaborative Forecasts enabled. If your org uses Customizable
Forecasts, the Forecasts item isn’t available to add to the navigation menu.
Appears for organizations that have Chatter enabled. If you don’t add this item to the navigation menu, groups are automatically included in the set of Smart Search Items instead and the Groups item is available from the Recent section.
Only custom Lightning components that have a Lightning component tab associated with them can appear in the Salesforce1 navigation menu.
Custom app pages.
Displays the News app, a one-stop place for news and other insights about the user’s accounts, contacts, leads, and opportunities.
Displays the Notes app. If you don’t add this item to the navigation menu, notes are automatically included in the set of Smart Search Items instead and the Notes item is available from the Recent section.
Displays a list of flow interviews that the user paused. An interview is a running instance of a flow.
Users can tap an interview and resume or delete it from within Salesforce1. Available in the Salesforce1 mobile browser app only.
Appears for organizations that have Chatter enabled. If you don’t add this item to the navigation menu, profiles are automatically included in the set of Smart Search Items instead and the People item is available from the Recent section.
Availability depends on edition and user permissions. If you don’t add this item to the navigation menu, reports are automatically included in the set of Smart Search Items instead and the Reports item is available from the Recent section.
Adds standard and custom Salesforce objects to the Recent section in the menu. This item also adds a set of the user’s recently accessed objects to the Recent section and adds the More item so users can access all the objects they have permission to use and that are supported in Salesforce1. If you don’t include this item in the navigation menu, users can’t access any objects on the navigation menu.
Note: Smart Search Items is required for users to get search results in the Salesforce1 downloadable app for Android. Users of the Salesforce1 downloadable app for iOS and the
Salesforce1 mobile browser app are able to search for records if this option is omitted from the navigation menu.
If your users don’t yet have a history of recent objects, they initially see a set of default objects in the
Recent section. It can take up to 15 days for the objects that users work with regularly in both
Salesforce1 and the full Salesforce site to appear in the Recent section. To make objects appear under
Recent sooner, users can pin them from the search results screen in the full site.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Menu Item
Tasks
Today
Visualforce page tabs
Description
Lists of a user’s open and closed tasks and tasks that have been delegated. If you don’t add this item to the navigation menu, tasks are automatically included in the set of Smart Search Items instead and the Tasks item is available from the Recent section.
An app that helps users plan for and manage their day by integrating mobile calendar events with associated Salesforce tasks, accounts, and contacts. The app also allows users to instantly join conference calls, quickly log notes about events, and more. Available in the Salesforce1 downloadable apps only.
Only Visualforce pages with the
Available for Salesforce mobile apps and
Lightning pages
checkbox selected will display in Salesforce1.
Things to Keep in Mind
•
You can’t set different menu configurations for different types of users.
•
Anything represented by a tab in Salesforce—such as standard and custom objects, Visualforce pages, the Chatter feed, People, or
Groups—is visible for a user in the Salesforce1 menu, based on the user’s profile settings. For example, if a user is assigned to a profile that has the Groups tab set to Tab Hidden, the user won’t see the Groups menu item in Salesforce1, even though an administrator has included it in the menu.
•
The navigation menu in a community isn’t controlled via the Navigation Menu settings page. Instead, the tabs that are specified in
Tabs & Pages in the community’s administration settings determine the contents of the community’s navigation menu.
SEE ALSO:
Customize the Salesforce1 Navigation Menu
Notes About the Salesforce1 Navigation Menu
Enable Visualforce Pages for the Salesforce1 Mobile App
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Customize the Salesforce1 Navigation Menu
Customize your users’ mobile Salesforce experience by selecting the menu items, apps, Visualforce pages, or Lightning pages to display in the Salesforce1 navigation menu.
Note: Before you can include Visualforce pages, Lightning pages, or Lightning components in the Salesforce1 navigation menu, create tabs for them. From Setup, enter
Tabs
in the
Quick Find
box, then select Tabs.
1. From Setup, enter
Navigation
in the
Quick Find
box, then select Salesforce1
Navigation
2. Select items in the Available list and click Add.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To customize the Salesforce1 navigation menu:
•
Customize Application
3. Sort items by selecting them and clicking Up or Down.
The order you put items in the Selected list is the order that they display in the navigation menu.
Note:
The first item in the Selected list becomes your users’ Salesforce1 landing page.
4. Click Save.
Once saved, the navigation menu items and their order should be reflected in Salesforce1. You may need to refresh to see the changes.
Tip: When organizing the menu items, put the items that users will use most at the top. The Smart Search Items element can expand into a set of eight or more menu items and it might end up pushing other elements below the scroll point if you put it
815
Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands near the top of the menu. Anything you put below the Smart Search Items element appears in the Apps section of the navigation menu.
SEE ALSO:
Salesforce1 Mobile App Navigation Menu
Notes About the Salesforce1 Navigation Menu
Enable Visualforce Pages for the Salesforce1 Mobile App
Notes About the Salesforce1 Navigation Menu
Some objects are excluded from the Recent section in the Salesforce1 navigation menu, even if you accessed them recently.
•
People, groups, notes, dashboards, reports, tasks, and events, if these items were added directly to the navigation menu
•
List views, which are shown only on object home pages, not in the navigation menu
•
Objects that aren’t available in Salesforce1, including any objects that don’t have a tab in the full Salesforce site
About the Dashboards, Reports, Notes, Tasks, Events, Groups, and People
Menu Items
If you opt to add the Dashboards, Reports, Notes, Tasks, Events, Groups, or People items to the
Selected list for the Salesforce1 navigation menu, these items appear in the order you specify, just like Today and other individual menu items.
If you don’t add these items to the navigation menu, however, they’re automatically included in the Smart Search Items set of objects and show up in the Recent section of the navigation menu.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
Pin an Object into the Recent Section
Users can customize the objects that appear in the Recent section of the Salesforce1 navigation menu. If they search for an object in the full site, they can hover their mouse over the object name and click to pin it to the top of the search results. The order of pinned objects in the full site determines the order of the objects that stick to the top of the Recent section of the navigation menu. However, pinning objects in this way causes the unpinned objects remaining in the Recent section to drop into the More element.
Smart Search Items and Search Results in Salesforce1
Smart Search Items adds standard and custom Salesforce objects to the Recent section of the navigation menu. Removing Smart Search
Items from the navigation menu means Salesforce1 users can’t access objects (including object home pages and list views) from the menu.
Removing Smart Search Items also impacts search options in Salesforce1. Because object home pages aren’t available, it’s not possible to run object-specific searches. The impact on global search depends on the Salesforce1 app.
•
With the Salesforce1 downloadable app for iOS and the Salesforce1 mobile browser app, users can find and access their records from global search results.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
The Salesforce1 downloadable app for Android requires Smart Search Items for global search to work. If Smart Search Items is omitted from the navigation menu, Android users can’t locate records using global search.
SEE ALSO:
Salesforce1 Mobile App Navigation Menu
Customize the Salesforce1 Navigation Menu
Salesforce1 Mobile App Notifications
Notifications let your users know when certain events occur in Salesforce. For example, notifications let users know when they receive approval requests or when someone mentions them in Chatter.
These types of notifications can appear to Salesforce1 users.
•
In-app notifications keep users aware of relevant activity while they’re using Salesforce1. By tapping , a user can view the 20 most recent notifications received within the last 90 days.
EDITIONS
Salesforce1 mobile app available in: All editions except Database.com
If Salesforce Communities is enabled for your organization, users see notifications from all of the communities they’re members of. To help users easily identify which community a notification came from, the community name is listed after the time stamp.
•
Push notifications are alerts that appear on a mobile device when a user has installed the Salesforce1 downloadable app but isn’t using it. These alerts can consist of text, icons, and sounds, depending on the device type. If an administrator enables push notifications for your organization, users can choose individually whether to receive push notifications on their devices.
Including Full Content in Push Notifications
Note: Some notifications include text that your users enter in Salesforce. To ensure that sensitive information isn’t distributed through a third-party service without proper authorization, push notifications include minimal content (such as a user’s name) unless you enable full content in push notifications.
For example, suppose an in-app notification reads: “Allison Wheeler mentioned you: @John Smith, heads-up! New sales strategy for Acme account.” By default, the equivalent push notification would be “Allison Wheeler mentioned you.” However, if you enabled full content in push notifications, this push notification would include the same (full) content as the in-app notification.
SEE ALSO:
Enable Salesforce1 Mobile App Notifications
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Enable Salesforce1 Mobile App Notifications
Allow all users in your organization to receive mobile notifications about events in Salesforce, for example when they receive approval requests or when someone mentions them in Chatter.
1. From Setup, enter
Salesforce1 Notifications
in the
Quick Find
box, then select Salesforce1 Notifications.
2. Select the notifications that you want your Salesforce1 users to receive.
3. If you’re authorized to do so for your company, select
Include full content in push notifications
.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
4. Click Save.
If you selected the option to include full content in push notifications, a pop-up appears displaying terms and conditions. If you click OK, you’re agreeing to the terms and conditions on behalf of your company.
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
A user can receive approval requests in Salesforce1 notifications only when the user receives approval requests as email notifications. You or your user can change the
Receive Approval
Request Emails
user field to set this preference.
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
SEE ALSO:
Salesforce1 Mobile App Notifications
To view notifications settings:
•
View Setup and
Configuration
Work Offline with the Salesforce1 Mobile App
To modify notifications settings:
•
Customize Application
Your mobile users' productivity doesn't have to stop when there's no connectivity. When you enable caching and Offline Edit for Salesforce1, users can keep working, unimpeded by a subway commute,
FAA regulations, capricious cellular signals, or bunker-style buildings. Offline access is available for the Salesforce1 downloadable apps. The beta version of Offline Edit requires version 10.0 of the Salesforce1 for Android downloadable app or the Salesforce1 for iOS downloadable app.
Manage Salesforce1 caching and Offline Edit from Setup—enter
Salesforce1
in the
Quick Find
box, then select Salesforce1
Offline.
IN THIS SECTION:
Access Data in Salesforce1 While Offline
With caching in Salesforce1 enabled, your Salesforce1 downloadable app users can see important data when working offline or when the mobile app can’t connect to Salesforce. Salesforce1 caches a set of a user’s recently accessed records so they're available for viewing without a connection. And much of the data that a user accesses throughout a Salesforce1 session is also added to the cache. Cached data is encrypted and stored in a secure, persistent data store.
Create, Edit, and Delete Records in Salesforce1 While Online or Offline (Beta)
Whether online or offline, Salesforce1 downloadable app users can create, edit and delete records and keep track of all of the changes from the Pending Changes page. Salesforce1 automatically syncs those pending changes to Salesforce and warns the user if there are conflicts that need to be resolved. The beta version of Offline Edit requires version 10.0 of Salesforce1 for Android or Salesforce1 for iOS.
Data and UI Elements That Are Available When Salesforce1 is Offline
With Salesforce1 caching and Offline Edit, Salesforce1 downloadable app users can work with many of their frequently accessed objects and records while offline. Here’s the list of data and Salesforce1 user interface elements that are available offline.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Enable Offline Access and Edit for Salesforce1
With just a few clicks, you can protect your Salesforce1 users against the vagaries of mobile connectivity. You can enable two levels of offline access: caching frequently accessed records, so users can view data while offline, and Offline Edit, so users can create, edit, and delete records while offline. Offline access is available in the Salesforce1 downloadable apps only. The beta version of Offline
Edit is available in the Salesforce1 downloadable apps for Android and iOS version 10.0 or later.
SEE ALSO:
Offline Access: What’s Different or Not Available in Salesforce1
Access Data in Salesforce1 While Offline
With caching in Salesforce1 enabled, your Salesforce1 downloadable app users can see important data when working offline or when the mobile app can’t connect to Salesforce. Salesforce1 caches a set of a user’s recently accessed records so they're available for viewing without a connection. And much of the data that a user accesses throughout a Salesforce1 session is also added to the cache. Cached data is encrypted and stored in a secure, persistent data store.
Caching in Salesforce1 is enabled the first time someone in your org installs one of the Salesforce1 downloadable apps.
The contents of a user’s cache determines the data that’s accessible when the user’s mobile device is offline. Let’s look at how the cache is initially populated and then updated throughout a Salesforce1 session.
Note: A Salesforce1 session is the time between logging in to and out of the app. Putting the app in the background by switching away to a different app doesn't end a session.
•
When a user logs in to Salesforce1, the cache is empty. If the user’s device goes offline with an empty cache, no Salesforce data is available.
•
Users can quickly populate the cache with a default set of most recently accessed records in two ways. Users can put Salesforce1 in the background by switching away to a different app or navigating to the device home screen to populate their cache. Or users can go to the Salesforce1 navigation menu, select Settings > Offline Cache > Cache Now.
Tip: We recommend that your users populate their cache each time they log in to Salesforce1 so they’re guaranteed to have a meaningful set of available data when offline.
Depending on the size and complexity of a user’s records, caching can take a few seconds to a couple of minutes. If the user goes offline before the cache is fully updated, some of the expected records won’t be available.
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Populating the cache collects recently accessed records for the first five objects listed in the Recent section of the user’s Salesforce1 navigation menu, plus the user’s recent tasks and dashboards. For the first five objects listed in the Recent section of the Salesforce1 navigation menu, up to 30 most recently accessed records are cached per object. For tasks and dashboards, the tasks listed under
My Tasks and the five most recently accessed dashboards are cached. Recently accessed records are determined by a user's activities in both Salesforce1 and the full Salesforce site, including Salesforce Classic and Lightning Experience.
After users initially populate their cache, users can refresh their cache in two ways. If the last cache refresh is more than one hour old, users can put Salesforce1 in the background by switching away to a different app or navigating to the device home screen to refresh the cache. Or users can manually refresh the cache by going to the Salesforce1 navigation menu, select Settings > Offline
Cache > Cache Now.
•
Throughout a Salesforce1 session, many of the other records that the user accesses are also added to the cache. (Not all Salesforce
data is available offline—see Data and UI Elements That Are Available When Salesforce1 is Offline
.)
•
A record remains in the user’s cache for 30 days. Each time the same record is accessed, the clock resets. But if the record isn’t touched within 30 days, it’s automatically removed from the cache and won’t be available offline until the user accesses the record again.
•
Logging out of Salesforce1 removes all data from the cache. The next time the user logs in, the process of generating the cache starts over.
SEE ALSO:
Data and UI Elements That Are Available When Salesforce1 is Offline
Enable Offline Access and Edit for Salesforce1
Create, Edit, and Delete Records in Salesforce1 While Online or Offline (Beta)
Offline Access: What’s Different or Not Available in Salesforce1
Create, Edit, and Delete Records in Salesforce1 While Online or Offline (Beta)
Whether online or offline, Salesforce1 downloadable app users can create, edit and delete records and keep track of all of the changes from the Pending Changes page. Salesforce1 automatically syncs those pending changes to Salesforce and warns the user if there are conflicts that need to be resolved. The beta version of Offline Edit requires version 10.0 of Salesforce1 for Android or Salesforce1 for iOS.
Note: This release contains a beta version of Offline Edit, which means it’s a high-quality feature with
this feature in your org, see Enable Offline Access and Edit for Salesforce1
. Offline Edit isn’t generally available unless or until
Salesforce announces its general availability in documentation or in press releases or public statements. We can’t guarantee general availability within any particular time frame or at all. Make your purchase decisions only based on generally available products and features. You can provide feedback and suggestions for Offline Edit in the IdeaExchange in the Success Community .
Keep Track of Updates
Users can keep track of all changes made while online or offline from the Pending Changes page. This page is available from the Salesforce1 navigation menu.
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Understanding the Status of Updates
To help users monitor the status of changes made while online or offline, visual indicators display in several places in Salesforce1, including: the Pending Changes page, object home pages, and in the highlights area on updated records.
•
: Indicates that there are no conflicts to changes made while online or offline. Records disappear from the Pending Changes page after successfully syncing to Salesforce.
•
: Indicates that there are conflicts to changes that must be resolved.
–
If the changes are made while online, the appears immediately to indicate that there are conflicts.
–
If the changes are made while offline, the appears when network connectivity is restored to indicate that there are conflicts.
Pending changes may contain conflicts for several reasons:
–
Validation rule error
–
Apex trigger error
–
Workflow rule error
–
Duplicate rule error
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If users encounter conflicts when saving a record, whether online or offline, they must go to the Pending Changes page to see the details of the error. Users can tap on a record where appears, and they are taken to a Conflict Resolution page to resolve the issue. After the conflict is resolved, the record disappears from the Pending Changes page after successfully syncing to Salesforce.
•
: Indicates that an error has occurred.
–
If the changes are made while online, the appears immediately to indicate an error.
–
If the changes are made while offline, the appears when network connectivity is restored to indicate an error.
When users tap on a record where appears, they are taken to the edit page of that record to fix the error.
While rare in occurrence, sometimes an error is irreconcilable. For example, if an edit is made to a record while offline and someone else deleted that record from Salesforce, the that appears on that change is irreconcilable. In this scenario, users can only dismiss the irreconcilable change from the Pending Changes page.
SEE ALSO:
Data and UI Elements That Are Available When Salesforce1 is Offline
Enable Offline Access and Edit for Salesforce1
Offline Access: What’s Different or Not Available in Salesforce1
Data and UI Elements That Are Available When Salesforce1 is Offline
With Salesforce1 caching and Offline Edit, Salesforce1 downloadable app users can work with many of their frequently accessed objects and records while offline. Here’s the list of data and Salesforce1 user interface elements that are available offline.
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Salesforce Data / Salesforce1
Element
Navigation Menu
Action Bar
Global Search
List Views
Records for Recent Objects
Records for Other Objects
Related Records
Salesforce Today
Salesforce Events
Tasks
Notes
Files
Dashboards (Enhanced Charts)
Dashboards (Legacy Charts)
Feeds, Groups, and People
Notifications
Approvals (submit, approve, or reject)
Visualforce pages
Canvas Apps
Lightning pages
Salesforce1 Settings
Available for Offline Viewing
Yes
Yes
Available to Create, Edit, or Delete
Offline (Beta)
n/a
Edit action: Yes
Delete action: Yes
Other actions: No
Previous search results from current session n/a
If viewed in current session No
Yes, recently accessed records for the first five objects (excluding Files) in the Recent section of the Salesforce1 navigation menu
Yes, recently accessed records for the first five objects (excluding Files) in the Recent section of the Salesforce1 navigation menu
If viewed in current session If viewed in current session
If viewed in current session
Main page and mobile event records, if viewed in current session
If viewed in current session
If viewed in current session
No
Create: No
Edit and Delete: If viewed in current session
Most recently accessed tasks from the first page of My Tasks list only
Most recently accessed tasks from the first page of My Tasks list only
(The simplified New Task form must be disabled)
If viewed in current session Create: Yes
Edit: If viewed in current session
Delete: No
No
No
Yes
If viewed in current session
Most recently accessed only
No
If viewed in current session
If viewed in current session
No
No
No n/a
No
No
No
No
No
No
No n/a
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A Salesforce1 session is the time between logging in and logging out of the app. Switching away from Salesforce1 doesn’t end the session as long as the user doesn’t log out.
SEE ALSO:
Offline Access: What’s Different or Not Available in Salesforce1
Enable Offline Access and Edit for Salesforce1
With just a few clicks, you can protect your Salesforce1 users against the vagaries of mobile connectivity. You can enable two levels of offline access: caching frequently accessed records, so users can view data while offline, and Offline Edit, so users can create, edit, and delete records while offline. Offline access is available in the Salesforce1 downloadable apps only. The beta version of
Offline Edit is available in the Salesforce1 downloadable apps for Android and iOS version 10.0 or later.
1. From Setup, enter
Salesforce1
in the
Quick Find
box, then select Salesforce1
Offline.
2. To allow viewing data while offline, select
Enable caching in Salesforce1
.
This option is automatically enabled the first time someone in your org installs one of the
Salesforce1 downloadable apps.
3. To allow updating records while offline, select
Enable offline create, edit, and delete in Salesforce1 (Beta)
.
This option isn’t available if caching in Salesforce1 is disabled.
4. Click Save.
Tip: We strongly recommend leaving
Enable caching in Salesforce1
enabled.
In addition to making cached data available offline, this setting also enables faster viewing of previously-accessed records and better overall performance. If you disable caching, the
Salesforce1 downloadable apps only store the minimum data required to maintain a session.
This can impact performance because the app has to refresh record details and feed items every time they’re viewed.
SEE ALSO:
Work Offline with the Salesforce1 Mobile App
Offline Access: What’s Different or Not Available in Salesforce1
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To view Salesforce1 settings:
•
View Setup and
Configuration
To modify Salesforce1 settings:
•
Customize Application
Modify All Data
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Enable Visualforce Pages for the Salesforce1 Mobile App
You can use Visualforce to extend the Salesforce1 app and give your mobile users the functionality that they need while on the go. Before adding a Visualforce page to Salesforce1, make sure the page is enabled for mobile use or it won’t be available in the mobile apps.
Tip: Before exposing existing Visualforce pages in Salesforce1, consider how they’ll look and function on mobile phones and tablets. Most likely, you’ll want to create a new page specifically for mobile form factors.
Visualforce pages must be enabled for mobile use before they can display in these areas of the
Salesforce1 user interface:
•
The navigation menu, via a Visualforce tab
•
The action bar, via a custom action
•
Mobile cards on a record’s related information page
•
Overridden standard buttons, or custom buttons and links
•
Embedded in record detail page layouts
•
Lightning pages
To enable a Visualforce page for Salesforce1:
1. From Setup, enter
Visualforce Pages
in the
Quick Find
box, then select
Visualforce Pages.
2. Click Edit for the desired Visualforce page.
EDITIONS
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To enable the display of
Visualforce in Salesforce1:
•
Customize Application
Author Apex
3. Select
Available for Salesforce mobile apps and Lightning Pages then click Save.
Consider these notes about Visualforce support in Salesforce1.
•
Standard tabs, custom object tabs, and list views that are overridden with a Visualforce page aren’t supported in Salesforce1. The
Visualforce page is shown for full site users, but Salesforce1 users will see the default Salesforce1 page for the object. This restriction exists to maintain the Salesforce1 experience for objects.
•
You can also enable Visualforce pages for Salesforce1 through the metadata API by editing the isAvailableInTouch
field on the ApexPage object.
•
The
Salesforce Mobile Classic Ready
checkbox on Visualforce Tab setup pages is for Salesforce Mobile Classic only and has no effect on Visualforce pages in the Salesforce1 apps.
SEE ALSO:
Customize the Salesforce1 Navigation Menu
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Your Org’s Branding in the Salesforce1 Mobile App
You can customize the Salesforce1 mobile app to match some aspects of your company’s branding, so the app is more recognizable to your mobile users. Custom branding is displayed in all of the
Salesforce1 apps.
Note: Images that you upload to customize the Salesforce1 app are stored in a Documents folder named Salesforce1 Branding Resources. For this reason, the Documents object must be enabled for your organization before administrators can view and modify the Salesforce1
Branding page. (The Documents tab doesn’t need to be visible, however.)
For users of the Salesforce1 mobile browser app to see custom branding, Documents must be enabled for your organization. For the Salesforce1 downloadable apps, users must also have “Read” user permissions on Documents.
You can customize:
Element
Brand Color
Loading Page Color
Loading Page Logo
Description
The color for key user interface elements such as the header, buttons, and search bar.
Based on the brand color you select, contrasting colors for user interface elements such as borders for the navigation menu, the notifications list, and button text are automatically defined.
The headers on overlays, popups, and dialogs—such as edit and create windows or windows that open from actions in the action bar—aren’t affected by this setting. These headers are always white, to provide a visual indicator that the user is performing an action as opposed to simply viewing information.
The background color on the loading page that appears after a mobile user logs in.
The image on the loading page that appears after a mobile user logs in.
We recommend using an image with the largest dimensions allowable for best results. Maximum image size is 460 pixels by 560 pixels.
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
Consider the following tips when customizing the branding of the Salesforce1 app:
•
When creating your logo image, be sure to compress it. In many image editing programs, this process is identified as “use compression,”
“optimize image,” “save for web,” or “shrink for the web.”
•
Verify that your logo appears correctly in Salesforce1, using the same devices as your user base, not just a desktop monitor. Your image can render at different scales or proportions depending on the screen size and pixel density of each device.
•
Salesforce1 supports
.png
,
.gif
, and
.jpg
image formats for custom branding elements, but we recommend using .png for the best results.
•
These interface elements can’t be customized:
–
The Salesforce1 app icon that appears on the mobile device’s home screen.
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–
The initial loading screen when launching the Salesforce1 downloadable app for iOS. This loading screen appears before the user is prompted by the login page.
•
Your mobile users must close the app and then log in again to see any custom branding changes.
You can also customize the branding for the Salesforce1 app login page. My Domain must be enabled to modify the login page. To customize your company’s Salesforce1 login page, see
Customize Your Login Page with Your Brand on page 759.
SEE ALSO:
Customize Branding of the Salesforce1 Mobile App
Customize Branding of the Salesforce1 Mobile App
Change the Salesforce1 mobile app’s appearance, including the loading page background color, loading page logo, and header background color, so the app matches your company’s branding.
Note: Images that you upload to customize the Salesforce1 app are stored in a Documents folder named Salesforce1 Branding Resources. For this reason, the Documents object must be enabled for your organization before administrators can view and modify the Salesforce1
Branding page. (The Documents tab doesn’t need to be visible, however.)
For users of the Salesforce1 mobile browser app to see custom branding, Documents must be enabled for your organization. For the Salesforce1 downloadable apps, users must also have “Read” user permissions on Documents.
1. From Setup, enter
Branding
in the
Quick Find
box, then select Salesforce1 Branding, then click Edit.
2.
To customize brand color for key user interface elements, including the header, click or enter a valid hexadecimal color code.
3.
To customize the background color of the loading page, click or enter a valid hexadecimal color code.
4. To customize the loading page logo, click Choose File to upload an image. Images can be .jpg,
.gif, or .png files up to 200 KB in size. The maximum image size is 460 pixels by 560 pixels.
5. Click Save.
SEE ALSO:
Your Org’s Branding in the Salesforce1 Mobile App
EDITIONS
Setup for Salesforce1 available in: both Salesforce
Classic and Lightning
Experience
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
USER PERMISSIONS
To view Salesforce1 branding settings:
•
View Setup and
Configuration
To modify Salesforce1 branding settings:
•
Customize Application
Modify All Data
Test Current Network Conditions from the Salesforce1 Downloadable App
Do your users ever ask why the Salesforce1 mobile app is snappy in some locations but a little sluggish in others? Obviously the condition of a network can affect how Salesforce1 performs. If a user experiences issues with the Salesforce1 downloadable app for iOS, version 10.0.2 or later, have him test his network so you can rule it out as the source of the problem.
To test a network, open the Salesforce1 navigation menu, then select Settings > Test My Network.
From here, users can test ping, download speed, and upload speed.
EDITIONS
Salesforce1 mobile app available in: All editions except Database.com
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This Test ...
Ping
Download Speed
Upload Speed
Tells You ...
Put Salesforce1 In Your Users' Hands
How long it takes for the app to send a request to Salesforce and then get a reply. In general, lower ping times are better than higher ones. If there’s no result at all, the network may not be connected to the
Internet.
Results are reported in milliseconds.
How long it takes the app to get data from Salesforce. In general, higher download speeds are better than lower ones.
Results are reported in bits per second.
How long it takes the app to send data to Salesforce. In general, higher upload speeds are better than lower ones.
Results are reported in bits per second.
If a test doesn’t return a result, or an error is displayed, your user may be experiencing network connectivity issues that are affecting
Salesforce1. Ask the user to verify his Internet connection, and then run the test again. If the user continues to experience issues, ask him to try connecting to another network.
