Salesforce Organization User guide
Iklan
Iklan
Set Up and Maintain Your
Salesforce Organization
Salesforce, Winter ’16
@salesforcedocs
Last updated: October 16, 2015
©
Copyright 2000–2015 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
Welcome, Salesforce Administrators
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 612
Configure Salesforce Mobile Apps
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632
Install Packages and Manage Apps
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 696
Printable Resources for Administrators
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 715
Videos for Salesforce Administrators
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716
INDEX
SET UP AND MAINTAIN YOUR SALESFORCE ORGANIZATION
Welcome, Salesforce Administrators
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.
This guide contains the details you need to set up and maintain a Salesforce organization.
We hope this guide provides the complete content you need to get your organization up and running with Salesforce. If you need further support, contact the Support team at Salesforce.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions
Salesforce Trials
Trial Overview
During your trial, you can evaluate Salesforce before you subscribe. Your trial includes:
•
Sample data. You can
.
•
Administrator privileges. The person who signed up automatically becomes the administrator.
You can add another administrator when you
•
A variety of Salesforce features.
•
The ability to
to Salesforce.
Note: Features included in your trial may not be available in the Edition you choose to purchase.
If you set up multiple users in your trial and later choose to convert to Personal Edition, all users except the original system administrator will be deactivated.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
1
Set Up and Maintain Your Salesforce Organization Starting a New Trial
Starting 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, you must abandon your current trial, including all data and customizations.
You can start a new trial if you have:
•
Less than 1000 rows of data
•
No additional user licenses added by Salesforce
•
No additional functionality enabled by Salesforce
To start a new trial:
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 organization and all of its data. This includes both sample data and data you have entered.
4. Check the box to confirm that all of your current trial data will be lost.
5. Click Submit.
6. When the confirmation page appears, click Submit.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
USER PERMISSIONS
User Permissions Needed
To start a new trial:
•
“Modify All Data”
Note: By choosing to start a new trial, you are abandoning your current trial organization including all existing data and customizations. You will no longer be able to access the trial or data. Only usernames will be preserved.
Converting a Trial Using Checkout
Users with a Checkout account can convert a Salesforce trial into an Edition subscription. If your organization doesn’t have self-service access to Checkout, submit a request to your Salesforce representative.
To convert your trial Edition into a subscription using Checkout, you must create a quote.
Note: At any point during the quote creation process, you can click Request Assistance to contact your Salesforce account representative.
To convert your trial Edition into a subscription:
1. To create a quote, click Subscribe Now or select Checkout from the Force.com Apps drop-down list. Note that the Edition and products used in your trial organization are preselected in Checkout.
Important:
If at any point during quote creation you close the window, you lose all changes. If you are creating a new quote, you lose the entire quote. You can click Save
for Later on any page if you want to save your changes and continue editing it later.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Personal
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
2. If you are a new user, or creating or editing a quote from a trial, enter and confirm the information on the Subscription Information tab.
3. If you are creating or editing a quote from a trial of a larger Edition, enter and confirm the information on the Products page, review your billing information, and click Jump to Order Review.
2
Set Up and Maintain Your Salesforce Organization Delete Trial Data
4. If you want to create a quote for another Edition, click Editions and Pricing. Enter and confirm the subscription, product, and billing information, then click Jump to Order Review. The Order Review page displays the information you entered, as well as complete pricing for all products on the quote.
Note: If you convert a trial organization to a lesser Edition, such as moving from a Professional Edition trial to a Group Edition subscription, some features and data from your trial are deleted. To accept the deletions, select the
Acknowledgment checkbox. Click Review this to see a list of features not supported in your chosen Edition. If you want to back up all of your data before converting, log into your Salesforce organization and from Setup, enter
Data Export
in the
Quick Find box, then select Data Export.
5. Verify your purchase and click Place Order.
As a trial user, if you create a quote and don't follow through with placing an order, the quote is saved in Checkout. Once you complete a quote and place an order for an Edition subscription, any other Edition quotes you have open are closed.
SEE ALSO:
Checkout User Guide
Delete Trial Data
When you sign up for Salesforce, your organization is initially populated with some sample data.
During your trial period, administrators can delete the sample data plus all your organization’s data by using the Delete All Data link.
Note:
The Delete All Data link is visible only when all the following conditions are met.
•
The user has the “Modify All Data” user permission.
•
The organization is in a trial state.
•
The organization doesn’t have portals enabled.
•
The user isn’t a Partner Administrator, acting on another user’s behalf.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
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 the data in your organization will be deleted. This includes both sample data and data you have entered. Your user and administration setup is not 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 403.
3
Set Up and Maintain Your Salesforce Organization Set Up Your Organization
Set Up Your Organization
Find Company Information
Find the information that’s provided when your company signed up with Salesforce on the Company
Information page in Setup.
From the Company Information page, you can:
•
Edit your company's information .
•
, and usage-based entitlements
that your organization has access to.
•
.
•
(Sandbox organizations only) 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.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view company information:
•
“View Setup and
Configuration”
To change company information:
•
“Modify All Data”
Company Information Fields
The Company Information page has the following fields (listed in alphabetical order), including the user and feature licenses purchased for your organization.
Field
Address
Admin Newsletter
API Requests, Last 24 Hours
City
Corporate Currency
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
The available fields vary according to which
Salesforce Edition you have.
4
Set Up and Maintain Your Salesforce Organization
Field
Country
Created By
Currency Locale
Default Language
Default Locale
Default Time Zone
Division
Fax
Fiscal Year Starts In
5
Find Company Information
Description
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)
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 will override 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 do not override this setting.
If you edit or clone existing filter criteria, make sure this setting matches the default language that was configured when the filter criteria was originally set. Otherwise, the filter criteria may not be evaluated as 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 should select “Mountain Standard
Time,” and organizations in parts of Indiana that do not follow
Daylight Savings Time should 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 will be “Custom Fiscal Year.”
Set Up and Maintain Your Salesforce Organization
Field
Hide Notices About System Downtime
Hide Notices About System Maintenance
Modified By
Newsletter
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
Find Company Information
Description
Select this checkbox to prevent advance notices about planned system downtime from displaying to users when they log in to
Salesforce.
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.
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 is the number of 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%).
6
Set Up and Maintain Your Salesforce Organization 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:
Required Domains
Salesforce uses these domains to deliver content.
•
*.content.force.com
•
*.force.com
•
*.salesforce.com
•
*.staticforce.com
If you whitelist domains, add these 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.
The Setup Menu
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions.
Improved Setup 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 might notice several differences from the original user interface.
EDITIONS
Available in: Salesforce
Classic
•
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.
7
Set Up and Maintain Your Salesforce Organization The Setup Menu
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
Searching Setup with Advanced Setup Search (Beta)
With Advanced Setup Search, users can search for many types of items in Setup, 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, be sure 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 only the titles of pages in the Setup menu, not individual items that you might have 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’ll immediately see Setup pages whose names match what you’re typing. Click the name of the page to open it.
•
To find Setup metadata, 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.
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’ll 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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To enable Advanced Setup
Search:
•
“Customize Application”
To search Setup:
•
“View Setup and
Configuration”
SEE ALSO:
Setup Search Results Page (Beta)
8
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
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.
EDITIONS
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.
•
Click a result name to open it or click Edit.
•
Use the search box at the top of the page to search Setup again.
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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:
Searching Setup with Advanced Setup Search (Beta)
Understanding Language, Locale, and Currency
The Salesforce settings for language, locale, time zone, and currency can affect how objects
(Accounts, Leads, Opportunities, etc.) are displayed. In a single currency organization, the Salesforce administrators set the currency locale, default language, default locale, and default time zone for their organizations and the users can set their individual language, locale, and time zone on their personal settings pages. In a multiple currency organization, the Salesforce administrators set the corporate currency, default language, default locale, and default time zone for their organizations and the users can set their individual currency, language, locale, and time zone on their personal settings pages.
Note: Single language organizations cannot change their language, although they can change their locale.
Setting
Currency
Corporate Currency
Currency Locale
Who can edit the setting
User in a multiple currency organization
Administrator in a multiple currency organization
Administrator in a single currency organization
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
9
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Setting
Default Currency ISO Code
Default Language
Default Locale
Default Time Zone
Information Currency
Language
Locale
Time Zone
Who can edit the setting
Not editable
Administrator
Administrator
Administrator
Not editable
User
User
User
SEE ALSO:
Which Languages Does Salesforce Support?
Set Your Personal or Organization-Wide 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.
SEE ALSO:
Understanding Language, Locale, and Currency
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
10
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Which Languages Does Salesforce Support?
Salesforce offers three levels of language support:
fully supported languages , end-user languages
, and
. Each language is identified by a two-character language code, 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 Setup by entering
Company Information
in the
Quick Find
box, selecting Company Information, then selecting Edit.
•
Chinese (Simplified): zh_CN
•
Chinese (Traditional): zh_TW
•
Danish: da
•
Dutch: nl_NL
•
English: en_US
•
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
11
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency 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
•
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.
12
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
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:
•
English (Australia), English (India), English (Malaysia), and English (Philippines) fall back to English (UK).
•
German (Austria) and German (Switzerland) fall back to German.
•
French (Canada) falls back to French.
•
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
•
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
•
English (Australia): en_AU
•
English (Canada): en_CA
13
Set Up and Maintain Your Salesforce Organization
•
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 (Luxembourg): de_LU
•
German (Switzerland): de_CH
•
Hindi: hi
•
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
14
Understanding Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
•
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:
Understanding 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
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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
•
Developer
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.
15
Set Up and Maintain Your Salesforce Organization
Name
Arabic
(Bahrain)
Arabic (Egypt)
Arabic (Iraq)
Arabic (Jordan)
Arabic (Kuwait)
Arabic
(Lebanon)
Arabic (Libya)
Code
ar_BH ar_EG ar_IQ ar_JO ar_KW ar_LB ar_LY
Understanding Language, Locale, and Currency
Default currency
Date and time format
Bahraini Dinar:
BHD
/ / : PM
Time format Number format
:
Egyptian
Pound: EGP
Iraqi Dinar: IQD
Jordanian
Dinar: JOD
Kuwaiti Dinar:
KWD
Lebanese
Pound: LBP
Libyan Dinar:
LYD
/ / : 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 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
16
Set Up and Maintain Your Salesforce Organization
Name Code
Arabic
(Morocco)
Arabic (Oman)
Arabic (Qatar)
Arabic (Saudi
Arabia)
Arabic (Sudan)
Arabic (Syria)
Arabic (Tunisia) ar_MA ar_OM ar_QA ar_SA ar_SD ar_SY ar_TN
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Moroccan
Dirham: MAD
Omani Rial:
OMR
Qatar Rial: QAR
Saudi Arabian
Riyal: SAR
Sudanese
Pound: SDG
Syrian Pound:
SYP
Tunisian Dinar:
TND
/ / : 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
17
Set Up and Maintain Your Salesforce Organization
Name Code
Arabic (United
Arab Emirates)
Arabic (Yemen)
Armenian
(Armenia)
Azerbaijani
(Azerbaijan)
Basque (Spain)
Belarusian
(Belarus) ar_AE ar_YE hy_AM az_AZ eu_ES be_BY
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
UAE Dirham:
AED
Yemen Riyal:
YER
Armenian
Dram: AMD
Azerbaijanian
New Manat:
AZN
Euro: EUR
Belarussian
Ruble: BYR
/ / : PM
/ / : PM
02/28/2008
16:30
2008-02-28
16:30
2008-02-28
16:30
28.2.2008
16.30
:
:
06:00
06:00
06:00
6.00
1234,56
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
18
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
Bengali
(Bangladesh)
Bosnian
(Bosnia and
Herzegovina)
Bulgarian
(Bulgaria)
Burmese
(Myanmar
[Burma])
Catalan (Spain,
Euro) ca_ES_EURO
Catalan (Spain)
Chinese (China,
Pinyin
Ordering)
Code
bn_BD bs_BA bg_BG my_MM ca_ES zh_CN_PINYIN
Default currency
Bangladesh
Taka: BDT
Date and time format
/ / : PM
Time format Number format
:
Convertible
Marks: BAM
Bulgarian Lev:
BGN
Myanmar Kyat:
MMK
Euro: EUR
Euro: EUR
Chinese Yuan:
CNY
28.02.2008.
16:30
2008-2-28
16:30
/ / :
28/02/2008
16:30
28/02/2008
16:30
2008-2-28
PM4:30
06:00
6:00
:
06:00
06:00
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
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
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
19
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
Chinese (China,
Stroke
Ordering)
Chinese
(China)
Chinese (Hong
Kong SAR
China, Stroke
Ordering)
Chinese (Hong
Kong SAR
China)
Chinese
(Macau SAR
China)
Chinese
(Singapore)
Code
zh_CN_STROKE zh_CN zh_HK zh_MO zh_SG
Default currency
Date and time format
Time format Number format
Chinese Yuan:
CNY
Chinese Yuan:
CNY zh_HK_STROKE Hong Kong
Dollar: HKD
Hong Kong
Dollar: HKD
Macau Pataca:
MOP
Singapore
Dollar: SGD
2008-2-28
PM4:30
2008-2-28
PM4:30
2008 2 28
PM4:30
2008 2 28
PM4:30
2008 2 28
PM4:30
28/02/2008
PM 04:30
上午6:00
上午6:00
6:00
6:00
6:00
06:00
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
20
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name Code Default currency
Chinese
(Taiwan, Stroke
Ordering) zh_TW_STROKE Taiwan Dollar:
TWD
Date and time format
2008-2-28 PM
4:30
Time format
上午 6:00
Number format
1,234.56
Chinese
(Taiwan)
Croatian
(Croatia)
Czech (Czech
Republic)
Danish
(Denmark)
Dutch (Aruba)
Dutch
(Belgium) zh_TW hr_HR cs_CZ da_DK nl_AW nl_BE
Taiwan Dollar:
TWD
Croatian Kuna:
HRK
Czech Koruna:
CZK
Danish Krone:
DKK
Aruba Florin:
AWG
Euro: EUR
2008-2-28 PM
4:30
28.02.2008.
16:30
28.2.2008
16:30
28-02-2008
16:30
28-2-2008
16:30
28/02/2008
16:30
上午 6:00
06:00
6:00
06:00
6:00
6:00
1,234.56
1.234,56
1 234,56
1.234,56
1.234,56
1.234,56
Name format
Address format
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
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
21
Set Up and Maintain Your Salesforce Organization
Name Code
Dutch
(Netherlands)
Dutch
(Suriname)
Dzongkha
(Bhutan)
English
(Antigua and
Barbuda)
English
(Australia)
English
(Bahamas)
English
(Barbados) nl_NL nl_SR dz_BT en_AG en_AU en_BS en_BB
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Euro: EUR
Surinam Dollar:
SRD
Bhutan
Ngultrum: BTN
East Caribbean
Dollar: XCD
Australian
Dollar: AUD
Bahamian
Dollar: BSD
Barbados
Dollar: BBD
28-2-2008
16:30
28-2-2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28/02/2008
4:30 PM
2/28/2008 4:30
PM
28/02/2008
16:30
6:00
6:00
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
22
Set Up and Maintain Your Salesforce Organization
Name Code
English (Belize)
English
(Bermuda)
English
(Botswana)
English
(Cameroon)
English
(Canada)
English
(Cayman
Islands) en_BZ en_BM en_BW en_CM en_CA en_KY
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Belize Dollar:
BZD
Bermuda
Dollar: BMD
Botswana Pula:
BWP
CFA Franc
(BEAC): XAF
Canadian
Dollar: CAD
Cayman
Islands Dollar:
KYD
2/28/2008 4:30
PM
28/02/2008
16:30
28/02/2008
4:30 PM
2/28/2008 4:30
PM
28/02/2008
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
23
Set Up and Maintain Your Salesforce Organization
Name
English
(Eritrea)
English
(Falkland
Islands)
English (Fiji)
English
(Gambia)
English
(Ghana)
English
(Gibraltar)
English
(Guyana)
Code
en_ER en_FK en_FJ en_GM en_GH en_GI en_GY
Default currency
Eritrea Nakfa:
ERN
Falkland
Islands Pound:
FKP
Fiji Dollar: FJD
Gambian
Dalasi: GMD
Ghanaian Cedi:
GHS
Gibraltar
Pound: GIP
Guyana Dollar:
GYD
Understanding Language, Locale, and Currency
Date and time format
Time format
2/28/2008 4:30
PM
6:00 AM
Number format
1,234.56
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
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
24
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
English (Hong
Kong SAR
China)
English (India)
English
(Indonesia)
Code
en_HK en_IN en_ID
English
(Ireland, Euro) en_IE_EURO
English
(Ireland)
English
(Jamaica)
English (Kenya) en_IE en_JM en_KE
Default currency
Date and time format
Time format Number format
Hong Kong
Dollar: HKD
Indian Rupee:
INR
Indonesian
Rupiah: IDR
Euro: EUR
Euro: EUR
Jamaican
Dollar: JMD
Kenyan
Shilling: KES
28/2/2008 4:30
PM
28/2/2008 4:30
PM
28/02/2008
16:30
28/02/2008
16:30
28/02/2008
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
6:00 AM
6:00 AM
6:00 AM
06:00
06:00
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
25
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Liberia)
English
(Madagascar)
English
(Malawi)
English
(Malaysia)
English
(Mauritius)
English
(Namibia) en_LR en_MG en_MW en_MY en_MU en_NA
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Liberian Dollar:
LRD
Malagasy
Ariary: MGA
Malawi
Kwacha: MWK
Malaysian
Ringgit: MYR
Mauritius
Rupee: MUR
Namibian
Dollar: NAD
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
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
26
Set Up and Maintain Your Salesforce Organization
Name Code
English (New
Zealand) en_NZ
English
(Nigeria)
English
(Pakistan)
English (Papua
New Guinea)
English
(Philippines)
English
(Rwanda)
English (Saint
Helena) en_NG en_PK en_PG en_PH en_RW en_SH
Default currency
New Zealand
Dollar: NZD
Nigerian Naira:
NGN
Pakistani
Rupee: PKR
Papua New
Guinea Kina:
PGK
Philippine
Peso: PHP
Rwanda Franc:
RWF
St Helena
Pound: SHP
Understanding Language, Locale, and Currency
Date and time format
28/02/2008
4:30 PM
Time format Number format
6:00 AM 1,234.56
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
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
27
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Samoa)
English
(Seychelles)
English (Sierra
Leone)
English
(Singapore)
English (Sint
Maarten
(Dutch part))
English
(Solomon
Islands)
English (South
Africa) en_WS en_SC en_SL en_SG en_SX en_SB en_ZA
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Samoa Tala:
WST
Seychelles
Rupee: SCR
Sierra Leone
Leone: SLL
Singapore
Dollar: SGD
Neth Antilles
Guilder: ANG
Solomon
Islands Dollar:
SBD
South African
Rand: ZAR
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
2008/02/28
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
28
Set Up and Maintain Your Salesforce Organization
Name Code
English
(Swaziland)
English
(Tanzania)
English
(Tonga)
English
(Trinidad and
Tobago)
English
(Uganda)
English (United
Kingdom) en_SZ en_TZ en_TO en_TT en_UG en_GB
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Swaziland
Lilageni: SZL
Tanzanian
Shilling: TZS
Tonga Pa'anga:
TOP
Trinidad&Tobago
Dollar: TTD
Ugandan
Shilling: UGX
British Pound:
GBP
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
28/02/2008
16:30
6:00 AM
6:00 AM
6:00 AM
6:00 AM
6:00 AM
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
29
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
English (United
States)
English
(Vanuatu)
Estonian
(Estonia)
Finnish
(Finland, Euro) fi_FI_EURO
Finnish
(Finland)
French
(Belgium)
French
(Canada)
Code
en_US en_VU et_EE fi_FI fr_BE fr_CA
Default currency
U.S. Dollar:
USD
Date and time format
Time format
2/28/2008 4:30
PM
6:00 AM
Number format
1,234.56
Vanuatu Vatu:
VUV
Euro: EUR
Euro: EUR
Euro: EUR
Euro: EUR
Canadian
Dollar: CAD
2/28/2008 4:30
PM
28.02.2008
16:30
28.2.2008
16:30
28.2.2008
16:30
28/02/2008
16:30
2008-02-28
16:30
6:00 AM
6:00
6:00
6:00
6:00
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, State
ZipCode
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 Understanding Language, Locale, and Currency
Name
French
(Comoros)
Code
fr_KM
French (France,
Euro) fr_FR_EURO
French
(France)
French
(Guinea)
French (Haiti)
French
(Luxembourg)
French
(Mauritania) fr_FR fr_GN fr_HT fr_LU fr_MR
Default currency
Date and time format
Time format Number format
Comoros
Franc: KMF
Euro: EUR
Euro: EUR
Guinea Franc:
GNF
Haiti Gourde:
HTG
Euro: EUR
Mauritania
Ougulya: MRO
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
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 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
31
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
French
(Monaco)
French
(Switzerland)
French (Wallis and Futuna)
Georgian
(Georgia)
German
(Austria)
Code
fr_MC fr_CH fr_WF ka_GE
German
(Austria, Euro) de_AT_EURO de_AT
Default currency
Date and time format
Time format Number format
Euro: EUR
Swiss Franc:
CHF
Pacific Franc:
XPF
Georgia Lari:
GEL
Euro: EUR
Euro: EUR
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
28.02.2008
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
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
ZipCode City
State Country
Address Line 1,
Address Line 2
ZipCode City
State Country
Address format
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City
Country - State
ZipCode
32
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
German
(Germany,
Euro)
Code
de_DE_EURO
Default currency
Euro: EUR
Date and time format
28.02.2008
16:30
Time format Number format
06:00 1.234,56
German
(Germany)
German
(Luxembourg,
Euro)
German
(Luxembourg)
German
(Switzerland)
Greek (Greece)
Hebrew (Israel)
Hindi (India) de_DE de_LU_EURO de_LU de_CH el_GR iw_IL hi_IN
Euro: EUR
Euro: EUR
Euro: EUR
Swiss Franc:
CHF
Euro: EUR
Israeli Shekel:
ILS
Indian Rupee:
INR
28.02.2008
16:30
28.02.2008
16:30
28.02.2008
16:30
28.02.2008
16:30
28/2/2008 4:30
PM
16:30
28/02/2008
/ / : PM
06:00
06:00
06:00
06:00
6:00 πμ
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
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
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
Address format
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
33
Set Up and Maintain Your Salesforce Organization
Name Code
Hungarian
(Hungary)
Icelandic
(Iceland)
Indonesian
(Indonesia)
Irish (Ireland)
Italian (Italy)
Italian
(Switzerland) hu_HU is_IS in_ID ga_IE it_IT it_CH
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Hungarian
Forint: HUF
Iceland Krona:
ISK
Indonesian
Rupiah: IDR
Euro: EUR
Euro: EUR
Swiss Franc:
CHF
2008.02.28.
16:30
28.2.2008
16:30
28/02/2008
16:30
28/02/2008
16:30
28/02/2008
16.30
28.02.2008
16:30
6:00
06:00
6:00
06:00
6.00
06:00
1 234,56
1.234,56
1.234,56
1,234.56
1.234,56
1'234.56
Name format
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
Ms. FName
LName
Address format
City, State
ZipCode
Country
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
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
Address Line 1,
Address Line 2
City
Country - State
ZipCode
34
Set Up and Maintain Your Salesforce Organization
Name
Japanese
(Japan)
Kazakh
(Kazakhstan)
Khmer
(Cambodia)
Kirghiz
(Kyrgyzstan)
Korean (North
Korea)
Korean (South
Korea)
Lao (Laos)
Code
ja_JP kk_KZ km_KH ky_KG ko_KP ko_KR lo_LA
Understanding Language, Locale, and Currency
Default currency
Japanese Yen:
JPY
Date and time format
2008/02/28
16:30
Time format Number format
6:00 1,234.56
Kazakhstan
Tenge: KZT
Cambodia Riel:
KHR
Kyrgyzstan
Som: KGS
North Korean
Won: KPW
Korean Won:
KRW
Lao Kip: LAK
28.02.2008
16:30
28/2/2008,
16:30
2/28/2008 4:30
PM
2008. 2. 28 PM
4:30
2008. 2. 28 PM
4:30
2/28/2008 4:30
PM
06:00
6:00
6:00 AM
오전 6:00
오전 6:00
6:00 AM
1 234,56
1.234,56
1,234.56
1,234.56
1,234.56
1,234.56
Name format
Address format
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
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
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
35
Set Up and Maintain Your Salesforce Organization
Name Code
Latvian (Latvia)
Lithuanian
(Lithuania)
Luba-Katanga
(Congo -
Kinshasa)
Luxembourgish
(Luxembourg)
Macedonian
(Macedonia)
Malay (Brunei)
Malay
(Malaysia) lv_LV lt_LT lu_CD lb_LU mk_MK ms_BN ms_MY
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Euro: EUR
Euro: EUR
Franc
Congolais: CDF
Euro: EUR
Macedonian
Denar: MKD
Brunei Dollar:
BND
Malaysian
Ringgit: MYR
28.02.2008
16:30
2008.2.28
16.30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
28.2.2008
16:30
28/02/2008
4:30 PM
28/02/2008
4:30 PM
06:00
06.00
6:00 AM
6:00 AM
06:00
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
36
Set Up and Maintain Your Salesforce Organization
Name Code
Maltese (Malta)
Nepali (Nepal)
Norwegian
(Norway)
Pashto
(Afghanistan)
Persian (Iran)
Polish (Poland) mt_MT ne_NP no_NO ps_AF fa_IR pl_PL
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Euro: EUR
Nepalese
Rupee: NPR
Norwegian
Krone: NOK
Afghanistan
Afghani (New):
AFN
Iranian Rial: IRR
Polish Zloty:
PLN
28/02/2008
16:30
- - :
28.02.2008
16:30
: / /
: / /
28.02.2008
16:30
06:00
:
06:00
:
:
06:00
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
37
Set Up and Maintain Your Salesforce Organization
Name Code
Portuguese
(Angola) pt_AO
Portuguese
(Brazil)
Portuguese
(Cape Verde)
Portuguese
(Mozambique)
Portuguese
(Portugal)
Portuguese
(São Tomé and
Príncipe)
Romanian
(Moldova) pt_BR pt_CV pt_MZ pt_PT pt_ST ro_MD
Default currency
Angola
Kwanza: AOA
Brazilian Real:
BRL
Cape Verde
Escudo: CVE
Mozambique
New Metical:
MZN
Euro: EUR
Sao Tome
Dobra: STD
Moldovan Leu:
MDL
Understanding 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
28-02-2008
16:30
28-02-2008
16:30
28.02.2008,
16:30
06:00
6:00
06:00
6:00
6:00
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, State
ZipCode
Address format
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
Romanian
(Romania)
Romansh
(Switzerland)
Rundi
(Burundi)
Russian
(Russia)
Serbian (Bosnia and
Herzegovina)
Serbian
(Serbia)
Serbian (Serbia and
Montenegro) ro_RO rm_CH rn_BI ru_RU sr_BA sr_RS sr_CS
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Romanian Leu
(New): RON
Swiss Franc:
CHF
Burundi Franc:
BIF
Russian
Rouble: RUB
Convertible
Marks: BAM
Serbian Dinar:
RSD
Serbian Dinar:
CSD
28.02.2008
16:30
28.02.2008
16:30
2/28/2008 4:30
PM
28.02.2008
16:30
2008-02-28
16:30
28.2.2008.