What’s Different or Not Available in the Salesforce1 Mobile App
The Salesforce1 mobile app doesn’t include all the functionality that’s available in the full Salesforce site, whether your org is using
Lightning Experience or Salesforce Classic. Learn about the Salesforce features that aren’t available in Salesforce1, that have functional gaps from what you’re used to in the full site, or that work differently in Salesforce1.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
IN THIS SECTION:
Data Quality and Enhancement: What’s Different or Not Available in Salesforce1
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Data Access and Views: What’s Different or Not Available in Salesforce1
Supported Objects and Data
These objects are available as items in the Salesforce1 navigation menu. You can create, view, and edit records for these objects unless noted otherwise.
•
Accounts
•
Assets
•
Campaigns
•
Cases
•
Contacts
•
Content Libraries (iOS downloadable app only)
•
Contracts
•
D&B Company (view only, for Data.com Prospector and Data.com Clean customers)
•
Dashboards (view only)
•
Events
•
Files
•
Field Service Lightning (Operating Hours, Service Appointments, Service Resources, Service Territories, Work Types) (mobile browser
app only)
•
Forecasts (iOS downloadable app only)
•
Knowledge Articles (view only)
•
Leads
•
Live Chat Transcripts
•
Opportunities
•
Orders
•
Quotes (create from opportunities only)
•
Reports (view only)
•
Social Personas and Social Posts
•
Tasks
•
Work.com Coaching, Goals, Thanks, Rewards, and Skills (Skills not available in the iOS downloadable app)
•
Work Orders
•
Custom objects that have a tab you can access
•
Salesforce Connect external objects that are searchable and have a tab you can access
Note: To be available in Salesforce1, an object must have a tab that you can access. This is true for supported standard objects and your org’s custom and external objects.
Salesforce1 doesn’t support the User object or provide access to user record detail pages. However, user fields are supported and appear on user profiles, in related lists, and so forth. See “Fields” for some issues with user fields in Salesforce1.
Salesforce1 doesn’t support:
•
Standard or custom Salesforce apps. (Instead, the navigation menu gives users access to all of the objects that are available to them in the mobile app.)
•
Salesforce Console or Agent Console.
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•
Advanced currency management.
Fields
Unsupported Fields
•
division fields
•
territory management fields
Combo Boxes
•
Combo boxes, which combine a picklist with a text field, aren’t available. Typically the text field is available but the picklist is not.
Lookup Fields
•
User-defined lookup filter fields aren't supported.
•
You can’t create a record from a lookup field like you can in Lightning Experience.
•
Lookup fields in Salesforce Classic show record names regardless of sharing permissions, so it's possible for users to see the names of records that they can't access. In Lightning Experience and the Salesforce1 mobile app, lookup fields respect sharing permissions and only show the name of records that the user can access. The one exception is owner lookup fields, which always display the name of the record's owner, regardless of sharing permissions.
Picklist Fields
•
Controlling and dependent picklists are supported, but Salesforce1 doesn’t display indicators on create and edit pages for these fields. To determine if a picklist field is dependent, and which picklist field controls it, switch to the full site.
•
Disabled picklists aren’t grayed out like they are in the full site.
Phone Number Fields
•
The keypad that displays in phone number fields doesn’t include parentheses, hyphens, or periods, and Salesforce1 doesn’t apply any phone number formatting when you save the record. To apply a specific phone number format, edit the record in the full site.
Rich Text Area Fields
Support for rich text area fields varies by the version of Salesforce1 and the type of device.
Device
Android
Salesforce1 Version
Downloadable App
Mobile Browser App iOS iOS
Windows
Downloadable App
Mobile Browser App
Mobile Browser App
View Rich Text Area Fields Edit Rich Text Area Fields
Yes Yes
The rich text editor isn’t available. But you can manually add HTML tags.
Yes
Yes
No
Yes
Yes
The rich text editor is available.
No
User Fields
•
While user detail pages aren’t available in the Salesforce1 mobile app, user fields are supported and appear on user profiles, in related lists, and so forth.
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•
There are some issues when these user fields appear in related lists or mobile cards.
–
The
Company Name
field is blank if an internal user is viewing a mobile card or related list entry related to another internal user. If the referenced user is an external user, the company name appears correctly.
–
The
Active
field is blank unless the user is inactive.
List Views
•
Creating list views or editing existing list views isn't supported in Salesforce1.
•
Editing a record’s field in a list view isn’t available. Instead, users can open the record then tap the Edit action.
•
Selecting multiple records in list views isn’t supported in Salesforce1.
•
Mass actions, which allow you to apply an action to multiple records at the same time, aren’t available.
Record View and Record Highlights
•
Customizations made to record highlights with Lightning App Builder, such as hiding fields or actions or displaying the highlights area vertically instead of horizontally, don’t apply to Salesforce1.
•
Sections on the record detail page aren’t collapsible.
Related Lists
•
Related lists in Salesforce1 display the first four fields that are defined in the Related List section on an object’s page layout. The number of fields shown can’t be increased.
•
Some related lists aren’t available in the mobile app, including:
–
Content Deliveries
–
External Sharing
–
Related Content
And see
Sales Features in Salesforce1 ,
Productivity Features in Salesforce1
, and Customer Service Features in Salesforce1 for related
lists that aren’t available for specific objects.
•
The Notes and Attachments related list isn’t fully supported in Salesforce1. There are several issues, including:
–
Attachments added in the full Salesforce site aren’t guaranteed to open in Salesforce1, even if they appear in the related list. We recommend using Files instead. Documents that are uploaded to the Files tab in the full site are then viewable in Salesforce1.
–
You can’t add or delete notes or attachments from the related list. (But you can create a note and relate it to a record, using the
Note ( ) action in the Salesforce1 action bar. Depending on how your administrator has configured Notes in Salesforce1, this action may not be available for all objects.)
–
Notes and attachments on child records don’t display on the parent record’s related list.
•
If a related list is sorted by a text area field, it doesn’t display any records.
Sales Features: What’s Different or Not Available in Salesforce1
Accounts
•
Automated Account Fields isn’t available, so when creating a new account, you won’t see suggested companies in the
Account
Name
field.
•
Social Accounts:
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–
You can’t access social accounts features for Facebook, Klout, or YouTube in Salesforce1.
–
If an account has been linked to a social network profile, the profile image selected for the account may display when viewing the account in Salesforce1 even when you aren’t logged in to the social network. Profile images from Facebook or Twitter may appear even if you aren’t currently logged in to those networks. You can’t switch to a different profile image in Salesforce1.
–
You can view Tweets, retweets, replies, or favorites for an associated Twitter user if you’re using a Salesforce1 downloadable app. With the Salesforce1 mobile browser app, tap the Twitter profile to see Tweets and so forth directly in Twitter. Also, in the
Salesforce1 mobile browser app, you can’t see who is following a Twitter user, or who the Twitter user is following.
–
Salesforce1 lists common connections you and your account share on Twitter. You can’t view common connections in the full
Salesforce site.
–
To view the Twitter card on accounts in Salesforce1, you must add Twitter to the page layout. Access the full Salesforce site to edit page layouts. If your organization uses person accounts, the card must be added separately for business account layouts and person account layouts. The Twitter card is a separate component within the Related tab.
•
The Manage External Account button isn't available.
•
You can’t view the account hierarchy.
•
You can’t merge accounts.
•
You can view partners, notes, and attachments, but you can’t edit them.
•
Accounts Home reports and tools aren't available.
•
Records in the Contact Roles related list are read only. The Roles field on the Contact Roles related list isn’t available.
•
You can’t clean account records with Data.com Clean.
•
Person accounts can’t be edited or deleted from contact list views or contact related lists. Navigate to the person account record to edit or delete it.
Account Teams
•
You can add, edit, or delete only one account team member at a time.
•
When the account owner is changed, the account team is retained.
•
Any user with edit access to an account can edit the account’s team members, but only changes to the Team Role field are saved.
•
The Display Access button isn’t available.
Campaigns
•
The Manage Members and Advanced Setup buttons aren’t available.
•
Campaign Hierarchy is available only as a related list. The option to View Hierarchy from a link on the campaign detail page isn’t available. When viewing a parent campaign, the Campaign Hierarchy related list shows only the child campaigns, while the full site displays both the parent and child campaigns.
•
When viewing the Campaign Members related list, only the members’ Status appears. You can, however, tap members to see more details about them.
Contacts
•
Contacts to Multiple Accounts:
–
Only the list item actions that are specific to the Account Contact Relationship object are available on the Related Accounts and
Related Contacts related lists. Therefore, you see actions to view or remove the account-contact relationship, but not to edit or delete the contact or account record as you do in Salesforce Classic.
–
From the Related Contacts related list, you can navigate to a contact record, but not an account record.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
Social Contacts:
–
You can’t access social contacts features for Facebook, Klout, or YouTube in Salesforce1.
–
If a contact has been linked to a social network profile, the profile image selected for the contact may display when viewing the contact in Salesforce1 even when you aren’t logged in to the social network. Profile images from Facebook or Twitter may appear even if you aren’t currently logged in to those networks. You can’t switch to a different profile image in Salesforce1.
–
You can view Tweets, retweets, replies, or favorites for an associated Twitter user if you’re using a Salesforce1 downloadable app. With the Salesforce1 mobile browser app, tap the Twitter profile to see Tweets and so forth directly in Twitter. Also, in the
Salesforce1 mobile browser app, you can’t see who is following a Twitter user, or who the Twitter user is following.
–
Salesforce1 lists common connections you and your contact share on Twitter. You can’t view common connections in the full
Salesforce site.
–
To view the Twitter card on a contact in Salesforce1, you must add Twitter to the page layout for contacts. Access the full
Salesforce site to edit page layouts.
•
You can’t view the contact hierarchy.
•
Activity logs aren’t created when you use the icon to send emails from the Salesforce1 app.
•
The Request Update, Manage External User, and Enable Customer User buttons aren’t available.
•
You can’t add opportunities or account users on a contact, and you can’t add a contact to a campaign.
•
You can’t merge contacts.
•
You can’t add contacts from Data.com or clean contact records with Data.com Clean.
Contracts
•
Creating contact roles on contracts isn’t available.
Einstein
•
With the exception of lead scores appearing in lead list views in Salesforce1, all other Sales Cloud Einstein features are unavailable in the mobile app.
Forecasts
•
The Forecasts app is available in the Salesforce1 downloadable app for iOS, version 11.0 or later only.
•
The Forecasts app requires Collaborative Forecasts. The app isn’t available for orgs using Customizable Forecasts.
•
Forecast data in Salesforce1 is read-only.
•
Only Opportunities - Revenue forecasts are available. These forecast types are not supported:
–
Opportunities - Quantity
–
Product Families - Revenue
–
Product Families - Quantity
–
Opportunity Splits - Revenue
–
Overlay Splits - Revenue
–
Custom Opportunity Currency Field - Revenue
–
Expected Revenue - Revenue
•
Users can’t change the forecasting currency.
•
Showing and hiding quota information isn't supported.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Leads
•
Social leads:
–
You can’t access social leads features for Facebook, Klout, or YouTube in Salesforce1.
–
If a lead has been linked to a social network profile, the profile image selected for the lead may display when viewing the lead in Salesforce1 even when you aren’t logged in to the social network. Profile images from Facebook or Twitter may appear even if you aren’t currently logged in to those networks. You can’t switch to a different profile image in Salesforce1.
–
You can view Tweets, retweets, replies, or favorites for an associated Twitter user if you’re using a Salesforce1 downloadable app. With the Salesforce1 mobile browser app, tap the Twitter profile to see Tweets and so forth directly in Twitter. Also, in the
Salesforce1 mobile browser app, you can’t see who is following a Twitter user, or who the Twitter user is following.
–
Salesforce1 lists common connections you and your lead share on Twitter. You can’t view common connections in the full
Salesforce site.
–
To view the Twitter card on a lead in Salesforce1, you must add Twitter to the page layout for leads. Access the full Salesforce site to edit page layouts.
•
Lead conversion:
–
You can select accounts but can’t create them.
–
You can create opportunities but can’t select existing ones.
–
You can’t select lead sources across duplicate records. The lead source defaults to the duplicate contact.
–
You can’t create related tasks during the conversion, but you can create tasks from the contact record.
–
You can’t automatically notify owners of converted leads.
•
The Find Duplicates and Unlock Record buttons aren’t available.
•
You can’t merge leads.
•
The Lead History related list isn’t available.
•
When adding a new lead, the
Campaign
field and the
Assign using active assignment rule” checkbox aren’t available. You can add values to these fields in the full Salesforce site.
News
•
When accessing news from Salesforce1 running on a smartphone, only one news item is displayed at a time.
•
When accessing news from Salesforce1 running on a tablet, you can’t scroll through the available news items. Instead, the device’s screen size determines the number of news items that are displayed.
•
When navigating to other records, more news items can become available. It takes longer for those news items to appear in the
News app.
•
On account records, we don’t include news cards for executives, which let you see a list of news items related to a single person.
Instead, each news item that’s related to an executive is shown on a separate news card.
•
The News card is a separate component within the Related tab.
Opportunities
•
The Competitors button isn’t available.
•
These fields aren’t available:
Opportunity Splits
amount field,
Products
subtotal field, and
Stage History connection field.
•
Records in the Contact Roles related list are read only.
The Roles field on the Contact Roles related list isn’t available.
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•
The Campaign Influence and Similar Opportunities related lists aren’t available.
•
These related lists are available but the lists display record preview cards only; you can’t tap to open any of the list records.
–
Competitors
–
Opportunity Splits
–
Stage History
•
You can associate a price book with an opportunity that doesn’t already have one, but you have to switch back to the full Salesforce site to change the association.
•
You can’t view product details, even for products that appear on the opportunity.
•
You can add products with quantity or revenue schedules to an opportunity, but you can only edit product schedule in Salesforce
Classic.
Opportunity Teams
•
You can add, edit, or delete only one opportunity team member at a time.
•
When the opportunity owner is changed, the opportunity team is retained.
•
The Clone and Display Access buttons aren’t available.
Orders
•
You can’t add or edit multiple products at the same time.
•
You can’t create reduction orders or select products to reduce.
Quotes
•
Quote PDFs appear in the related list but aren’t viewable.
•
You can’t add or edit multiple quote line items at the same time.
•
You can’t perform these actions.
–
Email quotes
–
Create or delete PDFs
–
Start sync or stop sync
–
Create quotes from the Quotes home page. You create quotes from opportunities.
Territory Management
•
The original Territory Management feature isn’t available in Salesforce1.
•
Enterprise Territory Management isn’t available in Salesforce1.
Productivity Features: What’s Different or Not Available in Salesforce1
Salesforce Today
The Salesforce Today app is available in the Salesforce1 downloadable apps for Android phones and iPhone and iPad devices. It’s not available in the Salesforce1 mobile browser app, nor in the full Salesforce site.
There are some issues when using Today.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
You see local events from selected calendars on your mobile device but Salesforce events aren’t available in this release of Today.
•
If some or all of your calendar servers don’t automatically push data to your device, you need to update your calendars before you can see the most current information in Today.
•
The 24-hour time format isn’t supported.
•
When viewing a multiday event, only the ending date and time are displayed in the highlights area.
•
The wrong date and time may display for recurring multiday events.
•
If your calendar doesn’t display invitee names because the list is too long, Today shows a count of “1 invitee” in the Current Event and Agenda cards on the main view and doesn’t show any invitees when you open the event.
•
Today is unable to find a matching Salesforce record for a meeting organizer of an iCloud event because the iCloud API doesn’t return an email address.
•
Today uses the mobile device’s time zone setting, while Salesforce events respect the user’s Salesforce time zone setting. If there’s a difference between these settings when a user logs a local event from Today, the
Time
field in the new Salesforce event record reflects the user’s Salesforce time zone and doesn’t match the time of the local event.
•
On Android devices, a meeting organizer’s name may not display correctly if there isn’t a matching Salesforce record for the person.
•
If another user makes updates to a mobile calendar event record while you’re viewing the record in Today on an Android device, you don’t automatically see the changes. The record is refreshed the next time you select it from the Today main view.
•
Because of the way that the Android OS identifies local events, if a user accesses Today on an Android device to log a local event in
Salesforce, then views the same event in Today on a different Android device or an iOS device, it may look like the event wasn’t logged and it isn’t possible to access the corresponding Salesforce event from Today. The logged event status and link is correct on the original Android device, however.
•
Chatter Free and Chatter External users aren’t able to access Today because these user license types don’t have access to contacts or person accounts.
Activities (Events and Tasks)
•
The activity timeline from Lightning Experience isn’t available.
•
The
Subject
field doesn’t include a picklist of previously defined subjects.
•
Activities can’t be archived.
•
You can’t use Shared Activities to relate multiple contacts to an event or a task.
•
Activity reminders aren’t available.
•
When an activity is related to a person account using only the
Name
field, the activity doesn't appear on the person account record.
Activities (Events and Calendars)
•
You can’t see a full calendar like you can in the full site. Nor can you create a calendar from standard or custom objects.
•
You can’t accept or decline an event you’ve been invited to.
•
You can’t create a Microsoft
®
Outlook
®
appointment from a Salesforce event using the Add to Outlook button. However, if you're set up to sync events between Microsoft Office 365 and Salesforce using Lightning Sync, events you create and edit from Lightning
Experience sync to Outlook automatically.
•
Recurring events aren’t available.
•
Invitee related lists display slightly different content. In Salesforce1, the invitee related list includes invitees only, whereas in the full site, it also includes the event owner. To reproduce the full site functionality in Salesforce1, use an API query; see EventRelation .
•
Event attendees are available in Salesforce1 for Microsoft
®
Office 365
®
and Lightning Sync users set up with an OAuth 2.0 connection and the sync direction Sync Both Ways. Meeting organizers can see, invite, or remove contacts, leads, and other Salesforce users on their events from Salesforce1. Meeting attendees can see contacts, leads, and other Salesforce users. To get access to event attendees,
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Salesforce admins have to add the Attendees field to the Event page layout for events, and meeting organizers have to create or edit their events from Lightning Experience or Salesforce1. Selecting Sync Both Ways limits some Salesforce Classic functionality. To learn more, see Lightning Sync Considerations in the Salesforce Help.
•
The Attendees field isn’t supported for Compact Layouts. However, adding attendees to the Event page layout lets your users view, invite, or remove attendees from Salesforce1 events.
•
Meeting attendees can't see other attendees's meeting responses from the related tab on events in Salesforce1, but can see responses from the details tab in the Attendees field.
•
Meeting attendees can't respond to event invitations from Salesforce1—users can only accept or decline from their Microsoft Office
365 calendars.
•
Events reflect your Salesforce time zone and locale settings, not the time zone setting on your mobile device.
•
The date bar on the Events home page always begins on Sunday and ends on Saturday, regardless of your device and Salesforce locale settings.
•
If you view the event list while the time advances from 11:59 PM to midnight, the list isn’t automatically updated to display the next day’s date and time.
Event Attendees
Salesforce1 offers event attendees, which are similar to event invitees in Salesforce Classic, with a few differences. Salesforce admins and users have to meet several conditions to view and edit event attendees from Salesforce1.
•
Admins have to set up Lightning Sync using OAuth 2.0 with the “Sync Both Ways” sync direction, so events are syncing between
Salesforce and users’ Microsoft
®
calendars.
•
Admins have to add the Attendees field to the Event page layout.
•
Users have to create the event (from which they’re viewing or editing attendees) from Salesforce1.
You can’t view or edit event attendees from Salesforce1 if you’re syncing events from Microsoft
®
Exchange to Salesforce only, or using
Lightning Sync for Google.
The Attendees field isn’t supported for Compact Layouts. However, adding attendees to the Event page layout lets your users add, remove, and see attendees from Salesforce1.
Selecting the Lightning Sync direction “Sync Both Ways” limits some Salesforce Classic functionality. To learn more, see Considerations for Syncing Events in the Salesforce Help.
Invitations are emailed to event attendees from Microsoft Office 365
®
, and attendees can accept or decline event invitations from their
Microsoft calendars only.
Tasks
•
Only the My Tasks, Completed Within Last 7 Days, Delegated, and Today lists are available in Salesforce1. No other task lists, such as Overdue, This Month, or All Open, are available in Salesforce1.
•
In task lists, the order of the fields in the priority picklist determines the order in which tasks are sorted.
•
The more tasks that you have, and the more relationships that your tasks have to other records, the longer it can take to view tasks or use other features in the Salesforce1 app.
•
When more than 1,000 overdue tasks exist, task lists in Salesforce1 don’t display any overdue tasks at all. Use reports to view your overdue tasks and close them, postpone them, or delete their due dates.
•
Group (multiuser) tasks aren’t available.
•
The
Create Recurring Series of Tasks
field isn’t supported on quick action layouts. Only a portion of the recurring task interface appears in new task quick actions, making it impossible for users to save any recurring tasks they attempt to create.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
You can’t create recurring tasks with a frequency of every weekday in Salesforce1. And we don’t recommend editing tasks with this frequency in Salesforce1 because the edit page doesn’t show the task’s recurrence settings. To create or edit tasks that repeat every weekday, use Salesforce Classic.
•
If a task doesn’t include a subject, it appears in feeds in Salesforce1 as [No Subject].
•
Task layouts contain a few unique elements that make tasks easier to work with. These elements don’t appear in a compact layout because you can’t change them, but users always see them:
–
The and icons represent the status of the
IsClosed
field to users with the Edit Task permission.
–
The icon represents a task marked high priority (including custom high priority).
–
If the due date exists and a user has permission to view it, all tasks show the due date.
–
Tasks include the primary contact and the related account or other record, when they exist.
The fields in each list can vary depending on the settings in your Salesforce org.
You control the layout of task records and tasks in the task list using compact layouts. You control related lists, as always, using the page layout editor. Adding the due date field to either layout doesn’t change the appearance of tasks—that field never appears twice.
Below the built-in task elements, Salesforce1 displays up to three other fields.
–
The default compact layout for tasks includes two fields: the name of a lead or contact, and an opportunity, account, or other record the task is related to.
–
In an Activities related list, a task’s fields depend on what record you’re viewing and how you’ve defined the layout for that object.
For more information, see Compact Layouts.
Notes
•
When using Salesforce1, you can access all your notes from the Notes item in the Salesforce1 navigation menu. The Salesforce
Classic version of the full site doesn’t include a Notes tab. Instead, Salesforce Classic users access notes from the Files tab.
•
You can’t share notes with other users or groups.
•
In the Salesforce1 downloadable app for Android and the Salesforce1 mobile browser app, you can’t add images to notes, but you can view images that were added from the full site. You can, however, add images to notes using the Salesforce1 downloadable app for iOS, version 10.0 or later.
•
Some rich text options that are available in the full site, such as applying a bold or italic font or indenting a paragraph, aren’t available in Salesforce1. But you can view formatting that was added from the full site.
•
You can’t revert to previous versions of notes, but you can view previous versions.
•
Spelling errors aren’t highlighted while creating or editing notes.
•
Salesforce1 doesn’t display emails in the improved layout that’s available in Lightning Experience.
•
Inbox isn’t available in Salesforce1.
Dialer
•
The telephony features in Lightning Experience aren’t available in Salesforce1.
•
Skype for Salesforce isn’t available.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Work.com
When using Work.com features in Salesforce1, you can’t:
•
Share goals and metrics
•
Link metrics to reports
•
Refresh metrics that are linked to reports
•
Link parent goals and subgoals
•
Add goal images
•
Create custom badges
•
Offer or request feedback
•
View custom metric fields
•
Create, fill out, or dismiss performance summaries
•
Manage performance summary cycles
Data Quality and Enhancement: What’s Different or Not Available in Salesforce1
Duplicate Management
Salesforce1 doesn’t alert users to existing duplicate records, either on the same object or across accounts, contacts, and leads.
For existing records:
•
Salesforce1 doesn’t alert users to existing duplicate accounts, contacts, or leads.
•
Merging of duplicate records isn’t supported.
For new records:
•
Salesforce1 alerts users when they’re about to create an account, contact, or lead that appears to duplicate an existing record.
•
Each possible duplicate is shown on a “duplicate card.” Salesforce1 displays a maximum of 30 duplicates (10 per object), even if there are more.
•
A duplicate card displays three fields, which are derived from the search results format defined for your org, not from the associated matching rule.
•
If you tap a duplicate card that appears while you’re editing or creating a record, any information you’ve entered is lost.
•
By default, duplicate rules run when you complete fields on a record, rather than when you save a record.
Data Assessment for AppExchange Package Data
Data Assessment for data in AppExchange packages isn’t available.
Account Data Assessment
Account Data Assessment (based on the Data.com Company Info for Accounts rule) isn’t available.
Data Integration
You can see fields that were updated by data integration rules, but you can’t use Data Integration to manually update records.
Data.com Clean
You can see fields updated by Clean jobs, but the option to manually clean records isn’t available.
Data.com Prospector
Data.com Prospector isn’t supported in Salesforce1. You can’t search for or add accounts, contacts, or leads. Nor can you see
Prospecting Insights or Company Hierarchy.
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Customer Service Features: What’s Different or Not Available in Salesforce1
Cases and Case Feed
•
For organizations that have the legacy “Page Layouts for Case Feed Users” enabled, users who are assigned the “Use Case Feed” permission see the standard case layout in Salesforce1.
•
Standard actions on Case Feed aren’t available in Salesforce1. But several actions that duplicate this functionality are available for
Salesforce1. Salesforce admins can add these actions to the Salesforce1 & Lightning Actions section on case page layout so they’re available from the Salesforce1 action bar when working with cases.
Standard Action Available in Salesforce Classic
Change Case Status
Log a Call
Equivalent Action for Salesforce1
Send Email
Update Case
Log a Call
The Portal action isn’t available.
•
There are some differences in behavior when using case Send Email actions in Salesforce1.
–
The
CC
and
BCC
fields on the Send Email publisher aren’t collapsible.
–
HTML isn’t supported in Send Email actions on cases in Salesforce1. If a Send Email action includes an
HTML Body
field, html markup tags don’t appear in the Send Email publisher or in emails created from the action.
–
It’s not possible to include email attachments when using a case Send Email action in Salesforce1.
–
If a default email template is assigned to a case Send Email action, any attachments included in the template are ignored in
Salesforce1. The attachments don’t appear in the Send Email publisher and aren’t included in emails created from the action.
•
You can’t create, edit, or delete case comments from Salesforce1. Also, the Case Comments related list doesn’t display the full text of comments that were added in the full site.
•
These case related lists aren’t available:
–
Business Hours on Holiday List
–
Case Contact Role
–
Milestone List
–
Solution List
–
Team Member List
–
Team Member on Team List
–
Team Template Member List
Field Service Lightning
•
When you create a record from a field service related list, the field that lists the parent record doesn’t populate until you save the record. This issue applies to all versions of Salesforce1. For example, when you create a service appointment from the Service
Appointments related list on a work order, the
Parent Record
field is blank until you tap Save. Once the record is created, the parent record field lists the parent work order as expected.
•
You can’t create a service report from Salesforce1, to create a service report, use the Field Service Lightning mobile app.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
The dispatcher console, which is part of the Field Service Lightning managed packages and includes the service list, scheduling policy picker, Gantt view, and map, isn’t available in Salesforce1.
Salesforce Knowledge Articles
Articles are supported in the Salesforce1 downloadable app for iOS, version 10.0 or later, the Salesforce1 downloadable app for Android, version 8.0 or later, and in the Salesforce1 mobile browser app, with these limitations:
Issue Android
Downloadable
App, v8.0 or later iOS
Downloadable
App, v10.0 or later
Mobile
Browser App
Only published articles are available—not draft or archived articles.
Articles can't be created, edited, translated, or archived.
Articles can't be linked to cases. (But links that are set up from the full site can be viewed in Salesforce1 on the Related tab.)
Smart links aren’t supported.
Article ratings aren’t supported.
Tables are sometimes cut off on the right side when included in article rich text fields.
Compact layouts display the article type API name instead of the article type name. So users see the article type API name in the highlights area when viewing an article.
When searching from the Articles home page, only articles in the user’s language are returned and only if that language is an active Knowledge language (from
Setup, Customize > Knowledge > Knowledge Settings). To see articles in another language, users can change to an active Knowledge language. From
My Settings, use the Quick Find search box to locate the Language & Time
Zone page.
In global search, search results show articles in the language specified for the device, regardless of the active Knowledge language.
Filtering search results by data categories, article type, validation status, or language isn’t available.
In global search, articles don’t appear in the list of recent records.
In global search results, search highlights and snippets don’t appear.
These features are available in all versions of Salesforce1 when searching from the Articles home page.
Knowledge articles aren’t available when accessing communities via the
Salesforce1 mobile app.
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Social Customer Service
•
To reply to social posts, you must use Salesforce Classic.
•
Moderation and authorization pages aren’t available in Salesforce1.
Work Order Milestones
•
The milestone tracker isn’t available.
•
Entitlement processes and milestones must be managed from the full Salesforce site.
Work Orders and Linked Articles
•
Linked articles are view-only. You can search the Knowledge base and read attached articles, but you can’t attach or detach articles.
To manage linked article settings and attach or detach articles, use the full site.
•
The Linked Work Orders and Linked Work Order Line Items related lists on articles aren’t available.
•
Linked articles can’t be accessed from feed items.
Reports and Dashboards: What’s Different or Not Available in Salesforce1
Reports
Considerations When Using Reports in Salesforce1
Number of Rows Displayed
Feature
Groupings
Report Formats
Conditional Highlighting
Filters
Notes about Salesforce1 Availability
Reports display a maximum of 2,000 rows, same as on the full
Salesforce site.
When you view a report with groupings, the groupings are displayed as columns at the end of the report.
Summary reports, matrix reports, and tabular reports are available in Salesforce1, but matrix and summary reports are shown in tabular format. Joined reports aren’t available.
You can’t view reports that show conditional highlighting in
Salesforce1.
When you open a report from the Reports tab, you can't filter the report.
When you tap a dashboard component to open the source report, you can filter the report by tapping a value on the chart.
If the source report is a tabular or joined report, then you can’t filter it.
Report Features Not Available in Salesforce1
•
Create, edit, or delete reports
•
Export
•
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
•
Feed
•
Schedule report refreshes
•
Subscribe
•
Joined reports
•
Historical trend reports
•
Add to campaign
•
Role hierarchy
•
Custom summary formula fields
•
Folders
•
Hide details
•
Summary information (grand totals, subtotals, summarized fields, record counts, etc.)
Other Notes about Using Reports in Salesforce1
•
You can’t drill into reports that have more than three checkbox fields.
•
When you view a report with more than 16 summary fields in Salesforce1, you receive an error message.
•
Salesforce1 can’t render reports via URLs that use dynamic parameter values. If you modify a URL to pass parameters into reports,
Salesforce1 shows a blank screen (a report record with no returned results).
Dashboards
Considerations When Using Dashboards in Salesforce1
Feature
Edit a Dashboard
View As
Dashboard Layout
Notes about Salesforce1 Availability
You can’t edit dashboards in Salesforce1. Dashboards are read-only.
In Salesforce1, as in the full Salesforce site, you can only run dashboards as a user in your role hierarchy. However, in
Salesforce1 you can choose from all users in your organization.
If you select a user outside your role hierarchy, you get an error.
With Enhanced Charts, dashboards display in a single-column layout on phones, and up to a two-column layout on tablets.
With Classic Charts, Lightning Experience dashboards that have more than three columns display in a three-column layout on phones and tablets.
Dashboards Features Not Available in Salesforce1
•
Create, edit, or delete dashboards
•
Feed
•
Schedule
•
Link from a dashboard component to a website or email address
•
Visualforce components on dashboards
•
Folders
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Other Notes about Using Dashboards in Salesforce1
In some situations, data displayed in a dashboard component can get out of sync with data in the report that's displayed on the same page. When a dashboard component’s data doesn’t match the report, one of these things is happening:
•
The dashboard is being refreshed as the configured user or the running user, while a report is always run as the current user.
•
The report was refreshed more recently than the dashboard. A report is refreshed every time you look at it (assuming you aren’t working offline). But a dashboard component is refreshed only when the dashboard it belongs to is refreshed.
The same temporary mismatch can occur in the full site, but there you see reports and dashboard charts on separate pages. In
Salesforce1, you see the report and the dashboard chart on the same page.
Charts
Other Notes about Using Charts in Salesforce1
•
Unless you turn on Enable Enhanced Charts in Salesforce1, legacy Salesforce Classic Charts display instead of the new
Lightning Experience Charts. After turning on Enable Enhanced Charts in Salesforce1, all users see Enhanced Charts regardless of whether they switch to Lightning Experience on the full Salesforce site.
Enhanced Charts are similar to Legacy Charts, but there are a few differences:
–
Enhanced Charts show only the first 200 groupings.
–
On tablets, dashboards always have two columns. On phones, dashboards always have one column.
–
On mobile dashboards, Enhanced Chart components don't show footers, but titles and subtitles still display. If there is important information in a component footer, consider moving it to the title or subtitle.
–
Enhanced Charts have a different color palette than Legacy Charts.
Note: If your org was created during or after the Summer ’16 release, then Enhanced Charts are turned on by default and
Legacy Charts aren't available. In Spring ’18, in all orgs, Salesforce1 will feature Enhanced Charts only because Legacy
Charts are being retired.
•
Report Charts are only available after drilling into a dashboard component’s report. Report charts aren’t available from the Reports tab.
Salesforce Files: What’s Different or Not Available in Salesforce1
When using Salesforce Files in the Salesforce1 mobile app, you can’t:
•
Add more than one file to feed items in Chatter
•
See multiple files attached to a feed item in the main Chatter feed—only the first attachment is displayed (downloadable apps only)
•
View file types other than these:
.doc
,
.docx
,
,
.ppt
,
.pptx
,
.xls
,
.xlsx
, and all image files, including
.gif
,
.jpg
, and
.png
formats
•
Create, rename, or delete library folders
•
Move files in libraries into folders
•
Access Files from the Salesforce1 navigation menu if you’re a high-volume portal user
•
Upload files using the Good Access secure mobile browser
•
Assign topics to files in the main Chatter feed (downloadable apps only)
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands
Content Libraries and Files
The support for Salesforce CRM Content in the Salesforce1 downloadable app for iOS is geared towards letting users view and share content. Other activities, such as managing or contributing to libraries, aren’t available in Salesforce1. Here’s how working with content libraries in Salesforce1 is different from what users can do in the full site.
•
The Private Library folder isn’t available. Instead, a user can access the files in their private library by selecting the Owned by Me filter in the Files list on Files home.
•
When viewing libraries, the top content, popular tags, recent activity, and most active contributors sections aren’t available.
•
Users can’t:
–
See content detail pages
–
Upload and publish new or revised files to libraries
–
Publish web links in libraries
–
Edit content details
–
Add, edit, or delete comments
–
Move files to different libraries
–
Use tags to classify or filter content
–
Subscribe to libraries, files, authors, or tags
–
Provide feedback on content, or review feedback on content
–
Delete, archive, or restore content
•
Content search options like filtering by file type, author, or library name aren’t available. But users can use global search to find files in libraries.
•
Interacting with content packs in Salesforce1 is limited. Users can see the content packs that exist and share them with Salesforce colleagues or groups. But it’s not possible to preview or download the files included in a content pack. Nor can mobile users create or modify content packs.
•
Creating or managing content deliveries isn’t available. This includes generating an encrypted URL for sharing files and content packs with customers.
Chatter: What’s Different or Not Available in Salesforce1
Feeds
When viewing feed items in the Salesforce1 mobile app, you can’t see:
•
Live feed or live comment updates.
•
Rich text formatting or code snippets in the main feed. (downloadable apps only)
•
Inline images in the main feed—you see a placeholder with the name of the image instead. (downloadable apps only)
•
Multiple attachments on an item in the main feed—only the first attachment is displayed. (downloadable apps only)
•
Previews of links in the main feed. (downloadable apps only)
•
The list of people who liked a post. (mobile browser app only)
•
Bundled posts in the What I Follow feed. (downloadable apps only)
•
Social feed posts. (downloadable apps only)
•
The full content of posts shared from Lightning Experience when viewed in the main Chatter feed (downloadable apps only) or in feeds on profiles (Salesforce1 for iOS downloadable app only). Tap the View Post link in the shared feed item to see the shared content.
When posting, commenting, or doing other work in feeds from Salesforce1, you can’t:
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•
Apply rich text formatting or include code snippets in feed items.
•
Use Chatter emoticons (but you can use iOS and Android emoji keyboards to add emoticons to feeds).
•
Add inline images to feed items.
•
Add more than one attachment to feed items.
•
Edit feed posts or comments.
•
Mute a feed item. (downloadable apps only)
•
Use action links in the main feed. (downloadable apps only)
•
Share posts. (mobile browser app only)
•
Search in feeds on user profiles and records.
There are some other features that aren’t available from the Chatter item in Salesforce1. You can’t:
•
Switch the main feed to show only muted posts.
•
Filter the main feed to show all updates, fewer updates, questions, or only posts related to a specific object.
•
Send or view Chatter messages.
•
See recommendations.
•
Add or view Chatter favorites.
•
See Chatter activity statistics or Chatter influence status.
•
Invite coworkers to sign up for Chatter.
Topics
Topics are available in the Salesforce1 mobile browser app and downloadable apps. When using topics in Salesforce1, you can’t:
•
See trending topics.
•
Edit topic details (name and description).
•
Tag favorite topics.
•
Assign topics to records.
•
View records assigned to a topic.
•
See these related lists: Related Topics, Related Groups, Knowledgeable on Topics, Recent Files.
•
See topics in auto-complete options when searching.
•
Delete topics.
•
Access the topic detail page by tapping on a hashtag topic from a feed (on Android devices).
Chatter Questions
When using Chatter Questions in Salesforce1, you can’t:
•
See similar questions and knowledge articles when you ask questions.
•
Select best answers.
Note:
Chatter Questions isn’t fully supported in the Salesforce1 downloadable apps. When coworkers ask questions, you can see who posted but the text of the question isn’t displayed. You can see any answers to the question, however.
Groups
When using groups in Salesforce1, you can’t:
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•
See live feed updates.
•
Use the group creation wizard to set up a new group.
•
See recommendations of groups to join.
•
Invite customers to join private customer groups.
•
Add records to Chatter groups with customers using the Add Record action.
•
Withdraw requests to join private groups.
•
Change email and in-app notification settings for groups in communities.
•
See or customize group member engagement data.
Group owners and managers can’t remove files from the group files list.
People and Profiles
When using People to view profiles in Salesforce1, you can’t:
•
Edit profile information in the Salesforce1 for iOS downloadable app.
•
Upload a profile photo using the Good Access
™
secure mobile browser.
•
Hover on user profile photos to quickly see user information.
•
Use custom profiles.
•
Filter the Following related list on your profile.
Chatter Messenger
Chatter Messenger isn’t available in Salesforce1.
Salesforce Communities: What’s Different or Not Available in Salesforce1
Salesforce Communities in Salesforce1 is similar to the full site, with these differences:
•
The Salesforce1 navigation menu for a community doesn’t include all the items that are available to your internal organization:
–
The navigation menu shows only the tabs that the admin has included in that community via Tabs & Pages in the community’s administration settings.
–
The Chatter tab that’s available in Salesforce Classic is divided into three menu options in Salesforce1 (and Lightning Experience).
If your community includes the Chatter tab in Salesforce Classic, you see Feed, People, and Groups in Salesforce1.
–
The Events and Today items aren’t available and don’t appear in the navigation menu.
–
Tasks are available only to users with the Edit Tasks permission.
–
The Reports item isn’t available and doesn’t appear in the navigation menu.
–
Salesforce Knowledge articles aren’t supported in communities when using the Salesforce1 downloadable apps. The Articles item doesn’t display in the navigation menu. (But articles are available if using the Salesforce1 mobile browser app.)
•
There is no All Company nor Company Highlights feed.
•
Adding inline images to a post isn’t available.
•
Community Management and Community Workspaces aren’t available in Salesforce1.
•
Communities that use a Community Builder template, such as Koa, Kokua, or Customer Service (Napili), contain rich styling that doesn’t display in Salesforce1. These communities are responsive and it’s best to access them directly from a mobile browser using community URLs. (Communities that use a Salesforce Tabs + Visualforce template are supported in all the Salesforce1 apps.)
•
Site.com branding is not supported.
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•
Community members can’t flag private messages as inappropriate.
•
Reputation isn’t supported in Salesforce1. However, if reputation is enabled and set up in the full site, users do accrue points when using Salesforce1. Users can view their points in the full site only though.
•
Search is scoped to the community and returns only items from the current community. The only exception is records, since they are shared across communities and the internal organization.
•
Role-based external users can approve and reject approval requests from the Approval History related list on records, but they can’t submit requests for approval.
•
A user’s list of notifications includes notifications from all communities the user is a member of. The name of the community in which the notification originated appears after the time stamp.
•
External users accessing communities don’t see a help link.
•
In the Salesforce1 mobile browser app, external users’ photos don’t include any visual indication that the user is an external user. In the full Salesforce site and the Salesforce1 downloadable apps, the upper left corner of an external user’s photo is orange.
•
In the Salesforce1 mobile browser app, the People list shows the default photo ( ) next to each user’s name. Tap a user to go to their profile page where you can see their uploaded photo. In the Salesforce1 downloadable apps, photos appear next to users’ names in the People list.
•
The community template and your user licenses determine how you can access communities using Salesforce1. For more information, see Access Communities in Salesforce1 in the Salesforce Help.
•
Group members in communities can’t edit their email and in-app notification settings in Salesforce1. As a workaround, users can set their group email notification preference to Every Post in the community from the full site. Selecting this option automatically enables both email notifications and in-app notifications in Salesforce1 for that group.
•
Communities aren’t available from Salesforce1 when the mobile device is offline.
Navigation and Actions: What’s Different or Not Available in Salesforce1
Navigation
•
On most devices, the Salesforce1 mobile app is supported on portrait orientation only. The one exception is when using the Salesforce1 downloadable app on iPad tablets, where both portrait and landscape orientation are supported.
The mobile browser app interface does rotate into landscape orientation but isn’t guaranteed to work in this orientation.
•
The App Launcher isn’t available. You can’t switch between standard or custom apps in Salesforce1. The navigation menu gives you access to all of the objects and apps that are available to you in the mobile app.
•
The Lightning Experience utility bar isn’t available in Salesforce1.
•
The top-down tab-key order, which allows users viewing a record detail page to move through a column of fields from top to bottom before moving focus to the top of the next column of fields, isn’t supported in Salesforce1. Even if a page layout is configured for a top-down tab-key order, Salesforce1 moves from left-to-right through field columns.
Actions
•
Most actions, including quick actions, productivity actions, and standard and custom buttons, are displayed in the action bar or list item actions in Salesforce1.
•
The Save & New button isn’t available in Salesforce1.
•
If you use URL custom buttons to pass parameters to standard pages in Salesforce Classic—such as pre-populating fields when creating a record—this behavior doesn’t work in Salesforce1.
•
There are a few differences between the Send Email quick action in Salesforce and the standard Email action in Case Feed:
–
Users can’t switch between the rich text editor and the plain text editor in a Send Email action.
–
Templates aren’t supported in the Send Email action.
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–
Quick Text isn’t available in the Send Email action.
–
The Send Email action doesn’t support attachments.
–
Users can’t save messages as drafts when using the Send Email action.
–
Users can’t edit or view the From field in the Send Email action.
Search: What’s Different or Not Available in Salesforce1
Search Behavior
•
Salesforce objects are available in Salesforce1 when the Smart Search Items option is included in the Salesforce1 navigation menu. Smart Search Items is required to get search results for standard and custom objects.
•
When doing a global search in Salesforce1, you can find records for the objects that appear in the Recent section of the navigation menu only.
If you’re new to Salesforce and don’t yet have a history of recent objects, you’re able to search this default set of objects: Accounts,
Cases, Contacts, Files, Leads, Opportunities. You can also search Groups and People if these items appear in your Recent section.
If they appear in other areas of the navigation menu, they aren’t searchable.
As you spend time working in Salesforce1 and the full Salesforce site (Salesforce Classic and Lightning Experience), the objects that you use the most eventually replace the default ones in the Recent section and become the objects that are available for global searches in Salesforce1.
•
In the Salesforce1 mobile browser app, use the search scope bar beneath the global search box to see results for the selected object.
The objects available in the search scope bar are the same as the items that appear in the Recent section of the Salesforce1 navigation menu. The search scope bar displays objects in the same order as in the navigation menu.
The Salesforce1 downloadable apps for Android and iOS don’t have a search scope bar. These apps display search results on a single page, grouped by object.
•
To find records for an object that doesn’t appear in global search results (that is, any of the objects you see when you tap More to expand the Recent section in the navigation menu), use the search box on the object’s home page.
•
You can’t pin frequently used items.
•
You can't search by divisions.
Instant Results
Note: Instant results are shown as a drop-down in the search box and include recent items or auto-suggested records, which are shown after you type at least three characters. If you don’t see a record in instant results, perform a full search.
•
The Salesforce1 mobile browser app shows more recent items and auto-suggested records than in Lightning Experience.
•
In the Salesforce1 mobile browser app, instant results are displayed for the selected object only, not for multiple objects.
Search Results
•
Top Results, which lists search results for the objects you use most frequently, isn’t available.
•
External Results, which lists search results for the objects from Federated Search, isn’t available. However, custom objects created for the purposes of federated search can be added to Salesforce1 navigation per the usual process. If used frequently, the object also appears under the Recent section.
•
List views aren’t included in full search results. To find list views in instant results, open the record search page for an object and type your search terms. As you type, the list of matching items expands to show the list views you’ve most recently accessed in the full Salesforce site.
•
You can't filter search results.
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•
In the Salesforce1 downloadable apps for Android and iOS, global search returns up to 50 of the most relevant records. There’s no limit in the Salesforce1 mobile browser app.
Lookup Searches
•
Instant results are based on recent items only, instead of all records that match the search term.
•
A wildcard is appended to all lookup searches.
•
Lookup search returns up to 25 of the most relevant records in the results.
•
To add records for multiple types of objects within a single lookup, use the dropdown above the search results.
•
Lookup search results don’t include Customer Portal or Partner Portal users. However, if the user record was recently viewed, the record appears in lookup instant result suggestions.
Entering Data: What’s Different or Not Available in Salesforce1
There are some differences between the full Salesforce site and the Salesforce1 app when you’re adding new records or updating existing data.
Category
Any Record
Accounts and
Contacts
Events
Issue
Third-party keyboards aren’t supported.
Inline editing isn’t available.
Changing a record’s owner is available for accounts, campaigns, cases, contacts, leads, opportunities, work orders, and custom objects only.
Combo boxes, which combine a picklist with a text field, aren’t available. Typically the text field is available but the picklist is not.
If territory management is enabled, you can’t assign or modify a record’s territory rules.
Creating
Records
The Copy Billing Address to Shipping Address and Copy Mailing Address to Other
Address links aren’t available.
If territory management is enabled, the Evaluate this account against territory rules
on save option isn’t available when editing account records.
An event owner can’t change, add, or remove an event’s invitees. If two or more contacts are related to an event, the owner can’t edit them; if the event has just one related lead or contact, the owner can edit it but not add more.
Events that aren’t related to a contact or object aren’t displayed.
You can’t accept or decline an event you’ve been invited to.
You can’t use Shared Activities to relate multiple contacts to an event.
Proposed Events (the New Meeting Request button) aren’t supported.
The
Related To
field remains editable when the
Name
field is set to
Lead
, but you’ll receive an error if the
Related To
field contains data when you save the record.
You can’t create recurring events or change the details of a recurring event series. (You can change the details of individual occurrences in an event series.)
Editing
Records
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Category
Leads
Opportunities
Tasks
Issue
The Subject field doesn’t include a picklist of previously defined subjects.
The Email and Phone fields for an associated contact aren’t displayed.
You can’t add attachments.
You can’t send notification emails.
You can’t set event reminders.
When you add a new lead, the
Campaign
field and the
Assign using active assignment rule” checkbox
aren’t available. You can add values to these fields in the full site.
You can’t edit the
Forecast Category
field. The field is automatically populated, based on the value of the
Stage Opportunities
field, when you save the record.
You can manually edit the value of this field in Salesforce Classic (but not from Lightning
Experience).
The
Subject
field doesn’t include a picklist of previously defined subjects.
Creating
Records
The
Related To
field remains editable when the
Name
field is set to
Lead
, but you’ll receive an error if the
Related To
field contains data when you save the record.
The
and
Phone
fields for an associated contact aren’t displayed.
You can’t use Shared Activities to relate multiple contacts to a task.
You can’t create recurring tasks using a New Task quick action, but you can via the New
Task button on task lists.
You can’t edit the recurrence details of a recurring task series.
Editing
Records
You can’t add attachments.
You can’t send notification emails.
Phone Number
Fields
You can’t set task reminders.
The keypad that displays in phone number fields doesn’t include parentheses, hyphens, or periods, and Salesforce1 doesn’t apply any phone number formatting when you save the record. To apply a specific phone number format, edit the record in the full site.
Success Message After creating a record from a related list in Salesforce1, the resulting success message doesn’t include a link to the new record (like in Lightning Experience).
Approvals: What’s Different or Not Available in Salesforce1
Approval Responses
You can’t unlock a record that’s locked for approval.
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Salesforce1 Notifications for Approval Requests
•
Notifications for approval requests aren’t sent to queues or delegates. For each approval step involving a queue, add individual users as assigned approvers, so at least those individuals can receive the approval request notifications in the mobile app. To have both queues and individual users as assigned approvers, select Automatically assign to approver(s) instead of
Automatically assign to queue in the approval step.
•
Notifications for approval requests are sent only to users who have access to the record being approved. Assigned approvers who don’t have record access can still receive email approval notifications, but they can’t complete the approval request until someone grants record access.
Approvals in Chatter
In Salesforce1, you can’t respond to approval requests from Chatter. To respond to approval requests, go to the Approvals navigation item.
Approval Comments
•
Salesforce1 prompts you for comments after you tap Approve or Reject.
•
The Approval History related list displays truncated comments. To see the full comment for a given approval instance, tap the instance, then tap Comments.
Approval History Related List
•
The Approval History related list doesn’t include the Submit for Approval button.
•
When working with approvals in communities, role-based external users can see and take action from the Approval History related list, but they can’t submit requests for approval.
Offline Access: What’s Different or Not Available in Salesforce1
Access Data While Offline
When caching in Salesforce1 is enabled, downloadable app users can access cached data while working offline. The default data that’s cached includes recently accessed records for the first five objects in the Recent section of the user’s Salesforce1 navigation menu, plus the user’s recent tasks and dashboards. Recently accessed records are determined by a user’s activities in both Salesforce1 and the full
Salesforce site, including Salesforce Classic and Lightning Experience. In addition, much of the data that a user accesses throughout a
Salesforce1 session is added to the cache.
for the full rundown on what’s supported.
Update Data While Offline (Beta)
Create, Edit, and Delete Actions
•
Create records using the New button on recently accessed object home pages. New record actions in an action bar (such as
New Task, New Contact, or New on related lists) aren't supported offline.
•
Edit and Delete actions in the action bar are available for cached records only.
All Other Quick Actions
•
All other action bar icons, such as Log a Call, Post, or Change Owner, aren't supported offline.
Record Types for Recent Objects
•
Salesforce1 caches up to 15 of a user’s most recently accessed record types per object. If your org has defined more than 15 record types for any of a user’s recent objects (that is, the first five objects listed in the Recent section of the user’s Salesforce1
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Set Up and Maintain Your Salesforce Organization Put Salesforce1 In Your Users' Hands navigation menu), only the cached record types are available when creating a record offline. And only records matching the cached record types are editable while offline.
Lookups and Picklists
•
Dependent lookups and picklists for a cached record aren't supported when offline, unless the user interacted with these elements before the record was cached.
•
Lookup filters aren't supported when offline. Users can enter the name of the related lookup record when editing data offline but the app doesn’t search for related looked records until the user’s mobile device is back online.
•
Complex page layouts, with a very large number of fields or many picklists, can result in records that are too large for Salesforce1 to cache. If a user doesn’t see expected recently accessed records when offline, this may be the reason why. If this becomes a problem for your users, we recommend re-evaluating the affected object’s page layout to see if you can optimize it for mobile use.
Notes
•
Notes that include images aren’t available offline.
•
Images can’t be added to notes when working offline.
•
Users can't relate notes to records when working offline.
Events
•
If you create an event when working offline, it is in draft mode until Salesforce1 is back online. However, there is no visual cue on the Events list that the event is still in draft mode.
Tasks
•
Users can only create tasks offline if the simplified New Task form for Salesforce1 is disabled.
1. From Setup, enter
Activity Settings
in the
Quick Find
box, then select Activity Settings.
2. Deselect Show simpler New Task form in Salesforce1.
3. Click Submit.
•
Selecting or deselecting checkboxes on tasks isn't supported when offline.
Communities
•
Salesforce Communities aren't supported when offline.
Salesforce Customization: What’s Different or Not Available in Salesforce1
Custom Home Pages
•
Salesforce1 doesn’t support login redirection to Salesforce apps or custom home tabs like the full Salesforce site does. If you prefer to retain this redirection for users who log in to Salesforce from a mobile browser, turn off the Salesforce1 mobile browser app. This can be done on a user-by-user basis or for your entire organization.
Custom Actions and Buttons
•
Custom buttons that are added to the Button section of a page layout and that define the content source as
URL
or
Visualforce
are supported in Salesforce1. Remember that Visualforce pages must be enabled for use in Salesforce1.
Custom links, custom buttons that are added to list views, and custom buttons that define the content source as
OnClick
JavaScript
aren’t available in Salesforce1.
•
Using URL custom buttons to pass parameters to standard pages in Salesforce Classic—such as pre-populating fields when creating a record—doesn’t work in Salesforce1 or Lightning Experience.
•
Custom images used for action icons must be less than 1 MB in size.
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Lightning Pages
•
You can’t add more than 25 components to a Lightning page region.
Visualforce Pages
•
Standard tabs, custom object tabs, and list views that are overridden with a Visualforce page aren’t supported in Salesforce1. The
Visualforce page is shown for full site users but Salesforce1 users will see the default Salesforce1 page for the object instead. This restriction exists to maintain the Salesforce1 experience for objects.
•
Salesforce1 imposes additional resrictions and constraints on Visualforce pages. See Visualforce Guidelines and Best Practices in the
Salesforce1 Mobile App Developer guide for details.
Programmatic Customizations
•
These programmatic customizations to the UI aren’t supported: Web tabs and S-controls.
Help Users From Anywhere With SalesforceA
SalesforceA is a mobile app for Salesforce administrators. When you’re away from your desk, you can use your phone or tablet to perform essential administration tasks like resetting passwords, freezing users, and viewing current system status.
SalesforceA is free. Download it from the Google Play Store for Android phones and tablets, and from the Apple App Store for Apple iPhone, iPod Touch, and iPad.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
Manage users and view information for Salesforce organizations from your mobile device.
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
Log in to the SalesforceA mobile app to perform essential administrative tasks for your Salesforce organization.
Log In to Multiple Organizations with SalesforceA
Use SalesforceA on your mobile device to log in to multiple Salesforce organizations that you administer. Once logged in, you can switch between organizations without going through the login process again.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
Create a New User with SalesforceA
Use SalesforceA on your mobile device to create a new user. Creating a new user is available in SalesforceA for iOS version 3.3 or later.
Reassign a User License with SalesforceA
When you create a new user with SalesforceA, there may be instances when your org doesn't have enough user licenses to assign to the newly created user. No need to worry if this happens, because SalesforceA saves the newly created user as inactive. To change the newly created user from inactive to active, you can reassign a user license from an existing user to the newly created user.
Reassigning a user license is available in SalesforceA for iOS version 3.3 or later.
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Set Up and Maintain Your Salesforce Organization
SalesforceA Options
Manage users and view information for Salesforce organizations from your mobile device.