16.30
28.2.2008.
16.30
06:00
06:00
6:00 AM
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
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
Country - State
ZipCode
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
39
Set Up and Maintain Your Salesforce Organization
Name Code
Serbo-Croatian
(Bosnia and
Herzegovina)
Serbo-Croatian
(Montenegro)
Serbo-Croatian
(Serbia and
Montenegro)
Slovak
(Slovakia)
Slovenian
(Slovenia)
Somali
(Djibouti) sh_BA sh_ME sh_CS sk_SK sl_SI so_DJ
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
U.S. Dollar:
USD
U.S. Dollar:
USD
U.S. Dollar:
USD
Euro: EUR
Euro: EUR
Dijibouti Franc:
DJF
28.02.2008.
16:30
28.02.2008.
16:30
28.02.2008.
16:30
28.2.2008
16:30
28.2.2008
16:30
28/02/2008
4:30 PM
06:00
06:00
06:00
6:00
6:00
6:00 sn.
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
40
Set Up and Maintain Your Salesforce Organization
Name
Somali
(Somalia)
Spanish
(Argentina)
Spanish
(Bolivia)
Spanish (Chile)
Spanish
(Colombia)
Spanish (Costa
Rica)
Spanish (Cuba)
Code
so_SO es_AR es_BO es_CL es_CO es_CR es_CU
Understanding Language, Locale, and Currency
Default currency
Date and time format
Somali Shilling:
SOS
28/02/2008
4:30 PM
Time format Number format
6:00 sn.
1,234.56
Argentine
Peso: ARS
Bolivian
Boliviano: BOB
Chilean Peso:
CLP
Colombian
Peso: COP
Costa Rica
Colon: CRC
Cuban Peso:
CUP
28/02/2008
16:30
28-02-2008
04:30 PM
28-02-2008
04:30 PM
28/02/2008
04:30 PM
28/02/2008
04:30 PM
28/02/2008
16:30
06:00
06:00 AM
06:00 AM
06:00 AM
06:00 AM
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
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
41
Set Up and Maintain Your Salesforce Organization
Name Code
Spanish
(Dominican
Republic)
Spanish
(Ecuador)
Spanish (El
Salvador)
Spanish
(Guatemala)
Spanish
(Honduras)
Spanish
(Mexico)
Spanish
(Nicaragua) es_DO es_EC es_SV es_GT es_HN es_MX es_NI
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Dominican
Peso: DOP
U.S. Dollar:
USD
El Salvador
Colon: SVC
Guatemala
Quetzal: GTQ
Honduras
Lempira: HNL
Mexican Peso:
MXN
Nicaragua
Cordoba: NIO
28/02/2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
06:00 AM
06:00 AM
06:00 AM
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
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
42
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
Spanish
(Panama)
Spanish
(Paraguay)
Spanish (Peru)
Spanish
(Puerto Rico)
Spanish (Spain)
Code
es_PA es_PY es_PE es_PR
Spanish (Spain,
Euro) es_ES_EURO es_ES
Default currency
Date and time format
Time format Number format
Panama
Balboa: PAB
Paraguayan
Guarani: PYG
Peruvian
Nuevo Sol: PEN
U.S. Dollar:
USD
Euro: EUR
Euro: EUR
02/28/2008
04:30 PM
28/02/2008
04:30 PM
28/02/2008
04:30 PM
02-28-2008
04:30 PM
28/02/2008
16:30
28/02/2008
16:30
06:00 AM
06:00 AM
06:00 AM
06:00 AM
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
43
Set Up and Maintain Your Salesforce Organization
Name Code
Spanish
(United States) es_US
Spanish
(Uruguay)
Spanish
(Venezuela)
Swedish
(Sweden)
Tagalog
(Philippines)
Tajik
(Tajikistan)
Tamil (India) es_UY es_VE sv_SE tl_PH tg_TJ ta_IN
Default currency
U.S. Dollar:
USD
Uruguayan
New Peso: UYU
Venezuelan
Bolivar Fuerte:
VEF
Swedish Krona:
SEK
Philippine
Peso: PHP
Tajik Somoni:
TJS
Indian Rupee:
INR
Understanding Language, Locale, and Currency
Date and time format
Time format
2/28/2008 4:30
PM
6:00 a.m.
Number format
1,234.56
28/02/2008
04:30 PM
28/02/2008
04:30 PM
2008-02-28
16:30
2/28/2008 4:30
PM
2/28/2008 4:30
PM
2-28-2008 4:30
PM
06:00 AM
06:00 AM
06:00
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
44
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Name
Tamil (Sri
Lanka)
Thai (Thailand)
Tigrinya
(Ethiopia)
Turkish
(Turkey)
Ukrainian
(Ukraine)
Urdu (Pakistan)
Uzbek
(LATN,UZ)
Code
ta_LK th_TH ti_ET tr_TR uk_UA ur_PK uz_LATN_UZ
Default currency
Date and time format
Time format Number format
Sri Lanka
Rupee: LKR
Thai Baht: THB
Ethiopian Birr:
ETB
Turkish Lira
(New): TRY
Ukraine
Hryvnia: UAH
Pakistani
Rupee: PKR
Uzbekistan
Sum: UZS
2-28-2008 4:30
PM
28/2/2551, 16:30 น.
28/02/2008
4:30 PM
28.02.2008
16:30
28.02.2008
16:30
28/2/2008 4:30
PM
2008-02-28
16:30
6:00 am
6:00 น.
6:00
06:00
6:00
6:00 AM
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 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
45
Set Up and Maintain Your Salesforce Organization
Name Code
Vietnamese
(Vietnam)
Welsh (United
Kingdom)
Yoruba (Benin) vi_VN cy_GB yo_BJ
Understanding Language, Locale, and Currency
Default currency
Date and time format
Time format Number format
Vietnam Dong:
VND
British Pound:
GBP
CFA Franc
(BCEAO): XOF
16:30
28/02/2008
28/02/2008
16:30
28/02/2008
4:30 PM
06:00
06:00
6:00 Àár
1.234,56
1,234.56
1,234.56
Name format
Address format
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
Ms. FName
LName
Address Line 1,
Address Line 2
City, State
ZipCode
Country
SEE ALSO:
Understanding Language, Locale, and Currency
46
Set Up and Maintain Your Salesforce Organization Understanding 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
GMT+10:00
GMT+09:30
GMT+09:00
GMT+09:00
GMT+08:00
GMT+08:00
GMT+08:00
GMT+08:00
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)
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)
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
•
Developer
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.
47
Set Up and Maintain Your Salesforce Organization
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+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
GMT+03:00
Time Zone Code
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
GMT+05:30
GMT+05:30
GMT+05:00
GMT+05:00
GMT+05:00
48
Understanding Language, Locale, and Currency
Time Zone Name
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)
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)
Set Up and Maintain Your Salesforce Organization
GMT+00:00
GMT+00:00
GMT+00:00
GMT–00:00
GMT–00:00
GMT–02:00
GMT–02:30
GMT–03:00
GMT–03:00
GMT–03:00
GMT–03:00
GMT–04:00
GMT–04:00
GMT–04:30
GMT–04:00
GMT–04:00
Time Zone Code
GMT+03:00
GMT+03:00
GMT+03:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+02:00
GMT+01:00
GMT+01:00
GMT+01:00
GMT–01:00
49
Understanding Language, Locale, and Currency
Time Zone Name
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)
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)
Set Up and Maintain Your Salesforce Organization
Time Zone Code
GMT–05:00
GMT–05:00
GMT–05:00
GMT–05:00
GMT–05:00
GMT–06:00
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
SEE ALSO:
Understanding Language, Locale, and Currency
Understanding Language, Locale, and Currency
Time Zone Name
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)
50
Set Up and Maintain Your Salesforce Organization Understanding 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, users can set a personal currency that’s different from their organization’s corporate currency.
SEE ALSO:
Understanding Language, Locale, and Currency
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience.
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view currencies:
•
“View Setup and
Configuration”
To change currencies:
•
“Customize Application”
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
•
Developer
USER PERMISSIONS
To view currencies:
•
“View Setup and
Configuration”
To change currencies:
•
“Customize Application”
51
Set Up and Maintain Your Salesforce Organization Understanding 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
•
Developer
USER PERMISSIONS
To view currencies:
•
“View Setup and
Configuration”
To change currencies:
•
“Customize Application”
52
Set Up and Maintain Your Salesforce Organization Understanding Language, Locale, and Currency
Set Your Personal Currency
In multi-currency organizations, users can set a personal currency that’s different from their 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
•
Developer
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.
53
Set Up and Maintain Your Salesforce Organization Understanding 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
•
Database.com
USER PERMISSIONS
To view currencies:
•
“View Setup and
Configuration”
To change currencies:
•
“Customize Application”
SEE ALSO:
Set Your Personal or Organization-Wide Currency
54
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
55
Understanding Language, Locale, and Currency
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
•
Developer
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
56
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
Understanding 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
57
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
Understanding 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
58
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
Understanding 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
59
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
Understanding Language, Locale, and Currency
Set Up and Maintain Your Salesforce Organization About Fiscal Years
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
About Fiscal Years
Not all businesses use the Gregorian year for their fiscal year. Salesforce makes it easy for you to define a fiscal year that fits your business needs.
If your fiscal year follows the Gregorian calendar, but does not start in January, you can simply and easily set your fiscal year by defining a standard fiscal year. If your fiscal year follows a different structure, you can define a custom fiscal year that meets your needs.
Whether you use a standard fiscal year or a custom fiscal year, you can define individual fiscal years once for your entire organization. These fiscal year definitions allow you to use these fiscal periods throughout Salesforce including in reporting, opportunities, and forecasting.
Tip: As a best practice, define your custom fiscal years after your current forecast. Also, update product schedules and forecasts whenever a custom fiscal year is created or changed.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
Standard Fiscal Years
Standard fiscal years are periods that follow the Gregorian calendar, but can start on the first day of any month of the year. Unlike custom fiscal year, standard fiscal years can be used by organizations that do not have customizable forecasting enabled.
USER PERMISSIONS
To define or edit fiscal years:
•
“Customize Application”
To view fiscal years:
•
“View Setup and
Configuration”
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Set Up and Maintain Your Salesforce Organization About Fiscal Years
Custom Fiscal Years
For companies that 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, as part of a custom fiscal year, you can create a 13-week quarter represented by three periods of 4, 4, and 5 weeks, rather than calendar months.
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 by simply specifying a start date and an included template. If your fiscal year structure is not included in the templates, you can easily modify a template. 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.
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 that you need to change their definition. For example, an extra week could be added 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.
Considerations When Enabling Custom Fiscal Years
Before enabling custom fiscal year, consider these issues:
•
Once you enable custom fiscal years, you cannot disable it. However, you can define custom fiscal years that follow the same Gregorian calendar structure as the Salesforce standard fiscal years.
•
Fiscal years will not be automatically created. The only fiscal years available are those that your organization defines.
•
Custom fiscal years can be enabled only with customizable forecasting, not with collaborative forecasting.
•
Enabling or defining custom fiscal years impacts your forecasts, reports, and quotas.
–
When you define a new custom fiscal year, or when you change the length of any fiscal period, all quotas for that year will be lost.
–
When you define a new custom fiscal year, or when you change the length of any fiscal period, forecasts, forecast history, and forecast overrides are lost. Changing the length of a period may also affect the previous or next fiscal year and reports associated with it. Forecasts for periods before the first custom fiscal year will be saved and can be accessed as usual.
–
Forecast reports for a period after the last defined fiscal year cannot be grouped by period, only by date.
–
To ensure your forecast reports have the most updated amounts, view the forecast for the period included in the report before running a forecast report.
•
Your organization will not be able to use fiscal period columns in opportunity, opportunity with product, or opportunity with schedule reports.
•
Opportunity list views will not include a fiscal period columns.
•
When custom fiscal years are enabled, you can't use the
FISCAL_MONTH()
,
FISCAL_QUARTER()
, or
FISCAL_YEAR() date functions in SOQL.
SEE ALSO:
Customizing the Fiscal Year Structure
Customizing the Fiscal Year Labels
Choosing a Custom Fiscal Year Template
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Set Up and Maintain Your Salesforce Organization About Fiscal Years
Set the Fiscal Year
You can set one of two types of fiscal years: standard fiscal years or custom fiscal years. For specific
information on both types of fiscal years, see About Fiscal Years on page 60.
EDITIONS
Setting a Standard Fiscal Year
If your organization follows the Gregorian calendar year, but you want to change the fiscal year start month, use standard fiscal years. A standard fiscal year can start on the first day of any month, and you specify whether it is named for the starting or ending year. For example, if your fiscal year starts in April 2015 and ends in March 2016, your fiscal year setting can be either 2015 or 2016. If your fiscal year is more complicated, see
Enabling Custom Fiscal Years on page 62.
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.
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
USER PERMISSIONS
To view fiscal year:
•
“View Setup and
Configuration”
To change fiscal year:
•
“Customize Application”
To set a standard fiscal year:
1. Back up your current data and export it into a set of comma-separated values (CSV) files.
We suggest you run a data backup export because changing the fiscal year causes fiscal periods to shift. This change affects opportunities and forecasts organization-wide.
2. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select Fiscal Year.
3. Select
Standard Fiscal Year
.
4. Choose the start month.
5. Specify whether the fiscal year name is based on the year it begins or ends.
6. Optionally, select
Apply to All Forecasts and Quotas
if you want to apply the new fiscal year settings to your existing forecasts and quotas. This option might not be available depending on your forecast settings.
7. Click Save.
Enabling Custom Fiscal Years
If your organization does not observe a standard fiscal year, you can enable custom fiscal years, which flexibly define a more complex fiscal year structure.
To enable custom fiscal years:
Note: Before enabling custom fiscal years, make sure that you have exported any data related to fiscal periods. For specific details about the effects of enabling custom fiscal years, see
on page 60.
1. Back up your current data and export it into a set of comma-separated values (CSV) files.
We suggest you run a data backup export because changing the fiscal year causes fiscal periods to shift. This change affects opportunities and forecasts organization-wide.
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Set Up and Maintain Your Salesforce Organization About Fiscal Years
2. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select Fiscal Year.
3. Select
Custom Fiscal Year
.
4. Click Enable Custom Fiscal Years.
5. If you understand the effects of enabling custom fiscal years and you have all your data exported, click OK.
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.
on page 67.
Customizing the Fiscal Year Structure
If your custom fiscal year needs a different structure than one available from the
, you can use advanced customization to modify the details of your custom fiscal year definition. Custom fiscal years allow you to:
•
•
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 About Fiscal Years
on page 61.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except for Database.com.
Customizing the Period Labels
The fiscal year period labels for forecasting and reporting are set by the default label values for the
fiscal year periods. To change them, see Customizing the Fiscal Year Labels on page 64.
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, enter
Fiscal Year
in the
Quick Find
box, then select 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, if you want to add a new quarter, and you want it to be the second quarter, select the checkbox for the first quarter.
5. Click Insert.
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Set Up and Maintain Your Salesforce Organization
Note: The maximum number of fiscal periods is 250.
To remove a fiscal period:
1. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select 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.
Note:
You must have at least one quarter, one period, and one week.
About Fiscal Years
Changing the Length of a Fiscal Week
To change the length of fiscal periods:
1. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select 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.
Once you have customized your fiscal year, preview the fiscal year definition. If it is correct, close the preview and click Save to save your fiscal year.
Customizing the Fiscal Year Labels
There are two ways to customize the labeling of your fiscal year:
1. Naming schemes and prefix choices
2. Fiscal year picklist customization
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
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 65. By default the number for each quarter is set by
their order (the first quarter is labeled “1”), but you can customize it by selecting a different value from the quarter detail drop-down list.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com.
USER PERMISSIONS
To define or edit fiscal years:
•
“Customize Application”
To view fiscal years:
•
“View Setup and
Configuration”
64
Set Up and Maintain Your Salesforce Organization About Fiscal Years
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
value 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 65. By default the number for
each period is set by their order (the first period is labeled “1”), but you can customize it by selecting a different value from the period detail drop-down list.
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”), but you can 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, enter
Fiscal Year
in the
Quick Find
box, then select Fiscal Year.
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Set Up and Maintain Your Salesforce Organization About Fiscal Years
2. Click Edit next to the appropriate picklist.
SEE ALSO:
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 will 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.
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Set Up and Maintain Your Salesforce Organization About Fiscal Years
Unlike the other template styles, you cannot do advanced customization of a fiscal year that has been created from a Gregorian calendar template. You should 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:
Defining a Custom Fiscal Year
Before defining a custom fiscal year, enable custom fiscal years for your organization. See
Custom Fiscal Years on page 62 for more information.
Enabling custom fiscal years does not automatically define them. You must define all of your company's custom fiscal years so that they fit your company's calendar.
EDITIONS
Available in: Salesforce
Classic
If you have defined a custom fiscal year and you need to change it, you can edit the existing fiscal year definition. Custom fiscal years cannot be deleted. Instead of deleting an existing fiscal year, edit it until it meets your needs.
Before defining or editing any custom fiscal years, be aware of its impact on forecasting, reports, and other objects by reviewing
on page 60.
Available in: All Editions except for Database.com.
USER PERMISSIONS
Defining a New Custom Fiscal Year
To define a new custom fiscal year:
To view fiscal year:
•
“View Setup and
Configuration”
To change your fiscal year:
•
“Customize Application”
1. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select 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 66.
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.
Note: If this is the first custom fiscal year you have defined, the
Fiscal Year Start Date
and the
Week Start
Date
are set to today's date and day of week. If you have already defined a custom fiscal year, they will be set to the day after the last end date of your custom fiscal years.
on page 63.
5. Optionally, review the fiscal year definition by clicking on 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.
Editing a Custom Fiscal Year
To edit an existing custom fiscal year definition:
1. From Setup, enter
Fiscal Year
in the
Quick Find
box, then select 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
.
67
Set Up and Maintain Your Salesforce Organization Set Up Search
If changing the
Fiscal Year Start Date
causes this fiscal year to overlap with the previous fiscal year, or if it creates a gap between the fiscal years, the end date of the previous fiscal year will be changed to the day before the start of this fiscal year.
If changing the end date will cause this fiscal year to overlap the next fiscal year, or if it creates a gap between the fiscal years, the start date of the next fiscal year will be changed to the day after the end of this fiscal year.
Note:
You cannot change the start or end date of a fiscal year that causes it to overlap with a fiscal year that is defined using a Gregorian year template.
Warning: If you change the start or end date of any quarter, period, or week, all forecast data (including quotas, forecast history, and forecast overrides) that are within that date range, and all forecasts for date ranges automatically adjusted as a result of that change, will be lost. This includes 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. If you need to make more
detailed edits, see Customizing the Fiscal Year Structure on page 63.
Note: Unless you specify them, the fiscal year period labels for forecasting and reporting will be set by the default label values for the fiscal year periods. If you would like to change them, see
Customizing the Fiscal Year Labels on page 64.
Set Up Search
Customize Search Settings
To change your organization’s search settings:
1. From Setup, enter
Search Settings
in the
Quick Find
box, then select Search
Settings.
2. Modify the search settings for your organization.
3. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
Search Settings
USER PERMISSIONS
The search settings are:
Enable Drop-Down List for Sidebar Search
The drop-down list for sidebar search allows you to limit users’ searches by object. When you select
Enable Drop-Down List for Sidebar Search
, a drop-down list appears in the Search section. From this list, users can select to search within tags, within a specific object, or across all objects.
To modify search settings:
•
“Customize Application”
Enable “Limit to Items I Own” Search Checkbox
The
Limit to Items I Own
checkbox allows your 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
checkbox that appears in advanced search is always available to users, regardless of this setting.
Enable Document Content Search
Enabling
Document Content Search
allows you to 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.
68
Set Up and Maintain Your Salesforce Organization Set Up Search
Enable Search Optimization if your Content is Mostly in Japanese, Chinese, or Korean
Enabling this checkbox optimizes search for the Japanese, Chinese, and Korean languages. It affects sidebar search and the account search for Find Duplicates on a lead record in sidebar search and global search. Enable this option if users are searching mostly in
Japanese, Chinese, or Korean, and if the text in searchable fields is mostly in those languages.
Don’t check 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 user object lookups and not to lookups for other objects.
If this setting isn’t enabled, the dialog box shows a list of recently accessed user records from across your organization.
Enable English-Only Spell Correction for Knowledge Search (Beta)
If this setting is enabled, search suggests and searches alternate spellings for English search terms:
•
On the Articles and Article Management tabs
•
In the articles tool in Case Feed
•
In the Salesforce Knowledge sidebar in the Salesforce console
This setting applies to article searches via the API but not to article searches in global search.
Enable Sidebar Search Auto-Complete
If this setting is enabled, when users start typing search terms, sidebar search displays a matching list of recently viewed records.
Note: Global search includes auto-complete and doesn’t require a search setting.
Enable Single-Search-Result Shortcut
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.
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.
Number of Search Results Displayed Per Object
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 current setting is in parentheses next to each object. To change this setting, select one or more objects, enter the new number of results per page, and then click Save. The new value must be from 5 and 50.
Lookup Settings
The Lookup Settings area allows you to enable enhanced lookups and lookup auto-completion for account, contact, user, and any custom object lookups.
SEE ALSO:
Guidelines for Making Search Faster
69
Set Up and Maintain Your Salesforce Organization Set Up Search
Customize Users’ Search Results Filters
1. On the Search Results page, in an object's related list, click Customize... > Filters for All Users.
Alternatively, from the management settings for an object, go to Search Layouts, and then 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 organization 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”
Configure Lookup Dialog Search
Customize which columns appear to users in the lookup search results.
EDITIONS
IN THIS SECTION:
Configure Lookup Dialog Search in Salesforce Classic
Enable enhanced lookups and lookup auto-completion and customize lookup filter fields.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Configure Lookup Dialog 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 sort and filter using these columns. They are intended to provide contextual help for determining which record to associate.
Configure Lookup Dialog Search in Salesforce Classic
Enable enhanced lookups and lookup auto-completion and customize lookup filter fields.
Administrators can configure lookups by:
•
•
Specifying lookup filter fields
•
Enabling lookup auto-completion
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
70
Set Up and Maintain Your Salesforce Organization Set Up Search
Enabling Enhanced Lookups
Enable enhanced lookups so users can use wildcards in their lookups and sort, filter, and page through their results. Enhanced lookups are supported for accounts, contacts, users, opportunities, and custom objects.
EDITIONS
Available in: Salesforce
Classic
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.
Available in: All Editions except Database.com
2. In the Lookup Settings area, select the objects for which you want to enable enhanced lookup functionality. Currently, only account, contact, user, and custom object lookups can use this feature.
3. Click Save.
USER PERMISSIONS
To enable enhanced lookups:
•
“Customize Application”
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.
Note: If you enable enhanced lookups in your organization, it is also enabled for any Visualforce pages you create.
SEE ALSO:
Configure Lookup Dialog Search in Salesforce Classic
Specify Lookup 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.
1. From the management settings for accounts, contacts, opportunities, users, or custom objects, 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 should 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.
SEE ALSO:
Configure Lookup Dialog Search in Salesforce Classic
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
USER PERMISSIONS
To specify lookup filter fields:
•
“Customize Application”
71
Set Up and Maintain Your Salesforce Organization Set Up Search
Enabling 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 Dialog 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
Configure Lookup Dialog 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 sort and filter using these columns.
They are intended to provide contextual help for determining which record to associate.
Use Search Results under the Search Layouts customization setting to change which fields appear in the search results for both global search and lookup dialog search. You don’t need to separately update Lookup Dialogs.
The order of fields in the search layout also affects the secondary field displayed in instant results.
The second usable field as chosen in this step appears as the secondary field in instant results.
Examples of unusable fields are HTML-formatted fields, inline image fields, or long-text fields.
EDITIONS
Available in: Lightning
Experience
Available in: All Editions except Personal Edition,
Contact Manager Edition,
Corporate Social Network
Edition
USER PERMISSIONS
To specify lookup filter fields:
•
“Customize Application”
Guidelines for Making Search Faster
Follow these guidelines to help your users find information faster.
Records are included in search results only if the object’s field that contains the information matching the search term is searchable.
After a searchable object’s record is created or updated, it could take about 15 minutes or more for the updated text to become searchable.