Overview of Your Organization
The Overview screen shows:
•
Number of frozen and locked out users
•
Trust status
•
Recently viewed users
Help Users From Anywhere With SalesforceA
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
For Android users, the navigation icon is in the top left. Tap it to go to the navigation menu.
For iOS users, navigation is done through the action bar at the bottom of the screen.
User Management
From the navigation menu, tap Users to see a list of users or search for a user. Tap a name to:
•
View or edit user details
•
Freeze, deactivate, or reactivate the user
•
Reset a user password
•
Assign permission sets (iOS only)
•
Create a new user (iOS only)
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Swipe to the Related page to see:
•
The user’s current permission sets
•
The user’s login history
Additional Information
The Resources page gives you quick access to:
•
Lightning Readiness Check
•
Optimizer
•
Admin News and Events
•
Trailhead
•
Salesforce Trust
•
Salesforce Answers
•
Salesforce Release Notes
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Log In to SalesforceA
Log in to the SalesforceA mobile app to perform essential administrative tasks for your Salesforce organization.
As a Salesforce administrator, you can use SalesforceA to log in to your production organization
(default), sandbox environment, or a custom host. Choose the environment or host with the host menu.
•
For iOS users: open the host menu from the gear icon in the upper right corner of the login screen.
•
For Android users: open the host menu from the action overflow button in the upper right corner of the login screen.
If prompted, enter a passcode as an extra layer of security for your mobile device. Manage this security setting in the Salesforce desktop browser application from Setup in the Connected Apps entry for SalesforceA.
Once you log in, you see the Overview screen.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
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SEE ALSO:
Log In to Multiple Organizations with SalesforceA
Log In to Multiple Organizations with SalesforceA
Use SalesforceA on your mobile device to log in to multiple Salesforce organizations that you administer. Once logged in, you can switch between organizations without going through the login process again.
1. Tap the navigation icon to go to the menu. For iOS users, tap More.
2. Tap the down arrow next to your username. A list of your accounts appears.
3. Select a previously saved username or tap + Add account to add an account.
4. To choose a sandbox or custom host, tap the gear icon in the upper right (iOS users) or the action overflow button in the upper right (Android users), and switch to your desired host.
From the list of your accounts, you can:
•
Switch between organizations
•
See whether each organization is production or sandbox (iOS only)
•
See each organization’s edition (iOS only)
Tap the up arrow to close the account selector.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
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Create a New User with SalesforceA
Use SalesforceA on your mobile device to create a new user. Creating a new user is available in
SalesforceA for iOS version 3.3 or later.
1. From the Users page, tap +.
2. Enter the user’s name and email address and a unique username in the form of an email address.
By default, the username is the same as the email address.
3. Select a
User License
. The user license determines which profiles are available for the user.
4. Select a profile, which specifies the user’s minimum permissions and access settings.
5. In Professional, Enterprise, Unlimited, Performance, and Developer Editions, select a
Role
.
6. Select
Generate new password and notify user immediately
to have the user’s login name and a temporary password emailed to the new user.
7. Tap Save.
Note:
Your username must be unique across all Salesforce orgs. The username must be in the format of an email address, for example, [email protected]. This email username doesn’t have to work. You can have the same functioning email address associated with your account across orgs—only the username in the form of an email address must remain unique.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
859
Set Up and Maintain Your Salesforce Organization Help Users From Anywhere With SalesforceA
You can create a new user even if you don't have enough user licenses to accommodate one. SalesforceA saves all the fields of your new user, but the user is in an inactive state. To change the state of an inactive user to active, you need to reassign a license from an existing user to your newly created user. For guidelines about creating a new user, see Guidelines for Adding Users in the Salesforce
Help for more information.
Reassign a User License with SalesforceA
When you create a new user with SalesforceA, there may be instances when your org doesn't have enough user licenses to assign to the newly created user. No need to worry if this happens, because
SalesforceA saves the newly created user as inactive. To change the newly created user from inactive to active, you can reassign a user license from an existing user to the newly created user. Reassigning a user license is available in SalesforceA for iOS version 3.3 or later.
1. From the inactive user's page, tap Reassign a License.
2. Either scroll or use the Find User search bar to find an existing user you want to reassign a user license from.
3. When you've found that existing user, tap Reassign This License.
4. Confirm the changes, and tap OK.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions.
USER PERMISSIONS
To use SalesforceA:
•
Manage Users
860
Set Up and Maintain Your Salesforce Organization Salesforce Chatter
Salesforce Chatter
Salesforce Chatter is a downloadable app for Windows 10 Anniversary Edition users. Salesforce Chatter combines Chatter feeds and posting functionality with the power of an app optimized for Windows 10 users.
Using the Salesforce Chatter app, you only have to log in to Salesforce once to access everything Salesforce has to offer in the app and the full site. You can launch directly into the full Salesforce site to view Lightning Experience pages, saving time and getting to information you need most faster. On the Windows Surface Pro 4, you can attach drawings made in the app to Chatter posts for new ways of collaborating on projects and sharing updates.
IN THIS SECTION:
Requirements for the Salesforce Chatter App
Salesforce Chatter is supported for devices running Windows Anniversary Edition.
Get the Salesforce Chatter App
Salesforce Chatter is available from the Windows Store. Devices must be running Windows 10 Anniversary Edition.
What’s Available in the Salesforce Chatter App
Salesforce Chatter gives you more ways than ever to collaborate with coworkers using Chatter. Salesforce Chatter requires only a single authentication to access all of Salesforce. You can also attach drawings directly from the app to Chatter posts.
Requirements for the Salesforce Chatter App
Salesforce Chatter is supported for devices running Windows Anniversary Edition.
Salesforce performs automated and manual testing of devices running the Windows 10 Anniversary Edition only.
Customers aren’t blocked from using Salesforce Chatter on untested operating systems. The operating systems are subject to change, with or without notice.
861
Set Up and Maintain Your Salesforce Organization Salesforce Chatter
Get the Salesforce Chatter App
Salesforce Chatter is available from the Windows Store. Devices must be running Windows 10 Anniversary Edition.
Install Salesforce Chatter
The Salesforce Chatter downloadable app is available for Windows 10 Anniversary Edition users. You can download and install Salesforce
Chatter from the Windows Store.
Once the app is installed, launch it from your home screen and log in to your Salesforce account.
Note:
If you’re not able to log in, verify with your Salesforce admin that you’re enabled to use the downloadable app.
What’s Available in the Salesforce Chatter App
Salesforce Chatter gives you more ways than ever to collaborate with coworkers using Chatter. Salesforce Chatter requires only a single authentication to access all of Salesforce. You can also attach drawings directly from the app to Chatter posts.
IN THIS SECTION:
Post Drawings with Salesforce Chatter
You can post drawings made with the Salesforce Chatter canvas directly on to Chatter posts on touch enabled Windows 10 devices.
Authenticate Once with Salesforce Chatter
Salesforce Chatter makes getting to work in the full Salesforce site easier than ever. Just log in to the Salesforce Chatter app and launch the full Salesforce site directly from the app.
Post Drawings with Salesforce Chatter
You can post drawings made with the Salesforce Chatter canvas directly on to Chatter posts on touch enabled Windows 10 devices.
Create a new Chatter post and tap Draw to launch the canvas.
Once inside the canvas, use the ruler feature for straight lines, or draw with a stylus or finger. Once your drawing is complete tap Attach.
You can share more context for your drawing in the Chatter post, or tag coworkers and groups to share the drawing with them specifically.
Tap Post to share the drawing in your Chatter feed or with a group depending on the audience of your post.
Authenticate Once with Salesforce Chatter
Salesforce Chatter makes getting to work in the full Salesforce site easier than ever. Just log in to the Salesforce Chatter app and launch the full Salesforce site directly from the app.
Tap Full Site in the left navigation menu to launch your Salesforce homepage. You can also open a specific Chatter post, file, or image in Lightning Experience directly in your browser by tapping and Open in browser.
862
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic helps your teams succeed by allowing users to access their latest Salesforce data, whenever and wherever they need it, directly from Android
™
and iPhone
®
devices.
The Salesforce Mobile Classic app exchanges data with Salesforce over mobile or wireless networks, and stores a local copy of the user’s data in its own database on the mobile device. Users can edit local copies of their Salesforce records when a data connection isn’t available, and transmit those changes to Salesforce when a connection is available again. The app also promotes near real-time logging of critical information by prompting users to enter updates directly in Salesforce or Force.com
AppExchange apps after important customer calls, emails, or appointments.
A Salesforce Mobile Classic license is required for each user to use Salesforce Mobile Classic. For organizations using Unlimited, Performance, and Developer Editions, Salesforce provides one mobile license for each Salesforce license. Organizations using Professional or Enterprise Editions purchased mobile licenses separately.
Note: The Android and iPhone apps are available in English, Japanese, French, German, and
Spanish. Contact Salesforce to turn on Salesforce Mobile Classic for your organization.
IN THIS SECTION:
About the Salesforce Mobile Classic Default Configuration
Salesforce Mobile Classic Implementation Tips and Best Practices
Set up the Salesforce Mobile Classic app using these tips and best practices.
Setting Up Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Devices
Salesforce Mobile Classic App Limits
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
SEE ALSO:
Setting Up Salesforce Mobile Classic
Salesforce Classic Implementation Guide
Salesforce Classic User Guide for iPhone
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
About the Salesforce Mobile Classic Default Configuration
Mobile configurations for the Salesforce Mobile Classic app are sets of parameters that determine what data Salesforce transmits to users' mobile devices and which users receive the data on their mobile devices. A default mobile configuration is provided for Professional, Enterprise, Unlimited,
Performance, and Developer Edition organizations. Administrators can’t view or edit the default mobile configuration.
Users are automatically assigned to the default mobile configuration when they activate their
Salesforce account from a supported mobile device using the Salesforce Mobile Classic app.
The default mobile configuration:
•
Allows users with an assigned mobile license to install and activate Salesforce Mobile Classic, even if you haven’t yet assigned them to a mobile configuration.
You can disable Salesforce Mobile Classic to prevent users from activating the Salesforce Mobile
Classic app.
The default configuration can mobilize the following objects:
•
Accounts
•
Assets
•
Cases
•
Contacts
•
Dashboards
•
Events
•
Leads
•
Opportunities
•
Reports
•
Solutions
•
Tasks
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
Note:
•
Not all objects available in the Salesforce Mobile Classic app are mobilized with the default configuration.
•
Assets aren’t available as a tab in the Salesforce Mobile Classic app but display as a related list for accounts, cases, and contacts.
•
Accounts include both business and person accounts. To exclude person accounts from the configuration’s data set, use the
“
Is Person Account equals False
. criteria” To use only person accounts, use “
Is Person Account equals True
.” If a mobile configuration includes accounts but not contacts, users assigned to that configuration see a
Contacts tab in the mobile client application, and the tab contains person accounts.
The default configuration automatically synchronizes records the user recently accessed in Salesforce on the Salesforce Mobile Classic app. Users can search for records that aren’t automatically synchronized; once the user downloads a record, the record becomes a permanent part of the data set. In addition to recently accessed records, the default configuration synchronizes activities closed in the past five days and open activities due in the next 30 days.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic Implementation Tips and Best Practices
Set up the Salesforce Mobile Classic app using these tips and best practices.
EDITIONS
Building Lean Data Sets
•
Keep the data sets in your mobile configurations as small as possible. Not only do lean data sets greatly improve the Salesforce Mobile Classic app's performance, but they also make the app easier to use. Pushing massive amounts of data to the device might seem like a good idea, but the important records tend to get lost among the ones that aren't relevant to users' day-to-day activities. Small data sets are powerful because the Salesforce Mobile Classic app synchronizes with Salesforce every 20 minutes, so the data is constantly refreshed with new and updated records. Even if your mobile configurations don't account for every possible record your users might need, they can search for records that aren't automatically synchronized to their devices.
To build small data sets:
–
Nest the objects in the data set tree. For example, add contacts as a child data set of the account object so that the data set includes contacts related to the mobilized accounts instead of all the user's contacts.
–
Avoid setting the record ownership filter to All Records unless your organization uses a private sharing model. It's unlikely that users need to see all of an object's records on their devices. Instead of mobilizing all opportunity records, for example, mobilize just the opportunities owned by the user or the user's opportunity team.
–
Use filters that synchronize the most relevant records. For example, even if you limit the opportunities on the device to records owned by the user, you could further prune the data set by mobilizing only opportunities closing this month.
–
Set a record limit to prevent the data set from getting too large. Generally, a single data set should generate no more than 2,500 records.
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
•
Another way to build lean data sets is to
mobilize the Salesforce recent items list
, add the data sets, and set the record ownership filters in your data sets to None (Search Only). The user's data set is populated with records recently accessed in Salesforce, and those records in turn synchronize additional data based on the data set hierarchy. For example, let's say you create
To create, change, or delete
Salesforce Mobile Classic configurations:
•
Manage Mobile
Configurations a data set with the account object at the root level and add the contact, task, and event objects as child data sets. When the Salesforce Mobile Classic app synchronizes an account from the
Salesforce recent items list, it also synchronizes the contacts, tasks, and events related to that account.
•
If you're not sure which fields to use as filters for your data sets or mobile views, consider using the Last Activity Date field. For example, set up a filter that synchronizes contacts with an activity logged this week or this month. The Last Activity Date field is a better indicator of a record's relevance than the Last Modified Date field—often the main detail of a record remains unchanged even though users frequently log related tasks and events.
Mobilizing Records Users Need
•
Before mobilizing a custom object, make sure the object's functionality is compatible with the Salesforce Mobile Classic app. Salesforce
Mobile Classic doesn’t support S-controls, mashups, merge fields, image fields, or custom links.
•
To obtain a relevant set of activities, mobilize the task and event objects at the root level of the data set hierarchy and nest them under parent objects, like contacts, accounts, and opportunities. Adding tasks and events at multiple levels ensures that users will see their personal activities and activities related to the records on their devices. Avoid mobilizing too much activity history or too
865
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic many tasks and events not owned by the user. Generally, there are more task and event records in an organization than any other type of record, so it's easy to bloat data sets with too many activities.
•
If your sales representatives frequently take orders in the field and need a comprehensive inventory list, add the product object at the root level of the data set hierarchy. Nesting the opportunity product object below the opportunity object won't mobilize all products.
•
If your users need to assign tasks to other users or change the record owner, mobilize the user object so that the names of other users will be available on the device. Avoid mobilizing all user records—instead, set up filters based on the role or profile.
•
Be sure that users assigned to a mobile configuration have field-level access to all the fields used in the configuration's filter criteria.
If a user doesn't have access to a field in a data set's filter criteria, the Salesforce Mobile Classic app won't synchronize the records for that data set or its child data sets.
•
You can sometimes use cross-object formula fields to work around limitations of the Salesforce Mobile Classic app. For example,
Salesforce Mobile Classic doesn't support campaigns, so you can't add the campaign object as a data set and add the opportunity object as its child data set to get the related records. However, you can create a text formula field on the opportunity object equal to the name of the parent campaign. The field needs to be visible, but it doesn't need to be included on your page layouts. Then add the opportunity object to the data set and use the new formula field to filter opportunities related to a specific campaign.
•
Although a mobile configuration might include an object at multiple levels in the data set hierarchy, users won't see duplicate tabs in the Salesforce Mobile Classic app. Only one Task tab appears on the device even if you mobilize the task object at the root level and as a child data set of three objects.
Customizing Mobile Configurations
•
Clean up your mobile page layouts by excluding fields from the objects in the mobile configuration. Less data is sent to the device, and mobile users don't have to scroll through unnecessary fields.
•
If you mobilize the Dashboards tab, be sure to select any other tabs that should appear in the Salesforce Mobile Classic app. Customizing the tabs for a mobile configuration overrides the default tab set—if you only mobilize the Dashboard tab, it will be the only tab sent to the device.
•
Due to the small size of mobile device screens, you can only select two display columns for mobile views. If you need three columns of data, create a text formula field on the object that concatenates the three fields, then use the formula field in the mobile view criteria.
•
When creating mobile views, you can filter based on the current user with the $User.ID global variable, but you can't enter a user's name as a value in the filter criteria. To build a view based on users, create a text formula field on the appropriate object, then use the formula field in the mobile view criteria. For example, to create a view that displays opportunities owned by an opportunity team, create a text formula field on the opportunity object that contains the opportunity owner's user ID or role, then create a view that filters on values in that field.
Testing and Deploying the Mobile Product
•
It's important to test mobile configurations to make sure they're synchronizing an acceptable amount of data. Test configurations against active users who own a very large number of records. Typically, most data sets generate between 500 KB and 4 MB of data.
If the data sets are over 4 MB, refine the filter criteria to limit the amount of data sent to the device.
•
You can use the Salesforce Mobile Classic app in the sandbox before deploying to your organization.
•
Use of the Salesforce Mobile Classic app requires a data plan. The wireless data volume for the Salesforce Mobile Classic app varies greatly between customers and even users in the same organization. It's impossible to predict your organization's data usage, but we can offer some guidelines:
–
The initial data download consists of records that match the criteria specified in the user's mobile configuration and the metadata needed to support these records when disconnected. On average, the data sizes range from 500 KB–4 MB.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
–
After the initial download of data, incremental update requests are initiated by the client app every 20 minutes. Each of these requests and the corresponding server response are approximately 200 bytes.
–
If any new data is downloaded to the client app as a result of the update request, only the new or changed values are sent. For example, the Salesforce Mobile Classic app only downloads the new phone number in a contact record, not the entire contact record. The amount of data transmitted differs for every organization and every user.
Generally, the volume of data transmitted by the Salesforce Mobile Classic app is low compared to moderate email usage.
Best Practices
•
Use the zero-administration deployment option to experiment with the Salesforce Mobile Classic app before you set up mobile configurations. You'll create better blueprints for your mobile configurations if you've tried using the Salesforce Mobile Classic app.
•
Talk to users about their favorite reports, views, and dashboards to get ideas for what filter criteria to use in mobile configurations.
•
After setting up mobile configurations, deploy the Salesforce Mobile Classic app on a limited basis with a select group of users. Adjust the mobile setup based on their feedback, then deploy to all of your users.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Setting Up Salesforce Mobile Classic
To deploy the Salesforce Mobile Classic app to your organization:
1.
Review the mobile implementation tips and best practices
2.
3.
Create one or more mobile configurations
4.
Define the data sets for your mobile configurations
5.
Test the mobile configurations
6.
Customize mobile page layouts and adjust mobile user permissions
(optional)
7.
(optional)
8.
(optional)
9.
(optional)
10.
(optional)
11.
Configure access for partner users (optional)
12.
Create links to Web and Visualforce Mobile pages
(optional)
13.
Notify users that Salesforce Mobile Classic is available for download
When users download the Salesforce Mobile Classic app and activate their accounts, you can
in the Salesforce Mobile Classic Administration Console.
SEE ALSO:
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Devices
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic settings:
•
View Setup and
Configuration
To change Salesforce Mobile
Classic settings:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Enabling Salesforce Mobile Classic Users
To enable users to access Salesforce Mobile Classic:
1. Allocate mobile licenses to users by selecting the
Salesforce Mobile Classic
User
checkbox on the user record.
2. Edit each custom profile to which Salesforce Mobile Classic users are assigned to include the
“API Enabled” permission. Salesforce Mobile Classic users need access to the API so their mobile devices can communicate with Salesforce. The “API Enabled” permission is enabled by default on standard profiles.
Note: The Android and iPhone apps are available in English, Japanese, French, German, and
Spanish. Contact Salesforce to turn on Salesforce Mobile Classic for your organization.
To prevent users from activating Salesforce Mobile Classic on their mobile devices before you’re ready to deploy the app, disable the
Salesforce Mobile Classic User
checkbox for all your users.
Note: If you deselect this checkbox for a user who is already assigned to a mobile configuration, Salesforce removes that user from the mobile configuration and assigns the user to the default mobile configuration.
The free version of Salesforce Mobile Classic is available only for orgs that enabled this option before
Summer ’16. With Summer ’16, all other orgs (new and existing) don’t see this option.
SEE ALSO:
Salesforce Classic Implementation Guide
Salesforce Classic User Guide for iPhone
Setting Up Salesforce Mobile Classic
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic settings:
•
View Setup and
Configuration
To change Salesforce Mobile
Classic settings:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Create Salesforce Mobile Classic Configurations
Mobile configurations are sets of parameters that determine the data Salesforce transmits to users' mobile devices, and which users receive that data on their mobile devices. Organizations can create multiple mobile configurations to simultaneously suit the needs of different types of mobile users.
For example, one mobile configuration might send leads and opportunities to the sales division, while another mobile configuration sends cases to customer support representatives.
Before creating your mobile configurations, plan which profiles and users you want to assign to each configuration. Each mobile configuration only affects the mobile devices of users assigned to the configuration.
To create a mobile configuration:
1.
2.
3.
4.
Complete Your Mobile Configuration
Note:
A default mobile configuration
is provided for Professional, Enterprise, Unlimited,
Performance, and Developer Edition organizations. You can’t view or edit the default configuration.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
Enter Basic Information
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations to access the mobile configurations list page.
2. Click New Mobile Configuration.
3. Enter a name for the mobile configuration.
4. Select the
Active
checkbox if you want to activate the mobile configuration immediately after creating it. The mobile configuration does not work until you select this checkbox.
If you deactivate an active mobile configuration, Salesforce saves all requests from devices of the users assigned to the mobile configuration for up to one week. If you reactivate the mobile configuration, Salesforce executes those requests in the order received.
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To create, change, or delete
Salesforce Mobile Classic configurations:
•
Manage Mobile
Configurations
5. Optionally, enter a description for the mobile configuration.
6. Optionally, select the
Mobilize Recent Items
checkbox to mark recently used records in Salesforce for device synchronization.
Selecting this option ensures that mobile users assigned to the configuration will not have to search for and download items they recently accessed on Salesforce, even if those records do not meet the configuration's filter criteria. Only records belonging to mobilized objects can be marked for device synchronization; for example, if you do not mobilize the account object in a configuration, users assigned to that configuration cannot automatically receive recent accounts on their devices.
7. If you select the
Mobilize Recent Items
checkbox, select a value from the
Maximum Number of Recent Items drop-down list. Set a low number if your users have minimal free space on their mobile devices.
8. Optionally, select the
Mobilize Followed Records
checkbox to automatically synchronize records users are following in
Chatter to their mobile device. The device only synchronizes followed records for objects included in the mobile configuration's data set.
The
Mobilize Followed Records
checkbox is only available if Chatter is enabled for your organization.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Assign Users and Profiles
You can assign individual users and profiles to each mobile configuration. If you assign a profile to a mobile configuration, the mobile configuration applies to all Salesforce Mobile Classic users with that profile unless a specific user is assigned to another mobile configuration.
Tip: For ease of administration, we recommend that you assign mobile configurations to profiles; however, you may have situations in which you need to assign a configuration directly to individual users.
To assign users and profiles to a mobile configuration:
1. In the Search drop-down list, select the type of member to add: users or profiles. This drop-down list is not available if you have not enabled the
Mobile User
checkbox on any user records, or if all users are already assigned to a mobile configuration; in that case, you can only assign profiles to this mobile configuration.
2. If you do not immediately see the member you want to add, enter keywords in the search box and click Find.
3. Select users and profiles from the
Available Members
box, and click the Add arrow to add them to the mobile configuration.
You can assign each user and profile to only one mobile configuration.
The
Available Members
box only displays users who have the
Mobile User
checkbox enabled.
4. If there are users or profiles in the
Assigned Members
box you do not want to assign to this mobile configuration, select those users and click the Remove arrow.
Warning:
Removing a user from an active mobile configuration deletes the Salesforce-related data on the user's mobile device but does not delete the client application.
Set Total Data Size Limit
Different types of mobile devices offer different memory capacities, and some devices experience serious problems if all of the flash memory is used. To avoid overloading mobile devices, optionally specify a total data size limit for each mobile configuration. The total data size limit prevents Salesforce from sending too much data to the mobile devices of users assigned to the mobile configuration.
To set the total data size limit, use the
Don't sync if data size exceeds
drop-down list to specify the amount of memory that is consistently available on the mobile devices of users who are assigned to this mobile configuration. If the combined size of all the data sets exceeds this limit, users assigned to this profile receive an error message on their mobile devices, and Salesforce will not synchronize any data sets in this mobile configuration.
Test your mobile configuration
to make sure the data sets do not exceed the total data size limit.
Tip: To reduce the size of your data, do one or more of the following:
•
Delete a data set.
•
Reduce the scope of your data sets.
•
Refine the filter criteria of your data sets.
Complete Your Mobile Configuration
Click Save. Note that your mobile configuration is not active until you select the
Active
checkbox.
SEE ALSO:
Manage Salesforce Mobile Classic Configurations
Setting Up Salesforce Mobile Classic
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Define Data Sets
Accessing Salesforce from a mobile device is very different than accessing it from your computer.
This is because mobile devices generally have less memory and screen size than computers, and they do not maintain a constant network connection. To work with these limitations, each mobile configuration only transfers data sets, which are subsets of the records users access in the Salesforce online user interface. Mobile devices store data sets in on-board databases, allowing users to access their most important records and work offline when no network connection is available. Salesforce automatically synchronizes the on-board databases when the mobile device reestablishes a network connection.
Each data set can contain records related to a single object and is classified by the name of that object. For example, the Accounts data set only includes account records.
Data sets can have child data sets, which are data sets that contain records associated with a top-level
(parent) data set. For example, if the first level of your hierarchy has an Accounts data set, you can add a Contacts child data set that includes all contact records related to the account records. Child data sets appear as related lists on mobile devices.
A single mobile configuration can have multiple data sets for the same object and at different levels.
For example, you can have an Events parent data set and an Events child data set under Leads.
Tip: Review the
to see how you might define data sets for common groups of Salesforce users.
After creating a mobile configuration , you must define its data sets. To access the data sets for a
mobile configuration:
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations. Then click the name of the mobile configuration that you want to modify.
2. In the Data Sets related list, click Edit.
3. From the Data Sets page, you can:
•
•
Remove a data set by selecting the data set you want to remove and clicking Remove.
•
Edit a data set by selecting the data set you want to edit in the hierarchy. The right pane displays the filters for that data set.
•
Test your mobile configuration
.
As you define and modify the data sets, Salesforce automatically saves your changes.
4. Click Done when you are finished.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view mobile data sets:
•
View Setup and
Configuration
To create, change, or delete mobile data sets:
•
Manage Mobile
Configurations
Adding Data Sets
To add a data set:
1. In the hierarchy, select Data Sets to create a parent data set, or select an existing data set to create a child data set.
2. Click Add....
3. In the popup window, select the object for the records you want the data set to include. Salesforce lets you create parent data sets for all custom objects and the following standard objects:
•
Accounts
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
•
Assets
•
Attachments
•
Cases
•
Contacts
•
Content
•
Events
•
Leads
•
Notes
•
Opportunities
•
Price Books
•
Products
•
Solutions
•
Tasks
•
Users
Note:
•
Although attachments are available as a data set, they're only supported in Salesforce Mobile Classic for Android.
•
Salesforce Mobile Classic supports default field values only for picklists and multiselect picklists. Default field values for other types of fields, such as checkboxes and numeric fields, do not appear in Salesforce Mobile Classic.
When adding to an existing data set, the popup window displays any object with a relationship to the selected object. This includes child objects, and also parent objects with a master-detail or lookup relationship to the selected object.
For example, assume you created an account field called Primary Contact with a lookup relationship to the contact object. If you add Account as a top-level data set in a mobile configuration, you see two sets of contacts when you add Contact below Account:
•
Contact: Represents the standard relationship between the account and contact objects.
•
Contact (Referenced by Account): Represents any object that is the parent in a lookup or master-detail relationship for the selected object. In this case, the contact object is referenced by the Primary Contact field on the account object.
Because Salesforce distinguishes between these two types of relationships, you could, for example, mobilize just the contacts referenced by a custom account field without sending any child contact records to the device.