To make searches faster across your org:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
72
Set Up and Maintain Your Salesforce Organization State and Country Picklists
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.
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.
Avoid making significant changes to your org at once
Creating or updating many records at the same time, such as via Data Loader, increases the amount of time required 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.
State and Country Picklists
State and Country Picklists
State and country picklists allow users to 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 leveraged 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
State and country picklists are available in the shipping, billing, mailing, and “other” address fields in the account, campaign members, contact, contract, lead, person accounts, quotes, and service
Available in: All Editions except Database.com
contracts standard objects. The picklists are also available for managing users and companies in
Administration 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 Classic Mobile
•
Connect Offline
•
Visual Workflow or change sets
•
Custom indexes or outbound messages
73
Set Up and Maintain Your Salesforce Organization State and Country Picklists
If your organization uses Data.com, the Data.com records can contain states and countries not included in the standard state and country picklists. You need to add these states and countries to the picklist before Data.com users can add or clean these records. The states and countries that you need to add to the picklist, if your organization uses them, are:
•
American Samoa (AS)
•
Guam (GU)
•
Hong Kong (HK)
•
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
The process of transitioning from text-based state and country fields to state and country picklists involves five steps.
1.
Configure the state and country values you want to use in your organization.
This step is strongly recommended 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 organization’s data and customizations to see how they’ll be affected by the switch.
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 organization to standard picklist values. For example, you might want to 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 organization, 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 .
74
Set Up and Maintain Your Salesforce Organization State and Country Picklists
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 of 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.
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.
75
Set Up and Maintain Your Salesforce Organization State and Country Picklists
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:
Edit State and Country Details
State and Country Picklist Field-Syncing Logic
State and Country Picklist Error Messages
Configure State and Country Picklists
Configuring state and country picklists means choosing which states and countries you want to be available in your Salesforce organization. It allows you to make state and country picklists available for such purposes as importing data, working with external systems, and being available in the
Metadata API. Configuring picklists is not required for you to actually enable state and country picklists for users, but it is 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 performance. For the complete list of default countries, see
Standard Countries for Address Picklists
.
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's Guide.
•
State and country picklists are not supported in Salesforce change sets or packages.
However, you can move integration value changes for state and country picklists between sandbox and production organizations by using the Metadata API. First, configure your state and country picklists in your sandbox organization. Then, use the Metadata API to retrieve the sandbox configurations, and deploy them to your production organization.
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 organization, but users can select a different country. Default countries must be both active and visible.
6. Click Save to save your configuration.
76
Set Up and Maintain Your Salesforce Organization State and Country Picklists
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
Integration Values for State and Country Picklists
Standard Countries for Address Picklists
AW
AX
AZ
BA
AO
AQ
AR
AT
AU
BE
BF
BB
BD
AG
AI
AL
AM
ISO Code
AD
AE
AF
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
77
Set Up and Maintain Your Salesforce Organization
CM
CN
CO
CR
CU
CH
CI
CK
CL
CD
CF
CG
BY
BZ
CA
CC
BS
BT
BV
BW
BN
BO
BQ
BR
BI
BJ
BL
BM
ISO Code
BG
BH
78
Country
Bulgaria
Bahrain
Burundi
Benin
Saint Barthélemy
Bermuda
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
Congo
Switzerland
Cote d’Ivoire
Cook Islands
Chile
Cameroon
China*
Colombia
Costa Rica
Cuba
State and Country Picklists
Set Up and Maintain Your Salesforce Organization
GD
GE
GF
GG
GH
FO
FR
GA
GB
FI
FJ
FK
ES
ET
EH
ER
DZ
EC
EE
EG
DJ
DK
DM
DO
CX
CY
CZ
DE
ISO Code
CV
CW
79
Country
Cape Verde
Curaçao
Christmas Island
Cyprus
Czech Republic
Germany
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
State and Country Picklists
Set Up and Maintain Your Salesforce Organization
IT
JE
JM
JO
JP
IR
IS
IO
IQ
IL
IM
IN
ID
IE
HT
HU
GY
HM
HN
HR
GR
GS
GT
GW
GM
GN
GP
GQ
ISO Code
GI
GL
80
State and Country Picklists
Country
Gibraltar
Greenland
Gambia
Guinea
Guadeloupe
Equatorial Guinea
Greece
South Georgia and the South Sandwich Islands
Guatemala
Guinea-Bissau
Guyana
Heard Island and McDonald Islands
Honduras
Croatia
Haiti
Hungary
Indonesia
Ireland*
Israel
Isle of Man
India*
British Indian Ocean Territory
Iraq
Iran, Islamic Republic of
Iceland
Italy*
Jersey
Jamaica
Jordan
Japan
Set Up and Maintain Your Salesforce Organization
ME
MF
MG
MK
ML
LY
MA
MC
MD
LT
LU
LV
LR
LS
LI
LK
KZ
LA
LB
LC
KP
KR
KW
KY
KH
KI
KM
KN
ISO Code
KE
KG
81
Country
Kenya
Kyrgyzstan
Cambodia
Kiribati
Comoros
Saint Kitts and Nevis
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
State and Country Picklists
Set Up and Maintain Your Salesforce Organization
PE
PF
OM
PA
PG
NP
NR
NU
NZ
NI
NL
NO
NC
NE
NF
NG
MX
MY
MZ
NA
MT
MU
MV
MW
MO
MQ
MR
MS
ISO Code
MM
MN
82
New Caledonia
Niger
Norfolk Island
Nigeria
Nicaragua
Netherlands
Norway
Nepal
Nauru
Niue
New Zealand
Oman
Panama
Peru
French Polynesia
Papua New Guinea
Country
Myanmar
Mongolia
Macao
Martinique
Mauritania
Montserrat
Malta
Mauritius
Maldives
Malawi
Mexico*
Malaysia
Mozambique
Namibia
State and Country Picklists
Set Up and Maintain Your Salesforce Organization
SM
SN
SO
SR
SS
SK
SL
SI
SJ
SE
SG
SH
SA
SB
SC
SD
RO
RS
RU
RW
PT
PY
QA
RE
PL
PM
PN
PS
ISO Code
PH
PK
83
Country
Philippines
Pakistan
Poland
Saint Pierre and Miquelon
Pitcairn
Palestine
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
State and Country Picklists
Set Up and Maintain Your Salesforce Organization
UZ
VA
VC
VE
VG
UA
UG
US
UY
TV
TW
TZ
TR
TT
TN
TO
TJ
TK
TL
TM
TD
TF
TG
TH
SX
SY
SZ
TC
ISO Code
ST
SV
84
Country
Sao Tome and Principe
El Salvador
Sint Maarten (Dutch part)
Syrian Arab Republic
Swaziland
Turks and Caicos Islands
Chad
French Southern Territories
Togo
Thailand
Tajikistan
Tokelau
Timor-Leste
Turkmenistan
Tunesia
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
State and Country Picklists
Set Up and Maintain Your Salesforce Organization State and Country Picklists
ZA
ZM
ZW
YE
YT
WF
WS
ISO Code
VN
VU
Country
Viet Nam
Vanuatu
Wallis and Futuna
Samoa
Yemen
Mayotte
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
Country Name
USER PERMISSIONS
By default, the ISO-standard name. The name is what users see in the Salesforce user interface.
Country Code
To add or edit state or country details:
•
“Modify All Data”
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’
85
Set Up and Maintain Your Salesforce Organization State and Country 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.
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
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 organization. Then, use the Metadata API to retrieve the sandbox configurations, and deploy them to your production organization. Search for
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
86
Set Up and Maintain Your Salesforce Organization State and Country Picklists
"AddressSettings" in the
Metadata API Developer's 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
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 organization to see how the change will affect it. This discovery process shows you where and how state and country data appears in your organization. The discovery process also shows where this data is used in customizations, such as list views and reports. After you’ve analyzed the findings of the scan, you can plan to convert your data, update your customizations, and turn on state and country picklists.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Every organization’s discovery process is unique. For some organizations, transitioning from state and country text fields to standardized picklists is straightforward and manageable. However, if
Available in: All Editions except Database.com
state and country metadata is used extensively throughout an organization, the transition can be a complicated and time-consuming process. Salesforce recommends that you scan your organization early and often so that you can transition smoothly to the new lists. Keep these best practices and considerations in mind.
•
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 organization 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 organization 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
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Set Up and Maintain Your Salesforce Organization State and Country Picklists
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 two 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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Set Up and Maintain Your Salesforce Organization State and Country Picklists
SEE ALSO:
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, for example, you have a report that culls all of your sales reps’ leads in Washington state, and 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
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
Available in: All Editions except Database.com
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 State and Country Picklists
•
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
Convert State and Country Data
Before you convert state and country values in the State and Country Picklists setup,
use your specified integration value, helping to ensure consistent and accurate data in your organization.
When converting text-based state and country data to picklist-compatible values, you 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.”
Convert countries first, and then states and provinces.
You can convert up to 2,000 country values and up to 2,000 state values, but state and country picklists that contain more than 1,000 states or countries can cause degraded performance.
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 organization and the number of times each value is used.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
USER PERMISSIONS
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 of 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 Finish and Enable Picklists to convert the values and turn on state and country picklists in your organization.
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:
90
Set Up and Maintain Your Salesforce Organization State and Country Picklists
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.
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
.
3. To turn off state and country picklists, click Disable on the State and Country Picklists setup page.
Important: Be aware that 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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
USER PERMISSIONS
To turn state and country picklists on and off:
•
“Modify All Data”
SEE ALSO:
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.
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, as well as the state and country integration values.
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 State and Country Picklists
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
You create or update a record with state and country values. The new state isn’t in the new country.
No changes are saved. You get an error message.
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:
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:
Integration Values for State and Country Picklists
State and Country Picklist Field-Syncing Logic
92
Set Up and Maintain Your Salesforce Organization Customizing User Interface Settings
Customizing User Interface Settings
1. From Setup, enter
User Interface
in the
Quick Find
box, then select User Interface.
2. Select or deselect each checkbox to modify the settings for your organization.
3. Save your changes.
EDITIONS
User Interface Settings
Enable Collapsible Sections
Collapsible sections give users the option to collapse or expand sections on their record detail pages 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 his or her settings for that tab. If your organization 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 new 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 or not users can create new records from within the lookup dialog. For example, with the setting enabled, users can create a new account within the account lookup dialog while creating or editing a contact. Creating new 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 will be displayed for all users.
Enable Hover Details
Hover details display an interactive overlay containing detailed information about a record when users hover the mouse 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 View for the record's detail page or Edit for the edit page. The fields displayed in the hover details are determined by the record's mini page layout. The fields that display in document hover details are not customizable. This option is enabled by default.
Note: To view the hover details for a record, users must have the appropriate sharing access to that record, as well as the necessary field-level security for the fields in the mini page layout.
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 the mouse over a related list hover link to display the corresponding related list and its number of records in an interactive overlay that allows users to quickly view and manage the related list items. Users can also click a related list hover link to jump down to the content of the related list without having to scroll down the page. The
Enable Related List Hover Links
checkbox is the default selection.
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 organizations 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
93
Set Up and Maintain Your Salesforce Organization Customizing User Interface Settings organization. It can take a while to retrieve data from an external system, depending on the network latency and availability of the external system. Therefore, the
Enable Separate Loading of Related Lists of External Objects option is 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 organization.
Note: This 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: This doesn't enable enhanced lists for profiles. Select
Enable Enhanced Profile List Views
under
Setup.
Enable New User Interface Theme
This option is not related to Lightning Experience. In this case, “new user interface theme” refers to Salesforce Classic, the interface that immediately preceded Lightning Experience. Enabling this option turns on the Salesforce Classic look and feel. Disabling it turns on the user interface theme that predates Salesforce Classic—the classic, classic Salesforce interface.
Only users with supported browsers see the new user interface theme.
The new user interface theme is not supported in Portals or the Console tab.
Enable Tab Bar Organizer
The Tab Bar Organizer automatically arranges tabs in the main tab bar to prevent horizontal scrolling of the page. It dynamically determines how many tabs can display based on the width of the browser window and 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.
•
The Tab Bar Organizer is only available with the new user interface theme. Organizations using the old user interface theme can enable the feature, but it won't be available for users until the new theme is also enabled.
•
The Tab Bar Organizer isn’t available on Internet Explorer 6.
Enable Printable List Views
Printable list views allow users to easily print list views. If enabled, users can click the Printable View link from any list view to open a new browser window, displaying the current list view in a simple, 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
Available in all Editions. When enabled, the Check Spelling button appears in certain areas of the application where text is entered, such as sending an email, or when creating events, tasks, cases, notes, and solutions. Clicking the button checks the spelling of your text. Spell Checker does not support all the languages that Salesforce supports. For example, Spell Checker doesn’t support Thai,
Russian, and double-byte languages, such as Japanese, Korean, or Chinese.
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.
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Set Up and Maintain Your Salesforce Organization Customizing User Interface Settings
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 gives users the ability to show or hide the sidebar on every page that normally includes the sidebar. When enabled, the collapsible sidebar becomes available to all users in your organization, but each user can choose his or her own preference for displaying the sidebar. Users can leave the sidebar visible at all times, or they can collapse the sidebar and only show it 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 organization uses divisions, we recommend that you keep the sidebar pinned and visible at all times 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 users in your organization. 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 Componentson All Pages
user interface setting is selected, the
“ShowCustom 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. Note that 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 the 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 might load less quickly when this checkbox is enabled.
Enable Click-and-Create Events on Calendar Views
Allows users to create events on day and weekly calendar views by double-clicking a specific time slot and entering the details of the event in an interactive overlay. The fields available in the event detail and edit overlays are defined in a mini page layout.
Note that recurring events and multi-person events are not supported for click-and-create events on calendar views.
Enable Drag-and-Drop Scheduling on List Views
Allows users to create events associated with records by dragging records from list views on to weekly calendar views and entering the details of the event 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.
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Set Up and Maintain Your Salesforce Organization Customizing User Interface Settings
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.
The information presented on these overlays is configured by your administrator.
Name Settings
Note:
These name settings can be enabled by contacting Salesforce Customer Support.
Enable Middle Names for Person Names
This option lets you show the
Middle Name
field for person objects so that you can better represent the name of a person associated with a record.
Enable Name Suffixes for Person Names
This option lets you show the
Suffix
field for person objects so that you can better represent the name of a person associated with a record.
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 contains all of the functionality of the original page layout editor as well as 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 allows you to 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 you don’t see this checkbox, first verify that your Salesforce edition has
API access. 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 of 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. Additionally, the Setup link is moved from the username menu to the Force.com App Menu. If you change this setting, be sure to notify all users in your organization.
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.
•
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.
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Set Up and Maintain Your Salesforce Organization Maps and Location Services
Advanced Settings
Activate Extended Mail Merge
Enables Extended Mail Merge for your organization. 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
When enabled, all mail merge documents generated using Extended Mail Merge are added to the user's personal 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. Note that these documents count against your organization's storage limits.
Maps and Location Services
Maps and location services uses Google Maps to display maps on standard address fields, enable 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
•
Unlimited
USER PERMISSIONS
To modify maps and location settings:
•
“Customize Application”
97
Set Up and Maintain Your Salesforce Organization Autocomplete on Standard Addresses
Autocomplete on Standard Addresses
You can enable autocomplete on standard addresses for all Salesforce1 users. This allows users to 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
•
Russia
•
Sweden
To enable autocomplete on standard address fields:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
USER PERMISSIONS
To modify maps and location settings:
•
“Customize Application”
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.
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:
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.
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.
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
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, use filters to configure the amount of data that’s captured for historical trend reporting. Then select the fields needed for historical reports.
SEE ALSO:
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.
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
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.
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: All editions except Database.com
USER PERMISSIONS
To modify report and dashboard settings:
•
“Customize Application”
EDITIONS
Available in: Salesforce
Classic
Available in: All editions except Database.com
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: 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
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”
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
•
Developer
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 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.
To modify report and dashboard settings:
•
“Customize Application”
Note: Dashboard emails that contain images compatible with Lotus Notes are substantially larger and the image quality may 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
•
Developer
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 object, and the custom object is deleted, then the report type and any reports created from it are automatically deleted.
•
If you remove an object from a report type, all references to that object and its associated objects are automatically removed from reports and dashboards based on that type.
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.
Note:
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
:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create or update custom report types:
•
“Manage Custom Report
Types”
To delete custom report types:
•
“Modify All Data”
103
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 object whose
Deployment Status
similarly changes.
8. Click Next.
Note: 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.
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create or update custom report types:
•
“Manage Custom Report
Types”
To delete custom report types:
•
“Modify All Data”
104
Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
starts with M OR Contact First Name starts with M
, an error message displays informing you that your filter criteria is incorrect.
•
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
•
Developer
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.
USER PERMISSIONS
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 drop-down list.
View
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.
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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
•
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.
•
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.
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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:
–
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.
USER PERMISSIONS
To create or update custom report types:
•
“Manage Custom Report
Types”
To delete custom report types:
•
“Modify All Data”
–
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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Set Up and Maintain Your Salesforce Organization Customize Reports and Dashboards
•
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 Report and Dashboard Folder Sharing.
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: All editions except Database.com
USER PERMISSIONS
To view the analytics folder sharing setting:
•
“View Setup and
Configuration”
To modify the analytics folder sharing setting:
•
“Customize Application”
108
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, use 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 Item, and up to three custom objects.
Note: Historical trend reporting is available on only Collaborative forecasting, not
Customizable forecasting.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all 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.
Note:
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 eight fields to make available for historical trend reporting.
These fields can be selected when creating historical trending reports.
Note:
•
For Opportunities reporting, five fields are preselected: Amount, Close Date, Forecast Category, Probability, and Stage. You can add three more.
•
For Forecasting, all eight 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. This includes the object’s historical trending report type and any reports that have been created with it.
•
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.
109
Set Up and Maintain Your Salesforce Organization Upgrade the Report Wizard
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.
110
Set Up and Maintain Your Salesforce Organization Managing Billing and Licenses
Managing Billing and Licenses
Checkout contains details about your organization’s Salesforce account, including your licenses, billing information, orders, invoices, and statements.
EDITIONS
To access Checkout, from Setup, enter then choose Proceed to Checkout.
Checkout
in the
Quick Find
box, select Checkout, Available in: both Salesforce
Classic and Lightning
Experience
Note:
Users with the “Manage Billing” permission have automatic access to Checkout. These
users can also grant access to others within the organization
page 114.
From Checkout, you can:
•
Order more licenses and products
.
•
Change your billing information
for an active contract.
•
Change credit card information associated with an active contract.
on
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
View your organization’s orders and invoices .
•
View your previously saved quotes—both quotes you created from Salesforce and quotes created by a sales representative.
•
Place orders to purchase new products.
•
Contact Salesforce to request sales assistance.
•
Log a case for any Checkout related questions, issues, or concerns.
For detailed instructions on using Checkout, see the Checkout User Guide .
Purchase More Licenses for Your Users
Users with Checkout enabled can add licenses for your organization at any time while a contract is in effect. If your organization doesn’t have self-service access to Checkout, submit a request to your Salesforce representative.
Note:
At any point during the quote creation process, you can click Request Assistance to contact your Salesforce account representative.
1. From Setup, enter
Checkout
in the
Quick Find
box, then select Checkout and click
Proceed to Checkout.
2. Click Add More Products.
3. To see all products that your organization supports, click All Available Products.
4. Enter the number of license subscriptions you want to purchase.
If licenses are purchased in the middle of a billing cycle, the subscription is prorated based on the number of days left in that billing cycle.
Total Price
reflects
Monthly/Unit
Price
for the order term, which is specified above the products. For example, if an order’s subscriptions start on 5/14/2013 and end on 5/7/2014,
Total Price
will reflect
Monthly/Unit Price
for 11.8 months.
5. Click Proceed to Place Order.
6. Review your order and payment information. Click the pencil if you need to make changes.
7. Read and confirm that you accept the Master Subscription Agreement and any other required terms and agreements.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Personal
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
To purchase additional user licenses:
•
“Manage Billing”
111
Set Up and Maintain Your Salesforce Organization Managing Billing and Licenses
Depending on your contract with Salesforce and the products you’re purchasing, you may have to accept Contract Special Terms or Product Specific Terms.
8. Click Place Order.
SEE ALSO:
Change Your Organization’s Billing Information
Checkout User Guide
Converting a Trial Using Checkout
Removing User Licenses
Salesforce doesn’t support using Checkout to reduce the number of licenses for your organization.
If you want to remove licenses, contact your Salesforce representative.
Note: Deactivating user accounts doesn’t change the number of user licenses for which your company is billed.
SEE ALSO:
Purchase More Licenses for Your Users
Change Your Organization’s Billing Information
To change your organization’s payment and billing information, you must have access to Checkout.
If your organization doesn’t have self-service access to Checkout, submit a request to your Salesforce representative.
1. From Setup, enter
Checkout
in the
Quick Find
box, then select Checkout.
2. Click Proceed to Checkout.
3. Click Change Contract Billing Address.
4. Update your organization’s address and contact information as necessary.
5. Click Save.
For detailed instructions on using Checkout, see the Checkout User Guide .
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
112
Set Up and Maintain Your Salesforce Organization Managing Billing and Licenses
Changing Credit Card or Direct Debit Information
To change your credit card or direct debit information, you must have access to Checkout. If your organization doesn’t have self-service access to Checkout, submit a request to your Salesforce representative.
To access Checkout, from Setup, enter
Checkout
in the
Quick Find
box, select Checkout, and then click Proceed to Checkout.
For specific instructions on changing your payment information in Checkout, see the Checkout
User Guide .
Note: You can’t pay your invoice online. Your newly-updated credit or debit card will be charged within 24 hours if there is an outstanding balance on your account. To pay an invoice via credit card, please call the Salesforce Customer Service department.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
SEE ALSO:
Viewing Credit Memos, Account Statements, and Invoices
To view your organization’s credit memos, account statements, and invoices, you must have access to Checkout. If your organization doesn’t have self-service access to Checkout, submit a request to your Salesforce representative.
From a credit memo, statement, or invoice details page, you can print, log cases to investigate issues, or contact Salesforce.
To access Checkout, from Setup, enter
Checkout
in the
Quick Find
box, select Checkout, and then click Proceed to Checkout.
Note: Your account may not have a starting balance depending on the duration of time chosen. You can open all payments, invoices, and credit memos to see more detail or to print them.
For detailed instructions on using Checkout, see the Checkout User Guide .
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
113
Set Up and Maintain Your Salesforce Organization
Granting Checkout Access
Users with the “Manage Billing” permission have access to Checkout when it is enabled for your organization. These users can also grant access to other users within your organization. Users with
Checkout access can purchase Salesforce licenses, AppExchange app licenses, and other related products. Additionally, within Checkout, users can view the organization's quotes, installed products, orders, invoices, payments, and contracts.
To give a user access to Checkout:
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click on the appropriate user's name to open the user detail page.
3. Click Edit.
4. Select the
Checkout Enabled
checkbox. The user is notified by email when his or her
Checkout account is activated and available for login.
SEE ALSO:
Purchase More Licenses for Your Users
Checkout User Guide
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To grant Checkout access:
•
“Manage Billing”
To edit users:
•
“Manage Internal Users”
Critical Updates Overview
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.
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.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in: All Editions
USER PERMISSIONS
To view critical updates:
•
“View Setup and
Configuration”
To activate critical updates:
•
“Modify All Data”
AND
“Customize Application”
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.
114
Critical Updates Overview
Set Up and Maintain Your Salesforce Organization Divisions Overview
•
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.
Divisions Overview
Divisions let you segment your organization's data into logical sections, making searches, reports, and list views more meaningful to users. For example, you can create a report to show the opportunities for just the North American division, allowing you to get accurate sales numbers for the North American sales team. Divisions are useful for organizations with extremely large amounts of data.
EDITIONS
Available in: Salesforce
Classic
Note: Divisions do not restrict users’ access to data and are not meant for security purposes.
Divisions can be assigned to users and to other records.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
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 it can belong to the standard “global” division, which 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.
•
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 will 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’ll always see records in all divisions.
The following table shows how using divisions affects different areas.
Area
Search
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 will 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.
115
Set Up and Maintain Your Salesforce Organization
Area
List views
Chatter
Reports
Viewing records and related lists
Creating new records
Editing records
Divisions Overview
Description
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.
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 new 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 new 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, and 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.
116
Set Up and Maintain Your Salesforce Organization
Area
Custom objects
Relationships
SEE ALSO:
Creating and Editing Divisions
Change the Default Division for Users
Transferring Multiple Records Between Divisions
Administrator tip sheet: Getting Started with Divisions
Divisions Overview
Description
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.
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 division for any detail records is determined by the previous master record.
If you delete a master-detail relationship, the division for any detail records is determined by the previous master record.
117
Set Up and Maintain Your Salesforce Organization Divisions Overview
Setting Up Divisions
When setting up divisions, you must create divisions and assign records to divisions to make sure that your data is categorized effectively.
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.
1. Plan which divisions you need based on how you want to segment your data.
For example, you may want one division for all the records belonging to your North American sales team and one division for your European sales team.
100
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
2.
for your organization. All existing records are assigned to the “Global” division by default. You can change the default division name, create additional divisions, and move user and data records between divisions.
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.
USER PERMISSIONS
To create or edit divisions:
•
“Modify All Data”
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 who should be able to 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, can view division fields, change the division for a record, and specify a division when creating records.
SEE ALSO:
Creating and Editing Divisions
Transferring Multiple Records Between Divisions
Change the Default Division for Users
118
Set Up and Maintain Your Salesforce Organization Divisions Overview
Creating and Editing 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. Click New to create a divisions, or Edit change an existing division.
3. Enter the division name.
4. Select the checkbox to make the division active.
Note:
You cannot deactivate a division if users or lead queues are assigned to that division.
5. Click Save.
6. If you want to change the order that divisions appears in the Divisions picklist, click Sort, then to use the arrow buttons to move divisions higher or lower in the list.