4. Click OK. The data set you created appears in the hierarchy.
5. Optionally, use filters to restrict the records that a parent or child data set includes:
a. Use the Filter by Record Ownership options to configure Salesforce to automatically synchronize records based on the owner of the record. The possible options are:
•
All Records
: Salesforce automatically synchronizes all records the user can access. The
All Records
option is not available for tasks and events when they are parent data sets in a mobile configuration. This helps prevent failed data synchronization due to activity filter queries that take too long to run.
•
User's Records
: Salesforce automatically synchronizes all records the user owns.
•
User's Team's Records
: Salesforce automatically synchronizes all records owned by the user and the user's subordinates in the role hierarchy.
•
User's Account Team's Records
: Salesforce automatically synchronizes accounts for which the user is an account team member, but does not include accounts owned by the user.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
•
User's Opportunity Team's Records
: Salesforce automatically synchronizes opportunities for which the user is an opportunity team member, but does not include opportunities owned by the user.
•
None (Search Only)
: Salesforce does not automatically synchronize any records for this data set; however, users can use their mobile devices to search all of the records they can access.
Salesforce only displays options that relate to the selected data set. For example, selecting an account data set displays the
User's Account Team's Records
option, while selecting an opportunity data set displays the
User's
Opportunity Team's Records
option.
If your mobile needs for an object require a combination of the available record ownership filters, you can add the same object data set up to four times on the same hierarchy level. For example, a sales manager might want to synchronize his opportunities, opportunities owned by his subordinates, and opportunities for which he is an opportunity team member. In this case, you would add an opportunity data set and select
User's Team's Records
, then add a second opportunity data set at the same level in the hierarchy and select
User's Opportunity Team's Records
. Note that objects with only one ownership filter option, such as Case Comment, cannot be added multiple times at the same level of the hierarchy.
b. Set the filter criteria to automatically synchronize only records that meet specific criteria in addition to the Filter by Record
Ownership option you selected. For example, you can set the filter to only include opportunity records with amounts greater than $50,000, or contact records with the title “Buyer.”
c. To prevent a single data set from consuming all the memory on a mobile device, select the second radio button under Set Max
Record Limit and enter the maximum number of records this data set can transfer to mobile devices. Use the Order By and Sort drop-down lists to specify which records are synchronized if the
is exceeded.
If the limit is reached, Salesforce updates the records currently on the mobile device approximately every 20 minutes, and replaces the records approximately every 24 hours in accordance with the Order By and Sort settings. For example, if the settings are Last
Modified Date and Descending, Salesforce transfers the most recently modified records to mobile devices and removes the same number of records that were least recently modified.
If you selected the
None (Search Only)
Filter by Record Ownership option, the limit you set does not apply because no records are automatically synchronized.
Tip: Do not use Set Max Record Limit in place of filters. Only use Set Max Record Limit as a safety mechanism, and use filters as the primary means of limiting the number of records on a mobile device. This ensures that your mobile users receive the correct records on their devices.
Because of the memory restrictions of mobile devices, Salesforce prevents a single query from returning more than 2,500 records.
7. Click Done.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Setting Up Salesforce Mobile Classic
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Merge Fields for Mobile Filter Criteria
Some of the $User merge fields are available when defining filters for mobile configurations and mobile custom views. In mobile configurations, you can use these merge fields to synchronize records where the user is linked to a record but is not the record owner. For example, you can send cases created by the current user to the mobile device, or you can send records to the device where the current user is referenced in a custom field. In mobile views, you can use the merge fields to define view based on the record owner; for example, you might create a view that displays the current user's accounts with a rating of “Hot”.
The following table describes the available user merge fields:
Merge Field
$User.ID
$User.Username
$User.Firstname
$User.Lastname
$User.Fullname
Description
References the ID of the current user. This merge field can be applied to fields that contain a user lookup. The valid operators for this merge field are Equals and Not Equal To. When creating mobile view filters that reference an owner field, you can only use the
$User.ID
merge field.
References the username of the current user.
This merge field can be applied to any text or lookup field, except picklists. The valid operators for this merge field are Equals, Not Equal To,
Greater Than or Equal, Less Than or Equal,
Contains, Does Not Contain, and Starts With.
References the first name of the current user.
This merge field can be applied to any text or lookup field, except picklists. The valid operators for this merge field are Equals, Not Equal To,
Greater Than or Equal, Less Than or Equal,
Contains, Does Not Contain, and Starts With.
References the last name of the current user.
This merge field can be applied to any text or lookup field, except picklists. The valid operators for this merge field are Equals, Not Equal To,
Greater Than or Equal, Less Than or Equal,
Contains, Does Not Contain, and Starts With.
References the first and last name of the current user. This merge field can be applied to any text or lookup field, except picklists. The valid operators for this merge field are Equals, Not
Equal To, Greater Than or Equal, Less Than or
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
875
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Merge Field Description
Equal, Contains, Does Not Contain, and Starts With.
SEE ALSO:
Manage Salesforce Mobile Classic Configurations
Support On-the-Go Productivity with Salesforce Mobile Classic
Sample Data Sets
Many administrators create mobile configurations based on the functional groups in their organization because users in the same group usually have similar mobile requirements for data. Below are sample data sets for common Salesforce groups. Your mobile users have unique needs, but you can use the examples as a reference to help you get started with mobile configurations.
Sales Manager
Sales managers usually need to see records they own and also the records of their subordinates. They also tend to closely monitor large deals in the pipeline.
This mobile configuration allows sales managers to see:
•
The opportunities they own.
•
The opportunities owned by users who report to them in the role hierarchy.
•
All opportunities scheduled to close in the current quarter with an amount greater than $100,000.
•
All accounts related to the opportunities.
•
A subset of their contact and activity records.
Sample Mobile Configuration for Sales Managers
Sales Engineer
The sales engineer mobile configuration retrieves opportunities owned by the other members of the user's opportunity team, but does not include the user's records. The configuration is opportunity-based because all accounts and contacts sent to the device are related to the opportunities. The sales engineers would see activity history related to the opportunities on the device and also their own activities.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Sample Mobile Configuration for Sales Engineers
Account Executive
This account executive mobile configuration is account-based, which means the device pulls down the user's accounts and opportunities related to those accounts. The opportunities are filtered so that only open opportunities scheduled to close in the current quarter appear on the device. The Task and Event child data sets retrieve all activities related to those opportunities, not just the user's activities. Only open tasks and events from a two-month window are sent to the device. The Task and Event parent data sets pull down just the user's activities and restrict the activities to open tasks and events scheduled for the next 30 days. The Contact data set delivers the user's contact records, but limits the record count to the 500 most recently active contacts.
Sample Mobile Configuration for Account Executives
Customer Support Representative
Customer support representatives are focused primarily on cases and solutions. This mobile configuration delivers all open cases to the user's device, along with related accounts, contacts, case comments, case history, tasks, and events. The Case Solution child data set sends all solutions related to the cases, and the Solution data set lets the user search for solutions from the Solutions tab on the device.
The support representatives also have access to a subset of their activity records.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Sample Mobile Configuration for Customer Support Representatives
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
878
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Test Salesforce Mobile Classic Configurations
When you
create a Salesforce Mobile Classic configuration
, you specify a total data size limit for the configuration. The total data size limit prevents Salesforce from sending too much data to the mobile devices of users assigned to the mobile configuration. After
, it’s important to test the mobile configuration to make sure the total data size limit isn’t exceeded.
To estimate the size of the data set that the mobile configuration will deliver to a user's device:
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations. Then click the name of the mobile configuration that you want to test.
2. In the Data Sets related list, click Edit.
3. In the Test Data Size section, click the lookup icon next to the
Select a user
field to choose the user you want to test. While users must be mobile-enabled in order to assign them to mobile configurations, you can test the configuration's data size against any user account.
The
Select a user
field defaults to the name of the user currently logged in; however, it is important to test a mobile configuration with the accounts of users who will actually be assigned to the configuration, particularly users who own a large number of records.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
4. Select the Include metadata checkbox to include metadata in the estimate. Metadata consists of page layout and schema information, and the amount of metadata sent to a device can be very high depending on the size of your organization and the complexity of its setup.
Warning: It might take a while for Salesforce to calculate the metadata size in addition to the data size. Even if you choose to hide the metadata in your test results, the metadata is still factored into the total data size when the mobile device synchronizes with Salesforce.
USER PERMISSIONS
5. Click Estimate Data Size.
To view Salesforce Mobile
Classic data sets:
•
View Setup and
Configuration
The size of each data set is calculated. Results display in the hierarchy tree, which is the left pane of the data set region at the top of the page. Additional results appear in the Test Data
Size section below the hierarchy.
•
In the hierarchy tree, two numbers appear next to each data set. The first represents the number of records generated by the data set, and the second represents the total size of the data set in bytes or kilobytes. This breakdown is useful for identifying which data sets might require additional filtering criteria to reduce the size.
To test Salesforce Mobile
Classic configurations:
•
Manage Mobile
Configurations
•
The Test Data Size section provides an estimate of the data that the current mobile configuration would deliver to the selected user's device, including:
–
The size and number of records in each object's data set.
–
The total size and number of records, which includes records in the data set and marked records. A marked record is a record that is not part of a user's mobile configuration. There are two ways marked records can become part of the data set:
•
The user downloads records to his or her device through online searches, and the records are flagged so that they get sent to the user's device every time the device synchronizes with Salesforce.
•
Records in the user's data set contain lookup fields to records that do not match the mobile configuration's filter criteria.
Salesforce synchronizes the records referenced in the lookup fields so that users do not encounter broken links in the mobile app.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Tip: For an accurate count of the marked records, synchronize the data in the mobile app before estimating the data size. To synchronize the data:
–
On an Android device, tap Application Info > Sync Now > Refresh All Data.
–
On an iPhone device, tap More, then tap App Info. Tap Sync Now, then tap Refresh All Data.
–
The size of the metadata that would be sent to the device for the user, if you selected the Include metadata checkbox.
–
The total mobilized data set, which is the sum of all the records.
•
Reports are not included in the data size estimate.
6. Compare the test results to the total data size limit that was set for the configuration; the limit is located in the top of the Test Data
Size section. Click the size limit to increase or decrease the value on the Edit Mobile Configuration page.
•
If the total data size is below the limit, the selected user can safely be assigned to the mobile configuration. However, keep in mind that the test results are an estimate because different devices have different storage algorithms.
•
If the total data size exceeds the limit, reduce the size of the data by reducing the scope of your
, refining the filter criteria
of your data sets, deleting a data set, or removing fields from the mobile page layout
. Repeat the testing process until the data is below the total limit.
Note:
The data size estimate in the Test Data Size section does not automatically refresh if you edit the data sets. Click
Refresh Data Size to update the test results.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Devices
Setting Up Salesforce Mobile Classic
880
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Edit Object Properties for Salesforce Mobile Classic
You can change the properties of standard and custom objects in the Salesforce Mobile Classic app. For example, you can restrict the permissions of Salesforce Mobile Classic users, or you can exclude unnecessary fields from the object's mobile page layout.
Salesforce Mobile Classic object properties are customized per mobile configuration. To edit mobile object properties:
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations.
2. Click the name of the mobile configuration you want to modify.
3. In the Mobile Object Properties related list, click Edit next to an object name.
Only objects you mobilized in the configuration's data set appear in the related list. You can’t change the properties of the user object.
4. From the Edit Mobile Configuration page, you can:
•
•
Customize Salesforce Mobile Classic Page Layouts
5. Click Save.
Remove Mobile Permissions
The Salesforce Mobile Classic app inherits the user's permissions from Salesforce. Some administrators want to further restrict the permissions of users when they access Salesforce data in Salesforce
Mobile Classic, usually due to limitations of the app or the possibility of user error. For example, users can inadvertently delete a record because they don't realize that deleting a record in Salesforce
Mobile Classic also deletes the record in Salesforce. If this is a concern, administrators can prevent users from deleting records in the mobile application, regardless of their standard and custom object permissions in Salesforce. Also, Salesforce Mobile Classic doesn’t support all Salesforce features, such as S-controls and Apex. If your business process for an object is unsupported by
Salesforce Mobile Classic, you might choose to prevent mobile users from updating those records in the app.
In the Permissions section, select which permissions to remove from mobile users for this object.
Use the Deny Create, Deny Edit, or Deny Delete checkboxes to prevent users from creating, editing, or deleting records in Salesforce Mobile Classic.
Note: Currently, you can't block mobile permissions for the content object.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To edit Salesforce Mobile
Classic object properties:
•
Manage Mobile
Configurations
Customize Salesforce Mobile Classic Page Layouts
The Salesforce Mobile Classic app inherits the user's page layouts from Salesforce. Administrators may want to exclude some fields from each object's mobile page layout because unnecessary fields consume memory and make it harder for users to scroll through pages on the mobile device.
In the Excluded Fields section, select which fields to display on the mobile device for this object. To add or remove fields, select a field name, and click the Add or Remove arrow.
•
Administrators can view all available fields per object, regardless of field-level security.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
•
Certain fields are required in order for Salesforce Mobile Classic to communicate with Salesforce. Those fields don’t display in the
Available Fields box because they are mandatory and can’t be excluded from mobile page layouts.
•
Fields used in custom mobile views can’t be excluded from mobile page layouts.
•
If you mobilize the content object, all of the content object's fields display in the Available Fields box; however, the layout of the content detail page in the Salesforce Mobile Classic app is hard-coded to show only a few fields. Excluding fields for the content object doesn't affect the page layout in the app.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Tabs
Create Links to Web and Visualforce Mobile Pages for Salesforce Mobile Classic
Setting Up Salesforce Mobile Classic
Assign Tabs to a Salesforce Mobile Classic Configuration
For each mobile configuration, you can select the tabs that appear in the Salesforce Mobile Classic app and define the order of the tabs. The available tabs for a mobile configuration include:
•
Standard object tabs
•
Custom object tabs
•
Visualforce and web tabs that have been enabled for Salesforce Mobile Classic
Warning:
Not all websites and Visualforce features are supported on mobile devices.
Carefully review the best practices
for creating mobile-friendly pages before enabling
Visualforce or web tabs for the Salesforce Mobile Classic app.
By default, tabs work the same in the Salesforce Mobile Classic app as in the full Salesforce site—if an object's tab is hidden in Salesforce, it’s hidden in Salesforce Mobile Classic as well.
Note: If you customize mobile tabs, the tabs you select for the mobile configuration are sent to users' mobile devices even if the tabs have not been added to a configuration. Although the tabs are sent to the device, they only display in the Salesforce Mobile Classic app if users have permission to view the tab.
There are several reasons you might want to hide an object's tab in Salesforce Mobile Classic even though the object records are sent to the device. The Salesforce Mobile Classic app has much less screen space to display a row of tabs, so occasionally you might choose to reduce the number of tabs on the device. Also, sometimes a custom object has a relationship to a standard object, and users access the custom object record from the parent object record. In that case, you could mobilize the custom object but hide the tab.
To assign tabs to a mobile configuration:
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations. Then click the name of a mobile configuration.
2. In the Mobile Tabs related list, click Customize Tabs to define mobile tabs for the first time. If you have already set up the mobile tabs, click Edit.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To customize Salesforce
Mobile Classic tabs:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
3. Select tabs from the
Available Tabs
list, and click the Add arrow to add them to the mobile configuration.
4. In the
Selected Tabs
list, choose tabs and click the Up and Down arrows to arrange the tabs in the order they should appear in the Salesforce Mobile Classic app.
5. Click Save.
Note:
iPhone users can customize the order of their tabs in the Salesforce Mobile Classic app. If the user customizes their tab order, any administrator changes to the tab order in the mobile configuration are ignored by the app, and any newly mobilized tabs are added below the user's existing tabs.
SEE ALSO:
Manage Salesforce Mobile Classic Tabs
Enabling Web and Visualforce Tabs for Salesforce Mobile Classic
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Enabling Web and Visualforce Tabs for Salesforce Mobile Classic
You can make web and Visualforce tabs available in the Salesforce Mobile Classic app. When you build the web tab or Visualforce tab, edit the tab properties and select the
Salesforce Mobile
Classic Ready
checkbox to ensure that the web page or Visualforce page displays and functions properly on a mobile device. Selecting the checkbox adds the tab to the list of available tabs for your Salesforce Mobile Classic mobile configurations.
Mobile Web Tab Considerations
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
It is important to note that most mobile browsers have technical limitations concerning display size, scripts, processor speed, and network latency. Review the following considerations before mobilizing your web and Visualforce pages to ensure that they are compatible with mobile browsers.
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Consider the following when defining a web tab that will be used in the Salesforce Mobile Classic app:
•
•
The ability to mobilize web tabs is only available for iPhone devices. If you mobilize a web tab, keep in mind that Android users can’t view the tab in Salesforce Mobile Classic.
The tab type must be URL. The mobile application can’t run S-controls.
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
•
Some web pages contain JavaScript and Flash, but not all mobile browsers support them:
–
Apple's Safari browser supports JavaScript, but not Flash.
Mobile app not available for orgs created in Winter ’17 or later
•
Before mobilizing a web tab, navigate to the target URL on one of your organization's mobile devices to verify that it works as expected in a mobile browser. In the event that your organization's device inventory includes phones with different operating systems—for example, iPhone devices—be sure to test on each type of device. If users can’t accomplish the necessary tasks on the web page from a mobile browser, do not mobilize the web tab.
Visualforce Mobile Tab Considerations
Consider the following when defining a mobile Visualforce tab:
•
Visualforce Mobile is only available for iPhone. If you mobilize a Visualforce tab, keep in mind that Android users can’t view the tab in Salesforce Mobile Classic.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
•
Because the display size is limited on mobile browsers, we recommend redesigning the Visualforce page to optimize it for mobile users:
–
Set the sidebar
and showHeader
attributes on the
<apex:page>
tag to false
. Phones have small screens and limited processing power, so it is essential that the page suppresses the tab header and sidebar.
–
Set the standardStylesheets
attribute on the
<apex:page>
tag to false
. The standard Salesforce style sheet causes pages to load slowly on the device. The best approach to adding a style sheet to your page is to include a
<style> section just below the
<apex:page>
component.
–
Set the columns
attribute on the
<apex:pageBlockSection>
component to
1
. There is not enough room on a mobile device’s screen to display two columns, so specifying a one-column layout prevents fields from wrapping awkwardly on the page.
•
Splash pages don’t display in the Salesforce Mobile Classic app.
•
In the Salesforce Mobile Classic app, the Visualforce page is embedded in a tab, so you should avoid using tabs for navigation in mobile Visualforce pages.
•
Even if you know that the mobile browser supports the JavaScript in your Visualforce page, keep your use of JavaScript to a minimum.
Mobile devices generally have slow network connections, and too many scripts running on a page creates a poor user experience.
To minimize the amount of JavaScript on your mobile Visualforce pages, try to build them using mostly HTML.
•
All Visualforce pages contain JavaScript, even if you don’t create pages that use JavaScript code.
•
User agent inspection can be executed in a custom controller to support multiple devices. You can do this by inspecting the appropriate result of the getHeaders()
method on the current page reference.
SEE ALSO:
Manage Salesforce Mobile Classic Tabs
Manage Salesforce Mobile Classic Configurations
Create Links to Web and Visualforce Mobile Pages for Salesforce Mobile Classic
Assign Tabs to a Salesforce Mobile Classic Configuration
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Create List Views for Salesforce Mobile Classic
You can create custom list views for Salesforce Mobile Classic users. Custom list views for Salesforce
Mobile Classic, also called mobile views, are different from Salesforce custom views in these ways:
•
Administrators set up mobile views for each mobile configuration. The views are available to all users assigned to the configuration, and administrators can’t restrict visibility to certain groups of users within the configuration. Each mobilized object in a mobile configuration can have up to 10 custom views.
•
Users can’t filter mobile views by All Records or My Records. The views apply to all records stored locally on the device regardless of ownership; however, ownership filters can be applied using the additional fields in the search criteria.
•
Mobile views don't support filter logic.
•
Mobile views are limited to a two-column display.
•
Users can sort mobile views in ascending or descending order by up to two fields.
For each mobile configuration, you can define up to 10 custom views per object. These views are then pushed to the devices of users assigned to the affected configurations. To create a custom view for Salesforce Mobile Classic:
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations. Then click the name of a mobile configuration. You might need to
create a mobile configuration if you haven't already.
2. Scroll down to the Mobile Views related list.
3. Choose an object type from the Select an object drop-down list, and then click New Mobile
View. Only objects included in the mobile configuration's data set appear in the drop-down list. You can’t create mobile views for the user object.
4. Enter the view name.
Because display space on mobile devices is limited, the maximum length of a mobile view name is 30 characters.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
5. In the Specify Filter Criteria section, enter conditions that the selected items must match; for example,
Amount is greater than $100,000
.
a. Choose a field from the first drop-down list.
Note:
You can’t create views based on fields you excluded from mobile page layouts
or fields that are
hidden for all profiles and permission sets
.
To view Salesforce Mobile
Classic devices and users:
•
View Setup and
Configuration
To manage Salesforce
Mobile Classic custom views:
•
Manage Mobile
Configurations
b. Choose a filter operator.
c. In the third field, enter the value to match.
Warning: Note the following about filter criteria values for mobile views:
•
You can use the
merge field as a value in your filter criteria to reference the current user. You can't enter
user names in your filter criteria.
•
You can only enter special date values in your filter criteria, not actual dates.
•
You can't use FISCAL special date values in the filter criteria.
d. Select Match All if items in the mobile view should match all the criteria you entered. Select Match Any if items in the mobile view should match any of the criteria you entered. Mobile custom views do not support advanced filtering options.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
6. In the Select Fields to Display section, select the fields to use as display columns.
The default fields are automatically selected. You can choose up to two different columns of data fields to display in your mobile custom view.
7. In the Define Sort Order section, optionally set a primary and secondary sort order for the view.
a. Select a field in the Order By drop-down list. You can sort by fields that have been excluded from the object's mobile page layout.
b. Set the sort order to Ascending or Descending.
8. Click Save.
SEE ALSO:
Manage Salesforce Mobile Classic Views
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Devices
Setting Up Salesforce Mobile Classic
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Enable Reports in Salesforce Mobile Classic
To enable reports in the Salesforce Mobile Classic app:
1. Create a Mobile Reports folder in Salesforce. From the reports home page in the full site, click
Create New Folder.
2. In the
Report Folder
field, enter:
Mobile Reports
.
The server won’t load reports on mobile devices unless this folder is named
Mobile
Reports
. Be sure to check for any typos in the name before saving the folder. Additionally,
Salesforce doesn’t require folder names to be unique. Salesforce Mobile Classic users can see any report stored in all folders named Mobile Reports unless you restrict access with the folder visibility option.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
3. Choose a
Public Folder Access
option. This option doesn’t affect the ability of mobile users to run reports.
4. Optionally, select any unfiled reports and click Add to store them in the Mobile Reports folder.
You can also add reports to the folder after saving the folder.
5. Choose a folder visibility option.
•
This folder is accessible by all users
gives every user in your organization the ability to see the list of mobile reports from their devices.
•
This folder is accessible only by the following users
lets you grant access to a desired set of users.
Don’t make the
Mobile Reports
folder private unless you want to hide mobile reports from all users, including yourself.
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
6. Click Save.
7. Add reports to the Mobile Reports folder. Click the report name on the reports home page, then click Save As and save the report in the Mobile Reports folder.
After saving the report, you can edit the options to make the report easier to view on a mobile device. For example, you might reduce the number of columns or enter additional filtering criteria.
To create, edit, and delete public report folders:
•
Manage Public Reports
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
8. Add the Reports tab to your mobile configurations. From Setup, enter
Salesforce
Classic Configurations
in the
Quick Find
box, then select Salesforce Classic Configurations. Then click the name of a mobile configuration.
9. In the Mobile Tabs related list, click Customize Tabs to define mobile tabs for the first time. If you’ve already set up the mobile tabs, click Edit.
10. Select Reports from the Available Tabs list, then click the Add arrow to add it to the mobile configuration. The Available Tabs list includes standard object tabs and custom object tabs. It can also include web and Visualforce tabs.
Warning:
If you have not yet customized tabs in the mobile configuration, you must select all the tabs that should appear in the Salesforce Mobile Classic, not just the Reports tab.
11. In the Selected Tabs list, choose the Reports tab and click the Up and Down arrows to define where the Reports tab should appear in the Salesforce Mobile Classic app.
12. Click Save.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Note: Currently, reports in Salesforce Mobile Classic aren’t available on Android or iPhone devices.
SEE ALSO:
Setting Up Salesforce Mobile Classic
Set Up Salesforce CRM Content for Salesforce Mobile Classic
Note the following about how Salesforce CRM Content is implemented in Salesforce Mobile Classic:
EDITIONS
•
Content record information is synchronized to the device; however, the files associated with the content records are not. This allows users to deliver content from the app even when a file is too large to be downloaded to a mobile device.
•
Users can't search for a specific piece of content in the app. They can only share the content available on the Content tab, which is automatically synchronized to their device based on the filters in their assigned mobile configuration.
•
Users can't view a list of their subscribed content in the app. They also can't filter the list of records on the Content tab based on a particular library.
•
While users can preview and share content from the app, they can't update the file associated with a content record. If they have the required permissions, they can edit the fields on the content detail page.
•
Users must have a data connection to preview and deliver content. Without a data connection, they can only view the content detail page.
•
Content in Salesforce Mobile Classic is only supported on iPhone devices.
•
You can't block mobile permissions for the content object. Currently, the content object in
Salesforce Mobile Classic is read-only.
•
You can't edit the mobile page layout for the content object. The content detail page in the app is hard-coded to display only a few fields.
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
To set up Content for a Salesforce Mobile Classic configuration:
USER PERMISSIONS
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations, and then click the name of a mobile configuration.
2. In the Data Sets related list, click Edit.
3. Click Add....
4. In the popup window, select Content, then click OK.
5. Use field filters to specify which content records are synchronized.
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To create, change, or delete
Salesforce Mobile Classic data sets:
•
Manage Mobile
Configurations
Because users can't search for content in the Salesforce Mobile Classic app, it's essential to set up filters that make important content available on the device. You can't create filters based on libraries or subscriptions, but here are a few options for setting up useful filter conditions:
•
Date: Filter on the
Last Modified Date
,
Content Modified Date
, or
Created Date
fields. Use special date values like LAST 90 DAYS or LAST 180 DAYS to ensure that recently updated content records are synchronized.
•
Owner: Filter on the author if certain people in your organization are responsible for publishing content.
•
File Type: Filter on certain types of documents. For example, your opportunity team might generally be interested in presentations or PDF documents.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
•
Custom Fields: If you created custom content fields that help you categorize your content, filter on the custom fields. For example, if you built a
Functional Use
field with picklist values, you could set up a filter condition where
Functional
Use
equals
Sales
.
6. Optionally, prevent content records from consuming all the memory on a mobile device by selecting the second radio button under
Set Max Record Limit and entering the maximum number of content records this configuration can transfer to mobile devices. Use the Order By and Sort drop-down lists to specify which records are synchronized if the data size limit for your mobile configuration is exceeded.
7. Click Done.
SEE ALSO:
Setting Up Salesforce Mobile Classic
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Configuring Salesforce Mobile Classic Access for Partner Users
Note: Starting in Summer ’13, the partner-portal is no longer available for organizations that aren’t currently using it. Existing organizations continue to have full access. If you don’t have a partner-portal, but want to easily share records and information with your partners, try
Communities.
Existing organizations using partner-portals may continue to use their partner-portals or transition to Communities. Contact your Salesforce Account Executive for more information.
You can allow partner users to access partner portal data on mobile devices using the Salesforce
Mobile Classic app.
Tips for setting up Salesforce Mobile Classic access for partner users:
•
Before setting up Salesforce Mobile Classic for partner users, you must configure partner user accounts and purchase mobile licenses for each partner portal user that will be using Salesforce
Mobile Classic. Partner user profiles must be assigned to at least one active partner portal before partner users can use Salesforce Mobile Classic. If a user profile is assigned to multiple partner portals, only the first assigned partner portal will be accessible using Salesforce Mobile Classic.
•
Custom mobile list views don’t affect list views in the partner portal.
•
If you make User data sets available in the Salesforce Mobile Classic app, partners can assign objects to their partner account users and all internal users. If you don’t make User data sets available, partners can only assign objects to internal or partner account users who are associated with records that you’ve made available on the mobile device.
SEE ALSO:
Setting Up Salesforce Mobile Classic
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations, data sets, mobile devices, and users:
•
View Setup and
Configuration
To create, change, or delete
Salesforce Mobile Classic configurations and data sets, test mobile configurations, edit mobile object properties, and manage mobile custom views:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Create Links to Web and Visualforce Mobile Pages for Salesforce Mobile Classic
To improve the integration between the Salesforce Mobile Classic app, Visualforce Mobile, and external websites, you can optionally create links from native Salesforce records to Visualforce
Mobile pages or external websites. To create the links, build text formula fields on a standard or custom object. The field must be visible on the page layout to appear in the Salesforce Mobile
Classic app. The best practice is to include all embedded links in a separate section labeled “Mobile
Links” at the bottom of the page layout. There is currently no way to hide these links in Salesforce, but users can collapse the section to keep the links out of the way.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
1. Navigate to the fields area of the appropriate object.
2. Click New in the fields section of the page.
3. Select
Formula
, and then click Next.
4. Enter the field label.
The field name is automatically populated based on the field label you enter.
5. Select
Text
, then click Next.
6. In the formula editor, create the link to the custom Visualforce page or external website:
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
•
To create a Visualforce link, type
"visualforce:///apex/PageName"
, and replace
PageName
with the name of your Visualforce page. You can append parameters to the string, such as
?contactid=" & Id"
, in order to pass information from the record in the client application to the Visualforce page.
•
To create a Web link, type
"weblink:"
, followed by the URL to which you want the link to point, such as
"weblink:http://www.salesforce.com"
. You can append parameters to the string in order to pass information from the record in the client application to the Web page. For example, the following Web link launches a social networking site from a contact record and performs a search for the contact:
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To create or change custom buttons or links:
•
Customize Application
"weblink:http://m.linkedin.com/members?search_term=" &FirstName& "+" &LastName&
"&filter=name&commit=Search"
Note: The client application passes the Visualforce or Web link with all parameters to the embedded browser. It is up to the website or Visualforce Mobile page to interpret any parameters. Be sure to construct your Visualforce Mobile page to consume any parameters passed in the link.
7. Click Next.
8. Set the field-level security to determine whether the field should be visible or read only for specific profiles, and click Next.
9. Choose the page layouts that should display the field. In the next step, you will customize the layout to change the location of the field on the page.
10. Save your changes.
11. Edit the object’s page layout. From the management settings for the object whose page layout you want to change, go to Page
Layouts.
12. Drag a Section element from the palette to the page layout and drop it below the existing sections.
13. In the
Section Name
field, type
Mobile Links
.
14. Deselect the
Edit Page
option.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
15. Select the 1-column layout, then click OK.
16. Drag the new text formula field from its current location into the new Mobile Links section.
17. Save your changes.
SEE ALSO:
Setting Up Salesforce Mobile Classic
Notifying Users about Salesforce Mobile Classic Availability
When you're ready to deploy the Salesforce Mobile Classic app to your users, send them an email to notify them about the availability of the app and provide installation instructions. You can send the email using your corporate email application, like Outlook, or you can send mass email from
Salesforce. Either way, include the URL that launches the download.
•
For Android users, the download URL is mobile.salesforce.com
. The link is the same for the initial download and for subsequent upgrades.
•
You can obtain the iPhone download URL from iTunes. Open iTunes, click iTunes Store, then search for Salesforce Mobile Classic. Click the app icon to view details about the app. At the top of the iTunes window is a bread crumb path representing the application's location in the App
Store: App Store > Business > Salesforce Mobile Classic. Drag-and-drop the path into a text editor or word processing program to display the app’s download URL.
To send mass email to Salesforce Mobile Classic users from Salesforce:
1. Create an email template that informs users about the availability of Salesforce Mobile Classic.
From your personal settings, enter
Templates
in the
Quick Find
box, and select either
My Templates or Email Templates—whichever one appears. Optionally, you can also create a separate email template for upgrade notifications. Include the download link in the templates.
2. Create a custom view on the Mass Email page that shows your Salesforce Mobile Classic users only.
3. Send mass email to your Salesforce Mobile Classic users, using the custom view that you created.
From Setup, enter
Mass Email Users
in the
Quick Find
box, then select Mass
Email Users.
SEE ALSO:
Setting Up Salesforce Mobile Classic
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To create HTML email templates:
•
Edit HTML Templates
To send mass emails to users:
•
Mass Email
AND
Manage Users
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic FAQ for Administrators
•
Is the Salesforce Mobile Classic app secure?
Is the Salesforce Mobile Classic app secure?
All data transmitted between Salesforce and Salesforce Mobile Classic is fully encrypted and secured over the air.
The mobile application has multiple layers of security at the device level. Device venders provide the ability to set password or passcode access restrictions. Users must be required to use the device protection in accordance with your organization's security policy. If the device is locked by password, it is difficult for unauthorized persons to obtain sensitive data.
Additionally, a user must have valid Salesforce credentials to activate the mobile application on the device. When a user registers a new wireless device, the Salesforce data on their old wireless device is automatically erased—users can only activate one mobile device at a time. Users are also warned when a new device is activated using their Salesforce account. If a logged in user exceeds the administrator-configured inactivity period on the mobile device, the mobile session is terminated and the password or passcode is required to reestablish the session.
Administrators can also remotely delete data from any lost or stolen devices.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
893
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
To manage your Salesforce Mobile Classic configurations, from Setup, enter
Salesforce
Classic Configurations
in the
Quick Find
box, then select Salesforce Classic
Configurations.
•
To
define a new mobile configuration , click New Mobile Configuration.
•
To modify a mobile configuration—including assigning different users or profiles and changing the maximum size of data sets—click Edit.
•
To activate a mobile configuration, click Edit, select the
Active
checkbox, then click Save.
Deselect
Active
to deactivate the mobile configuration.
•
To delete a mobile configuration, click Del.
•
To view details about a mobile configuration, click its name.
From a mobile configuration detail page, you can:
–
Modify data sets for a mobile configuration by clicking Edit in the Data Sets related list.
–
Change the properties of mobilized objects by clicking Edit next to an object name in the
Mobile Object Properties related list.
–
Customize mobile configuration tabs
by clicking Edit in the Mobile Tabs related list.
–
Create custom views for a mobile configuration
by clicking Edit in the Mobile Views related list.
–
Clone the mobile configuration by clicking Clone.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To create, change, or delete
Salesforce Mobile Classic configurations:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic Permissions
A mobile license is required for each user who will access the Salesforce Mobile Classic app. You allocate mobile licenses using the
Mobile User
checkbox on the user record.
For organizations using Unlimited, Performance, and Developer Editions, Salesforce provides a mobile license for each Salesforce license and the
Mobile User
checkbox is enabled by default for all users. Organizations using Professional or Enterprise Editions must purchase mobile licenses separately and allocate them manually.
Note: The
Mobile User
checkbox is disabled by default for new Performance Edition users.
To prevent users from activating Salesforce Mobile Classic on their mobile devices before you’re ready to deploy the app, disable the
Mobile User
checkbox for all your users.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To create, change, or delete
Salesforce Mobile Classic configurations:
•
Manage Mobile
Configurations
895
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Tabs
To manage the tabs for a Salesforce Mobile Classic configuration, from Setup, enter
Salesforce
Classic Configurations
in the
Quick Find
box, then select Salesforce Classic
Configurations. Then click the name of the mobile configuration and scroll down to the Mobile
Tabs related list.
If you’ve already customized the configuration’s tabs, the Mobile Tabs related list shows the selected tabs.
•
To change the tab setup, click Edit.
•
To delete the mobile tab setup and use the default tab behavior instead, click Reset to Default.
If you haven’t customized the configuration’s tabs, the related list indicates that the default tab
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic configurations:
•
View Setup and
Configuration
To manage Salesforce
Mobile Classic tabs:
•
Manage Mobile
Configurations
896
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Views
To manage the custom views for a Salesforce Mobile Classic configuration, from Setup, enter
Salesforce Classic Configurations
in the
Quick Find
box, then select
Salesforce Classic Configurations. Then click the name of the mobile configuration and scroll down to the Mobile Views related list.
•
To see a list of all your custom views, choose All Objects in the
Select an object drop-down list. You can also use the Select an object drop-down list to filter the views by object type.
•
To
, select the object type from the Select an object drop-down list, and then click New Mobile View.
•
To make changes to a custom mobile view, click Edit next to the view name.
•
To delete a mobile custom view, click Del next to the view name.
•
To view details about a mobile custom view, click its name.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
Manage Salesforce Mobile Classic Devices
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic devices and users:
•
View Setup and
Configuration
To manage Salesforce
Mobile Classic custom views:
•
Manage Mobile
Configurations
897
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Salesforce Mobile Classic Usage Data in Custom Report Types
You can create custom report types with data that shows how your organization uses Salesforce
Mobile Classic. For example, the reports can show how often users access Salesforce Mobile Classic, which mobile device models they use, and so forth.
To create a custom report type with Salesforce Mobile Classic usage data, select the Mobile Session
Primary Object
when defining a custom report type. When you select the fields for the custom report type, choose from the following Salesforce Mobile Classic-specific fields.
Mobile Usage Data Point
Brand
Data Size (Bytes)
Device Address
Device Application Version
Device Model
Device Operating System Version
Duration
Last Registration Date
Last Status Date
Manufacturer
Metadata Size (Bytes)
Owner: Full Name
Session Start Date
Status
Definition
Wireless carrier
Total size of records on device
Unique physical address of device (UDID for iOS)
Installed version of Salesforce Mobile Classic
Model of device
Version of operating system installed on device
Duration of the mobile session in seconds
Date of last registration or activation
Date of last communication received from device
Manufacturer of device
Size of metadata (page layouts, picklist values, and so forth) on the device
Name of the device user
Date the mobile session started
Indicator that the user's data set exceeds the maximum allowed size by the mobile configuration
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To create or update custom report types:
•
Manage Custom Report
Types
To delete custom report types:
•
Modify All Data
Note:
•
Mobile sessions are similar to Web-based sessions in login history reports; however, mobile sessions have a fixed timeout value of 20 minutes. Salesforce creates a new Mobile Session when a user logs into or launches Salesforce Mobile Classic after 20 minutes of inactivity in the app or on the device in general.
•
Mobile session reports only have usage data for the Salesforce Mobile Classic app and not other Salesforce mobile apps, such as the Salesforce1 apps.
•
Some devices do not provide every physical attribute. For example, Apple devices do not provide brand.
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Devices
After a user installs the Salesforce Mobile Classic app on a mobile device and logs in for the first time, Salesforce collects information about the device and associates it with the user's record. The device information is read only.
Although the device entry is created automatically, you can still view and manage all the mobile users and devices in your organization from Setup by entering
Users and Devices
in the
Quick Find
box, then selecting Users and Devices.
From the All Mobile Users and Devices page, you can:
•
View the list of users in your organization who have been enabled to use Salesforce Mobile
Classic.
•
Create custom list views to see different subsets of your mobile users. For example, create a view that shows the users who have never logged in to Salesforce from theSalesforce Mobile
Classic app to evaluate the effectiveness of your organization's Salesforce Mobile Classic deployment efforts.
•
View details about a mobile device by clicking the device address.
•
View details about a specific user by clicking the username.
•
View details about a mobile configuration by clicking the mobile configuration name.
•
Perform these actions on multiple users at the same time:
–
Adjust the mobile session timeout value
–
Erase the Salesforce data from a user's mobile device
–
Delete a mobile device from a user's record
•
Find out why a user's device isn’t synchronizing by hovering your mouse over the red error icon in the Status column. Additional information about the synchronization errors appears on the device's detail page.
Note: You can also manage mobile users from the Assigned Mobile Devices related list on the user detail page.
SEE ALSO:
Support On-the-Go Productivity with Salesforce Mobile Classic
Manage Salesforce Mobile Classic Configurations
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic devices and users:
•
View Setup and
Configuration
To manage Salesforce
Mobile Classic devices:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Permanently Link Salesforce Mobile Classic Users to a Mobile Device
You can prevent mobile users from registering any mobile device other than the one they used for their initial Salesforce Mobile Classic activation.
By default, Salesforce automatically associates a device record with the mobile user who most recently activated the device, so administrators don’t need to update the device record to assign the device to another user. While this behavior makes it easy to switch devices between users in your organization, some administrators prefer that users are permanently linked to the devices they were originally assigned. This helps administrators of organizations with highly sensitive data ensure that their users do not access corporate data from personal devices.
To permanently link a user to a mobile device:
1. From Setup, enter
Salesforce Classic Settings
in the
Quick Find
box, then select Salesforce Classic Settings.
2. Click Edit.
3. Select
Permanently Link User to Mobile Device
.
4. Click Save.
Warning: Enabling the
Permanently Link User to Mobile Device
setting
you don’t delete the device, the user won’t be able to access the Salesforce Mobile Classic app.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic settings:
•
View Setup and
Configuration
To change Salesforce Mobile
Classic settings:
•
Manage Mobile
Configurations
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Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Viewing Salesforce Mobile Classic Device Information
Salesforce collects information about a mobile user's device the first time the user logs in to the
Salesforce Mobile Classic app. There are two ways to access the device details.
•
From Setup, enter
Users and Devices
in the
Quick Find
box, then select Users
and Devices. Then click a device address in the list view.
•
From Setup, enter
Users
in the
Quick Find
box, then select Users. Click Edit next to a user's name, and then click the device address in the Assigned Mobile Devices related list.
From the Mobile Device page, you can:
•
Review device information
•
Adjust the mobile session timeout value
•
Erase the Salesforce data from a user's device
•
Delete a device from a user's record
Below is a description of the fields in alphabetical order that are stored for each mobile device in your organization.
Field
Brand
Carrier
Connected Since
Connection Status
Created By
Data Size
Device Address
Device Model
Is Simulator?
Description
The brand of the mobile device, if available.
The name of the carrier providing service for the mobile device, if available.
The date and time the device established a connection to the mobile server. The device loses a connection when the battery dies or when the session is closed because the server has not received data from the device for a long period of time.
The state of the device connection. Possible values for this field are Connected, Not
Connected, and Not Available.
The name of the first user who registered the mobile device and the time and date the registration occurred.
The size of the Salesforce data currently stored on the user's mobile device. The mobile device periodically sends this information to Salesforce, which is helpful when troubleshooting synchronization errors resulting from an
The unique identifier of the user's mobile device.
The model of the mobile device.
A flag indicating whether the device is a simulator or a mobile device. A simulator is a
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view Salesforce Mobile
Classic devices and users:
•
View Setup and
Configuration
To manage Salesforce
Mobile Classic devices:
•
Manage Mobile
Configurations
901
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Field
Last Activated
Last Data Received
Description
software application that emulates the behavior of a mobile device.
The last time a full data set was downloaded to the mobile device.
If a user's data set exceeds the limit defined in the assigned mobile configuration, the device can be registered but not activated.
The last time data was received from the device. This information is helpful for troubleshooting connection issues.
Last Registration
Last Status Date
Manufacturer
Size of Outgoing Messages (Bytes)
Status
The last time a user registered the mobile device. The registration process creates the device record in Salesforce and associates it with the user who registered it.
The last time the mobile device notified Salesforce that the device is no longer synchronizing data due to an error. The
Last
Status Date
field is only visible when an error is present.
The manufacturer of the mobile device.
Metadata Size
Modified By
Number of Pending Outgoing Messages
Operating System
Operating System Version
Phone Number
The size of the Salesforce metadata currently stored on the user's mobile device. Metadata consists of page layout and schema information, and the amount of metadata sent to a device can be very high depending on the size of your organization and the complexity of its setup.
The name of the last user who registered the mobile device and the time and date the registration occurred.
The number of messages queued on the mobile server waiting to be sent to the device.
The type of operating system installed on the mobile device:
Android or iPhone.
The version number of the operating system installed on the mobile device.
The phone number associated with the mobile device.
Salesforce Mobile Classic Version
The version number and build number of the mobile client application installed on the device.
Size of Pending Outgoing Messages (Bytes)
The total data size of the messages queued on the device waiting to be sent to the mobile server. Because the server processes messages almost instantaneously, this value is usually 0.
The total data size of the outbound message queue on the mobile server.
Indicates whether any synchronization errors exist between the device and Salesforce. The
Status
field is only visible when an error is present. The two error statuses are Data Limit Exceeded and Unknown Error.
902
Set Up and Maintain Your Salesforce Organization
Field
Username
Support On-the-Go Productivity with Salesforce Mobile Classic
Description
The Salesforce username of the user who is associated with the mobile device.
Note: If Salesforce detects the selected device was registered by a user in another organization, an error displays on the device detail page. This can happen when a device was registered to a user in your sandbox organization and then later activated by a user in your production organization. To remove the old device record from your organization, simply
Set Salesforce Mobile Classic Session Timeout Values
For security reasons, the Salesforce Mobile Classic app is set to lock out users after 10 minutes of inactivity. Administrators can adjust or disable this setting on a device-by-device basis. For example, you might disable the Salesforce Mobile Classic timeout setting if a mobile device's operating system has its own locking mechanism.
To change the Salesforce Mobile Classic session timeout value:
1. Navigate to one of these pages.
•
To deal with multiple devices at the same time, from Setup, enter
Users and Devices
in the
Quick Find
box, then select Users and Devices. In the list view on the Mobile
Users and Devices page, select the desired devices.
•
To deal with a specific device, from Setup, enter
Users
in the
Quick Find
box, then select Users. Click a user's name, then click the device address in the Assigned Mobile
Devices related list to see the Mobile Device page.
2. Click Set Mobile Session Timeout.
3. Choose the new timeout value in minutes. You can also choose Never Expire if users shouldn’t be locked out of the app.
4. Click Save.
Salesforce attempts to send a message containing the new session timeout setting to the selected mobile devices.
5. A confirmation page
summarizes the results for each mobile device you selected.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
Mobile Session Timeout Results
After Salesforce sends the new session timeout session to the selected mobile devices, a results page provides information about the status of each message. The table below describes the three possible outcomes:
Result
Message successfully queued
Unable to send message
Description
The Salesforce Mobile Classic server has sent the message to the device. Salesforce can’t detect if the message was received by the device.
A temporary communication problem between
Salesforce and the Salesforce Mobile Classic
USER PERMISSIONS
To set Salesforce Mobile
Classic session timeout values:
•
Manage Mobile
Configurations
903
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Result
User has no mobile device
Description
server prevented the message from being sent. Try again later.
The selected mobile user never registered a device, so therefore the message could not be sent.
Erasing Data in Salesforce Mobile Classic
When a user accesses the Salesforce Mobile Classic app, the user’s mobile device contains both the mobile app and a set of the user's Salesforce data. An administrator can remove the data from a device without uninstalling the mobile app. This is an effective security tool when a user misplaces his or her device. You also must erase a device's data if you plan to give it to another user.
To erase the Salesforce data on one or more mobile devices:
1. Navigate to one of these pages.
•
To deal with multiple devices at the same time, from Setup, enter
Users and Devices
in the
Quick Find
box, then select Users and Devices. In the list view on the Mobile
Users and Devices page, select the desired devices.
•
To deal with a specific device, from Setup, enter
Users
in the
Quick Find
box, then select Users. Click a user's name, then click the device address in the Assigned Mobile
Devices related list to see the Mobile Device page.
2. Click Erase Data, then click OK.
Salesforce attempts to send a message to the mobile devices to erase the data.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
Erase Data Results
After Salesforce sends the message to the mobile devices to erase data, a results page provides information about the status of each message. The table below describes the three possible outcomes:
Result
Message successfully queued
Unable to send message
Description
The Salesforce Mobile Classic server has sent the message to the device. Salesforce can’t detect if the message was received by the device.
A temporary communication problem between
Salesforce and the Salesforce Mobile Classic server prevented the message from being sent.
Try again later.
USER PERMISSIONS
To delete the Salesforce data on a device running
Salesforce Mobile Classic:
•
Manage Mobile
Configurations
904
Set Up and Maintain Your Salesforce Organization Support On-the-Go Productivity with Salesforce Mobile Classic
Result
User has no mobile device
Description
The selected mobile user never registered a device, so therefore the message could not be sent.
SEE ALSO:
Manage Salesforce Mobile Classic Devices
Deleting Mobile Devices
There are two instances when you would delete a mobile device from a user's record:
•
Your organization's mobile settings permanently link mobile users to their devices, and you need to assign a device to a different user. If you did not enable this setting, Salesforce automatically associates a device record with the mobile user who most recently activated the device, so it is unnecessary to delete a device to assign it to another user.
•
You want to move a device from your sandbox organization to your production organization.
To delete a mobile device:
1. Navigate to one of these pages.
•
To deal with multiple devices at the same time, from Setup, enter
Users and Devices
in the
Quick Find
box, then select Users and Devices. In the list view on the Mobile
Users and Devices page, select the desired devices.
•
To deal with a specific device, from Setup, enter
Users
in the
Quick Find
box, then select Users. Click a user's name, then click the device address in the Assigned Mobile
Devices related list to see the Mobile Device page.
2. On the Mobile Devices and Users page, select one or more devices, then click Delete Device.
On the Mobile Device page, click Delete.
3. Click OK.
Salesforce attempts to delete the selected device(s).
4. A confirmation page
summarizes the results for each mobile device you selected.
Delete Device Results
After Salesforce sends the message to the mobile server to delete the devices, a results page provides information about the status of each device. The table below describes the three possible outcomes:
Result
Device deleted.
Device cannot be deleted at this time. Please try again later.
Description
Salesforce removed the device record from your organization.
A temporary communication problem between
Salesforce and the mobile server prevented the device from being deleted. Try again later.
EDITIONS
Salesforce Mobile Classic setup available in: both
Salesforce Classic and
Lightning Experience
Mobile app available in:
Performance, Unlimited, and Developer Editions for orgs created prior to Winter
’17
Mobile app available for an extra cost in: Professional and Enterprise Editions for orgs created prior to May 1,
2016
Mobile app not available for orgs created in Winter ’17 or later
USER PERMISSIONS
To view mobile devices and users:
•
View Setup and
Configuration
To delete mobile devices:
•
Manage Mobile
Configurations
905
Set Up and Maintain Your Salesforce Organization
Result
User has no mobile device.
Support On-the-Go Productivity with Salesforce Mobile Classic
Description
The selected mobile user never registered a device, so therefore the message could not be sent.
SEE ALSO:
Erasing Data in Salesforce Mobile Classic
Salesforce Mobile Classic App Limits
Mobile Device Limits
Apple iPhone and iPod Touch devices
•
Third parties (including, but not limited to, Apple Inc. and your network connectivity provider) may at any time restrict, interrupt or prevent use of Salesforce Mobile Classic for the iPhone and iPod touch devices, or delete the Salesforce Mobile
Classic app from iPhone or iPod touch devices, or require
Salesforce to do any of the foregoing, without entitling the customer to any refund, credit or other compensation from such third-party or Salesforce.
•
Service level agreements don’t apply to the Salesforce Mobile
Classic for iPhone product. Additional limitations are described in the Order Form Supplement for Salesforce Mobile Classic for iPhone, which users are required to accept upon download or installation of the Salesforce Mobile Classic for iPhone product.
Dashboards Limits
When working with dashboards in Salesforce Mobile Classic, these limitations exist:
•
You can’t create or edit dashboards.
•
Links to custom report details are disabled.
906
Set Up and Maintain Your Salesforce Organization View a Mobile User’s Push Registration Information
View a Mobile User’s Push Registration Information
With the Mobile Push Registrations Page, you can view any user's push registration information for general troubleshooting.
To view a user’s device push registration information:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select a user.
3. On the user detail page next to
Mobile Push Registrations
, click View.
EDITIONS
Available in: Salesforce
Classic
Available in: All editions
USER PERMISSIONS
To view mobile push registration information:
•
View Setup and
Configuration
Installed Packages
You can install packages into your Salesforce organization, and then configure and manage them.
To view the packages you’ve installed, from Setup, enter “Installed” in the Quick Find box, and then select Installed Packages.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Install a Package
Install a managed or unmanaged package in your Salesforce org to add new functionality to your org. Choose a custom installation to modify the default package settings, including limiting access to the package. Before you install a package, verify on the AppExchange listing that the offering is compatible with your Salesforce edition.
Pre-Installation Steps
1. In a browser, go to the installation URL provided by the package developer, or, if you’re installing a package from the AppExchange, click Get It Now from the application information page.
Note: If you’re installing into a sandbox, replace the www.salesforce.com portion of the installation link with test.salesforce.com. The package is removed from your sandbox organization whenever you create a new sandbox copy.
2. Enter your username and password for the Salesforce organization in which you want to install the package, and then click the login button.
3. If the package is password-protected, enter the password you received from the publisher.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To install packages:
•
Download AppExchange
Packages
907
Set Up and Maintain Your Salesforce Organization Install a Package
4. Optionally, if you’re installing an unmanaged package, select Rename conflicting components in package. When you select this option, Salesforce changes the name of a component in the package if its name conflicts with an existing component name.
Default Installation
Click Install. You’ll see a message that describes the progress and a confirmation message after the installation is complete.
Custom Installation
Follow these steps if you need to modify the default settings as an administrator.
1. Choose one or more of these options, as appropriate.
•
Click View Components. You’ll see an overlay with a list of components in the package. For managed packages, the screen also contains a list of connected apps (trusted applications that are granted access to a user's Salesforce data after the user and the application are verified). Review the list to confirm that the components and any connected apps shown are acceptable, and then close the overlay.
Note: Some package items, such as validation rules, record types, or custom settings might not appear in the Package
Components list but are included in the package and installed with the other items. If there are no items in the Package
Components list, the package might contain only minor changes.
•
If the package contains a remote site setting, you must approve access to websites outside of Salesforce. The dialog box lists all the websites that the package communicates with. We recommend that a website uses SSL (secure sockets layer) for transmitting data. After you verify that the websites are safe, select Yes, grant access to these third-party websites and click Continue, or click Cancel to cancel the installation of the package.
Warning: By installing remote site settings, you’re allowing the package to transmit data to and from a third-party website.
Before using the package, contact the publisher to understand what data is transmitted and how it's used. If you have an internal security contact, ask the contact to review the application so that you understand its impact before use.
•
Click API Access. You’ll see an overlay with a list of the API access settings that package components have been granted. Review the settings to verify they’re acceptable, and then close the overlay to return to the installer screen.
•
In Enterprise, Performance, Unlimited, and Developer Editions, choose one of the following security options.
Note:
Depending on the type of installation, you might not see this option. For example, in Group and Professional
Editions, or if the package doesn’t contain a custom object, Salesforce skips this option, which gives all users full access.
Install for Admins Only
Specifies the following settings on the installing administrator’s profile and any profile with the "Customize Application" permission.
–
Object permissions—“Read,” “Create,” “Edit,” “Delete,” “View All,” and “Modify All” enabled
–
Field-level security—set to visible and editable for all fields
–
Apex classes—enabled
–
Visualforce pages—enabled
–
App settings—enabled
–
Tab settings—determined by the package creator
–
Page layout settings—determined by the package creator
–
Record Type settings—determined by the package creator
After installation, if you have Enterprise, Performance, Unlimited, or Developer Edition, set the appropriate user and object permissions on custom profiles as needed.
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Set Up and Maintain Your Salesforce Organization Install a Package
Install for All Users
Specifies the following settings on all internal custom profiles.
–
Object permissions—“Read,” “Create,” “Edit,” and “Delete” enabled
–
Field-level security—set to visible and editable for all fields
–
Apex classes—enabled
–
Visualforce pages—enabled
–
App settings—enabled
–
Tab settings—determined by the package creator
–
Page layout settings—determined by the package creator
–
Record Type settings—determined by the package creator
Note: The Customer Portal User, Customer Portal Manager, High Volume Customer Portal, Authenticated Website,
Partner User, and standard profiles receive no access.