SEE ALSO:
Transferring Multiple Records Between Divisions
Change the Default Division for Users
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.
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, thenclick 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.
3. Select search conditions that records must match and click Next.
4. Select the division you want to transfer the records to.
5. If you’re transferring user records, you can select
Change the division...
to also transfer the users’ records to the new division.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create or edit divisions:
•
“Modify All Data”
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To mass transfer records:
•
“Modify All Data”
119
Set Up and Maintain Your Salesforce Organization Divisions Overview
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.
SEE ALSO:
Creating and Editing Divisions
Change the Default Division for Users
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.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To change a user’s default division:
•
“Manage Users”
120
Set Up and Maintain Your Salesforce Organization How do I discontinue my service?
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
•
Developer
SEE ALSO:
USER PERMISSIONS
How do I discontinue my service?
To limit reports by division:
•
“Affected by Divisions”
If the service doesn’t meet your needs, you can discontinue 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 .
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.
You can’t customize the layout of the Home page or add custom components.
For information about enabling Account Insights, see “Account Settings” in the Salesforce Help.
The performance chart and Top Deals display opportunity information about a user’s sales team if they have an associated team. Otherwise, the chart displays opportunities owned by the user.
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
Top Deals
Read access to the Opportunity object and sharing access to relevant opportunities
Read access to the Opportunity object’s
Amount field
Read access to the Opportunity object’s
Probability field
“Run Reports” user permission enabled for users
Assistant
EDITIONS
Available in: Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
121
Set Up and Maintain Your Salesforce Organization
Permission or Setting
Closed opportunities or open opportunities with a probability over 70% during the current fiscal quarter
Read access to the Lead object
Performance Chart Top Deals
Manage Users
Assistant
Manage Users
User Management Overview
In Salesforce, every user is identified by a username, a password, and a single profile. Together with other settings, the profile determines what tasks users can perform, what data they see, and what they can do with the data.
Depending on your organization's Salesforce edition and the additional features your company has purchased, you may have feature licenses—such as Marketing, Connect Offline, and Sales
Anywhere—that give users the ability to access features that are not included in their user licenses.
One or more of these licenses can be assigned to each user. You can also set up accounts for users outside your organization who need to access a limited set of fields and objects. You can also grant access to Customer Portal, partner portal, or Self-Service through user licenses. Finally, using
Salesforce to Salesforce, you can create connections to share records with other Salesforce users outside of your organization.
EDITIONS
Available in: Salesforce
Classic
The available user management options vary according to which
Salesforce Edition you have.
Note: Starting with Spring ’12, the Self-Service portal isn’t available for new organizations. Existing organizations continue to have access to the Self-Service portal.
As an administrator, you perform user management tasks such as creating and editing users, resetting passwords, and creating Google
Apps accounts. You also grant permissions, create and manage other types of users, create custom fields, set custom links, run reports on users, and delegate user administration tasks to other users.
SEE ALSO:
122
Set Up and Maintain Your Salesforce Organization View and Manage Users
View and Manage Users
To view and manage the users in your organization, from Setup, enter
Users
in the
Quick
Find
box, then select Users.
The user list shows all the users in your organization, partner portal, and Salesforce Customer Portal.
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 organization, export users to Google and create Google
Apps accounts by clicking Export to Google Apps
Tip: You can perform many of these 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
Customer Portal and partner portals are not available in
Database.com
USER PERMISSIONS
Tips for Managing Users
•
You can 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.
•
You can use the sidebar search to search for any user in your organization, regardless of the user's status. However, 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 view user lists:
•
“View Setup and
Configuration”
•
To simplify user management in organizations with large numbers of users, delegate aspects of user administration to non-administrator users.
Note: You cannot delegate administrative duties related to your organization to partner portal or Customer Portal users.
However, you can delegate some portal administrative duties to portal users.
SEE ALSO:
Freeze or Unfreeze User Accounts
123
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 organizations. The username must be in the format of an email address, for example, [email protected]. But the actual email in the username doesn’t need to work. You can have the same functioning email address associated with your account across organizations—only 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.
•
Temporary passwords for new users expire in six months, and users must change their password the first time they log in. The login link in the email can only be used once. A user who follows the link without setting a password must have an administrator reset their password before they can log in.
•
You can change a Salesforce license to a Force.com license, but you can’t change a Force.com
license to a Salesforce license.
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
•
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 organizations, 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. This feature can be used during Apex code development to test the amount of resources being used at runtime.
•
Temporary passwords for new users expire in six months, and users must change their password the first time they log in. The login link in the email can only be used once. A user who follows the link without setting a password must have an administrator reset their password before they can log in.
SEE ALSO:
124
Set Up and Maintain Your Salesforce Organization View and Manage Users
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.
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 organizations. The username must be in the format of an email address, for example, [email protected].
But the actual email in the username doesn’t need to work. You can have the same functioning email address associated with your account across organizations—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
•
Developer
•
Database.com
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.
USER PERMISSIONS
To create users:
•
“Manage Internal Users”
7. Select a profile, which specifies the user’s minimum permissions and access settings.
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:
125
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
•
Database.com
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.
SEE ALSO:
Considerations for Editing Users
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit users:
•
“Manage Internal Users”
126
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.
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.
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.
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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:
127
Set Up and Maintain Your Salesforce Organization View and Manage Users
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:
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To unlock users:
•
“Manage Internal Users”
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
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.
SEE ALSO:
Considerations for Deactivating Users
Freeze or Unfreeze User Accounts
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To deactivate users:
•
“Manage Internal Users”
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Considerations for Deactivating Users
Be aware of the following behaviors when deactivating users.
EDITIONS
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.
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: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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.
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.
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
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 her or she is assigned to.
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.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
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 administrator deactivates a portal user, the administrator doesn't have the option to remove the portal user from any teams that user is a member of.
SEE ALSO:
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.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To freeze or unfreeze user accounts:
•
“Manage Users”
130
Set Up and Maintain Your Salesforce Organization View and Manage Users
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.
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 help to describe a user.
The visibility of fields depends on the specific page, your organization’s permissions, and which edition you have.
Field
Accessibility Mode
Active
Address
Admin newsletter
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.
Opt in to receive administrator-targeted promotional emails from Salesforce. This field is
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
The available fields vary according to which
Salesforce Edition you have.
131
Set Up and Maintain Your Salesforce Organization
Field
Alias
Allow Forecasting
Api Token
Call Center
Checkout Enabled
City
Color-Blind Palette on Charts
Company
Contact
Country
Created By
Currency
Custom Links
Data.com User Type
132
View and Manage Users
Description
not available if your organization has disabled your choice to receive emails from Salesforce.
Short name to identify user on list pages, reports, and other pages where the entire name does not fit. Up to eight 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.
The name of the call center to which this user is assigned.
Indicates whether the user is notified by email when his or her
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.
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 organizations using multiple currencies. This currency must be one of the active currencies for the organization.
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
Set Up and Maintain Your Salesforce Organization
Field
Default Currency ISO Code
Default Division
Delegated Approver
Department
Development Mode
Disable Auto Subscription For Feeds
Division
Email Encoding
Employee Number
End of day
Fax
133
View and Manage Users
Description
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 organizations 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 organizations 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 organizations that have Visualforce enabled.
Disables automatic feed subscriptions to records owned by a user.
Only available in organizations 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.
Set Up and Maintain Your Salesforce Organization
Field
Federation ID
First Name
Force.com Flow User
Force.com Quick Access Menu
Information Currency
Knowledge User
Language
Last Login
Last Name
Last Password Change or Reset
Locale
134
View and Manage Users
Description
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 organizations 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 organizations, a user’s individual
Language
setting overrides the organization’s
Default
Language
.
Not available in Personal Edition, Contact Manager, or Group
Edition
™
. The organization’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.
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
Set Up and Maintain Your Salesforce Organization
Field
Make Setup My Default Landing Page
Manager
Marketing User
Middle Name
135
View and Manage Users
Description
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 display using a twenty-four-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 organization 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 organization 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 organization's reporting structure.
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, the user can create, edit, and delete campaigns, configure advanced campaign setup, import leads, and update campaign history via the member import wizards. Available in
Professional, Enterprise, Unlimited, and Performance Editions.
To use the campaign import wizards, Marketing Users must also have the Marketing User profile (or the “Import Leads” permission and the “Edit” permission on campaigns in Enterprise, Unlimited, and Performance Edition organizations).
If this option isn’t selected, 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
Set Up and Maintain Your Salesforce Organization
Field
Mobile
Mobile Configuration
Mobile User
136
View and Manage Users
Description
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.
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 organizations that use Salesforce to manage mobile configurations.
Allocates one Salesforce Classic Mobile license to the user, granting the user access to Salesforce Classic Mobile app. The number of user records enabled by this checkbox can’t exceed the total number of mobile licenses your organization has. Available in
Professional, Enterprise, Unlimited, and Performance Editions.
Set Up and Maintain Your Salesforce Organization
Field
Modified By
Monthly Contact and Lead Limit
Name
Newsletter
Nickname
Offline User
Partner Super User
Phone
Profile
Receive Approval Request Emails
137
View and Manage Users
Description
The Mobile User option is enabled by default for Unlimited,
Performance, and Developer Edition users. To prevent users from activating the Salesforce Classic Mobile 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 Classic Mobile 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.
Note: The
Mobile User
checkbox doesn't apply to the free version of Salesforce Classic Mobile because users of the free app can access Salesforce from their device without a mobile license.
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 organization limit.
Combined first name, middle name (beta), last name, and suffix
(beta) of user, as displayed on the user detail page.
Opt in to receive user-targeted promotional emails from Salesforce.
This field is not available if your organization has disabled your choice to receive emails from Salesforce.
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.
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.
Set Up and Maintain Your Salesforce Organization View and Manage Users
Field Description
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 only need 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 only need 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 can be changed by an administrator.
Not available in Personal Edition, Contact Manager, or Group
Edition.
Salesforce CRM Content User
Salesforce1 User
Self-Registered via Customer Portal
Send Apex Warning Emails
Show View State in Development Mode
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 organization.
When enabled, specifies that the user was created via self-registration to a Customer Portal. Available in Enterprise,
Unlimited, and Performance Editions.
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 forVisualforce pages.
This field is only visible to organizations that have Visualforce enabled, and
Development Mode
selected.
138
Set Up and Maintain Your Salesforce Organization
Field
Site.com Contributor User
Site.com Publisher User
Start of day
State/Province
Suffix
Time Zone
Time-Based Token
139
View and Manage Users
Description
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 organization has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your organization.
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 organization has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your organization.
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.
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
.
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.”
When added, can be used to confirm the user’s identity when necessary, such as when logging in from an unknown IP address.
If the user has “Two-Factor Authentication for User Interface Logins” permission, the user is prompted to enter this token when logging in to Salesforce through the user interface.
Set Up and Maintain Your Salesforce Organization View and Manage Users
Field
Title
Used Space
User License
Username
Zip/Postal Code
Description
If the user has “Two-Factor Authentication for API Logins” permission and adds a time-based token, the user must enter this token instead of the standard security token to access the service.
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 FAQ
What kind of results can I expect from the Salesforce Adoption Manager?
With customized tips and feedback, this program is designed to help you and your users get more out of Salesforce. This program is about making your users more effective with Salesforce.
For example, here are some amazing results from our customers when effectively using the Salesforce1 mobile app:
•
40% increase in employee satisfaction
•
29% faster time to find information
•
26% increase in sales productivity
What happens after I activate Salesforce Adoption Manager for my users?
Once you activate the program, it will start with a personalized invite to users to download the Salesforce1 mobile app. All emails are optimized for desktop and mobile devices. Users not on mobile devices will have the option to text a download link to themselves.
After users have downloaded the app, they will receive emails based on their actual usage of the app. These emails will suggest top actions to take and keep track of actions already taken. The goal is to get users up to speed with the Salesforce1 mobile app so your company can start realizing more benefits from the product.
In the future, we will expand this program to help users become more effective with all Salesforce products.
140
Set Up and Maintain Your Salesforce Organization Licenses Overview
By enabling Salesforce Adoption Manager, what will my user data be used for?
The only change when you enable Salesforce Adoption Manager is that your users will receive messages and notifications from this program based on their usage of the app. You can review our privacy statement for more detail.
If I choose to participate, can I opt out later?
Yes. You can go to Setup in the full Salesforce site, enter
Adoption
in the
Quick Find
box, select Adoption Manager, and then deselect
Enable Salesforce Adoption Manager
. Your users will also have the option to opt out using the footer in all communications that come from the program.
Will my users get any messages or notifications in addition to emails?
Initially, Salesforce Adoption Manager will only include emails. We plan to add app notifications in later releases so users can get the tips they need immediately while using the app.
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.
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.
EDITIONS
Available in: Salesforce
Classic
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.
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.
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.
141
Set Up and Maintain Your Salesforce Organization Licenses Overview
Usage-based Entitlements Overview
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 Overview
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.
EDITIONS
Example: For example, if you assign a Force.com user license to Employee A and a Salesforce user license to Employee B, you can give “Read” access on cases only to Employee B. Employee
A’s user license doesn’t support standard object permissions for anything but accounts and contacts.
Salesforce offers these license types.
•
•
•
•
Service Cloud Portal User Licenses
•
Sites and Site.com User Licenses
•
Authenticated Website User Licenses
Available in: Salesforce
Classic
Edition requirements vary for each user license type.
Note:
You might see other types of licenses listed if your company has purchased custom user licenses for different types of functionality. Your organization might also have other licenses that are still supported but no longer available for purchase. Contact
Salesforce for more information.
The following license types are available only for organizations currently using a Customer Portal or partner portal. If you don’t have a
on page 148.
•
•
Customer Portal—Enterprise Administration User Licenses
•
IN THIS SECTION:
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.
SEE ALSO:
142
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.
For information about purchasing additional user licenses, see
Purchase More Licenses for Your
Users on page 111 or contact Salesforce Customer Support.
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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Set Up and Maintain Your Salesforce Organization Licenses Overview
License Type
Identity
External
Identity
Work.com Only
User
Description
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
.
Available in
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
Force.com - One
App
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. However, these users are not entitled to some user permissions and standard apps, including standard tabs and objects such as forecasts and opportunities. 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.
Each license provides additional storage for Enterprise, Unlimited, and
Performance Edition users.
Note:
This license is not available for new customers.
Enterprise and Unlimited
Editions
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Set Up and Maintain Your Salesforce Organization Licenses Overview
License type
Force.com App
Subscription
Employee
Community User
Description
Designed for users who need access to one custom app but not to standard
CRM functionality. Force.com - One App users are entitled to the same rights as Salesforce Platform users, plus they have access to an unlimited number of custom tabs. However, they are limited to the use of one custom app, which is defined as up to 10 custom objects, and they are limited to read-only access to the Accounts and Contacts objects.
Available in
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.
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.
This is an internal user license. It’s designed for users to access Force.com
Light application custom objects, custom tabs, Chatter (people, groups, feeds, files), and a Community that includes a Site.com site.
Company Community users have read-only access to Salesforce Knowledge articles and limited access to cases for creating and reading their own cases.
They can also:
•
Access up to 10 custom objects and 10 custom tabs
•
Use Content, Ideas, and Answers
•
Use activities, tasks, calendar, and events
•
Have read-only access to accounts and contacts
Enterprise, Unlimited,
Performance, and Developer
Editions
SEE ALSO:
145
Set Up and Maintain Your Salesforce Organization Licenses Overview
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 External and Chatter
Free licenses are available in: Group, Professional,
Enterprise, Performance,
Unlimited, Contact
Manager, and Developer
Editions
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 Only (also known as
Chatter Plus) licenses are available in: Professional,
Enterprise Unlimited, and
Performance Editions
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 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.
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Set Up and Maintain Your Salesforce Organization
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
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
Private messages
Global search
Search results include only those items that customers have access to via groups.
Custom objects
Accounts and contacts
Calendar and events
Content library
Ideas and answers
Reports and dashboards
Tasks and activities
147
Licenses Overview
Chatter Only
(a.k.a. Chatter Plus)
Up to 10 custom objects
Read only
Set Up and Maintain Your Salesforce Organization Licenses Overview
Feature
Using and approving workflows
Chatter External
(Access limited to items and people in the groups customers are invited to)
Chatter Free Chatter Only
(a.k.a. Chatter Plus)
Communities User Licenses
There are three Communities licenses for external users: Customer Community, Customer Community
Plus, and Partner Community.
EDITIONS
The Customer Community license is similar to a High Volume Customer Portal license and is well-suited for business-to-consumer communities with large numbers of external users. The
Customer Community Plus license is similar to a Customer Portal — Enterprise Administration license and is well-suited for business-to-consumer communities whose users need unlimited logins to manage customer support. The Partner Community license is similar to a Gold Partner license and is well-suited for business-to-business communities, such as a partner community.
Available in: Salesforce
Classic
Available in:
•
Performance
•
Unlimited
•
Developer
•
Enterprise
In addition to the new licenses, Communities supports all internal and portal licenses including existing Customer Portal, Authenticated Website, and partner portal licenses. Communities doesn’t support the Chatter External license.
Communities licenses are associated with users, not a specific community. If needed, you can move users with these licenses between communities. Additionally, if you have unused licenses, you can assign them to users in any community in your organization.
Customer Community, Customer Community Plus, and Partner Community licenses are also available as monthly login-based licenses.
These licenses are called Customer Community Login License, Customer Community Plus Login License, and Partner Community Login
License. This means that a license is consumed each time a user logs in to a community, but not when a logged-in user switches between their communities. Unused licenses expire at the end of the month. If a user with a login-based community license accesses their communities through Salesforce1, they consume a login the first time they log in or if their session times out.
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. Exceeding these limits may result in additional charges and a decrease in functionality.
Type of Community
Partner or Customer Community Plus
Customer
Number of Users
300,000
10 million
Each community has one associated Site.com site that lets you 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 Site.com site.
To let Communities users without the permission edit the site, you must purchase and assign either a Site.com Publisher or a Site.com
Contributor feature license, and assign a user role at the site level.
This table shows which features are available to users with Customer Community, Customer Community Plus, or Partner Community licenses.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Salesforce Standard Objects
Accounts
Customer Community
Read and Edit
Assets
Read, Create, Edit
Campaigns
Customer Community Plus
Read, Create, Edit
Read, Create, Edit
Partner Community
Read, Create, Edit
Read, Create, Edit
Read, Create and Edit (requires
“Marketing User” permission)
1
Cases
Read, Create, Edit
2
Read, Create, Edit Read, Create, Edit
Disabled by default
Contacts
Contracts
Entitlements
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Events & Calendar
Ideas
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Leads
Notes and Attachments
Not available on accounts and contacts
3
Only on the Attachments related list on cases
4
Opportunities
Orders
5
Price Books
Read Only Read Only Read Only
Products
Read Only Read Only Read Only
Quotes
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer Community Customer Community Plus Partner Community
Reports & Dashboards
Read Only (by default)
Create and Edit (requires user permissions)
6
Read Only (by default)
Create and Edit (requires user permissions)
6
Service Contracts
Read, Create, Edit Read, Create, Edit
Tasks
Read Only
Salesforce Features, Capability, and Custom Objects
Additional Storage
Read, Create, Edit Read, Create, Edit
2 MB per member
(member-based license)
1 MB per member (login-based license)
5 MB per member
(member-based license)
1 MB per member (login-based license)
Chatter (People, Groups,
Feeds, Files, Private
Messages)
Note:
Salesforce Files
Sync is not available in Communities.
Chatter Answers
Content (with a Salesforce
CRM Content feature license)
View and Upload View and Upload
Content (without a Salesforce
CRM Content feature license)
Custom Objects
View Only View Only
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)
Delegated Administration
Knowledge
Read Only Read Only Read Only
Roles and Sharing
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer Community Customer Community Plus Partner Community
Salesforce1 Mobile App
Send Email
Workflow Approvals
Note:
•
•
•
•
•
•
1
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
For the Customer Community license, cases can’t be created on behalf of someone else.
3
For the Customer Community license, the Notes and Attachments related list is not available on Accounts and Contacts.
4
For the Customer Community Plus license, attachments are available only through the Attachments related list on Cases.
Notes aren’t supported.
5
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.
6
For the Customer Community Plus and Partner 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 .
SEE ALSO:
Authenticated Website User Licenses
Database.com User Licenses
User License
Database.com Admin
Database.com User
Description
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.
Designed for users who need Database.com
access to data stored in Database.com.
Default
Number of
Available
Licenses
Database.com
Edition: 3
Database.com
Edition: 3
Enterprise,
Unlimited, and
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Database.com
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Set Up and Maintain Your Salesforce Organization
User License
Database.com Light User
Licenses Overview
Description Default Number of
Available Licenses
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 Delete
Accounts
Assets
Cases
Contacts
Custom Objects
Documents
Ideas
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Create Read Update Delete
Knowledge
Price Books
Products
Questions and Answers
Solutions
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.
Each Site.com Only user also needs either a Site.com Contributor or Site.com
Publisher feature license to access Site.com.
EDITIONS
Available in: Salesforce
Classic
Edition requirements vary by user license type.
SEE ALSO:
153
Set Up and Maintain Your Salesforce Organization Licenses Overview
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
•
Developer
Delete
SEE ALSO:
Customer Portal User Licenses
Users of a Customer Portal site have the Customer Portal Manager Standard license.
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 148.
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.
Users with the Customer Portal Manager Standard license can:
•
View contacts, price books, and products.
•
View and edit accounts and cases.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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Set Up and Maintain Your Salesforce Organization Licenses Overview
•
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
Products
Solutions
Questions and Answers
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Accounts
Assets
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Orders
Price Books
Products
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 148.
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.
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Users with this license can:
•
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.
Create Read Update Delete
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Create Read Update Delete
Solutions
Questions and Answers
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 148.
•
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 Partner Portal users.
Create Read Update
Accounts
Approvals
Assets
Campaigns
1
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Leads
Opportunities
Orders
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Delete
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Create Read Update Delete
Price Books
Products
Solutions
Questions and Answers
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.
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.
EDITIONS
IN THIS SECTION:
Available in: Salesforce
Classic
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.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
Available Permission Set Licenses
For each permission set license available for purchase, see which permissions it enables you to assign to your users.
View Your Organization’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
Some permissions require you to assign a permission set license to the user and then add the permissions to permission sets.
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:
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Set Up and Maintain Your Salesforce Organization Licenses Overview
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.
As additive licenses, permission set licenses don’t limit functionality. With permission set licenses, you can assign more permissions to users than their user license supports.
After you assign a permission set license to a user, assign the appropriate permissions to that user through a permission set—not a profile.
Example:
•
Before you can assign a permission set with the “Use Identity Connect” permission to a user, assign an Identity Connect permission set license to that user.
•
Before you can assign a permission set with “Read” or “Edit” on orders to a user with a
Force.com user license, assign an Orders Platform permission set license to that user. You can assign those permissions to a user with a Salesforce user license without a permission set license, because it’s already enabled as part of the user license.
EDITIONS
Available in: Salesforce
Classic
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
SEE ALSO:
Available Permission Set Licenses
For each permission set license available for purchase, see which permissions it enables you to assign to your users.
Permission Set License User Permissions Included Object Permissions
Included
“Allow View Knowledge” “Create” and “Read” on Cases Employee Community User for Force.com
Files Connect for on-premises external data sources
“Files Connect On-premises”
Identity Connect
Orders Platform
“Use Identity Connect”
•
“Activate Contracts”
•
“Delete Activated Contracts”
•
“Activate Orders”
•
“Edit Activated Orders”
•
“Create Reduction Orders”
“Create,” “Read,” “Edit,” and
“Delete” on:
•
•
•
Contracts
Price Books
Products
•
Orders
EDITIONS
Available in: Salesforce
Classic
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
159
Set Up and Maintain Your Salesforce Organization Licenses Overview
Permission Set License
Sales Console User
User Permissions Included
“Sales Console”
Object Permissions Included
SEE ALSO:
Assign a Permission Set License to a User
Assign Permission Sets to a Single User
View Your Organization’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:
Available Permission Set Licenses
Assign a Permission Set License to a User
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view permission set licenses:
•
“View Setup and
Configuration”
Assign a Permission Set License to a User
Some permissions require you to assign a permission set license to the user and then add the permissions to permission sets.
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 to that user, and then click Save.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To assign a permission set license:
•
“Manage Users”
160
Set Up and Maintain Your Salesforce Organization Licenses Overview
After you’ve assigned a permission set license to a user, add the related permission to a permission set, and then assign that permission set to the user.
SEE ALSO:
Remove a Permission Set License from a User
Assign Permission Sets to a Single User
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 Edit Assignments.
6. Deselect the appropriate permission set license.
7. Click Save.
SEE ALSO:
View Your Organization’s Permission Set Licenses
Assign a Permission Set License to a User
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and DeveloperEditions
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
EDITIONS
Available in: Salesforce
Classic
Edition requirements vary for each feature licenses.
161
Set Up and Maintain Your Salesforce Organization Licenses Overview
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.
SEE ALSO:
Purchase More Licenses for Your Users
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
SEE ALSO:
Enable a Feature License for a User
Purchase More Licenses for Your Users
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To enable feature licenses:
•
“Manage Internal Users”
162
Set Up and Maintain Your Salesforce Organization Licenses Overview
Available Feature Licenses
Assign one or more of these additional feature licenses to users so they can access features not included in their user license.
Feature License
Chatter Answers User
Force.com Flow User
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 Chatter Answers. This feature license is automatically assigned to high-volume portal users who self-register for Chatter Answers.
Run flows.
Access Salesforce Knowledge.
Access to Live Agent.
Create, edit, and delete campaigns, configure advanced campaign setup, import leads, and update campaign history via the member import wizards.
Access Salesforce Classic Mobile. The
Mobile
User
checkbox doesn't apply to the free version of Salesforce Classic Mobile because users of the free app can access Salesforce from their device without a mobile license.