Install for Specific Profiles...
Enables you to choose the usage access for all custom profiles in your organization. You can set each profile to have full access or no access for the new package and all its components.
–
Full Access—Specifies the following settings for each profile.
•
Object permissions—“Read,” “Create,” “Edit,” “Delete,” “View All,” and “Modify All” enabled
•
Field-level security—set to visible and editable for all fields
•
Apex classes—enabled
•
Visualforce pages—enabled
•
App settings—enabled
•
Tab settings—determined by the package creator
•
Page layout settings—determined by the package creator
•
Record Type settings—determined by the package creator
–
No Access—Specifies the same settings as Full Access, except all object permissions are disabled.
You might see other options if the publisher has included settings for custom profiles. You can incorporate the settings of the publisher’s custom profiles into your profiles without affecting your settings. Choose the name of the profile settings in the drop-down list next to the profile that you need to apply them to. The current settings in that profile remain intact.
Alternatively, click Set All next to an access level to give this setting to all user profiles.
2. Click Install. You’ll see a message that describes the progress and a confirmation message after the installation is complete.
•
During installation, Salesforce checks and verifies dependencies. An installer’s organization must meet all dependency requirements listed on the Show Dependencies page or else the installation will fail. For example, the installer's organization must have divisions enabled to install a package that references divisions.
•
When you install a component that contains Apex, all unit tests for your organization are run, including the unit tests contained in the new package. If a unit test relies on a component that is initially installed as inactive, such as a workflow rule, this unit test might fail. You can select to install regardless of unit test failures.
•
If your installation fails, see Why did my installation or upgrade fail?
on page 925.
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Set Up and Maintain Your Salesforce Organization Configuring Installed Packages
Post-Installation Steps
If the package includes post-installation instructions, they’re displayed after the installation is completed. Review and follow the instructions provided. In addition, before you deploy the package to your users, make any necessary changes for your implementation. Depending on the contents of the package, you might need to perform some of the following customization steps.
•
If the package includes permission sets, assign the included permission sets to your users who need them. In managed packages, you can't make changes to permission sets that are included in the package, but subsequent upgrades happen automatically. If you clone a permission set that comes with a managed package or create your own, you can make changes to the permission set, but subsequent upgrades won't affect it.
•
If you’re re-installing a package and need to re-import the package data by using the export file that you received after uninstalling,
see Importing Package Data on page 918.
•
If you installed a managed package, click Manage Licenses to assign licenses to users.
Note:
You can’t assign licenses in Lightning Experience. If you need to assign a license, switch to Salesforce Classic.
•
on page 910.
SEE ALSO:
Installation Guide: Installing Apps from Force.com AppExchange
Configuring Installed Packages
Many components have an Is Deployed attribute that controls whether they are available for end users. After installation, all components are immediately available if they were available in the developer's organization. Before making the package available to your users, make any necessary changes for your implementation. Depending on the contents of the package, you might need to customize the following items:
Configure Option
If the publisher included a link to an external website with information about configuration,
AppExchange Downloads page displays a Configure option next to the package in Setup when you click Installed Packages. Click Configure to view the publisher's suggested configurations.
Custom Fields and Custom Links
Add any necessary custom fields or links to the new custom objects.
Custom Object
Enable tracking on objects that aren't in this package, but that have fields that are tracked in
Chatter. For example, if you want to track a custom field on Account, you must make sure the
Account standard object is enabled for tracking.
Custom Report Types
If the
Report Type Name
of a custom report type matches one used within your organization, change the
Report Type Name
after you install the package to avoid any confusion between the two report types.
EDITIONS
Available in: Salesforce
Classic
Available in: Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To install packages:
•
Download AppExchange
Packages
To configure installed packages:
•
Customize Application
Dashboard Running User
The
Running User
for any dashboards are set to the user installing the package. You can edit the properties of the dashboard and change the
Running User
to a user that has the security settings you want applied to the dashboard.
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Set Up and Maintain Your Salesforce Organization Configuring Installed Packages
Folders
When apps contain documents, email templates, reports, or dashboards, Salesforce creates new folders in the installer’s organization using the publisher’s folder names. Make sure these folder names are unique in your organization.
All users can see new folders. Configure folder settings before you deploy if you want them to have limited visibility.
Home Page Layouts
Custom home page layouts included in the package are not assigned to any users. To make them available to your users, assign them to the appropriate profiles.
List Views
List views included in apps are visible to all users. Change the visibility of these list views if necessary.
Page Layouts
All users are assigned the default page layout for any custom objects included in the package. Administrators of Enterprise, Unlimited,
Performance, and Developer Edition organizations can configure the page layout for the appropriate users.
If a custom object in the package includes any relationships to standard objects, add them as related lists on the appropriate page layouts.
If the package includes any custom links, add them to the appropriate page layouts.
If your organization has advanced currency management enabled, currency roll-up summary fields are invalid if they are on accounts and summarizing opportunity values, or on opportunities and summarizing custom object values. Remove these fields from any page layouts.
Permission Sets
Assign permission sets included in a package to the users who need access to the package.
You can't edit permission sets that are included in a managed package. If you clone a permission set that comes with the package or create your own, you can make changes to the permission set, but subsequent upgrades won't affect it.
Translation Workbench
Translated values for installed package components are also installed for any language that the developer has included. Any package components the developer has customized within setup, such as a custom field or record type, display in the installer’s setup pages in the developer’s language (the language used when defining these components). Users in the installer’s organization automatically see translated values if their personal language is included in the package. Additionally, installers can activate additional languages as long as the Translation Workbench is enabled.
Workflow Alerts
If the recipient of a workflow alert is a user, Salesforce replaces that user with the user installing the package. You can change the recipients of any installed workflow alerts.
Workflow Field Updates
If a field update is designed to change a record owner field to a specific user, Salesforce replaces that user with the user installing the package. You can change the field value of any installed field updates.
Workflow Outbound Messages
Salesforce replaces the user in the
User to send as
field of an outbound message with the user installing the package. You can change this value after installation.
Workflow Rules
Workflow rules are installed without any time-based triggers that the developer might have created. Set up time-based triggers as necessary.
Workflow Tasks
Salesforce replaces the user in the
Assigned To
field with the user installing the package. You can change this value after installation.
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Set Up and Maintain Your Salesforce Organization Uninstalling a Package
Make any more customizations that are necessary for your implementation.
Note: Anything you add to a custom app after installation will be removed with the custom app if you ever uninstall it.
SEE ALSO:
Tradeoffs and Limitations of Shield Platform Encryption
Uninstalling a Package
You can remove any installed package, including all of its components and all data in the package.
Additionally, any custom fields, links, or anything else you added to the custom app after installation are also removed.
To remove a package:
1. From Setup, enter
Installed
in the
Quick Find
box, then select Installed Packages.
2. Click Uninstall next to the package that you want to remove.
3. Select
Yes, I want to uninstall...
and click Uninstall.
4. After an uninstall, Salesforce automatically creates an export file containing the package data, as well as any associated notes and attachments. When the uninstall is complete, Salesforce sends an email containing a link to the export file to the user performing the uninstall. The export file and related notes and attachments are listed below the list of installed packages.
We recommend storing the file elsewhere because it’s only available for a limited period of time after the uninstall completes.
Tip:
If you reinstall the package later and want to reimport the package data, see
Importing Package Data on page 918.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To uninstall packages:
•
Download AppExchange
Packages
Notes on Uninstalling Packages
•
If you’re uninstalling a package that includes a custom object, all components on that custom object are also deleted. This includes custom fields, validation rules, s-controls, custom buttons and links, as well as workflow rules and approval processes.
•
You can’t uninstall a package whenever any component in the package is referenced by a component that will not get included in the uninstall. For example:
–
When an installed package includes any component on a standard object that another component references, Salesforce prevents you from uninstalling the package. This means that you can install a package that includes a custom user field and build a workflow rule that gets triggered when the value of that field is a specific value. Uninstalling the package would prevent your workflow from working.
–
When you have installed two unrelated packages that each include a custom object and one custom object component references a component in the other, Salesforce prevents you from uninstalling the package. This means that you can install an expense report app that includes a custom user field and create a validation rule on another installed custom object that references that custom user field. However, uninstalling the expense report app prevents the validation rule from working.
–
When an installed folder contains components you added after installation, Salesforce prevents you from uninstalling the package.
–
When an installed letterhead is used for an email template you added after installation, Salesforce prevents you from uninstalling the package.
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Set Up and Maintain Your Salesforce Organization Manage Installed Packages
•
You can’t uninstall a package if a field added by the package is being updated by a background job, such as an update to a roll-up summary field. Wait until the background job finishes, and try again.
•
Uninstall export files contain custom app data for your package, excluding some components, such as documents and formula field values.
Manage Installed Packages
Manage packages installed in your Salesforce org, including assigning licenses to users, uninstalling packages, and exporting package data.
EDITIONS
Note: Salesforce only lists license information for managed packages. For unmanaged packages, the license-related fields, such as Allowed Licenses, Used Licenses, and Expiration
Date, displays the value “N/A.”
Using this list, you can:
•
Click Uninstall to remove the package and all its components from your Salesforce organization.
•
Click Manage Licenses to assign available licenses to users in your organization. You can’t assign licenses in Lightning Experience. If you need to assign a license, switch to Salesforce
Classic.
Note: If you purchased a site license or if the managed package is not licensed, Salesforce assigns licenses to all your users and you can’t manage licenses. Your users can use the package as long as they have the appropriate permissions.
•
Click Configure if the publisher has included a link to an external website with information about configuring the package.
•
Click the package name to view details about this package.
•
View the publisher of the package.
•
View the status of the licenses for this package. Available values include:
–
Trial
–
Active
–
Suspended
–
Expired
–
Free
This field is only displayed if the package is managed and licensed.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To uninstall packages:
•
Download AppExchange
Packages
To assign licenses for a managed package:
•
Manage Package
Licenses
To download or delete the export file for an uninstalled package:
•
Download AppExchange
Packages
•
Track the number of licenses available (
Allowed Licenses
) and the number of licenses that are assigned to users (
Used
Licenses
).
•
View the date your licenses for this package are scheduled to expire.
•
View the date your licenses were installed.
•
View the number of custom apps, tabs, and objects this package contains.
•
See whether the custom apps, tabs, and objects count toward your organization’s limits. If they do, the box in the
Limits
column is checked.
Note: If you have not installed a licensed managed package, the
Publisher
,
Status
,
Allowed Licenses
,
Used
Licenses
, and
Expiration Date
fields do not appear.
913
Set Up and Maintain Your Salesforce Organization Manage Installed Packages
After an uninstall, Salesforce automatically creates an export file containing the package data, as well as any associated notes and attachments. When the uninstall is complete, Salesforce sends an email containing a link to the export file to the user performing the uninstall. The export file and related notes and attachments are listed below the list of installed packages. We recommend storing the file elsewhere because it’s only available for a limited period of time after the uninstall completes. Using this list, you can:
•
Click Download to open or store the export file.
•
Click Del to delete the export file.
Expired Managed Packages and Sharing Rules
If a criteria-based sharing rule references a field from a licensed managed package whose license has expired,
(expired)
is appended to the label of the field. The field label is displayed in the field drop-down list on the rule’s definition page in Setup.
Criteria-based sharing rules that reference expired fields aren't recalculated, and new records aren't shared based on those rules.
However, the sharing of existing records prior to the package's expiration is preserved.
SEE ALSO:
View Installed Package Details
View Installed Package Details
View key details about a package installed from the AppExchange, such as the number of custom apps, tabs, and objects it uses. You can also assign licenses to users, uninstall the package, and purchase the package.
To access the package detail page, from Setup, enter
Installed Packages
in the
Quick
Find
box, select Installed Packages, and then click the name of the package that you want to view.
From this page, you can:
•
Click Uninstall to remove the package and all its components from your Salesforce organization.
•
Click Manage Licenses to assign available licenses to users in your organization. You can’t assign licenses in Lightning Experience. If you need to assign a license, switch to Salesforce
Classic.
Note: If you purchased a site license or if the managed package is not licensed, Salesforce assigns licenses to all your users and you can’t manage licenses. Your users can use the package as long as they have the appropriate permissions.
•
Optionally, click View Dependencies and review a list of components that rely on other components, permissions, or preferences within the package.
Viewing Installed Packages
The installed package page lists the following package attributes (in alphabetical order):
Attribute
Action
Description
Can be one of two options:
• Uninstall
• Manage Licenses
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To uninstall packages:
•
Download AppExchange
Packages
To manage user licenses for an AppExchange package:
•
Manage Package
Licenses
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Set Up and Maintain Your Salesforce Organization
Attribute
Allowed Licenses
Apps
Connected Apps
Description
Expiration Date
Installed Date
Limits
Namespace
Objects
Package Name
Publisher
Status
Tabs
Used Licenses
Version Name
915
Manage Installed Packages
Description
The total number of licenses you purchased for this package. The value is “Unlimited” if you have a site license for this package. This field is only displayed if the package is managed and licensed.
The number of custom apps in the package.
A list of the connected apps that can have access to a user's
Salesforce data after the user and the application have been verified.
A detailed description of the package.
The date that this license expires, based on your terms and conditions. The expiration date is “Does Not Expire” if the package never expires.This field is only displayed if the package is managed and licensed.
The date of the package installation.
If checked, the package’s custom apps, tabs, and objects count toward your organization’s limits.
The 1- to 15-character alphanumeric identifier that distinguishes a package and its contents from packages of other developers on
AppExchange.
The number of custom objects in the package.
The name of the package, given by the publisher.
The publisher of an AppExchange listing is the Salesforce user or organization that published the listing. This field is only displayed if the package is managed and licensed.
The state of a package. Available values include:
•
Trial
•
Active
•
Suspended
•
Expired
•
Free
This field is only displayed if the package is managed and licensed.
The number of custom tabs in the package.
The total number of licenses that are already assigned to users.
This field is only displayed if the package is managed and licensed.
The version name for this package version. The version name is the marketing name for a specific release of a package. It is more descriptive than the
Version Number
.
Set Up and Maintain Your Salesforce Organization Manage Installed Packages
Viewing Installed Package Details
The installed package detail page lists the following package attributes (in alphabetical order):
Attribute
Apps
Description
First Installed Version Number
Installed By
Limits
Modified By
Namespace
Objects
Package Name
Package Type
Post Install Instructions
Publisher
Release Notes
Tabs
Version Name
Version Number
Description
The number of custom apps in the package.
A detailed description of the package.
The first installed version of the package in your organization. This field is only displayed for managed packages. You can reference this version and any subsequent package versions that you have installed. If you ever report an issue with a managed package, include the version number in this field when communicating with the publisher.
The name of the user that installed this package in your organization.
If checked, the package’s custom apps, tabs, and objects count toward your organization’s limits.
The name of the last user to modify this package, including the date and time.
The 1- to 15-character alphanumeric identifier that distinguishes a package and its contents from packages of other developers on
AppExchange.
The number of custom objects in the package.
The name of the package, given by the publisher.
Indicates whether the package is managed or unmanaged.
A link to information on configuring the package after it’s installed.
As a best practice, the link points to an external URL, so you can update the information independently of the package.
The publisher of an AppExchange listing is the Salesforce user or organization that published the listing. This field is only displayed if the package is managed and licensed.
A link to release notes for the package. As a best practice, link to an external URL, so you can make the information available before the release and update it independently of the package.
The number of custom tabs in the package.
The version name for this package version. The version name is the marketing name for a specific release of a package. It is more descriptive than the
Version Number
.
The version number for the latest installed package version. The format is
majorNumber.minorNumber.patchNumber
,
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Set Up and Maintain Your Salesforce Organization Manage Installed Packages
Attribute Description
such as 2.1.3. The version number represents a release of a package.
The
Version Name
is a more descriptive name for the release.
The patchNumber
is generated only when you create a patch.
If there is no patchNumber
, it is assumed to be zero (0).
Unused Components
You can see a list of components deleted by the developer in the current version of the package. If this field is part of a managed package, it’s no longer in use and is safe to delete unless you’ve used it in custom integrations. Before deleting a custom field, you can keep a record of the data from Setup by entering
Data Export
in the
Quick Find
box, then selecting Data Export. After you've deleted an unused component, it appears in this list for 15 days. During that time, you can either undelete it to restore the field and all data stored in it, or delete the field permanently. When you undelete a field, some properties on the field are lost or changed. After 15 days, the field and its data are permanently deleted.
The following component information is displayed (in alphabetical order):
Attribute
Action
Name
Parent Object
Type
Description
Can be one of two options:
• Undelete
• Delete
Displays the name of the component.
Displays the name of the parent object a component is associated with. For example, a custom object is the parent of a custom field.
Displays the type of the component.
Package Components
You can see a list of the components included in the installed package. The following component information is displayed (in alphabetical order):
Attribute
Action
Name
Parent Object
Description
Can be one of two options:
• Undelete
• Delete
Displays the name of the component.
Displays the name of the parent object a component is associated with. For example, a custom object is the parent of a custom field.
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Set Up and Maintain Your Salesforce Organization Manage Installed Packages
Attribute
Type
Description
Displays the type of the component.
SEE ALSO:
Importing Package Data
When you uninstall an AppExchange package, Salesforce automatically creates an export file containing the package data as well as any associated notes and attachments. If you choose to install the package again, you can import this data.
To import your AppExchange package data, use one of the following tools that is available for your
Edition:
•
For Group Edition, use the appropriate import wizard.
•
For Professional Edition, use the appropriate import wizard or any compatible Salesforce ISV
Partner integration tool.
•
For Enterprise, Developer, Performance, and Unlimited Edition, use the Data Loader.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
Notes on Importing AppExchange Package Data
•
•
Salesforce converts date fields into date/time fields upon export. Convert the appropriate fields into date fields before you import.
Salesforce exports all date/time fields in Greenwich Mean Time (GMT). Before importing these fields, convert them to the appropriate time zone.
•
The value of auto number fields may be different when you import. To retain the old values, create a new custom auto number field on a custom object before importing the data.
•
Salesforce updates system fields such as
Created Date
and
Last Modified Date when you import. To retain the old values for these fields, contact Salesforce support.
To import Force.com
AppExchange package data:
•
The permissions required to use the import tool you choose, such as the import wizard or Data Loader.
•
Relationships are not included in the export file. Recreate any master-detail or lookup relationships after importing your data.
•
Record type IDs are exported but not the record type name.
•
Field history is not exported.
•
Recreate any customizations that you made to the package after installation.
SEE ALSO:
View Installed Package Details
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Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
Managing Licenses for Installed Packages
When you install a licensed managed package in your organization from AppExchange, you purchase a certain number of licenses from the package developer or publisher. You can assign each license to a user within your organization. If you assign all available licenses, but would like to grant licenses to additional users, you can reassign a license or purchase more. To get more licenses, contact the publisher of the managed package.
EDITIONS
Available in: Salesforce
Classic
Note: If you purchased a site license or if the managed package is not licensed, Salesforce assigns licenses to all your users and you can’t manage licenses. Your users can use the package as long as they have the appropriate permissions.
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
1. From Setup, enter
Installed Packages
in the
Quick Find
box, then select Installed
Packages.
USER PERMISSIONS
2. Click Manage Licenses next to the package.
Note:
To assign licenses for a package, you must have access to the package and at least one available license.
To manage licenses for a
AppExchange package:
•
Manage Package
Licenses
•
To assign licenses to more users, click Add Users.
•
To remove a license from a user, click Remove next to the user's name. To remove licenses from multiple users, click Remove Multiple Users.
•
Click any column heading to sort the users in ascending order using the data in that column. Click the heading again to sort in descending order.
•
If available, select fewer or more to view a shorter or longer display list.
SEE ALSO:
Assign Licenses for Managed Packages
Assigning Licenses for Installed Packages
Removing Licenses for Installed Packages
Responding to License Manager Requests
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Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
Assign Licenses for Managed Packages
When you install a licensed managed package in your organization from AppExchange, you purchase a certain number of licenses from the package developer or publisher. You can assign each license to a user within your organization. If you assign all available licenses, but would like to grant licenses to additional users, you can reassign a license or purchase more. To get more licenses, contact the publisher of the managed package.
The Managed Packages related list on the user detail page lists all managed packages that user is assigned. Assigning a license for a managed package makes the package available to the user within
Salesforce. Unmanaged packages don’t appear on this list because you can’t assign licenses for them.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Note: If you purchased a site license or if the managed package is not licensed, Salesforce assigns licenses to all your users and you can’t manage licenses. Your users can use the package as long as they have the appropriate permissions.
To assign a user to a license for one of the available managed packages:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Assign Licenses from the Managed Packages list.
3. Select the package you want to assign to the user. All available managed packages are listed in the Unassigned Packages list. After selecting a package, Salesforce automatically moves it to the Selected Packages list.
USER PERMISSIONS
To edit users:
•
Manage Internal Users
To manage licenses for an
AppExchange package:
•
Manage Package
Licenses
The Unassigned Packages list displays all packages that this user could access if assigned a license. Packages don’t appear on this list if they are unmanaged, uninstalled, in use, or not available.
•
Click a letter to view the packages that begin with that letter or click All to display all available managed packages.
•
Click select shown to select all packages displayed in the Unassigned Packages list on the current page, adding them to the
Selected Packages list below.
•
Click deselect shown or deselect all to move packages from the Selected Packages area to the Unassigned Packages area.
4. Click Add.
To revoke a license from this user, click the Remove link next to the appropriate package name.
SEE ALSO:
Managing Licenses for Installed Packages
920
Set Up and Maintain Your Salesforce Organization
Assigning Licenses for Installed Packages
To assign licenses to Force.com AppExchange users:
Note: If you purchased a site license or if the managed package is not licensed, Salesforce assigns licenses to all your users and you can’t manage licenses. Your users can use the package as long as they have the appropriate permissions.
1. From Setup, enter
Installed Packages
in the
Quick Find
box, then select Installed
Packages to find the installed package that has available licenses.
2. Click the Manage Licenses link next to the package name.
3. Click Add Users.
4. Choose a view from the drop-down list, or click Create New View to build a new custom view.
5. Click a letter to filter the users with a last name that corresponds with that letter or click All to display all users who match the criteria of the current view.
6. Select users.
•
To select individual users, use the checkboxes. Selected users are listed in the Selected list.
When the list includes all users to which you want to assign licenses, click Add.
•
To select all users for the current view, click Add All Users then click OK.
Note:
You can also add a single user from the user's detail page.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To manage licenses for an
AppExchange app:
•
Manage Package
Licenses
SEE ALSO:
Managing Licenses for Installed Packages
Removing Licenses for Installed Packages
To remove licenses for an AppExchange package from multiple users:
1. From Setup, enter
Installed Packages
in the
Quick Find
box, then select Installed
Packages.
2. Click Manage Licenses next to the package name.
3. Click Remove Multiple Users.
4. To show a filtered list of items, select a predefined list from the
View
drop-down list, or click
Create New View to define your own custom views.
5. Click a letter to filter the users with a last name that corresponds with that letter or click All to display all users who match the criteria of the current view.
6. Select users.
•
To select individual users, use the checkboxes. Selected users appear in the Selected for
Removal list. When the list includes all users for which you want to remove licenses, click
Remove.
•
To select all users in the current view, click Remove All Users, then click OK.
EDITIONS
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To manage licenses for an
AppExchange package:
•
Manage Package
Licenses
You can also remove licenses for an AppExchange package from a single user using the following options:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users and click Remove next to the package in the managed packages list.
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Managing Licenses for Installed Packages
Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
2. From Setup, enter
Installed Packages
in the
Quick Find
box, then select Installed Packages. Then, click Manage
Licenses next to the package name, and click Remove next to the user.
SEE ALSO:
Managing Licenses for Installed Packages
Responding to License Manager Requests
A license manager is a Salesforce organization that tracks all Salesforce subscribers installing a particular AppExchange package. Salesforce administrators can choose to designate another organization as the license manager for one of their packages. The license manager does not need to be the same organization as the one from which the package is managed. To choose another organization as the license manager, all you need is an email address (not a Salesforce username).
If a Salesforce administrator selects to have a third-party license manager and enters your email address, you will receive a license management request in email.
To respond to a registration request:
1. Click the link in the license management request email. This displays the registration request in the requestor's Developer Edition organization.
2. Click Accept to complete the registration process. Alternatively, click Reject to decline the request and close the browser; this prevents you from using the link again.
Note: If you accept this request, you authorize Salesforce to automatically create records in your Salesforce organization to track information about this package. Choosing a license manager organization is permanent and cannot be changed.
3. Enter the username and password for the Salesforce organization you want to use to manage licenses for this package. A license manager can be any Salesforce organization that has installed the free License Management Application (LMA) from Force.com AppExchange.
4. Click Confirm.
SEE ALSO:
Managing Licenses for Installed Packages
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Developer
Edition
Package uploads and installs are available in
Group, Professional,
Enterprise, Performance,
Unlimited, and Developer
Editions
USER PERMISSIONS
To respond to registration requests:
•
Customize Application
922
Set Up and Maintain Your Salesforce Organization Upgrading Packages
Assigning Licenses Using the API
Administrators can use the API to assign or revoke licenses for any managed package installed in their organization. License information for a package is stored in two objects, PackageLicense and
UserPackageLicense, which were previously accessible only from the Manage Licenses page under
Setup. These are now accessible as standard objects, so an administrator can assign licenses to specific users via API calls. This makes managing package licenses in a subscriber organization faster and easier, especially for large-scale deployments.
EDITIONS
Available in: Salesforce
Classic
For example, suppose an administrator installs an app for use by all 200 salespeople in the company.
Assigning a license to each salesperson from the UI is inefficient and time-consuming. Using the
API, the administrator can assign licenses to all salespeople, based on their profile, in one step.
Here are some common licensing tasks that administrators can use the API to do.
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
•
Determine the number of package licenses in use and available.
•
Verify if a specific user has a license for the package.
•
Get a list of all users who have a license for the package.
•
Assign a package license to a user or group of users.
•
Revoke a package license that was previously assigned to a user.
To manage licenses for an
AppExchange app:
•
Manage Package
Licenses
For details of the PackageLicense and UserPackageLicense objects and a code sample, see the Object Reference for Salesforce and
Force.com
.
Upgrading Packages
Salesforce supports upgrades for managed packages only. Publishers can publish an upgrade for a managed package and notify installers that the new version is available. Installers of a managed package can then install the upgrade as follows:
EDITIONS
1. Before you install an upgrade, determine if the app you installed was from a managed package.
Look for the Managed - Installed icon on the detail pages for each component and on the list of packages installed.
If the app you installed is not from a managed package, upgrades for it are not available.
Available in: Salesforce
Classic
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
2. Then, install the upgrade in the same way you would install any other package from the
AppExchange. If the publisher provided a link to the new version, follow the link to the package posting and install it in your organization. The first page of the install wizard lists the current version you have installed, the version you’re about to install, and a list of additional components included in the new version.
USER PERMISSIONS
To upload packages:
•
Upload AppExchange
Packages
Notes on Upgrading Managed Packages
Consider the following when upgrading a managed package:
To install and uninstall packages:
•
Download AppExchange
Packages
•
All existing custom objects that were previously deployed will still be deployed. Salesforce prompts you to deploy any new custom objects or previously undeployed custom objects.
•
Profile settings for components in a package are editable by the customer but not upgradeable by the package developer. If the developer makes changes to any profile settings after releasing the package, those changes won’t be included in an upgrade. Customers will need to manually update the profile settings after upgrading the package. In contrast, permission sets in a package are upgradeable by the developer, so any changes the developer makes will be reflected in the customer organization after upgrading the package.
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Set Up and Maintain Your Salesforce Organization Installing Packages FAQ
•
If the developer chooses to add universally required custom fields, the fields will have default values.
•
Translation Workbench values for components that are “editable but not upgradeable” are excluded from upgrades.