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
.
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
SEE ALSO:
View Your Organization’s Feature Licenses
Enable a Feature License for a User
163
Set Up and Maintain Your Salesforce Organization Licenses Overview
Usage-based Entitlements Overview
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 organization 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
Available in:
•
Enterprise
•
Performance
•
Unlimited
Other entitlements are not persistent; these work like credit. Your organization 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 organization 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:
•
Company A purchases 50 monthly logins for a Partner Community, and on January 15 that organization 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 organization’s list users can add or export up to 2,000 records until that date. If the organization 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 organization 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 Organization’s Usage-Based Entitlements
Look at your company’s usage-based entitlements to know which resources your organization is entitled to.
Usage-based Entitlement Fields
SEE ALSO:
164
Set Up and Maintain Your Salesforce Organization Licenses Overview
View Your Organization’s Usage-Based Entitlements
Look at your company’s usage-based entitlements to know which resources your organization 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 Entitlements Overview
Usage-based Entitlement Fields
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
USER PERMISSIONS
To view usage-based entitlements:
•
“View Setup and
Configuration”
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 organization is entitled to a resource.
Column name
Resource
Resource ID
Start Date
End Date
Frequency
Allowance
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 organization can use. If
Frequency
is Monthly, the month begins on your
Start Date
.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
165
Set Up and Maintain Your Salesforce Organization Passwords
Column name
Amount Used
Last Updated
Description
The amount of this resource that your organization is using.
The most recent date and time when Salesforce took a snapshot of your organization’s usage for this resource.
For more information about resources your organization is entitled to, contact Salesforce.
SEE ALSO:
Usage-based Entitlements Overview
View Your Organization’s Usage-Based Entitlements
Passwords
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 167.
•
User password expiration—Expire the passwords for all users in your organization, except for users with “Password Never Expires” permission. See
Expire Passwords for Your Users on page
171.
•
User password resets—Reset the password for specified users. See Reset Passwords for Your
on page 170.
•
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 126.
Password Requirements
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Password policies available in: All Editions
USER PERMISSIONS
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.
To set password policies:
•
“Manage Password
Policies”
To reset user passwords and unlock users:
•
“Reset User Passwords and Unlock Users”
166
Set Up and Maintain Your Salesforce Organization Passwords
Set Password Policies
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
Password complexity requirement
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.
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
.
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To set password policies:
•
“Manage Password
Policies”
167
Set Up and Maintain Your Salesforce Organization Passwords
Field
Password question requirement
Maximum invalid login attempts
Lockout effective period
Description
alphabetic character, one number, and one of the following 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 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 by entering
Users
in the
Quick
Find
box, then selecting Users, selecting the user, then clicking 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 organization uses the Microsoft Input
Method Editor (IME) with the input mode set to Hiragana, when you type ASCII characters they’re converted into
Japanese characters in normal text fields. However, the
IME does not work properly in fields with obscured text.
If your organization’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.
168
Set Up and Maintain Your Salesforce Organization Passwords
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 that users receive 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 just as it is 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:
•
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:
169
Set Up and Maintain Your Salesforce Organization Passwords
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
•
Database.com
Considerations for Resetting Passwords
USER PERMISSIONS
•
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.
To reset passwords:
•
“Reset User Passwords and Unlock Users”
•
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.
•
Resetting a password also resets the user’s security token.
SEE ALSO:
170
Set Up and Maintain Your Salesforce Organization Control Login Access
Expire Passwords for Your Users
As an administrator, you can expire passwords for all users any time you want to enforce extra security for your organization.
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
•
Database.com
USER PERMISSIONS
To expire all passwords:
•
“Manage Internal Users”
Control Login Access
1. From Setup, enter
Login Access Policies
in the
Quick Find
box, then select
Login Access Policies.
2. To allow administrators to log in as any user in the organization without first asking them to grant access, enable Administrators Can Log in as Any User. This option could already be enabled by default. To disable the option, deselect the
Enabled
checkbox.
To have this feature removed from your organization, contact Salesforce.
3. To prevent users from granting access to a publisher (to comply with regulatory or privacy concerns, for example), click Available to Administrators Only for that publisher.
4. Click Save.
Consider these implementation restrictions.
•
Users can’t grant login access to managed packages that are licensed to your entire organization.
Only administrators with the “Manage Users” permission enabled on their profile can grant access to these publishers.
•
Login access is only available for certain managed packages. If the package isn’t listed, it’s not available for granting login access.
•
If you disable Administrators Can Log in as Any User or have Salesforce remove the feature from your organization, a user must grant login access before an administrator can log in to that user’s account for troubleshooting.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
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”
171
Set Up and Maintain Your Salesforce Organization Delegate Administrative Duties
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.
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.
3. To return to your administrator account, click
User’s Name
> Logout.
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To log in as another user:
•
“Modify All Data”
Delegate Administrative Duties
Use delegated administration to assign limited administrative privileges to users in your organization who aren’t administrators.
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 and permission sets
•
Create public groups and manage membership in specified public groups
•
Log in as users who have granted login access to their administrator
•
Manage custom objects
For example, let’s say you want the Customer Support team manager to manage users in the
Support Manager role and all subordinate roles. Creating a delegated administrator for this purpose allows the system administrator to focus on other administration tasks.
To create delegated groups, from Setup, enter
Delegated Administration
in the
Quick
Find
box, then select Delegated Administration, then click New.
Note:
•
When delegated administrators are assigned to multiple delegated groups, they can administer users across all of those delegated groups. For example, let’s say 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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
172
Set Up and Maintain Your Salesforce Organization Delegate Administrative Duties
•
To delegate administration of particular objects, use object permissions, such as “View All” and “Modify All.”
SEE ALSO:
Define Delegated Administrators
Delegate Permission Set Assignment
Delegate Custom Object Administration
Define Delegated Administrators
A delegated administration group is a group of users who have the same administrative 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.
2. Click New.
3. Enter a group name.
4. 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 organization settings, individual users need to grant login access to allow their administrators to log in as them.
5. Click Save.
6. To specify the users in this delegated group, in the Delegated Administrators related list, click
Add.
7. Click
to find and add users to the group. The users must have the “View Setup and
Configuration” permission.
8. Click Save.
SEE ALSO:
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
173
Set Up and Maintain Your Salesforce Organization Delegate Administrative Duties
Delegate User Administration
Enable delegated administrators to manage users in specified roles and all subordinate roles, assign specified profiles to those users, and log in as users who have granted login access to administrators.
1. From Setup, enter
Delegated Administration
in the
Quick Find
box, then select Delegated Administration.
2. Select or create a delegated group.
3. Click Add in the User Administration related list.
4.
Click to find and add roles. Delegated administrators can create and edit users in these roles and all subordinate roles.
5. Click Save.
6. Click Add in the Assignable Profiles related list.
7.
Click to find and add profiles. Delegated administrators can assign these profiles to the users they create and edit.
Note:
•
Delegated administrators can’t assign profiles or permission sets with the “Modify All
Data” permission.
•
Delegated administrators who are members of multiple delegated administration groups can assign any assignable profiles to any of the users in roles that they can manage.
8. Click Save.
SEE ALSO:
Delegate Permission Set Assignment
Delegate Custom Object Administration
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
174
Set Up and Maintain Your Salesforce Organization Delegate Administrative Duties
Delegate Permission Set Assignment
Enable delegated administrators to assign permission sets to users in specified roles and all subordinate roles.
Delegated administrators can’t modify permission sets. They can only assign or remove permission sets for the users in their group.
1. From Setup, enter
Delegated Administration
in the
Quick Find
box, then select Delegated Administration.
2. Select a delegated administration group or create one.
3. From the detail page of the delegated administration group, in the Assignable Permission Sets related list, click Edit.
4. Specify the permission sets that delegated administrators of this group can assign to users.
5. Click Save.
SEE ALSO:
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
Delegate Public Group Management
Enable delegated administrators to create public groups and to add and remove users in specified public groups.
1. From Setup, enter
Delegated Administration
in the
Quick Find
box, then select Delegated Administration.
2. Select a delegated administration group, or create one.
3. From the detail page of the delegated administration group, in the Assignable Public Groups related list, click Edit.
4. Specify the public groups that delegated administrators of this group can manage.
For the public groups that you specify, delegated administrators can add and remove users in their specified roles and subordinate roles.
5. Click Save.
SEE ALSO:
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
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Set Up and Maintain Your Salesforce Organization Topics and Tags Settings
Delegate Custom Object Administration
Enable delegated administrators to manage custom objects.
1. From Setup, enter
Delegated Administration
in the
Quick Find
box, then select Delegated Administration.
2. Select the name of an existing delegated administration group.
3. From the detail page of the delegated administration group, click Add in the Custom Object
Administration related list.
4. Use the magnifying glass lookup icon to find and add custom objects. Delegated administrators can customize nearly every aspect of a custom object, including creating a custom tab for it.
5. Click Save. Click Save & More to add additional custom objects.
To remove a custom object from the list of items the delegated administrators can manage, click
Remove next to the custom object.
Notes on Delegated Administration of Custom Objects
•
Delegated administrators can customize nearly every aspect of the custom object, including creating a custom tab for it. However, they cannot create or modify relationships on the object or set organization-wide sharing defaults.
•
Delegated administrators need to have access to custom objects if they need to access the merge fields on those objects from formulas.
SEE ALSO:
Delegate Administrative Duties
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To manage delegated administration:
•
“Customize Application”
To be a delegated administrator:
•
“View Setup and
Configuration”
Topics and Tags Settings
With or without Chatter enabled, administrators can enable topics for objects, letting users 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, leads, opportunities, orders, solutions, custom objects, and English articles.
Administrators set up and manage personal and public tags by:
•
for accounts, activities, assets, campaigns, cases, contacts, contracts, dashboards, documents, events, leads, notes, opportunities, reports, solutions, tasks, and any custom objects
(except relationship group members)
•
Adding tags to the sidebar for their users
•
Deleting personal tags for deactivated users
EDITIONS
Available in: Salesforce
Classic
Topic and tag settings are available in: All Editions
USER PERMISSIONS
To modify topic and tag settings:
•
“Customize Application”
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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, leads, opportunities, orders, solutions, custom objects, and English articles. For each object type, administrators specify which fields to use for topic suggestions.
Note: Topics are only supported on English Knowledge articles.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
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
.
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.
Enabling Tags
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 should display tags in a tag section at the top of record detail pages. The tag section is the only way that a user can add tags to a record.
For example, if you only select account page layouts, users in your organization can only tag account records. Additionally, if you only select account page layouts for personal tags and not public tags, users can only tag account records with personal tags.
EDITIONS
Available in: Salesforce
Classic
Tag settings available in: All
Editions
USER PERMISSIONS
4. Click Save.
When enabling tags, keep these guidelines in mind
To modify tag settings:
•
“Customize Application”
•
You can also add them to page layouts by editing a layout directly. Note, however, that tags can’t be added 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.
•
Customer Portal users can't view the tags section of a page, even if it is included in a page layout.
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Set Up and Maintain Your Salesforce Organization Topics and Tags Settings
•
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”
Deleting Personal Tags for Deactivated Users
Your organization can have a maximum of 5,000,000 personal and public tags applied to records across all users. If your organization is approaching this limit, you can 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”
178
Set Up and Maintain Your Salesforce Organization Manage User Access to Data
Manage User Access to Data
Securing Data Access
Choosing the data set that each user or group of users can see is one of the key decisions that affects data security. You need to find a balance between limiting access to data, thereby limiting risk of stolen or misused data, versus the convenience of data access for your users.
EDITIONS
Available in: Salesforce
Classic
Note:
Who Sees What: Overview
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.
To enable users to do their job without exposing data that they do not need to see, Salesforce provides a flexible, layered sharing design that allows you to expose different data sets to different sets of users.
•
To specify the objects that users can access, you can assign permission sets and profiles.
•
To specify the fields that users can access, you can use field-level security.
•
To specify the individual records that users can view and edit, you can set your organization-wide sharing settings, define a role hierarchy, and create sharing rules.
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.
The following describes these security and sharing settings:
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.
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Set Up and Maintain Your Salesforce Organization Securing Data Access
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.
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.
SEE ALSO:
180
Set Up and Maintain Your Salesforce Organization User Permissions and Access
User Permissions and Access
User Permissions and Access
User permissions and access settings are specified in profiles and permission sets. It’s important to understand the differences between profiles and permission sets so you can use them effectively.
User permissions and access settings specify what users can do within an organization. For example, 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 additional permissions as needed.
EDITIONS
Available in: Salesforce
Classic
The available permissions and settings vary according to which Salesforce edition you have.
The following 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
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Permission or Setting Type
Login IP ranges
In Profiles?
In Permission Sets?
SEE ALSO:
Revoking Permissions and Access
Profiles
When you create users, you assign a profile to each one. Profiles define how users access objects and data, and what they can do within the application.
EDITIONS
Watch how you can grant users access to objects using profiles.
Who Sees What: Object Access
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Your organization includes several standard profiles, in which you can edit a limited number of settings. In Enterprise, Performance, Unlimited, and Developer Edition organizations, you can use standard profiles or create custom profiles. In custom profiles, you can edit all permissions and settings except the user license. In Contact Manager, Group, and Professional Edition organizations, 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.
Salesforce has two profile interfaces. Depending on which profile user interface is enabled in your organization, you can:
•
View and edit profiles in the enhanced profile user interface
•
View and edit profiles in the original profile user interface
SEE ALSO:
Editing Multiple Profiles with Profile List Views
Which User Permissions Does Platform Encryption Require?
Which User Permissions Does Platform Encryption Require?
182
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Standard Profiles
Every organization includes standard profiles that you can assign to users. In standard profiles, you can edit some settings.
Every organization includes standard profiles. In Enterprise, Unlimited, Performance, and Developer
Edition, you can use standard profiles or create, edit, and delete custom profiles. In organizations where you can’t create custom profiles (such as Contact Manager, Group, and Professional Edition), 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
Customer Community User
Customer Community Plus User
Partner Community User
Customer Portal 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 organization 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 organization 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 organization's setup.
Can view, but not manage, campaigns. Can create, but not review, solutions. Can edit personal quota and override forecasts.
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.
EDITIONS
Available in: Salesforce
Classic
Your edition determines which standard profiles are available.
183
Set Up and Maintain Your Salesforce Organization
Profile Name
High Volume Customer Portal
Authenticated Website
Customer Portal Manager
Partner User
Solution Manager
Marketing User
Contract Manager
Read Only
Chatter Only User
184
User Permissions and Access
Available Permissions
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, import leads, create letterheads, create
HTML email templates, manage public documents, and update campaign history via the import wizards. 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 organization'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
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
.
Set Up and Maintain Your Salesforce Organization
Profile Name
Chatter Free User
Chatter External User
Chatter Moderator User
Site.com Only User
User Permissions and Access
Available Permissions
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 only 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
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
Only available with the Site.com Only user license.
SEE ALSO:
185
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Manage Profile Lists
When you create users, you assign a profile to each one. Profiles define how users access objects and data, and what they can do within the application. 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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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”
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.
SEE ALSO:
Editing Multiple Profiles with Profile List Views
186
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To create, edit, and delete profile list views:
•
“Manage Profiles and
Permission Sets”
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.
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:
Editing Multiple Profiles with Profile List Views
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Editing 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.
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.
To change permissions in one or more profiles:
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.
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.
5. To change multiple profiles, select All
n
selected records (where
n
is the number of profiles you selected).
6. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit multiple profiles from the list view:
•
“Manage Profiles and
Permission Sets”
AND
“Customize Application”
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.
Note: 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:
188
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Clone Profiles
Instead of creating new profiles, save time by cloning existing profiles and customizing them.
Tip: If you clone profiles to enable certain permissions or access settings, consider enabling
them using permission sets. For more information, see Permission Sets .
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view object permissions:
•
“View Setup and
Configuration”
To edit object permissions:
•
“Manage Profiles and
Permission Sets”
AND
“Customize Application”
190
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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.
SEE ALSO:
Tab Settings
Tab settings specify whether a tab appears in the All Tabs page or is visible in its associated app.
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. 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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view tab settings:
•
“View Setup and
Configuration”
To edit tab settings:
•
“Manage Profiles and
Permission Sets”
EDITIONS
Available in: Salesforce
Classic
Available in all editions except Database.com
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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
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.
SEE ALSO:
Work in the Enhanced Profile User Interface Overview Page
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To enable the enhanced profile user interface:
•
“Customize Application”
192
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Work in the Enhanced Profile User Interface Overview 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
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.
SEE ALSO:
Enhanced Profile User Interface Overview
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view profiles:
•
“View Setup and
Configuration”
To delete profiles and edit profile properties:
•
“Manage Profiles and
Permission Sets”
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.
App Settings
EDITIONS
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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 Call Center app.
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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”
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 User Permissions and Access
•
Make sure that you spelled the search term correctly.
SEE ALSO:
Enhanced Profile User Interface Overview
Assigning 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.
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.
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
Setting
Record Types
Description
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.
The Record Types and Page Layout Assignments settings have some variations for the following objects or tabs.
195
Set Up and Maintain Your Salesforce Organization
Object or Tab
Accounts
Cases
Home
User Permissions and Access
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.
6. Click Save.
SEE ALSO:
How is record type access specified?
Assigning Custom Record Types in Permission Sets
Work in the Enhanced Profile User Interface Overview 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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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 User Permissions and Access
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
Restricting Login IP Ranges in the Enhanced Profile User Interface
You can control login access on a user’s profile by specifying a range of IP addresses. When you define IP address restrictions for a profile, any login from a restricted IP address is denied.
EDITIONS
1. From Setup, enter
Profiles
in the
Quick Find
box, then select Profiles.
2. Select a profile and click its name.
Available in: Salesforce
Classic and Lightning
Experience
3. In the profile overview page, click Login IP Ranges.
4. Use any of these methods to change login IP address ranges for the profile.
•
If you want to add ranges, click Add IP Ranges. Enter a valid IP address in the
IP Start
Address
and a higher IP address in the
IP End Address
field. 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. For example, to allow logins from only 125.12.3.0, enter 125.12.3.0 as both the start and end addresses.
•
If you want to edit or remove ranges, click Edit or Delete for that range.
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
•
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.
To view login IP ranges:
•
“View Setup and
Configuration”
Both 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 inside of the IPv4-mapped IPv6 address space if it also includes
To edit and delete login IP ranges:
•
“Manage Profiles and
Permission Sets”
IP addresses outside of the IPv4-mapped IPv6 address space. Ranges such as
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
are not allowed. You can set up IPv6 addresses in all organizations, but IPv6 is only enabled for login in sandbox organizations from the Spring ’12 release and later.
Important:
•
Partner User profiles are limited to five IP addresses. If you want to increase this limit, contact Salesforce.
•
The Salesforce Classic Mobile app can bypass IP range definitions set up for profiles. Salesforce Classic Mobile initiates a secure connection to Salesforce over the mobile carrier’s network, but the mobile carrier’s IP addresses might be outside
Classic Mobile on page 657 for that user.
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Note: You can limit all access to Salesforce to only those IPs in Login IP Ranges. 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 tries to access Salesforce, including access from a client application, the user is denied. 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.
Working with Profiles in the Original Profile Interface
To view a profile, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, then select the profile you want.
On the profile detail page, you can:
•
•
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.
•
View the users who are assigned to this profile
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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
Viewing and Editing 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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit profiles:
•
“Manage Profiles and
Permission Sets”
AND
“Customize Application”
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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 limit all access to
Salesforce to only those IPs in Login IP
Ranges. 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 tries to access
Salesforce, including access from a client application, the user is denied. 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
Standard Object Permissions
Page Layouts
Record Type Settings section. You see the Edit link only if record types exist for the object.
Tab Settings
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit profiles:
•
“Manage Profiles and
Permission Sets”
AND
“Customize Application”
199
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Setting
Executable Apex classes
Executable Visualforce pages
Service presence statuses
To view or edit, go to
Enabled Apex Class Access
Enabled Visualforce Page Access
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:
Working with Profiles in the Original Profile Interface
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To assign page layouts in profiles:
•
“Manage Profiles and
Permission Sets”
200
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Viewing and Editing 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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
SEE ALSO:
Working with Profiles in the Original Profile Interface
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.
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To assign record types to profiles:
•
“Customize Application”
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.
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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?
Working with Profiles in the Original Profile Interface
Assigning 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.
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To set login hours:
•
“Manage Profiles and
Permission Sets”
SEE ALSO:
Working with Profiles in the Original Profile Interface
Restrict Login IP Addresses in the Original Profile User Interface
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Restrict Login IP Addresses in the Original Profile User Interface
You can control login access on a user’s profile by specifying a range of IP addresses. When you define IP address restrictions for a profile, any login from a restricted IP address is denied.
1. The procedure you use to restrict the range of valid IP addresses on profiles depends on your
Edition.
•
If you’re using Enterprise, Unlimited, Performance, or Developer editions, from Setup, enter
Profiles
in the
Quick Find
box, then select Profiles, and select a profile.
•
If you’re using Professional, Group, or Personal editions, from Setup, enter
Session
Settings
in the
Quick Find
box, then select Session Settings.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
2. Click New in the Login IP Ranges related list.
3. Enter a valid IP address in the
End Address
field.
IP Start Address
and a higher IP address in the
IP
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. For example, to allow logins from only 125.12.3.0, enter 125.12.3.0 as both the start and end addresses.
To view login IP ranges:
•
“View Setup and
Configuration”
To edit and delete login IP ranges:
•
“Manage Profiles and
Permission Sets”
•
Partner User profiles are limited to five IP addresses. If you want to increase this limit, contact
Salesforce.
•
The Salesforce Classic Mobile app can bypass IP range definitions set up for profiles. Salesforce Classic Mobile initiates a secure connection to Salesforce over the mobile carrier’s network, but the mobile carrier’s IP addresses might be outside of the IP ranges allowed on the user’s profile. To prevent bypassing IP definitions set on a user’s profile,
disable Salesforce Classic Mobile
on page
657 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.
Both 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 inside of the IPv4-mapped IPv6 address space if it also includes IP addresses outside of the IPv4-mapped IPv6 address space. Ranges such as
255.255.255.255
to
::1:0:0:0
or
::
to
::1:0:0:0
are not allowed. You can set up IPv6 addresses in all organizations, but IPv6 is only enabled for login in sandbox organizations from the
Spring ’12 release and later.
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 limit all access to Salesforce to only those IPs in Login IP Ranges. 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 tries to access Salesforce, including access from a client application, the user is denied. To enable
203
Set Up and Maintain Your Salesforce Organization User Permissions and Access 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
Working with Profiles in the Original Profile Interface
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit app visibility settings:
•
“Manage Profiles and
Permission Sets”
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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”
View and Edit Session Timeout Value in Profiles
Use Session Timeout to set a time limit for how long a user’s authentication session lasts. At the end of the session, the user will need to log in, again.
Until you set the Session Timeout on a profile, the organization-wide
Timeout value
in the
Session Settings applies to users of the profile. Once set, the Session Timeout on a profile overrides the organization-wide
Timeout value
for users of that profile. Changes to the organization-wide
Timeout value
will not apply to users of a profile with its own Session Timeout 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 Timeout, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Session Timeout section.
4. Select a timeout value from the drop-down list.
5. Click Save.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit session and password settings in profiles:
•
“Manage Profiles and
Permission Sets”
205
Set Up and Maintain Your Salesforce Organization User Permissions and Access
View and Edit Password Policies in Profiles
To ensure that the appropriate level of password security is being used for your organization, specify password requirements with Password Policies settings. Until you set the Password Policies on a profile, the organization-wide Password Policies apply to its users. When set, the profile’s Password
Settings override the organization-wide Password Policies for that profile’s users.
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
•
Enhanced profile user interface—Click Password Policies, then click Edit.
•
Original profile user interface—Click Edit, then scroll to the Password Policies section.
Password Policy Fields in Profiles
USER PERMISSIONS
4. Change the values for the profile.
5. Click Save.
SEE ALSO:
Password Policy Fields in Profiles
To edit session and password settings in profiles:
•
“Manage Profiles and
Permission Sets”
To set password policies:
•
“Manage Password
Policies”
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
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.
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
.
206
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Field
Password complexity requirement
Password question requirement
Maximum invalid login attempts
Lockout effective period
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 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 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 by entering
Users
in the
Quick
Find
box, then selecting Users, selecting the user, then clicking 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 organization uses the Microsoft Input Method
Editor (IME) with the input mode set to Hiragana, when you
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Field Description
type ASCII characters they’re converted into Japanese characters in normal text fields. However, the IME does not work properly in fields with obscured text. If your organization’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.
Watch a Video Tutorial:
Note: set.
Who Sees What: Permission Sets
Users can have only one profile, but they can have multiple permission sets. You can assign permission sets to various types of users, regardless of their profiles.
In Contact Manager, Group, and Professional Editions, you can create one permission
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Use permission sets to grant access among logical groupings of users, regardless of their primary job function. For example, let’s say you have an Inventory custom object in your organization. Many users need “Read” access to this object and a smaller number of users need “Edit” access. To address this requirement, 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.
Walk Through It: Create, Edit, and Assign a Permission Set
208
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Walk Through It: Create, Assign, and Add a Permission Set in Lightning Experience
SEE ALSO:
Edit Permission Sets from a List View
Assign Permission Sets to a Single User
Permission Sets Considerations
Which User Permissions Does Platform Encryption Require?
Which User Permissions Does Platform Encryption Require?
Create Permission Sets
You can clone a permission set or create a new one. A cloned permission set starts with the same user license and enabled permissions as the permission set that it’s cloned from. A new permission set starts with no user license selected and no permissions enabled.
Walk Through It: create, edit, and assign a permission set
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To create permission sets:
•
“Manage Profiles and
Permission Sets”
209
Set Up and Maintain Your Salesforce Organization User Permissions and Access
User Licenses in Permission Sets
When creating a permission set, you can select a specific user license or --None--.
If you’re selecting a specific license, select the license that matches the users who use the permission set. For example, if you plan to assign this permission set to users with the Salesforce license, select
Salesforce.
If you plan to assign this permission set to multiple users with different licenses, select --None-- for no user license. With this option, you can assign the permission set to any users whose license allows the enabled permissions. For example, if you plan to assign the permission set to users with the Salesforce license as well as users with the Salesforce Platform license, select --None--.
Note:
•
Permission sets with no user license don’t include all possible permissions and settings.
•
You can only assign a permission set with no license to users whose licenses allow the enabled permissions and settings. For example, if you create a permission set with no user license and enable “Author Apex,” you can’t assign that permission set to users with the Salesforce Platform user license because the license doesn’t allow that permission.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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
In Enterprise, Performance, Unlimited, Developer, and Database.com editions, you can create up to 1,000 permission sets. In Contact Manager, Group, and Professional Editions, you can create one permission set.
In Group, Professional, Enterprise, Performance, Unlimited, Developer, and Database.com
editions, organizations can have more permission sets if they’re added as part of an installed managed package that’s publicly listed on AppExchange. In this case, organizations can have up to 1,500 permission sets.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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.
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.
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
•
Any method used in a custom Visualforce controller or controller extension applied to a Visualforce page
210
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Triggers always fire on trigger events (such as insert
or update
), regardless of permission settings.
SEE ALSO:
How is record type access specified?
User Licenses in Permission Sets
Using Permission Set Lists
To view the permission sets in your organization, from Setup, enter
Permission Sets
in the
Quick Find
box, then select Permission Sets. In the permission sets list page, you can:
•
Show a filtered list of permission sets by selecting a view from the drop-down list
•
Create a list view or edit an existing view
•
Delete a list view by selecting it from the drop-down list and clicking Delete
•
Create a permission set by clicking Create
•
Print a list view by clicking .
•
Refresh the list view by clicking
•
Edit permissions directly in a list view
•
View or edit a permission set by clicking its name
•
If it's not assigned to any users, remove a permission set by clicking Del
SEE ALSO:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view permission sets, and print permission set lists:
•
“View Setup and
Configuration”
To delete permission sets and permission set list views:
•
“Manage Profiles and
Permission Sets”
211
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Create and Edit Permission Set List Views
You can create and edit permission set list views to show a list of permission sets with specific fields and permissions. For example, you could create a list view of all permission sets in which “Modify
All Data” is enabled.
1. In the Permission Sets 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
to search for and select the setting you want.
b. Choose a filter operator.
c. Enter the value that you want to match.
Tip: To show only permission sets with no user license, enter
User License
for the
Setting
, set the
Operator
to
equals
, and enter
""
in the
Value
field.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
d. To specify another filter condition, click Add Row. You can specify up to 25 filter condition rows.
USER PERMISSIONS
4. Under Select Columns to Display, specify the settings that you want to appear as columns in the list view. You can add up to 15 columns.
a. From the Search drop-down list, select a setting type.
b. Enter the first few letters of the setting you want to add and click Find.
To create, edit, and delete permission set list views:
•
“Manage Profiles and
Permission Sets”
Note:
If the search finds more than 500 values, no results appear. Refine your search criteria to show fewer results.
5. Click Save, or if you're cloning an existing view, rename it and click Save As.
SEE ALSO:
Edit Permission Sets from a List View
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Edit Permission Sets from a List View
You can change permissions in up to 200 permission sets directly from the list view, without accessing individual permission sets.
Note: Use care when editing permission sets with this method. Making mass changes can have a widespread effect on users in your organization.
1. Select or
create a list view that includes the permission sets and permissions you want to edit.
2. To edit multiple permission sets, select the checkbox next to each one you want to edit. If you select permission sets on multiple pages, the selections on each page are remembered.
3. Double-click the permission you want to edit. For multiple permission sets, double-click the permission in any of the selected permission sets.
4. In the dialog box that appears, enable or disable the permission. In some cases, changing a permission can also change other permissions. For example, if “Manage Cases” and “Transfer
Cases” are enabled in a permission set and you disable “Transfer Cases,” then “Manage Cases” is also disabled. In this case, the dialog box lists the affected permissions.
5. To change multiple permission sets, select All
n
selected records (where
n
is the number of permission sets you selected).
6. Click Save.
If you edit multiple permission sets, only the permission sets that support the permission you are editing change. For example, let’s say you use inline editing to enable “Modify All Data” in ten permission sets, but one permission set doesn’t have “Modify All Data.” In this case, “Modify All
Data” is enabled in all the permission sets, except the one without “Modify All Data.”
Any changes you make are recorded in the setup audit trail.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit multiple permission sets from the list view:
•
“Manage Profiles and
Permission Sets”
213
Set Up and Maintain Your Salesforce Organization
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.
Walk Through It: create, edit, and assign a permission set
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To delete permission sets and edit permission set properties:
•
“Manage Profiles and
Permission Sets”
About 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
•
Group
•
Professional
•
Enterprise
•
Performance
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, to enable the Time-Off
•
Unlimited
•
Developer
•
Database.com
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
214
User Permissions and Access
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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.
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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To search permission sets:
•
“View Setup and
Configuration”
If no results appear in a search:
•
Be sure that the search term has at least three consecutive characters that match the object, setting, or permission name.
•
Be sure that the search term is spelled correctly.
•
The permission, object, or setting you're searching for may not be available in the current organization.
•
The item you're searching for may 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.
SEE ALSO:
215
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit assigned app settings:
•
“Manage Profiles and
Permission Sets”
Assigning 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.
SEE ALSO:
How is record type access specified?
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To assign record types in permission sets:
•
“Manage Profiles and
Permission Sets”
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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 The new record is associated with the Master record type
--Master--
One
--Master--
Custom
Multiple
One or more
The new record is associated with the custom record type.
Users can’t select the Master record type.
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 record type and not be prompted to choose a record type.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
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:
Assigning Record Types and Page Layouts in the Enhanced Profile User Interface
Assign Record Types to Profiles in the Original Profile User Interface
Assigning 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 User Permissions and Access
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.
•
Assign Permission Sets to a Single User
•
Assign a Permission Set to Multiple Users
•
Remove User Assignments from a Permission Set
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
218
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Permission Set Assigned Users Page
From the Assigned Users page, you can view all users who are assigned to a permission set, assign additional users, and remove user assignments.
To view all users that 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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view users that are assigned to a permission set:
•
“View Setup and
Configuration”
Assign Permission Sets to a Single User
You can assign permission sets or remove permission set assignments for a single user from the user detail page.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select a user.
3. In the Permission Set Assignments related list, click Edit Assignments.
4. To assign a permission set, select it from the Available Permission Sets box and click Add. To remove a permission set assignment, select it from the Enabled Permission Sets box and click
Remove.
Note:
•
The Permission Set Assignments page shows permission sets with no associated license and 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 and permission sets with no associated license to that user.
If you assign a permission set with no associated user license, all of its enabled settings and permissions must be allowed by the user’s license, or the assignment will fail.
•
Some permissions require users to have permission set licenses before the user can have those permissions. For example, if you add the “Use Identity Connect” permission to the “Identity” permission set, only users with the Identity Connect permission set license can be assigned the “Identity” permission set.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To assign permission sets:
•
“Assign Permission Sets”
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
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
User Licenses in Permission Sets
Assign a Permission Set to Multiple Users
Assign a Permission Set to Multiple Users
From any permission set page, you can assign the permission set to one or more users.
•
Walk Through It: assign a permission set
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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To assign a permission set to users:
•
“Assign Permission Sets”
220
Set Up and Maintain Your Salesforce Organization User 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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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.
AND
The user may lose other permissions or access settings associated with the profile or permission sets.
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
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
221
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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, disable the permission or access setting, and assign the cloned 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 additional access.
SEE ALSO:
Walk Through It: create, edit, and assign a permission set
Assign Permission Sets to a Single User
Field Access
Field Accessibility
Several factors help control whether users can view and edit specific fields in Salesforce.
EDITIONS
•
Page layouts—You can set whether fields are visible, required, editable, or read only.
•
Field-level security—You can further restrict users' access to fields by setting whether those fields are visible, editable, or read only. These settings override any field properties set in the page layout if the field-level security setting is more restrictive.
Available in: both Salesforce
Classic and Lightning
Experience
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.
•
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—A custom field can be made universally required, which overrides any less-restrictive settings on page layouts or field-level security.
After setting these items, you can confirm users' access to specific fields using the
.
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Page layouts are not available in Database.com
SEE ALSO:
Modifying Field Access Settings
222
Set Up and Maintain Your Salesforce Organization User Permissions and Access
Checking Field Accessibility for a Particular 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 your mouse 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 the field's accessibility.
For advanced options to check 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, you need to choose a particular tab to view and then select whether you want to check access by profiles, record types, or fields.
Note: In this user interface, you can't check access for permission sets.
Field-level security doesn't prevent searching on the values in a field. To set up your organization to prevent users from searching and retrieving records that match a value in a field hidden by field-level security, contact Customer Support.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view field accessibility:
•
“View Setup and
Configuration”
SEE ALSO:
223
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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 Overview
Note: Who Sees What: Field-level Security
Watch how you can restrict access to specific fields on a profile by profile basis.
Field-level security settings let administrators restrict users’ access to view and edit specific fields in:
•
Detail and edit pages
•
Related lists
•
List views
•
Reports
•
Connect Offline
•
Email and mail merge templates
•
Custom links
•
The partner portal
•
The Salesforce Customer Portal
•
Synchronized data
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
224
Set Up and Maintain Your Salesforce Organization User Permissions and Access
•
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 apply. For example, if a field is required in the page layout and read-only in the field-level security settings, the field-level security overrides the page layout and the field will be read-only for the user.
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 any of the following ways:
•
For multiple fields on a single permission set or profile
•
For a single field on all profiles
After setting field-level security for users, you can:
•
Create page layouts to organize the fields on detail and edit pages.
Tip:
Use field-level security as the means to restrict users’ access to fields; then use page layouts primarily to organize detail and edit pages within tabs. This reduces the number of page layouts for you to maintain.
•
Verify users’ access to fields by checking the field accessibility.
•
Customize search layouts to set the fields that display 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 always read-only on detail pages and not available on edit pages. They may also be visible to users even though they reference fields that your users cannot see. Universally required fields always display 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.
SEE ALSO:
Administrator tip sheet: Tips & Hints for Page Layouts and Field-Level Security
225
Set Up and Maintain Your Salesforce Organization User Permissions and Access
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To set field-level security:
•
“Manage Profiles and
Permission Sets”
AND
“Customize Application”
Setting 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.
5. Click Save.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 and Access
Permissions Reference
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
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:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
227
Set Up and Maintain Your Salesforce Organization
Permission
Modify All
User Permissions and Access
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 quickly grant access to records associated with a given object across the organization. “View All” and “Modify All” may be preferable 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
Used for
Delegation of object permissions
Users who Need them
Delegated administrators who need to manage records for specific objects
View All Data
Modify All Data
View All Users
Managing all data in an organization; for example, data cleansing, deduplication, mass deletion, mass transferring, and managing record approvals
Administrators of an entire organization
Viewing all users in the organization.
This permission grants you 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 view all users in the organization, especially 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
Available in all editions
“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 .
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
“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.
Target audience
Where managed
Permissions that Respect
Sharing
End-users
“Read,” “Create,” “Edit,” and
“Delete” object permissions;
Sharing settings
Permissions that Override
Sharing
Delegated data administrators
“View All” and “Modify All”
Record access levels
Ability to transfer
Ability to approve records, or edit and unlock records in an approval process
Private, Read-Only, Read/Write,
Read/Write/Transfer/Full
Access
“View All” and “Modify All”
Respects sharing settings, which vary by object
None
Available on all objects with
“Modify All”
Available on all objects with
“Modify All”
Ability to report on all records
Object support
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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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Set Up and Maintain Your Salesforce Organization User Permissions and Access
Permissions that Respect Sharing Permissions that Override Sharing
available for ideas, price books, article types, and products.
Group access levels determined by
Private record access
Ability to manually share records
Ability to manage all case comments
Roles, Roles and Subordinates, Roles and
Internal Subordinates, Roles, Internal and
Portal Subordinates, Queues, Teams, and
Public Groups
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
SEE ALSO:
230
Set Up and Maintain Your Salesforce Organization
Sharing
Overview of Sharing Settings
EDITIONS
Note: Who Sees What: Overview
Watch how you can control who sees what data in your organization.
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.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
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
Teams are not available in
Database.com
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 your teams manage leads, orders, cases, service contracts, and custom objects. Once records are placed in a queue manually or through an automatic case or lead assignment rule, records remain there until they're assigned to a user or taken by one of the queue members. Any queue member or users above them in the role hierarchy can take ownership of records in a queue.
Use queues to route lead, order, case, and custom object records to a group.
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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.
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:
About Organization-Wide Sharing Defaults
About 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 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.
EDITIONS
Note: Who Sees What: Organization-Wide Defaults
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.
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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
Sharing
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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
About 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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Field
Public Read Only
Public Read/Write
Public Read/Write/Transfer
Public Full Access
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.
Sharing
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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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
Sharing
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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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
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:
About 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
•
Developer
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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:
About 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
•
Developer
USER PERMISSIONS
To set default sharing access:
•
“Manage Sharing”
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Access Level
Controlled by Parent
Private
Public Read Only
Public Read/Write
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
•
Developer
USER PERMISSIONS
To disable external organization-wide defaults:
•
“Manage Sharing”
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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
Manager of Queue Member
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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:
Roles
Salesforce offers a user role hierarchy that you can use together with sharing settings to determine the levels of access users have to your organization’s data. Roles within the hierarchy affect access on key components like records and reports.
Watch how you can open up access to records using the role hierarchy if your organization-wide defaults are more restrictive than Public Read/Write.
Who Sees What: Record Access via the Role Hierarchy
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Users at any given role level can view, edit, and report on all data owned by or shared with users below them in the role hierarchy. The exception is when your organization’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 granted access by the organization-wide defaults receive access to the object's records.
Roles also 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 they own, regardless of who owns the contacts. Similarly, you can set the opportunity access so that users in a role can edit all opportunities associated with accounts they own, regardless of who owns the opportunities.
USER PERMISSIONS
To create, edit, and delete roles:
•
“Manage Roles”
To assign users to roles:
•
“Manage Internal Users”
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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.
•
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.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
SEE ALSO:
USER PERMISSIONS
To assign users to roles:
•
“Manage Internal Users”
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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
•
Database.com
USER PERMISSIONS
To create or edit roles:
•
“Manage Roles”
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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 others 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: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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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
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.
Note: A portal role name includes the name of the account that it’s associated
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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”
Sharing
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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
Description
with, except for person accounts, which include the user
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.
Sharing
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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
•
Developer
USER PERMISSIONS
To create or edit a public group:
•
“Manage Users”
To create or edit another user’s personal group:
•
“Manage Users”
Sharing
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Selected Members
Selected Delegated Groups
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.
Sharing
4. Click Save.
Note: When you edit groups, roles, and territories, sharing rules are automatically 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
•
Database.com
USER PERMISSIONS
To edit a public group:
•
“Manage Users”
SEE ALSO:
248
Set Up and Maintain Your Salesforce Organization
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
•
Developer
Sharing
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.
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.
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Set Up and Maintain Your Salesforce Organization
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 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 Overview
Make automatic exceptions to your organization-wide sharing settings for defined sets of users.
Note: Who Sees What: Record Access via Sharing Rules
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
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 Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
Sharing
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Set Up and Maintain Your Salesforce Organization
Type
User provisioning request sharing rules
Based on
Contact owner or other criteria, including contact record types or field values
Set Default Sharing Access for
Individual contacts and associated accounts
Custom object owner or other criteria, including custom object record types or field values
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
Sharing
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:
Criteria-Based Sharing Rules Overview
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Set Up and Maintain Your Salesforce Organization
Criteria-Based Sharing Rules Overview
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.” You can create a criteria-based sharing rule that shares 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 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, and Contacts are not available in Database.com
You can create criteria-based sharing rules for accounts, opportunities, cases, contacts, leads, campaigns, 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 won’t share records with “manager” in the field. To create a rule with several common cases of a word, enter each value separated by a comma.
SEE ALSO:
Sharing
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Set Up and Maintain Your Salesforce Organization
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
Roles and Subordinates
Portal Roles and
Subordinates
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
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
Sharing
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Set Up and Maintain Your Salesforce Organization
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
•
Developer
USER PERMISSIONS
To create sharing rules:
•
“Manage Sharing”
Sharing
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Set Up and Maintain Your Salesforce Organization
•
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.
Sharing
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
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
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Set Up and Maintain Your Salesforce Organization
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.
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
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.
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.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
USER PERMISSIONS
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
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 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.
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.
Sharing
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Set Up and Maintain Your Salesforce Organization
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.
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:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
7. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization
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
•
Developer
USER PERMISSIONS
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
.
To create sharing rules:
•
“Manage Sharing”
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.
Sharing
Note:
Contact Access
is not available when the organization-wide default for contacts is set to Controlled by Parent.
10. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
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:
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.
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:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create sharing rules:
•
“Manage Sharing”
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Set Up and Maintain Your Salesforce Organization
•
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.
Sharing
10. Click Save.
SEE ALSO:
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
260
Set Up and Maintain Your Salesforce Organization
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
USER PERMISSIONS
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. 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.
Sharing
261
Set Up and Maintain Your Salesforce Organization
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.
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
6. Click Save.
SEE ALSO:
262
Set Up and Maintain Your Salesforce Organization
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.
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 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.
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:
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
Sharing
10. Click Save.
SEE ALSO:
263
Set Up and Maintain Your Salesforce Organization
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
6. Click Save.
SEE ALSO:
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.
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
Available in: Professional
Edition for an additional cost, and Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To create sharing rules:
•
“Manage Sharing”
264
Set Up and Maintain Your Salesforce Organization
•
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.
Sharing
10. Click Save.
SEE ALSO:
265
Set Up and Maintain Your Salesforce Organization
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”
Sharing
6. Click Save.
SEE ALSO:
266
Set Up and Maintain Your Salesforce Organization
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.
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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create sharing rules:
•
“Manage Sharing”
Description
Users can view, but not update, records.
Users can view and update records.
Sharing
9. Click Save.
SEE ALSO:
267
Set Up and Maintain Your Salesforce Organization
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.
EDITIONS
1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
Available in: Salesforce
Classic and Lightning
Experience
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.
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.
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to
1000 characters.
USER PERMISSIONS
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
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.
Sharing
10. Click Save.
SEE ALSO:
268
Set Up and Maintain Your Salesforce Organization
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
Description
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
6. Click Save.
SEE ALSO:
Creating 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.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create sharing rules:
•
“Manage Sharing”
269
Set Up and Maintain Your Salesforce Organization
•
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.
Sharing
10. Click Save.
Editing 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
Description
Users can view, but not update, records.
Users can view and update records.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
6. Click Save.
270
Set Up and Maintain Your Salesforce Organization
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.
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 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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create user provisioning request sharing rules:
•
“Manage Sharing” and
“Use Identity Features”
Description
Users can view, but not update, records.
Users can view and update records.
Sharing
9. Click Save.
SEE ALSO:
Editing User Provisioning Request Sharing Rules
271
Set Up and Maintain Your Salesforce Organization
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
5. Click Save.
SEE ALSO:
272
Set Up and Maintain Your Salesforce Organization
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:
EDITIONS
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.
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
•
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 when you edit the sharing rule.
Share with
field settings
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
•
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.
•
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.
Sharing
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Set Up and Maintain Your Salesforce Organization
•
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:
User Sharing Overview
Control who sees whom in your organization with standard sharing functionality.
Watch a demo: Who Sees Whom: User Sharing
Watch how you can set up User Sharing in your organization.
User Sharing enables you to show or hide an internal or external user from another user in your organization. For example, you might be a manufacturer who needs to include all dealers in your organization while still keeping them from seeing or interacting with each other. You can set the organization-wide defaults for the user object to Private. Then, open up access among groups of dealers who need to see and interact with each other in the organization 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.
•
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
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Manual sharing, portals, and communities available in: Salesforce Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Sharing
274
Set Up and Maintain Your Salesforce Organization
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.
Review these considerations before you implement user sharing.
“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: Salesforce
Classic and Lightning
Experience
Manual sharing available in:
Salesforce Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
•
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:
Sharing
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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
•
Developer
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
Sharing
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Set Up and Maintain Your Salesforce Organization
Creating User Sharing Rules
Share members of a group to members of another group, or share users based on criteria.
EDITIONS
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:
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
Sharing
9. Click Save.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization
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
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
•
Developer
USER PERMISSIONS
To edit sharing rules:
•
“Manage Sharing”
Sharing
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
•
Developer
USER PERMISSIONS
To view user records:
•
“Read” on user records
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Set Up and Maintain Your Salesforce Organization
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
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To grant access to your own user record:
•
“Read” on the user with whom you’re sharing
Sharing
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Set Up and Maintain Your Salesforce Organization
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.
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.
Portals
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To set Community and Portal
User Visibility:
•
“Manage Sharing”
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.
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
Sharing
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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
•
Developer
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
Sharing
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Set Up and Maintain Your Salesforce Organization
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.
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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To enable or disable manual user record sharing:
•
“Manage Users”
Sharing
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Set Up and Maintain Your Salesforce Organization
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Portals and communities available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
USER PERMISSIONS
5. Remove user sharing rules.
On the Sharing Settings page, click Del next to all available user sharing rules.
6. Remove HVPU access to user records.
On the Customer Portal Setup page, click Del next to all available sharing sets for HVPUs.
To restore user visibility defaults:
•
“Manage Sharing”
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
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.
•
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
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Sharing
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Set Up and Maintain Your Salesforce Organization
•
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
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.
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Sharing
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Set Up and Maintain Your Salesforce Organization
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.
Internal
Non-HVPU
HVPU
Internal
Manual Sharing
Manual Sharing
Manual Sharing
Users Getting Access
Non-HVPU
1
Manual Sharing
Manual Sharing
Manual Sharing
HVPU
2
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:
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.
285
Sharing
Set Up and Maintain Your Salesforce Organization
•
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.
•
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.
Sharing
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Set Up and Maintain Your Salesforce Organization
Campaign Sharing
•
In 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.
Note: Professional Edition customers cannot manage users this way because custom profiles are not enabled in Professional
Edition organizations.
•
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.
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.
•
If your organization-wide default for contacts is set to Controlled by Parent, the
Contact Access
options are not available when sharing related records like accounts; instead, all access to contacts is determined by the user's access to the contact's account.
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:
Sharing
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Set Up and Maintain Your Salesforce Organization
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 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:
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view sharing overrides:
•
“View Setup and
Configuration”
Sharing
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Set Up and Maintain Your Salesforce Organization
Sharing Calculations
Recalculate Sharing Rules
When you make changes to groups, roles, and territories, sharing rules are usually automatically 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:
You don’t need to recalculate each time you edit or create a sharing rule. Only use the Recalculate buttons on the Sharing Rules related lists if sharing rule updates have failed or are not working as expected. The administrator will receive a notification email if sharing rule updates have failed.
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 rule will be calculated as well. You’ll 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:
Defer Sharing Calculations Overview
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”
Sharing
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Asynchronous Parallel Recalculation of Sharing Rules
Speed up sharing rule recalculation by running it asynchronously and in parallel.
EDITIONS
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.
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
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.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 Overview
Note:
The defer sharing calculation feature isn't enabled by default. To enable it for your organization, contact Salesforce.
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.
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 You can
Group membership and sharing rule calculation are enabled
•
Suspend, update, and resume group membership calculation. This suspends sharing rule calculation and requires a full recalculation of sharing rules.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Sharing
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Set Up and Maintain Your Salesforce Organization
If You can
•
Suspend, update, and resume sharing rule calculation.
Suspend, update, and, resume group membership calculation.
Group membership calculation is enabled and sharing rule calculation is suspended
Group membership calculation is suspended and sharing rule calculation is enabled
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:
Manage Group Membership Calculations
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.
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.
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:
Defer Sharing Calculations Overview
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To defer (suspend and resume) sharing calculations:
•
“Manage Users”
AND
“Manage Sharing
Calculation Deferral”
Sharing
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Set Up and Maintain Your Salesforce Organization
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”
Sharing
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Set Up and Maintain Your Salesforce Organization
Object-Specific Share Locks (Pilot)
When you create, edit, or delete a sharing rule, recalculation runs to update record access in the organization. This operation can take some time if you have many users and a lot of data. The object-specific share locks feature enables you to make changes to a sharing rule for other objects, without waiting for recalculation across all objects to complete. Depending on the object, sharing rule type, and target group of the users, you can make changes to sharing rules on another object or the same object via the UI or API.
Note: We provide this feature 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. Because pilot programs are subject to change, we can’t guarantee acceptance. This pilot feature isn’t generally available, as referenced in this document 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 features.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 organization.
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.
Note: You don’t need to recalculate each time you edit or create a sharing rule. Only use the Recalculate buttons on the
Sharing Rules related lists if sharing rule updates have failed or are not working as expected. The administrator will receive a notification email if sharing rule updates have failed.
Sharing
When an ownership-based sharing recalculation is in progress, you can’t create, edit, or delete ownership-based sharing rules for an object that targets the affected group of users. For example, let’s say you’re creating an ownership-based lead sharing rule targeting all internal users. You can create, update, or delete another ownership-based sharing rules for leads targeting all internal users only after the recalculation finishes. You’ll receive an email notification when the recalculation is complete. However, you can still create another ownership-based sharing rules for leads targeting any other public group except the All Internal Users group, while the recalculation from the creation of the first sharing rule is still in progress.
When a criteria-based sharing recalculation is in progress, you can’t edit or delete that rule (2). But you can simultaneously create, edit, or delete any other criteria-based or ownership-based sharing rule.