•
If an installed package has
Restricted
API access, upgrades will be successful only if the upgraded version does not contain any s-controls. If s-controls are present in the upgraded version, you must change the currently installed package to
Unrestricted
API access.
•
When you upgrade a package, changes to the API access are ignored even if the developer specified them. This ensures that the administrator installing the upgrade has full control. Installers should carefully examine the changes in package access in each upgrade during installation and note all acceptable changes. Then, because those changes are ignored, the administrator should manually apply any acceptable changes after installing an upgrade.
SEE ALSO:
Force.com Quick Reference for Developing Packages
Installing Packages FAQ
•
Can I uninstall packages that I installed from AppExchange?
•
•
Why did my installation or upgrade fail?
•
Can I customize AppExchange packages?
•
Who can use AppExchange packages?
•
How can I upgrade an installed package?
•
How secure are the components I install?
•
What happens to my namespace prefix when I install a package?
•
Can I reinstall an AppExchange package after uninstalling it?
•
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Can I uninstall packages that I installed from AppExchange?
Yes. All your installed packages are listed in the Installed Packages page. You can remove any package by clicking the Uninstall link next to the package name.
SEE ALSO:
Who can use AppExchange?
Anyone can browse and test drive AppExchange listings. Salesforce administrators and users with the “Download AppExchange packages” permission can install AppExchange apps. To publish an app on the AppExchange, a user must have both “Create AppExchange packages” and “Upload AppExchange packages” permissions.
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Set Up and Maintain Your Salesforce Organization Installing Packages FAQ
Why did my installation or upgrade fail?
An installation can fail for several reasons:
•
The package includes custom objects that will cause your organization to exceed its limit of custom objects.
•
The package includes custom tabs that will cause your organization to exceed its limit of custom tabs.
•
The developer of the package has uploaded a more recent version of the package and has deprecated the version associated with this installation URL. Contact the publisher of the package to get the most recent installation URL.
•
You’re trying to install an extension to a package, and you don't have the base package installed.
•
The package requires that certain components are enabled in your organization, or that required features are enabled in your edition.
•
The package contains Apex code and you are not authorized to run Apex in your organization.
•
The package you’re installing has a failing Apex test.
Can I customize AppExchange packages?
Yes, all packages are customizable. However, to ensure compatibility with future versions, some aspects of managed packages can't be changed.
For a list of components that are editable in a managed package, see ISVforce Guide .
Who can use AppExchange packages?
If you use an Enterprise, Unlimited, Performance, or Developer Edition organization, you can choose which user profiles have access to the package as part of the installation process. Packages installed in Professional and Group Edition organizations are installed with “Full
Access” to all user profiles. However, regardless of Edition, all custom objects are installed in “In Development” mode which hides them from all standard users. Users must have the “Customize Application” permission to view custom objects in “In Development” mode.
When you are ready to roll out the package to other users, change the custom object status to “Deployed.”
How can I upgrade an installed package?
Managed packages are completely upgradeable. Before installing a package, contact the publisher to determine if it’s managed.
How secure are the components I install?
Salesforce performs periodic security reviews of all publicly listed applications on AppExchange. When installing third party applications with access to data, these applications may have access to other data within the organization where the package was installed. Private listings do not go through a security review and administrators should inspect the application carefully before determining whether it should be installed within their organization.
What happens to my namespace prefix when I install a package?
A namespace prefix is a globally unique identifier that you can request if you plan to create a managed package. All the components from a managed package that you install from another developer contain the developer's namespace prefix in your organization.
Unmanaged packages can have a namespace prefix while they're developed in an org that contains a managed package. This namespace isn’t used outside of the development (publisher) org. If an unmanaged package is installed in an org that has no namespace, then the unmanaged components have no namespace in the subscriber org. If an unmanaged package is installed in an org that has a namespace, then the components get the namespace of the subscriber org.
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Set Up and Maintain Your Salesforce Organization Learn More About Setting Up Salesforce
Can I reinstall an AppExchange package after uninstalling it?
Yes. You can reinstall a package in the same manner that you installed it.
SEE ALSO:
When I install a package that’s listed on the AppExchange, do custom objects, tabs, and apps in that package count against the limits of my Salesforce Edition?
No. If you install a package from the AppExchange, its custom objects, tabs, and apps don’t count against the limits of your Salesforce edition. However, if the package uses other types of custom components, such as custom fields, they count against the relevant limits of your Salesforce edition.
Note: These rules apply only to managed packages that are listed on the AppExchange. If you install an unmanaged package or a managed package that’s not publicly listed on the AppExchange, its custom objects, tabs, and apps count against the limits of your Salesforce edition.
Learn More About Setting Up Salesforce
In addition to online help, Salesforce creates guides and tip sheets to help you learn about our features and successfully administer
Salesforce.
Data Import
Guides and Tip Sheets
Data Loader Guide
Importing Your Organization’s Accounts and Contacts
Using Mass Delete to Undo Imports
For End Users For Admins
Data Management
Guides and Tip Sheets
Salesforce Field Reference Guide
Getting Started with Divisions
Getting Started with Divisions
Resolving Data Conflicts and Errors in Force.com Flex Apps
Managing Duplicate Records in Salesforce
For End Users For Admins
926
Set Up and Maintain Your Salesforce Organization
Security
Guides and Tip Sheets
Security Implementation Guide
Identity Connect Implementation Guide
Platform Encryption Implementation Guide
Salesforce Identity Implementation Guide
Single Sign-On Implementation Guide
Understanding User Sharing
Understanding Defer Sharing Calculations
Learn More About Setting Up Salesforce
For End Users For Admins
927
INDEX
5 Minute Upgrade
A
Access about
revoking
Account Logos network access
Accounts creating export file
mass transferring
ACT!
exporting data
field mapping for import
activate browser
Activating critical updates
activations
Active Directory
Activities controlled by parent
Addresses mass updating
Administration separation of duties
Administrative permissions
Apex adding classes or triggers to monitor
adding users to monitor
callout endpoint
monitoring system logs
resetting debug logs
viewing debug logs
Apex classes
Apex Data Loader
See Data Loader
Apex REST API
Apex SOAP API
API access
API Client Whitelisting
App Launcher configure
permission set
profile
App permissions
928
AppExchange downloads
packages
who can use
who can use packages
Apps assigning licenses for
,
managing licenses for
revoking licenses for
visibility, setting in permission sets
visibility, setting in profiles
Article fields searched
Articles exporting
Asset fields searched
,
,
,
Attachment fields searched
Auditing fields
authentication
authentication providers
Authentication providers community
Janrain
,
Microsoft
OpenID Connect
PayPal
plug-in
Salesforce
scope
sites
startURL
Authenticator App
Automated Account Fields network access
B
Background jobs about
sharing recalculation
Index
Background jobs (continued) viewing
Backing up data exporting your data
baseline
bring your own key
,
,
bring your own keys
,
Bulk API uploading attachments
Business account fields searched
BYOK
,
C
Calendar enabling click-and-create event creation
enabling drag-and-drop editing
enabling Home tab hover links
Calendar event fields searched
Campaign
Case fields searched
fields searched
certificate
certificates
Certificates api client
creating
mutual authentication
uploading
Chatter license types
Chatter feed fields searched
Chatter group fields searched
Collapsible sections customizing
Command line configuration file (Data Loader)
encrypted password (Data Loader)
encryption key (Data Loader)
field mapping file (Data Loader)
importing data (Data Loader)
introduction (Data Loader)
prerequisites (Data Loader)
Communities authentication
929
Communities (continued) security
community request parameter
Company information editing
fields
language setting
Connect for Office checking for updates
Connect Offline checking for updates
Consulting Partner what is a consulting partner
Contact fields searched
Contacts creating export file
Content setup for Salesforce Mobile Classic
Contract fields searched
Contract line item fields searched
Cookies
Corporate currency
See Currency
create new user
create tenant secret
creating
Creating groups
mobile configurations
Salesforce Mobile Classic custom views
Criteria-based sharing rules
Critical updates activating
overview
crowding
Currency active
conversion rates
corporate currency
currency locale
importing multiple currencies
inactive
multicurrency
personal currency
supported
Index
Currency locale
See Currency
Custom fiscal year about
customizing
customizing labels
templates
Custom object fields searched
Custom objects delegated administration
importing
permissions
Custom permissions enabling in permission sets
enabling in profiles
Custom Report Types building
creating
duplicate management
editing
editing object relationships
editing report fields layout
mobile
setting up
tips and considerations
Custom views mobile custom views
profiles
Customer Portal organization-wide defaults
Customizable forecasts about fiscal year
Customizing collapsible sections
dashboard settings
maps
quick create
related list hovers
related list loading
report headers
report settings
search
search results filters
,
tags
user interface
930
D
D&B Company fields searched
Dashboards
Component snapshots
email notifications
enabling Dashboard Finder
enabling floating headers
user interface settings
data
Data
Lotus Notes image compatibility
sending to portal users
exporting
importing
Data Import Wizard
Data Loader attachments
batch files
batch mode
batch mode parameters
blank fields, replacing
Bulk API
,
column mapping
command line interface
command line introduction
command line operations
config.properties
configuration file (command line)
configuring
configuring batch processes
Data Loader not importing special characters
data types
Database Access
date formats
date, wrong
encrypted password (command line)
encryption key (command line)
field mapping file (command line)
importing data (command line)
importing permissions
importing, wrong date
installed files
installing
JDBC Driver
logging in
overview
password encryption
prerequisites (command line)
Index
Data Loader (continued) sample files
settings
Spring Framework
starting batch processes
system requirements
third-party licenses
troubleshooting
updating fields with blank values
uploading
uploading attachments
using
when to use
wrong date
Data sets samples in Salesforce Mobile Classic
Data storage
data type
data types
data visibility
Data.com
duplicate prevention
Deactivating users
Debug logs adding classes or triggers to monitor
adding users to monitor
monitoring
removing classes or triggers from monitoring
removing users from monitoring
resetting
retaining
viewing
Debugging adding classes or triggers to monitor
adding users to monitor
monitoring logs
removing classes or triggers from monitoring
removing users from monitoring
resetting debug logs
viewing logs
Dedupe
Defer sharing calculations
Defining custom fiscal year
Delegated authentication configuring single sign-on
single sign-on
931
Deleting import data
mobile devices
multiple records
sample data
users
Desktop clients checking for updates
setting user access
Destroy a Tenant Secret
destroy key
Device lost device
lost phone
Devices deleting
discussion search
Divisions creating
default division, changing
editing
enabling
mass transfer of records
overview
reporting
setting up
Document fields searched
Domain name define a domain name
getting system performance information
login page branding
login policy
overview
URL changes
Domains
Downloading
Salesforce Chatter downloadable app
Duplicate management duplicate rules
,
limitations
matching rules
Duplicate Management custom report types
duplicate record items
duplicate record sets
duplicate rules
,
end-user experience
,
Index
Duplicate Management (continued) error log
limits
matching rules
standard matching rules
,
Duplicate prevention
Data.com
duplicate rules
matching criteria
,
matching examples
matching rules
,
,
Duplicate Record Items custom report types
duplicate management
duplicate record sets
duplicate rules
Duplicate Record Management custom report types
duplicate record items
duplicate record sets
duplicate rules
Duplicate Record Sets custom report types
duplicate management
duplicate record items
duplicate rules
Duplicate rule standard duplicate rules
Duplicate rules create
edit
end-user experience
error log
matching rule, associated
Duplicate Rules duplicate record items
duplicate record sets
E
Editing custom report type object relationships
custom report types
groups
report field layout for a custom report type
users
Email restricting user email domains
Salesforce Mobile Classic deployment
932
Email templates folders
Enable
Salesforce1 mobile browser app
Visualforce
encrypt
encrypt Chatter
encrypt Chatter posts
encrypt comments
encrypt feed
encryption concepts
,
terms
Enhanced lists enabling
Enhanced lookups enabling
Enhanced page layout editor enabling
Enhanced profile user interface about
apps
enabling
system
Entitlement fields searched
Error messages
Error page customizing in SAML
Example
Export and Import Tenant Secret destroy tenant secret
,
Export and import tenant secrets
Export file backup data
creating for import
Exporting backup data
data for import wizards
from ACT!
from LinkedIn
from other data sources
from Outlook
from Salesforce
Extended Mail Merge activating
delivery options
external objects fields searched
Index
external objects (continued) related lists, loading
External organization-wide sharing settings disabling
F
FAQ campaign import limit
component security
customizing packages
Data Loader
Data Loader not importing special characters
import size restrictions
Import wizard, updating
importing fields
importing multiple currencies
importing or uploading data
importing with Data Loader
installed packages and limits
Logging into Data Loader
mass upload
package install failure
package upgrade failure
reinstalling AppExchange packages
replacing fields with blank values
supported languages
uninstalling AppExchange packages
updating fields with blank values
updating records, import wizard
Updating, mass records
using AppExchange
using AppExchange packages
what data can be imported
,
wrong date imported to Salesforce with Data Loader
federated search
Field Audit Trail
Field History
Field-level security accessibility
permission sets
profiles
fields fields searched
Fields access
accessibility
auditing
,
company information
field-level security
,
Fields (continued) history
,
mass updating addresses
permissions
roles
sharing model
tracking changes
,
user
File fields searched
File storage
Fiscal year custom fiscal year
setting
standard fiscal year
Floating report headers enabling
Folder analytics
dashboard
reports
sharing
Folders accessibility
creating
deleting
documents
email templates
permissions
Force.com API usage
Force.com business logic
Force.com most used licenses
Force.com portal roles
Force.com schema usage
Force.com user interface
formula
formulas
Freeze user
G
General permissions
generate tenant secret
Generating security keys
Getting started mass upload
supported languages
Group membership calculations
Groups about
933
Index
Groups (continued) considerations
creating and editing
manager groups
member types
viewing lists
H health check
health check score
high assurance
High-volume portal users granting access to user records
History disabling field tracking
fields
,
Hover details enabling
I
Idea fields searched
identity confirmation
Identity provider about
adding on login page
editing
enabling
example
values
viewing details
Identity providers error log
event log
examples
portals
sites
success log
identity verification
,
,
Identity Verification
Implicit sharing
Import wizards
Data Import Wizard
,
Importing accounts
campaign members
contacts
creating export file data
custom objects
934
Importing (continued) data
,
,
Data Import Wizard
,
,
Data Loader, wrong date
data preparation
date, wrong
field mapping for ACT!
field mapping for leads
field mapping for organization import
field mapping for other sources
field mapping for Outlook
fields
importing or uploading data
leads
multiple currencies
overview
package data
permissions
person accounts
,
record owner column
size restrictions
solutions
undoing an import
with Data Import Wizard
wrong date
Inline editing enabling
profiles
Installing
Salesforce Chatter downloadable app
Insufficient Privileges errors
Apex trigger
object-level
process-level access
record-level access
validation rule
Integration values
J
Just-in-time provisioning example SAML assertions
Just-in-Time provisioning community requirements
portal requirements
requirements
Just-in-Time provisioning errors
K key
Index
key management
Key pairs creating
keys
L
Language settings, about
Languages setting the organization language
settings
Lead fields searched
Leads creating export file
field mapping for import
mass transferring
Licenses
Chatter
Chatter External
Chatter Free
Chatter Only
Chatter Plus
Communities
Database.com
feature licenses
for managed packages
overview
permission set licenses
,
Platform
portal
Salesforce users
Site.com
Sites
user licenses
,
users
Lightning Experience
Home
home setup
Lightning Experience Home assign page
set default page
Lightning Login
,
Limits
Duplicate Management
Salesforce Mobile Classic app
LinkedIn authentication provider
exporting data
935
Links
Visualforce Mobile
Locale settings, about
supported
log in
log in to multiple organizations
Logging in as another user
SAML start page
Logging out
Login
SAML
activations
enabling identity provider
failures
history
hours, restricting
,
identity provider
identity verification
IP address ranges, restricting
,
restricting
restricting IP addresses organization-wide
,
service provider
session security
Login Flow connect
create
overview
login forensics considerations
Login Forensics enable
login history
login verification
,
Lookups enabling auto-completion
enabling enhanced lookups
fields searched
,
recent items
specifying filter fields
M
Managed packages assigning licenses for
managing
Manual sharing sharing sets, differences
Index
Marketing User assigning
mask
masking
Mass delete
Mass mail
Salesforce Mobile Classic deployment
Mass updating addresses
Master encryption keys
,
Match Keys custom matching rules
standard matching rules
Matching examples
Matching Methods exact matching
fuzzy matching
Matching rule matching criteria
,
,
matching equation
,
,
standard matching rules
,
Matching rules create
duplicate rules
error log
error message
exact matching
fuzzy matching
,
match engine
matching algorithm
matching criteria
matching methods
,
OR operators
standard matching rules
,
Matching Rules custom rules
match keys
,
performance
standard rules
metering
Microsoft authentication provider
Mobile usage data reports
Mobile Push Registrations page
Mobile usage data reports
Modify All permission
monitoring
936
Monthly export
Data
Multi-Currency
Multicurrency
See Currency
My Domain
See: Domain name
N
Named credentials about
authentication permissions
creating
permissions, per-user authentication
Network access
,
News network access
Note fields searched
notifications
Notifications
Salesforce1
O
Object permissions permission sets
profiles
Object-level security
Operating Hours fields searched
Opportunity fields searched
Organization profile
See Company information
Organization-wide defaults parallel recalculation
Organization-wide sharing settings about
community user visibility
manual user record sharing
portal user visibility
setting
specifying
standard report visibility
user records
Other data sources exporting data
Outlook exporting data
Index
Outlook (continued) field mapping for import
P
Packages configuring installed packages
importing data
installations
installing packages
licenses
,
managing licenses for
uninstalling packages
upgrading packages
Page layouts assigning
assigning in profiles
enhanced editor, enabling
Salesforce Mobile Classic
partitions org cache
session cache
setup of
Partner Portal organization-wide defaults
Salesforce Mobile Classic access, configuring
Password change user
,
identity confirmation
identity verification
,
login verification
,
two-factor authentication
Password Policies setting in profiles
Passwords change
change by administrator
change user
changing by user
expire passwords
expiring
,
identity confirmation
,
login verification
,
policies
reset by administrator
reset passwords
settings and controls
two-factor authentication
People fields searched
937
Per-user authentication enabling for named credentials
Performance chart setup
permission set licenses
Permission set licenses
Permission Set Licenses standard permission sets
Permission sets about
activate
app permissions
apps
assigned users
assigning to a single user
assigning to multiple users
cloning
considerations
creating
deactivate
declarative
deleting
field permissions
named credential permissions
navigating
object permissions
overview page
record types
removing user assignments
searching
session-based
system
system permissions
tab settings
viewing
Permission Sets permission set licenses
standard permission sets
Permissions about
administrative
app
field
general
importing data
Modify All
object
revoking
Salesforce Mobile Classic
Index
Permissions (continued) searching
system
user
View All
Person account fields searched
person accounts
Person accounts importing
Personal currency
See Currency
Personal groups
Personal tags deleting for deactivated users
enabling
Phone lost device
lost phone
Picklists state and country picklists
,
State and country picklists
Platform Cache partitions
purchasing
trials
policies
,
Portals organization-wide defaults
Price book fields searched
Product fields searched
Profiles about
assigned users
cloning
creating
creating list views
deleting
,
desktop client access
editing
editing, original user interface
enhanced list views
enhanced user interface, about
field permissions
field-level security
login hours
,
,
login IP address ranges
938
Profiles (continued) named credential permissions
object permissions
overview page
page layout assignments
,
record types
searching
settings, original user interface
tab settings
user permissions
viewing
viewing lists
Public groups
Public tags enabling
Q
Question fields searched
Quick Create customizing
Quote fields searched
R reassign user license
Record owner column creating import files
Record types access, about
,
assigning in permission sets
assigning in profiles
,
assigning page layouts for
Related lists enabling separate loading
Remote site configuration
Report fields searched
Report Builder upgrading
Reports column row
divisions
email notifications
enhanced charts in Salesforce1
exclude confidential information disclaimer
floating header row
historical
Opportunity
Index
Reports (continued) report notifications
Salesforce Mobile Classic
sending to portal users
trending
upgrading report builder
user interface settings
,
Request parameters authorization endpoint
community
scope
site
startURL
Requested meeting fields searched
Reset password all
Reset User Passwords
Resource Absence fields searched
Resources consumed monthly
Role hierarchies
Roles about
assigning to users
fields
manage
managing
view
viewing
Rotating master encryption keys
,
Rules, sharing
See Sharing rules
S
Salesforce Authenticator
Salesforce Authenticator mobile app connect account
Salesforce Chatter app accessing
authenticate
installing
overview
posting
Salesforce Chatter mobile app requirements
Salesforce CRM Content fields searched
939
Salesforce Files Sync file security
Salesforce for Outlook checking for updates
Salesforce Mobile Classic changing timeout values
creating mobile configurations
custom list views
custom report types
data sets
default mobile configuration
disable access
emailing users
enable users
enabling Content
erasing data
global variables
merge fields
mobile configurations
mobile devices
object properties
overview
partner user access
permissions
reports
sample data sets
settings
setup
tabs
testing mobile configurations
tips
users
viewing device detail
Salesforce Mobile Classic app limits
Salesforce1 navigation menu notes
notifications, enabling
wizard
Salesforce1 downloadable apps cache
configuring user access
connected app attributes
enable offline access
enabling
offline access
,
Offline Edit feature
offline limitations
password management
Index
Salesforce1 downloadable apps (continued) security settings
update data offline
view data offline
what’s available offline
Salesforce1 mobile app branding
customizing navigation menu
navigation menu overview
network utility
overview of setup steps
,
Visualforce
Salesforce1 mobile browser app configuring user access
enabling
settings
SalesforceA
SalesforceA app overview
SAML about
authentication providers
,
,
custom error page
enabling identity provider
example assertions
identity provider
Just-in-Time for communities
Just-in-Time for portals
Just-in-Time provisioning
Just-in-Time provisioning errors
Just-in-Time provisioning requirements
login history
login page
logout page
prerequisites
service provider
single logout
single sign-on
start page
validating single sign-on
validation errors
viewing single sign-on
SAML-based Connected App defining
sandbox
Scheduled jobs about
viewing
scope request parameter
script
search
searchable fields searched
Searching customizing
fields searched
,
permission sets
profiles
Security adding identity providers on login page
Apex policy classes
auditing
browsers
CAPTCHA
certificates
cookies
,
creating
creating with Lightning Experience
creating with Salesforce Classic
enabling identity provider
field permissions
field-level
field-level security
identity provider
identity verification activations
infrastructure
Just-in-Time for communities
Just-in-Time for portals
Just-in-Time provisioning
Just-in-Time provisioning requirements
key pair
login challenge
login IP address ranges
,
,
managing
manual sharing
master encryption keys
,
metering
network
,
notifications
object permissions
object-level
organization-wide sharing settings
overview
policies
queues
record-level security
restricting IP addresses organization-wide
,
940
Index
Security (continued) role hierarchies
service provider
session
setting up
sharing rules
single sign-on
SSL
timeout
TLS
transaction security metering
transaction security policies
,
trust
user
user authentication
Security and sharing managing
security check
,
security risk
security token
self-service user search
Separate organization-wide defaults overview
Service Appointment fields searched
Service contract fields searched
Service contracts mass transferring
Service provider about
example
viewing details
Service providers enabling
examples
mapping users
portals
prerequisites
sites
Service Resource fields searched
Service Resource Skill fields searched
Service Territory fields searched
Service Territory Member fields searched
Session security
user session
Session security
Session Timeout set in profiles
Setting up
Setup custom report types
delegating setup tasks
Force.com API usage
Force.com business logic
Force.com most used licenses
Force.com portal roles
Force.com schema usage
Force.com user interface
hiring a consulting partner
improved user interface
improved user interface, enabling
monitoring changes
search results
searching
system overview
Sharing
Apex managed
built-in sharing behavior
dashboards
folders
Grant data access using hierarchies
manager groups
objects
organization-wide defaults
,
organization-wide sharing settings
,
overrides
,
recalculation
reports
rule considerations
rules, See Sharing rules
separate organization-wide defaults
settings
user sharing considerations
users
Sharing groups
See Groups
Sharing model object permissions and
941
Index
Sharing rules about
account territories
account territory
accounts
campaigns
cases
categories
contacts
criteria-based
custom objects
defer sharing calculations
deferring calculations
group membership calculations
leads
notes
object-specific share locks
opportunities
orders
parallel recalculation
Quick Text
sharing rule recalculation
user
Sharing sets manual sharing, differences
Sharing, manual
See Manual sharing
Shield Platform Encryption considerations
errors
Shield Platform Encryption enable
Shield Platform Encryption Encryption
Sidebar enabling collapsible sidebar
hover details
showing custom components
Tags component
Single logout overview
SAML
single sign-on
Single sign-on authentication providers
best practices
configuring delegated authentication
debugging
delegated authentication
example
example SAML assertions
942
Single sign-on (continued) identity provider values
login errors
login history
overview
prerequisites
SAML
SAML validation
viewing
Site configuring remote
site request parameter
SOAP API
Solution fields searched
Solution Managers assigning
Solutions importing
Spring Framework, see Data Loader
Standard duplicate rules account
contact
lead
person accounts
Standard matching rules account
startURL request parameter
State and country picklists adding, editing state and country details
configuring
converting data
converting data overview
enabling and disabling
overview
scanning data and customizations overview
scanning state and country data and customizations
standard countries
Storage limits data storage limits
file storage limits
Subdomain name deploying
implementation guidelines
setup overview
testing
Syncing
System log, see Debug logs
system overview
Index
System permissions
T
Tab Bar Organizer enabling
Tabs mobile
Salesforce Mobile Classic
visibility settings
visibility settings, descriptions
Tags adding to sidebar
customizing
deleting for deactivated users
enabling
Task fields searched
Team
See Account team
See Case teams
Temporary Verification Code verify identity
tenant secret
tenant secrets
,
,
Territories hierarchies
Time zone settings, about
Time Zone supported
Time zone setting
Topic fields searched
Topics enable for objects
Training history
transaction security
,
Transferring divisions
multiple records
records
Transferring records overview
Trial organizations deleting sample data
overview
starting new trials
truncation
trust
943
Twisties enabling collapsible sections
Twitter authentication provider
two-factor authentication
,
,
Two-factor authentication
,
Two-Factor Authentication delegate management tasks
U
U2F security key
,
U2F Security Key
Undoing an import
Updates activating
critical updates
Updating blank values
Contacts
Custom Objects
Leads
mass records
Person Accounts
Solutions
Updating records
Import wizard
Use Any API Client
User fields searched
User interface header
settings
theme
User permissions
User profiles
See Profiles
User roles hierarchy
See Roles
User setup activate device
change password
,
change passwords
changing a user’s default division
changing passwords
,
delegated administration
fields
groups
personal groups
Index
User setup (continued) public groups
verify identity
verifying identity
,
User Sharing
Users compatibility with report types
access
adding a single user
adding multiple
assigned to profiles
assigning roles
Authenticated Website licenses
changing profiles
Communities licenses
Customer Portal licenses
Database.com licenses
deactivating
deleting
duplicate user
editing
feature licenses
freezing
license types
,
managing
,
,
manual sharing
object permissions
organization-wide defaults
Partner Portal licenses
permission set assignments
permission set licenses
,
permission sets, assigning to multiple users
permission sets, assigning to single user
permission sets, removing user assignments
permissions
restricting email domains
Users (continued) revoking access
revoking permissions
Salesforce Mobile Classic
Service Cloud Portal licenses
setup
sharing records
sharing rules
Site.com licenses
Sites licenses
unlocking
usage-based entitlements
user license types
user sharing, restoring defaults
V verification history
Verified Mobile Phone
Videos
View All permission
Visualforce creating tabs for Salesforce Mobile Classic
enable for Salesforce1
Visualforce Mobile links
W
Weekly export
Data
Work orders sharing rules
work.com
fields searched
Workflow monitoring debug logs
944
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