293
Set Up and Maintain Your Salesforce Organization
You can’t modify the organization-wide defaults when a recalculation is running and vice versa.
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 and editing account sharing rules 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. Note that locks are not shared across objects, except in the case of accounts and associated account children.
Note: Clicking the Recalculate button for any of these four objects’ sharing rules prevents anyone from making changes to any sharing rules for those objects until recalculation is completed.
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 belonging to any of these objects, you can make changes to a criteria-based sharing rule (3) belonging to those objects.
294
Sharing
Set Up and Maintain Your Salesforce Organization Sharing
SEE ALSO:
Defer Sharing Calculations Overview
Built-in Sharing Behavior
Salesforce provides implicit sharing between accounts and child records (opportunities, cases, and contacts), and for various groups of portal users.
Sharing between accounts and child records
•
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 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.
EDITIONS
Available in: Salesforce
Classic
Sharing for accounts and contacts is available in:
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Sharing for cases and opportunities is available in
Enterprise, Performance,
Unlimited, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Resolving Insufficient Privileges Errors
•
Case access—If a portal user is a contact on a case, then the user has Read Only access on the case.
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
Most Insufficient Privileges errors are caused by a missing permission or sharing setting that’s preventing you from accessing a record or performing a task, like running a report.
A user might not have the right access on different levels, such as an object, a record, or a process.
For example, a user’s profile might be preventing the user from accessing the account object, or a user’s role might be preventing the user from accessing a case record. You might also see this 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
Most cases can be resolved by using the Sharing button on the record detail page, which enables you to share the record to another user if necessary. 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.
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:
Who Sees What Watch this video series to understand how to grant users the access they need.
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Set Up and Maintain Your Salesforce Organization Resolving Insufficient Privileges Errors
Resolve Permission and Object-Level Access Errors
Insufficient Privileges errors might be caused by a lack of object and user permissions. You can troubleshoot this type of errors through a user’s 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. For example, 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.
To view profiles and permission sets:
•
“View Setup and
Configuration”
Or if the user is trying to run a report, he or she might not have “Read” permission on an object that the report references.
To edit object permissions:
•
“Manage Profiles and
Permission Sets”
AND
2. Verify the user permissions in one of the following ways, depending on your profile user interface.
“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 take action accordingly.
SEE ALSO:
Resolving Insufficient Privileges Errors
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Set Up and Maintain Your Salesforce Organization Resolving Insufficient Privileges Errors
Resolve Record-Level Access Errors
Insufficient Privileges errors might be caused by your sharing settings, such as roles or sharing rules.
To verify if your error is at record-level, follow these steps. Alternatively, 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).
a. From Setup, enter
Users
in the
Quick Find
box, then select Users.
Verify the role of the user and that of the user whose record is being accessed.
For example, 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.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions
USER PERMISSIONS
To create or edit sharing rules:
•
“Manage Sharing”
To set up teams:
•
“Customize Application”
To manage territories:
•
“Manage Territories”
2. If the user should have gotten access via a sharing rule, review your sharing rules.
The user might have been unintentionally left out from a sharing rule.
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) that the user should belong to for that sharing rule.
3. Verify your sales teams.
If your organization uses teams for accounts, opportunities, or cases, you might have missed the user when setting up the teams.
Review your teams to determine if the user should have gotten 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.
The user might have gained access via a manual share but lost this access because the record owner changed, causing the manual share to be automatically dropped. The manual share might have been removed using the Sharing button on the record detail page. 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.
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.
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Set Up and Maintain Your Salesforce Organization Record Access FAQ
If your organization is using territories, the user might be missing from the territories or the record might not be under the correct territory where the user is a member. Otherwise, you must be a forecast manager,
Forecast managers can manage territories
is selected, and you are working below your position in the territory hierarchy.
SEE ALSO:
Resolving Insufficient Privileges Errors
Resolve Process-Level Access Errors
Insufficient Privileges errors might be caused by a validation rule.
To resolve Insufficient Privileges errors, you would typically determine if they are caused by misconfigured permission sets, profiles , or sharing settings. Otherwise, you might want to review your organization’s validation rules.
1. Review your validation rules.
A validation rule might be preventing 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 if the user must gain access through it.
SEE ALSO:
Resolving Insufficient Privileges Errors
Record Access FAQ
•
Why does a user have access to an account?
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”
Why does a user have access to an account?
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.
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Set Up and Maintain Your Salesforce Organization Record Access FAQ
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
Organization-wide sharing default
Role hierarchy
Sharing rules
Manual shares
Account Teams and
Territory
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 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
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Set Up and Maintain Your Salesforce Organization Managing Folders
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 Managing Folders
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 not available in: Developer
Edition
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 Managing Folders
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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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 Your Data
Importing Overview
You can import up to 50,000 records into Salesforce from an existing data source.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
EDITIONS
Available in: Salesforce
Classic
Your edition determines the types of objects you can import.
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You can import data from ACT!, Outlook, and any program that can save data in the comma delimited text format (.csv), such as Excel or GoldMine.
Note: If commas are not appropriate for your locale, use a tab or other delimiter.
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 organization
Type of record
Business accounts and contacts owned by you
500 at a time
Business accounts and contacts owned by different users
Which records can be imported?
Import record limit
50,000 at a time
Users with access
All users
Overview topic
Administrators;
Users with the “Modify All Data” permission
Person accounts owned by you 50,000 at a time
Person accounts owned by different users
50,000 at a time
All users
Administrators;
Users with the “Import Person
Accounts” permission
Leads
Campaign members
Custom objects
Solutions
50,000 at a time
50,000 for importing leads as new campaign members and updating the status of existing campaign members.
Administrators;
Marketing users (or users with the “Import Leads” permission and the “Edit” permission on campaigns) can import new leads as campaign members.
Users also need the “Read” permission on contacts to use the campaign update wizard to make existing leads and contacts campaign members.
50,000 at a time
Administrators;
Users with “Read”, “Create”, and
“Edit” on leads and the “Import
Leads” permission
50,000 at a time
Administrators;
Users with the “Modify All Data” permission
Administrators;
Users with the “Import
Solutions” permission
What Is Imported for Solutions?
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Type of record
Assets
Cases
Campaigns
Contracts
Documents
Opportunities
Products
Which records can be imported?
Import record limit Users with access
These records cannot be imported via the import wizards.
Deciding on A Method for Importing Data
Overview topic
on page 313.
Note: Relationship group members can’t be imported.
SEE ALSO:
Deciding on A Method for Importing Data
Deciding on A Method for Importing Data
Learn about your options for importing data into of 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 editions except
Database.com
Data Loader Enterprise,
Unlimited,
Performance,
Developer, and
Database.com
Editions
Between 5,000 and 5 million
Yes Yes External
Additional information
An in-browser wizard that imports your organization’s accounts, contacts, leads, solutions, and
.
Data Loader is an application for the bulk import or export of data.
Use it to insert, update, delete, or
export Salesforce records. Read more
.
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Tool
Import My
Accounts &
Contacts wizard
Editions supported
Number of records you can import or export
Import
Contact Manager,
Group,
Professional,
Enterprise,
Unlimited,
Performance, and
Developer
Editions
Up to 500 records for an individual user
Up to 50,000 records for multiple users
Yes
Export
No
Internal or external to
Salesforce
Internal
Additional information
An in-browser wizard that imports personal contacts and accounts
, like
Act!
™
, Gmail
™
, and Outlook
®
.
SEE ALSO:
What Is Imported for Business Accounts and Contacts?
The import wizards for contacts and business accounts allow you to match records in a variety of ways in order to prevent duplicates. Contacts can be matched by Salesforce ID, name, or email.
Business accounts can be matched by Salesforce 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 will also be matched by Salesforce ID.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
Matching by Name and Site
If you choose to match contacts by name and business accounts by name and site (which are the recommended options), the import wizards automatically create a business account for each unique business account name and site in the import file. They also create a separate contact for each contact name listed in the file. The contacts are then associated with the appropriate business accounts.
Organization import not available in: Personal
Edition, Database.com
If the business account or contact already exists in the system, and you have read/write access to the record, the wizards add your import data to the existing data in Salesforce. In addition, if a business account or contact name in your import file is similar to an existing business account or contact name, the import data is added to the existing data in Salesforce.
Matching by Salesforce ID
You can also choose to match contacts and business accounts by Salesforce ID. With this selected, the Salesforce ID will be 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, then that record will be updated in Salesforce. Note that record IDs are case-sensitive and must match exactly.
Overwriting Existing Account Values
The wizards never overwrite your existing business account fields unless you check the
Overwrite existing account values
checkbox in the wizard. With this box checked, you can insert or update existing business account fields with new data.
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However, you cannot use this checkbox to update existing field data with blank values. With this box unchecked, the wizard updates any empty business account fields, but does not touch any fields with existing 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 organizations, 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.
SEE ALSO:
Importing My Contacts from Outlook or ACT!
Import My Contacts from Other Sources
Deciding on A Method for Importing Data
What Is Imported for Person Accounts?
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
The import wizards for person accounts allow you to prevent the creation of duplicate records by matching records according to one of the following fields:
Account Name
,
Salesforce
ID
, or
. In your import file, include a column for the field that you are using for record matching.
Note: Your administrator may have renamed “person account” to another term. If so, the import wizard will refer to the new name.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Person account import available in: Enterprise,
Performance, Unlimited, and Developer Editions
Matching by Name
When you select this option, the import wizard will detect existing records in Salesforce that have the same name. Note that this type of matching is not case-sensitive - for example, names that begin with a capital letter will be matched with the same name that begins with a lowercase letter. If necessary, scan and standardize your custom object 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 import wizard will detect existing records in Salesforce that have the same Salesforce ID. Note that
Salesforce IDs are case-sensitive and must match exactly. Salesforce IDs can be obtained by running reports that include the ID field of the record.
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Matching by Email
With this option, person accounts in your import file will be matched with existing person accounts in Salesforce according to the exact value in the
field.
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 import wizard will detect existing records in Salesforce that have the same external
ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”. However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for that attribute is selected, uppercase and lowercase letters will not be considered identical.
If necessary, scan and standardize your external ID values before performing the import to prevent unintended matches.
When matching by external ID, if the import wizard finds duplicate records, only the first three duplicate records are reported to you in the confirmation email.
Note: Only account custom fields with the “External ID” attribute are available for this step. While all custom contact fields are available on person account page layouts, custom contact fields with the “External ID” attribute are not available as matching fields during person account import.
Ignoring or Updating Matching Records
When the import wizard detects existing records in Salesforce that match according to the field you have chosen, you can choose one of the following actions:
•
Do not update existing records and only insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, ignore any records in your file that match an existing record, and do nothing to the existing record.
•
Update existing records and do not insert any new records - If there are records in your file that match an existing record, then update the existing record. Also, ignore any records in your file that do not match an existing record, and do not insert them as new records.
•
Update existing records and insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, if there are records in your file that match an existing record, then update the existing record.
SEE ALSO:
Import My Organization's Person Accounts
Deciding on A Method for Importing Data
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What is Imported for Leads?
You can import data into the standard lead fields and into any custom lead fields you may have, even if a particular field is hidden or read only in your page layout or field-level security settings for leads.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
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, or email. Choosing a matching type sets the criteria for avoiding duplicate leads. For example, if you are matching by email and a lead in your source file has the same email as a lead in Salesforce, then that lead will be updated
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance in Salesforce. If you are not matching by email and a lead in your source file has the same email as a lead in Salesforce, then a new lead will be created.
•
Unlimited
•
Developer
The wizards never overwrite your existing lead fields unless you check the
Overwrite existing lead values
checkbox in the wizard. With this box checked, you can insert or update existing lead fields with new data. However, you cannot use this checkbox to update existing field data with blank values. With this box unchecked, the wizard updates any empty lead fields, but does not touch any fields with existing data.
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 new lead in Salesforce. You can merge leads after they are imported.
SEE ALSO:
Deciding on A Method for Importing Data
What is Imported for Campaign Members?
•
Data Import Wizard - For each lead in your import file, this wizard imports the lead, associates the lead with a campaign, and inserts a
Member Status
value for the lead in that campaign.
You can import data into the standard lead fields and into any custom lead fields, even if a particular field is hidden or read only in your page layout or field-level security settings. If you have duplicate leads in your import file, the wizard does not merge them. In addition, if any of the imported leads match an existing lead, the wizard does not merge the duplicate data into one lead.
•
Campaign Update Wizard - For each contact or lead in your import file, this wizard updates only the
Member Status
value of the matching contact or lead in Salesforce. You cannot add new leads or contacts, nor can you update any other fields in the existing lead or contact records.
SEE ALSO:
Deciding on A Method for Importing Data
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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What Is Imported for Custom Objects?
The Data Import Wizard for custom objects allows you to prevent the creation of 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
Available in: Salesforce
Classic
Matching by Name
When you select this option, the import wizard will detect existing records in Salesforce that have the same name. Note that this type of matching is not case-sensitive - for example, names that begin with a capital letter will be matched with the same name that begins with a lowercase letter.
If necessary, scan and standardize your custom object names before performing the import to prevent unintended matches.
Custom object import available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
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 import wizard will detect existing records in Salesforce that have the same Salesforce ID. Note that Salesforce IDs are
To import custom objects:
•
“Modify All Data” case-sensitive and must match exactly. Salesforce IDs can be obtained 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 import wizard will detect existing records in Salesforce that have the same external
ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”. However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for that attribute is selected, uppercase and lowercase letters will not be considered identical.
If necessary, scan and standardize your external ID values before performing the import to prevent unintended matches.
When matching by external ID, if the import wizard finds duplicate records, only the first three duplicate records are reported to you in the confirmation email.
Ignoring or Updating Matching Records
When the import wizard detects existing records in Salesforce that match according to the field you have chosen, you can choose one of the following actions:
•
Do not update existing records and only insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, ignore any records in your file that match an existing record, and do nothing to the existing record.
•
Update existing records and do not insert any new records - If there are records in your file that match an existing record, then update the existing record. Also, ignore any records in your file that do not match an existing record, and do not insert them as new records.
•
Update existing records and insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, if there are records in your file that match an existing record, then update the existing record.
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Note: Custom objects with two master-detail relationships cannot be imported using the import wizard.
SEE ALSO:
Deciding on A Method for Importing Data
What Is Imported for Solutions?
The Data Import Wizard allows you to prevent the creation of 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 will detect existing solutions in Salesforce that have the same title. Note that this type of matching is not case-sensitive - for example, titles that begin with a capital letter will be 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 import wizard will detect existing records in Salesforce that have the same Salesforce ID. Note that Salesforce IDs are case-sensitive and must match exactly. Salesforce IDs can be obtained by running reports that include the ID field of the record.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 import wizard will detect existing records in Salesforce that have the same external
ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”. However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for that attribute is selected, uppercase and lowercase letters will not be considered identical.
If necessary, scan and standardize your external ID values before performing the import to prevent unintended matches.
When matching by external ID, if the import wizard finds duplicate records, only the first three duplicate records are reported to you in the confirmation email.
Ignoring or Updating Matching Records
When the import wizard detects existing records in Salesforce that match according to the field you have chosen, you can choose one of the following actions:
•
Do not update existing records and only insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, ignore any records in your file that match an existing record, and do nothing to the existing record.
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•
Update existing records and do not insert any new records - If there are records in your file that match an existing record, then update the existing record. Also, ignore any records in your file that do not match an existing record, and do not insert them as new records.
•
Update existing records and insert new records - If there are records in your file that are new and do not match any existing records, then insert them into Salesforce. Also, if there are records in your file that match an existing record, then update the existing record.
SEE ALSO:
Deciding on A Method for Importing Data
Notes on Importing Data
•
Field Accessibility—In the organization-wide import wizards for accounts and leads, you can import data into any standard or custom field even if it is hidden or read only in your page layout or field-level security settings. For the Import My Contacts wizard, you can import data only into the fields that are editable for you in your page layout or field-level security settings.
EDITIONS
Available in: Salesforce
Classic
Field-level security is available in Enterprise, Unlimited, Performance, and Developer Editions only.
Your edition determines the types of objects you can import.
•
New Values for Picklists and Multi-Select Picklists—If your import file contains data to be displayed in picklists or multi-select picklists, the wizards warn you when you attempt to import a new picklist value that does not match any valid picklist values. If you ignore the warning, the new value is automatically added to the imported record. Your administrator can later edit the field to add the necessary values.
Note that the import wizards do not allow you to import more than 100 new picklist or multi-select picklist values for any field during a single import.
If your organization uses the Translation Workbench, the import wizards look for matching translated values before creating new inactive picklist values.
•
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.
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•
Universally Required Fields—You must include universally required fields in your import files or the import will fail.
SEE ALSO:
Deciding on A Method for Importing Data
Importing Multiple Currencies
If your organization has set up the ability to use multiple currencies, you can import amounts in different currencies.
Import My Accounts and Contacts
For personal imports, all amounts in new accounts and contacts are imported in your personal currency. When import updates amounts in existing records, the amounts in your file are converted from your personal currency to the currency of the account or contact.
For example, suppose your personal currency is U.S. dollars, and your import file has 100 as the annual revenue of an existing account with
Account Currency
of euros. The new
Annual
Revenue
value of the account is EUR 92, assuming a conversion rate of 0.92 and “EUR” as the currency code for euros.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Organization Import
When importing accounts, contacts, custom objects, leads, or solutions for your organization, you can specify the currency type for amount fields using the
Currency ISO Code
column in your import file. The following rules apply.
•
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.
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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.
•
•
•
•
•
•
•
Exporting from Other Data Sources
•
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
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
Preparing Your Data for Import
on page 320.
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.
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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.
Note:
If commas are not appropriate for your locale, use a tab or other delimiter.
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
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
Available in: Salesforce
Classic
Available in: All Editions except Database.com
Exporting from Outlook
Microsoft
®
Outlook
®
allows you to export data in a CSV (comma-separated values) format which can then be imported.
1. Launch Outlook.
2. Select File > Import and Export....
3. Choose Export to a file and click Next.
4. Choose Comma Separated Values (Windows) and click Next.
Note:
If commas are not appropriate for your locale, use a tab or other delimiter.
5. Select the Contacts folder and click Next. You can select a different contacts folder if you have contacts stored in multiple folders.
6. Choose a file name for the exported data and click Next.
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7. Click Finish.
SEE ALSO:
Default Field Mapping for Outlook
Create Export Files for Import Wizards
Exporting from GoldMine 4.0
GoldMine 4.0 allows you to export contact data in a text format that can be imported. Additionally, you can export GoldMine 4.0 notes for import into Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations.
•
Exporting Contacts from GoldMine 4.0
•
Exporting Notes from GoldMine 4.0
Exporting Contacts from GoldMine 4.0
To export contact data from GoldMine 4.0, follow these steps:
1. Launch GoldMine 4.0.
2. Choose Export Records from the Tools menu.
3. Select Export to a new file and DBF file, and click Next.
4. In the list of GoldMine Fields on the left side of the dialog, select all of the fields, and click Add Field. Then click Next.
5. Choose the location for the export file, and click Next.
6. Select No when asked if you want to save these settings, and click Next.
7. Click Finish.
8. After the export finishes, locate the exported file and change its file extension from .dbf to .csv. The file is now ready for import into
Salesforce.
Exporting Notes from GoldMine 4.0
Before importing your GoldMine 4.0 notes into Salesforce, you must import your GoldMine 4.0 contacts.
To export notes from GoldMine 4.0, follow these steps:
1. Launch GoldMine 4.0.
2. Choose Export Records from the Tools menu.
3. Select Export to a new file and ASCII file, and click Next.
4. In the list of GoldMine Fields on the left side of the dialog, select the company
, lastname
, and notes
fields, and click Add
Field. Then click Next.
5. Choose the location for the export file, and click Next.
6. Select No when asked if you want to save these settings, and click Next.
7. Click Finish.
8. After the export finishes, locate the exported file and change its file extension to .csv.
9. Open the file.
10. Add a header column by right-clicking on the first row and choosing Insert.
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11. In column A, enter
Company
.
12. In column B, enter
Last Name
.
13. In column C, enter
Note
.
14. If necessary, clean up the file prior to importing it. Common problems include notes that have been broken between columns (this occurs when notes contain quotation marks).
SEE ALSO:
Field Mapping for Other Data Sources and Organization Import
Create Export Files for Import Wizards
Exporting from GoldMine 5.0
GoldMine 5.0 allows you to export contact data in a text format that can be imported. Additionally, you can export GoldMine 5.0 notes for import into Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations.
•
Exporting Contacts from GoldMine 5.0
•
Exporting Notes from GoldMine 5.0
Exporting Contacts from GoldMine 5.0
To export contact data from GoldMine 5.0, follow these steps:
1. Launch GoldMine 5.0.
2. Choose Tools > Import/Export Wizard > Export Contact Records.
3. Select Export to a new file and ASCII file, and click Next.
4. Select ALL Contact Records! in the drop-down list, and click Next.
5. In the list of GoldMine Fields on the left side of the dialog, select the fields you want to export, and click Add Field. We recommend you select all fields, except the notes
field. See
Exporting Notes from GoldMine 5.0
on page 318 for information on how to export
notes.
6. Click Next.
7. Choose the location for the export file, select the Export GoldMine field names... checkbox, and then click Next.
8. Select No when asked if you want to save these settings, and click Next.
9. Click Finish.
10. After the export finishes, locate the exported file and change its file extension from .txt to .csv. The file is now ready for import into
Salesforce.
Exporting Notes from GoldMine 5.0
Before importing your GoldMine 5.0 notes into Salesforce, you must import your GoldMine 5.0 contacts.
To export notes from GoldMine 5.0, follow these steps:
1. Launch GoldMine 5.0.
2. Choose Tools > Import/Export Wizard > Export Contact Records.
3. Select Export to a new file and ASCII file, and click Next.
4. Select ALL Contact Records! in the drop-down list, and click Next.
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5. In the list of GoldMine Fields on the left side of the dialog, select the company
, lastname
, and notes
fields, and click Add
Field. Then click Next.
6. Choose the location for the export file, select the Export GoldMine field names... checkbox, and then click Next.
7. Select No when asked if you want to save these settings, and click Next.
8. Click Finish.
9. After the export finishes, locate the exported file and change its file extension from .txt to .csv.
10. Open the file.
11. If necessary, clean up the file prior to importing it. Common problems include notes that have been broken between columns (this occurs when notes contain quotation marks).
SEE ALSO:
Field Mapping for Other Data Sources and Organization Import
Create Export Files for Import Wizards
Exporting from Palm Desktop
The Palm Desktop allows you to export your Address Book contacts in a CSV (comma-separated values) format which can then be imported.
1. Open the Address Book in the Palm Desktop. If you only want to export specific contacts, select those records.
2. Choose Export from the File menu.
3. In the “Export To File” dialog, enter a name for the file and choose a folder for it. In the Export as drop-down list, choose “Comma
Separated (*.csv;*.txt)”. Select the range of records to export - either All or Currently selected records.
Note: If commas are not appropriate for your locale, use a tab or other delimiter.
4. Click Export.
5. In the “Specify Export Fields” dialog box, select the Address Book fields you want to export, and click OK.
SEE ALSO:
Field Mapping for Other Data Sources and Organization Import
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 are not appropriate for your locale, use a tab or other delimiter.
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.
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
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
Exporting from Salesforce
You can export account, contact, custom object, lead, or solution reports from Salesforce to create an import file for the import wizards. You must include the
Account 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, you first need to export the data from Salesforce.
1. Run an account, contact, custom object, lead, or solution report in Salesforce, include the respective ID field, and export it to Excel.
2. If you are exporting both leads and contacts to be targeted in a campaign:
a. In Excel, combine the exported reports into one CSV (comma-separated values) file. Make sure all of the ID field values are in the same column.
Note: If commas are not appropriate for your locale, use a tab or other delimiter.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
b. Rename the
Lead ID/Contact ID
column to
Record Id
.
c. Add a column entitled
Status
, and enter the campaign member status for each contact or lead.
Note:
Remember that Salesforce record IDs are case-sensitive and should never be changed manually in your import file.
SEE ALSO:
Create Export Files for Import Wizards
Preparing 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 of the standard fields, your administrator can create custom fields for that data prior to import.
Available in: Salesforce
Classic
You must include universally required fields in your import files or the import will fail.
Available in: All Editions except Database.com
Preparing Contacts
When importing from ACT! or Outlook, the Import My Contacts wizard automatically maps fields from ACT! and Outlook to Salesforce.
When importing from other data sources, you must use Excel
®
on page 327.
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Preparing Person Accounts
When importing person accounts, use the field labels in Salesforce as the column labels in your import file.
Preparing Organization's Business Accounts and Contacts
When importing business accounts and contacts for your organization, 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 327.
Preparing Organization's Leads
When importing general leads or leads for campaigns, use the import file labels specified in
Field Mapping for Importing Leads on
page 332.
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 Solutions
When importing solutions, use the field labels in Salesforce as the column labels in your import file.
You can enter HTML into the solutions you plan to import into Salesforce. However, unless your organization 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, then the potentially malicious HTML is either automatically removed or transformed into text for users who view the HTML solution. Note that users will not be able to 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 automatically removed when saved in HTML solutions. Furthermore, the content of all
<script>
and
<iframe>
tags, as well as all JavaScript, is automatically removed when saved in HTML solutions. Additionally, Cascading Style Sheets (CSS) are not supported in HTML solutions.
The following HTML tags are allowed in HTML solutions imported into Salesforce:
<a>
<abbr>
<acronym>
<address>
<b>
<bdo>
<big>
<blockquote>
<br>
<caption>
<cite>
<code>
<col>
<dt>
<em>
<font>
<h1>
<h2>
<h3>
<h4>
<h5>
<h6>
<hr>
<i>
<img>
<ins>
<q>
<samp>
<small>
<span>
<strike>
<strong>
<sub>
<sup>
<table>
<tbody>
<td>
<tfoot>
<th>
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
<colgroup>
<dd>
<del>
<dfn>
<div>
<dl>
<kbd>
<li>
<ol>
<p>
<pre>
Within the above tags, you can include the following attributes: alt background border class colspan face height href name rowspan
<thead>
<tr>
<tt>
<ul>
<var> size src 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.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
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Set Up and Maintain Your Salesforce Organization
ACT! Field
Address 1
Address 2
Address 3
Alt Phone
Alt Phone Ext.
Assistant
Asst. Phone
Asst. Phone Ext.
City
Company
Contact
Country
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
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
Fax Ext.
First Name
Home Address 1
Home Address 2
Home Address 3
Home City
Home Country
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
Preparing Your Data for Import
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
ACT! Field
Home Phone
Home State
Home Zip
ID/Status
Last Name
Mobile Phone
Note
Phone
Import Field
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
Phone Ext.
Referred By
Revenue
State
Ticker Symbol
Title
Web Site
Zip
Contact:
Business Phone Ext.
Contact:
Lead Source
Account:
Annual Revenue
Contact:
Mailing State
and
Account:
Billing State
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
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Set Up and Maintain Your Salesforce Organization
ACT! Field
Preparing Your Data for Import
Import Field
contact or account note; separate notes are not created for each
ACT! field.)
SEE ALSO:
Preparing 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
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Outlook Field
Company Main Phone
Import Field
Account:
Phone
Department
Contact:
Department
(The import wizard verifies this is a valid email address in the form: [email protected])
Contact:
First Name
Home City
Home Country
Home Phone
Home Postal Code
Home Street
Home Street 2
Home Street 3
Job Title
Last Name
Manager's Name
Mobile Phone
Notes
Other Phone
Referred By
Title
Web Page
Account
,
Anniversary
,
Billing Information
,
Business Phone 2
,
Callback
,
Car Phone
,
Categories
,
Children, Directory Server
,
E-mail 2
,
E-mail 3
,
Government ID Number
,
Contact:
First Name
Contact:
Other City
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.)
Contact:
Mobile Phone
Contact:
Description
Contact:
Other Phone
Contact:
Lead Source
Contact:
Salutation
Account:
Website
Contact:
Note
or Account:
Note
(In Professional, Enterprise, Unlimited, Performance, and Developer
Edition organizations, you specify which fields import into a single
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Outlook Field Import Field
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 or account note; separate notes are not created for each
Outlook field.)
SEE ALSO:
Preparing 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
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
(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.)
Contact:
Contact Owner
and
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 314.)
Contact:
Contact Currency
and
Account:
Account Currency
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Assistant
Asst. Phone
Label for Your Import File
Asst. Phone Ext.
Birthdate
Business Fax
Business Fax Ext.
Business Phone
Business Phone Ext.
Contact Description
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
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
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
Creates a note attached to the contact
Department
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
Contact:
Home Phone
Appended to Contact:
Home Phone
Contact:
Lead Source
Contact:
Mailing City
Contact:
Mailing Country
Contact:
Mailing Address Zip/Postal Code
328
Set Up and Maintain Your Salesforce Organization
Label for Your Import File
Mailing State
Mailing Street 1
Mailing Street 2
Mailing Street 3
Mobile Phone
Mobile Phone Ext.
Other City
Other Country
Other Phone
Other Phone Ext.
Contact Fields
Salesforce Field
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
Appended to Contact:
Other Phone
Other Postal Code
Other State
Other Street 1
Other Street 2
Contact:
Other Address Zip/Postal Code
Contact:
Other State/Province
Contact:
Other Address
Contact:
Other Address
Other Street 3
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
329
Preparing Your Data for Import
Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
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 Ext.
Account:
Fax
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
Billing Postal Code
Billing State
Billing Street 1
Billing Street 2
Billing Street 3
Employees
Industry
Ownership
Parent Account
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
Account:
Billing Zip/Postal Code
Account:
Billing State/Province
Account:
Billing Address
Account:
Billing Address
Account:
Billing Address
Account:
Employees
Account:
Industry
Account:
Ownership
Account:
Parent Account
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Account Fields
Label for Your Import File
(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
.)
Parent Account Site
(Note: Indicates the site value of
Parent Account
.)
Salesforce Field
Account:
Account Site
(Note: Maps to the
Account Site
field in the parent account.)
Rating
Revenue
Shipping City
Shipping Country
Shipping Postal Code
Shipping State
Shipping Street 1
Shipping Street 2
Shipping Street 3
SIC Code
Ticker Symbol
Website
Account:
Rating
Account:
Annual Revenue
Account:
Shipping City
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:
Preparing Your Data for Import
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Field Mapping for Importing Leads
When you import leads, the Data Import Wizard and the campaign Import Leads wizard map the fields in your import file as correctly as possible, but you must fine-tune the mapping before completing the import. Prior to importing your leads, it is recommended that you use Excel to label the columns in your lead import file with the labels listed in the following table.
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 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 organizations that use multiple currencies; see
on page 314.)
Lead Currency
Description Description
(The import wizard verifies 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
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
Lead Division
(Note: You do not need to specify this field if you choose to assign the division via the
Industry
Lead Division
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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Set Up and Maintain Your Salesforce Organization Preparing Your Data for Import
Label for Your Import File
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.)
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 import wizard.)
Lead Source
Salesforce Lead Field
Lead Status
Mobile Phone
Phone
Postal Code
Lead Status
Mobile
Phone
Postal Code
Rating Rating
Record Owner
(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.)
Lead Owner
Salutation
State
Added to beginning of
First Name
State
Status
(For campaign Import Leads wizard only.)
Street 1
Street 2
Street 3
Title
Website
Status
(in the Campaign History related list of a lead)
Address
Address
Address
Title
Website
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.
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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:
Preparing Your Data for Import
Importing My Contacts from Outlook or ACT!
Individual users can import up to 500 contacts and business accounts from Outlook or ACT! with the Import My Contacts wizard.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Before starting the Import My Contacts wizard, create an export file and correctly prepare your data.
If you are not importing from ACT! or Outlook, use the instructions in
.
Tip:
You can only import data into fields that you can edit.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
USER PERMISSIONS
To import your contacts and accounts:
•
“Import Personal
Contacts”
1. From your personal settings, enter
Import
in the
Quick Find
box, select Import My
Accounts & Contacts, and click Start the Import Wizard!. Alternatively, click the Import My Accounts & Contacts link in the
Tools area of the account home page.
Labels for contacts and business accounts may have been renamed by your administrator, in which case the “Import My...” links may have customized text.
2. Specify whether your data came from Act! or Outlook. Click Next.
3. Click Choose File to upload your file.
Note:
Import a small test file to make sure that you’ve prepared your import file correctly.
4. Optionally, click Customize Mappings to verify field mappings.
5. Click Import Now! to complete your import.
You can also view the following video playlist to get more information: Importing Your Accounts and Contacts .
IN THIS SECTION:
Import My Contacts from Other Sources
With the Import My Contacts wizard, you can import up to 500 contacts and associated business accounts from almost any source.
Import My Organization's Person Accounts
The Data Import Wizard provides a unified interface that lets you import data for a number of standard Salesforce objects, including accounts, contacts, leads, and solutions. The wizard also lets you import data for custom objects.
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SEE ALSO:
What Is Imported for Custom Objects?
Create Export Files for Import Wizards
Preparing Your Data for Import
Field Mapping for Other Data Sources and Organization Import
Import My Contacts from Other Sources
With the Import My Contacts wizard, you can import up to 500 contacts and associated business accounts from almost any source.
Before starting the Import My Contacts wizard, create an export file and correctly prepare your data.
If you’re importing from ACT! or Outlook, see Importing My Contacts from Outlook or ACT!.
Your export file format must be a comma delimited text file (.csv).
Tip:
You can import data only into fields that you can edit.
EDITIONS
Available in: Salesforce
Classic
Available in: All Editions except Database.com
1. From Setup, enter
Import
in the
Quick Find
box, select Import My Accounts &
Contacts, and then click Start the Import Process. Alternatively, click the Import My Accounts
& Contacts link in the Tools area of the account home page.
Your administrator can rename labels for contacts and business accounts, in which case, the
“Import My...” links can have customized text.
2. Click Next.
3. To upload your file, click Choose File.
Note:
To make sure that you’ve prepared your import file correctly, import a small test file.
USER PERMISSIONS
To import your contacts:
•
"Read", "Create", "Edit" and "Delete" on contacts
AND
"Modify All Data" on contacts
4. If necessary, change the default character encoding setting.
5. Choose whether duplicates will be identified by email address or name, and then click Next.
6. To ensure that contact data is entered into the correct fields, review the default mappings and correct any incorrect mappings, and then click Next.
•
You’re automatically assigned as the owner for any contacts or business accounts that you import, so mapping to a
Record
Owner
field isn’t necessary.
•
To overwrite your existing business account information with imported data, select Overwrite existing account values. If imported data fields are blank, existing data isn’t deleted.
7. If some fields don’t map, and your organization is a Professional, Enterprise, Unlimited, Performance, or Developer Edition organization, you can choose not to import unmapped fields or choose to have data from unmapped fields imported as a Note for the contact or business account. All unmapped imported data for a record is included in a single note.
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8. To complete your import, click Import Now!.
View this video playlist for more information: Importing Your Accounts and Contacts .
SEE ALSO:
What Is Imported for Custom Objects?
Create Export Files for Import Wizards
Preparing Your Data for Import
Field Mapping for Other Data Sources and Organization Import
Import My Person Accounts
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
With the Import My Person Accounts wizard, you can import person accounts that you own. To understand how person account records are matched to prevent duplicates, see
What Is Imported for Person Accounts?
Note:
Your administrator may have renamed “person account” to another term. If so, the import wizard will refer to the new name.
Follow these steps to import your person accounts. Click each link for more details.
1.
2. x
on page 337
3.
Select record types on page 337
4.
Upload your import file on page 337
5.
on page 337
6.
Confirm and submit your import on page 337
7.
on page 338
Launch the wizard
1. To import your person accounts, from your personal settings, enter
Import
, then select
Import My Person Accounts.
Alternatively, click Import My Person Accounts in the Tools area of the accounts home page.
2. For best results, perform all of the steps provided on the introductory page.
3. Click Start the Import Wizard! to begin your import.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Person account import available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To import your own person accounts:
•
“Create” on accounts
AND
“Read” on contacts
AND
“Import Personal
Contacts”
AND
At least one person account record type available from your profile or permission sets
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Prevent duplicate records
1. Choose the field that you are using to match existing records in Salesforce with records in your import file. The
External ID option is disabled if no external ID fields have been created for your records.
2. Choose what you want to happen if matches are found - only import new records, only update existing records, or update existing records and import new ones.
Note: If you have chosen to match by
Salesforce ID
, you can only update existing records; you cannot import new ones.
3. Click Next.
Select record type
1. Choose the record type that you want to assign to the records in your import file.
2. If you are inserting new records and updating existing records at the same time, then choose whether to override the record types of existing records.
3. Click Next.
Upload your import file
1. Click Browse... to provide the location of your import file.
2. Choose the character encoding of your import file. In most cases, you can accept the default value.
3. Make additional settings depending on the setup of your organization, such as whether workflow rules will be triggered and the language of the records in the import file.
4. Click Next.
Map fields
1. Map the fields in your import file to the appropriate Salesforce fields by matching the fields on the left, which includes all the columns in your import file, with the appropriate Salesforce field on the right. If the column labels in your import file exactly match field labels in Salesforce, the wizard automatically maps those fields for you. However, if two or more of your file's column labels are identical matches with a field in Salesforce, you must map the fields manually.
Note: Some Salesforce fields cannot be updated using import, for example, the
Created Date
and
Last Modified
Date
. So even though you may be using an exported report as your import file, some of the Salesforce fields in your file cannot be mapped.
2. Click Next. The import wizard warns you if you have not mapped all of the fields in your import file. Unmapped field values are not imported.
Confirm and submit your import
1. Read any warning messages that the import wizard displays. Optionally, click Previous to return to earlier steps and resolve potential problems.
2. Click Import Now! to submit your import request to Salesforce.
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Complete your import
1. A message indicates approximately how long the import will take. When the import operation is finished, a message from Customer
Support will be sent to the email address shown.
2. Click Finish to exit the wizard.
3. To monitor the status of your pending import, from Setup, click Monitoring > Imports.
SEE ALSO:
Create Export Files for Import Wizards
Preparing Your Data for Import
Import My Organization's Person Accounts
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
With the Import My Organization's Person Accounts wizard, you can import person accounts that are owned by different users. To understand how person account records are matched to prevent
duplicates, see What Is Imported for Person Accounts?
on page 308.
Note: If the label for person accounts has been renamed for your organization, the renamed label will appear in the import wizard itself and in the Tools area of the accounts home page, but not in the Setup tree. (Renamed labels do not appear in any pages in Setup.)
Follow these steps to import person accounts for your organization.
1.
2.
on page 339
3.
Specify owner and lookup relationships
4.
on page 339
5.
Upload your import file on page 340
6.
on page 340
7.
Confirm and submit your import on page 340
8.
on page 340
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Person account import available in: Enterprise,
Performance, Unlimited, and Developer Editions
USER PERMISSIONS
To import your organization's person accounts:
•
“Modify All Data”
Note: The import wizard is dynamic; it displays different screens depending on what you are importing and the setup of your organization.
Launch the wizard
To import person accounts for your organization:
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1. From Setup, enter “Import Person Accounts” in the
Quick Find
box, then select Import Person Accounts.
Alternatively, click Import My Organization's Person Accounts in the Tools area of the accounts home page.
2. For best results, perform all of the steps provided on the introductory page.
3. Click Start the Import Wizard! to begin your import.
Prevent duplicate records
1. The import wizard can compare the records in your import file with existing records in Salesforce in order to prevent duplicate records from being created as a result of your import. Indicate whether you would like to prevent duplicate records from being created. You must select
Yes
in order to update existing records.
2. If you choose
Yes
, then additional choices will appear:
•
Choose the field that you are using to match existing records in Salesforce with records in your import file. The
External
ID
option is disabled if no external ID fields have been created for your records.
•
Choose what you want to happen if matches are found—only import new records, only update existing records, or update existing records and import new ones.
Note: If you have chosen to match by
Salesforce ID
, you can only update existing records; you cannot import new ones.
3. Click Next.
Specify owner and lookup relationships
1. Specify the field in your import file that contains person account owners.
When you choose “Name,” the following formats are valid:
•
First name followed by last name
•
Last name followed by first name
•
Alias
•
Username
2. Records can have custom fields that create lookup relationships with other records. If you have included lookup fields in your import file, then check the corresponding boxes.
Note:
Any related records must already exist in Salesforce before proceeding. Related records will not be updated during your import even if your import file contains different values for fields on those related records.
3. Click Next.
Select record type
1. Choose the record type that you want to assign to the records in your import file.
2. If you are inserting new records and updating existing records at the same time, then choose whether to override the record types of existing records.
3. Click Next.
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Upload your import file
1. Click Browse... to provide the location of your import file.
2. Choose the character encoding of your import file. In most cases, you can accept the default value.
3. Make additional settings depending on the setup of your organization, such as whether workflow rules will be triggered and the language of the records in the import file.
4. Click Next.
Map fields
1. Map the fields in your import file to the appropriate Salesforce fields by matching the fields on the left, which includes all the columns in your import file, with the appropriate Salesforce field on the right. If the column labels in your import file exactly match field labels in Salesforce, the wizard automatically maps those fields for you. However, if two or more of your file's column labels are identical matches with a field in Salesforce, you must map the fields manually.
Note: Some Salesforce fields cannot be updated using import, for example, the
Created Date
and
Last Modified
Date
. So even though you may be using an exported report as your import file, some of the Salesforce fields in your file cannot be mapped.
2. Click Next. The import wizard warns you if you have not mapped all of the fields in your import file. Unmapped field values are not imported.
Confirm and submit your import
1. Read any warning messages that the import wizard displays. Optionally, click Previous to return to earlier steps and resolve potential problems.
2. Click Import Now! to submit your import request to Salesforce.
Complete your import
1. A message indicates approximately how long the import will take. When the import operation is finished, a message from Customer
Support will be sent to the email address shown.
2. Click Finish to exit the wizard.
3. To monitor the status of your pending import, from Setup, click Monitoring > Imports.
SEE ALSO:
Create Export Files for Import Wizards
Preparing Your Data for Import
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Data Import Wizard
The Data Import Wizard provides a unified interface that lets you import data for a number of standard Salesforce objects, including accounts, contacts, leads, and solutions. The wizard also lets you import data for custom objects.
You can use the Data Import Wizard to import up to 50,000 records at a time.
Salesforce recommends you import using a small test file first to make sure that you have prepared your source data correctly.
The Data Import Wizard is supported in these browsers:
•
Google Chrome
™
versions 29 and later
•
Mozilla
®
Firefox
®
versions 23 and later
•
Microsoft
®
Internet Explorer
®
versions 9 and later
•
Apple
®
Safari
®
versions 5 and later
Drag and drop of CSV files is not supported in Internet Explorer 9.
1. Prepare your data for import and create an import file.
Avoid errors, duplication of data, and frustration by preparing your data for import before you launch the wizard. See the FAQ item “How do I prepare my data for import?” on the Data Import
Wizard welcome page for more information on preparing your data.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: All Editions except Database.com
USER PERMISSIONS
To import accounts and contacts:
•
“Import Personal
Contacts”
To import leads:
•
“Import Leads”
To import solutions:
•
“Import Solutions”
To import custom objects:
•
“Modify All Data”
You can also view the following video playlist to get more information:
To Series
Data Import How
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!
Note:
Users who aren’t administrators can also access the Data Import Wizard from their personal settings.
3. Choose the data that you want to import.
a. Click Standard Objects to import accounts, contacts, leads, or solutions. Click Custom Objects to import 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 the file that contains your data.
You can specify your data file by dragging the CSV to the upload area of the page or by clicking the CSV category you’re using and then navigating to and selecting the file.
e. Choose a character encoding method for your file. Most users will not need to change their character encoding.
f. Click Next.
4. Map your data fields to Salesforce data fields.
The Data Import Wizard tries to map as many of your data fields as possible to standard Salesforce data fields. If Salesforce can’t automatically map fields, however, you’ll need to 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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a. Scan the list of mapped data fields and locate any unmapped fields.
b. Click Map to the left of each unmapped field.
c. In the Map Your Field dialog box, choose the Salesforce field(s) 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, then choose the
Salesforce field(s) you want to map to and 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.
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. Additionally, 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.
Data Import Wizard FAQ
•
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?
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:
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Set Up and Maintain Your Salesforce Organization Importing My Contacts from Outlook or ACT!
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, and custom objects.
SEE ALSO:
Can I do simultaneous imports?
The Data Import Wizard does not support simultaneous—or concurrent—data import jobs. You must 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 administrator, 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.)
If you’re not a Salesforce administrator, and you want to know the status of an import, you’ll 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:
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Set Up and Maintain Your Salesforce Organization Using the Import Queue
Using the Import Queue
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app
at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import
Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Administrators can check the Import Queue to view details about an import or to cancel an organization import. Import details are removed from the queue three days after completion.
1. From Setup, enter
Imports
in the
Quick Find
box, then select Imports.
2. Select the file name of the import file to see the Import Queue Detail page for that file.
If you want to cancel an import, and the import has not started processing, click Del. You cannot cancel an import after it has started processing.
The possible values of the
Status
column are listed below:
Status
Aborted
Completed
Error
Pending
Processing
Description
The import did not complete successfully. The error details are emailed to the user who performed the import. Aborted imports can be retried within three days, but, if multiple retry attempts are made, the import cannot remain in the queue for more than 30 days from the original import attempt.
The import completed successfully without errors.
The import was processed and errors were encountered. The error details are emailed to the user who performed the import. The user can fix the errors, and then attempt the import again.
The import is in the queue but has not started processing yet.
The import is in the queue and is currently being processed.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
User Permissions Needed
To use the Import Queue:
•
“Modify All Data”
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Undoing an Import
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 Performing Mass Deletes
on page
357.
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”
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.
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.
Note: If commas are not appropriate for your locale, use a tab or other delimiter.
You can use Data Loader in two different ways:
•
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 XP, Windows 7, and Mac OS X
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
345
Set Up and Maintain Your Salesforce Organization Data Loader
To get started, see the following topics:
•
•
Note:
In previous versions, Data Loader has been known as “AppExchange Data Loader“ and “Sforce Data Loader.”
SEE ALSO:
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
•
Database.com
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
Importing Overview on page 304.
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Set Up and Maintain Your Salesforce Organization Data Loader
Install and Configure Data Loader
Considerations for Installing Data Loader
System Requirements for Windows
To use Data Loader for Windows, you need:
•
Microsoft
®
Windows
®
7 or Windows XP
•
120 MB of free disk space
•
256 MB of available memory
•
Java JRE 1.6
•
Sun JVM 1.6
•
Administrator privileges on the machine
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
System Requirements for Mac OS
To use Data Loader for Mac, you need:
•
Mac
®
OS X
•
120 MB of free disk space
•
256 MB of available memory
•
Java JRE 1.6
•
Sun JVM 1.6
•
Administrator privileges on the machine
USER PERMISSIONS
To access the page to download Data Loader:
•
“Modify All Data”
To use Data Loader:
•
The appropriate user permission for the operation you are doing, for example, “Create” on accounts to insert new accounts
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
.
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.
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Configure Data Loader
Use the Settings menu to change the default operation settings of Data Loader.
1. Open the Data Loader.
2. Choose Settings > Settings.
3. Edit the fields as desired:
Field
Batch size
Insert null values
Assignment rule
Server host
Reset URL on Login
Compression
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.
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
turn off this automatic reset, disable this option.
Compression enhances the performance of
Data Loader and is turned on by default. You
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
348
Set Up and Maintain Your Salesforce Organization
Field
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
Allow field truncation
Use Bulk API
Data Loader
Description
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
.
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.
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.
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Set Up and Maintain Your Salesforce Organization
Field
Enable serial mode for Bulk API
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 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.
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 348.
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization
Use 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 358.
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
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:
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Data Loader
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Set Up and Maintain Your Salesforce Organization Data Loader
•
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
.
•
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.
EDITIONS
2. Click Export or Export All. These commands can also be found in the File menu.
Available in: both Salesforce
Classic and Lightning
Experience
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.
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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
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Set Up and Maintain Your Salesforce Organization Data Loader
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.
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 Reviewing Data Loader Output Files
on page 359.
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 355.
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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 EDITIONS
To insert records:
To update records:
“Create” on the record
“Edit” on the record
Available in: both Salesforce
Classic and Lightning
Experience
To upsert records:
To delete records:
To hard delete records
“Create” or “Edit” on the record
“Delete” on the record
“Delete” on the record
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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
Configure Data Loader on page 348.
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.
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
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Set Up and Maintain Your Salesforce Organization Data Loader
.
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 355.
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, click View Errors to open your errors file, or click OK to close. For more information, see
Reviewing Data Loader Output Files on
page 359.
Tip:
•
If you are updating or deleting large amounts of data, review
and
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 355.
5. After the operation, review your success and error log files. See Reviewing Data Loader Output
6. If you made a mistake, use the backup file to update the records to their previous values.
Performing 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 353.) 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 355.
4. After the operation, review your success and error log files. See Reviewing Data Loader Output
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Uploading Attachments
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 Exporting Backup Data
on page 397.
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 355. 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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
–
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/35.0/debugshell.html
. Enter the
instanceName
, such as
na1
, 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 355). All documents and links are available in the specified library.
Reviewing Data Loader Output Files
After every import or export, Data Loader generates two CSV output files that contain the results of the operation. One file name starts with “success,” while the other starts with “error.” During every export, Data Loader saves the extracted data to a CSV file that you specify in the wizard. Data Loader has a built-in CSV file viewer with which you can open and view these files.
To view output files from a Data Loader operation:
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 1000.
3. To view a CSV file of your choice, click Open CSV. To view the last success file, click Open
Success. To view the last error file, click Open Error. The CSV file opens in a new window.
4. Optionally, click Open in External Program to open the file in the associated external program, such as Microsoft
®
Office Excel.
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The “success” file contains all of the records that were successfully loaded. In this file, there's a column for the newly generated record
IDs. The “error” file contains all of the records that were rejected from the load operation. In this file, there's a column that describes why the load failed.
5. Click Close to return to the CSV Chooser window, and then click OK to exit the window.
Note: To generate success files when exporting data, select the
Generate status files for exports
setting. For more information, see
Configure Data Loader on page 348.
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.
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
.
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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.
Run Batch Processes (Windows Only)
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
•
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Note:
on page 362.
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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:
bin
Contains the batch files encrypt.bat
for
and process.bat
for
For information on running the Data Loader from the command line, see Data Loader
on page 362.
conf
The default configuration directory. Contains the configuration files config.properties
,
Loader.class
, and log-conf.xml
.
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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.
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
.
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2. At the command line, follow the prompts provided to execute the following actions:
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.
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.
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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.
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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 same properties and generate a new file. Use this new file with the new batch mode interface. For
more information, see Data Loader Command-Line Interface
on page 362.
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 361.
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 Introduction on page 379
and Encrypt from the Command Line
on page 361. 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
.
For more information about using
process.bat
, see Run Individual Batch Processes
on page
378.
To view tips and instructions, add
-help
to the command contained in
process.bat
.
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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
.
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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
are represented by ProcessRunner beans. A process should have attribute and the following properties set in the configuration file:
name
to configure your Data Loader processes, which
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).
ProcessRunner
as the class
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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.
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 364.
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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
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Data Loader
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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 361.
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 372.
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 365.
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
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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 365. 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 369 and sfdc.minRetrySleepSecs
on page 369.
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/35.0
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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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 368.
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
361.
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
361.
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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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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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.
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.
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.
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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
use to extract data directly from a database.
DatabaseConfig Bean
to configure database access objects, which you
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.
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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"
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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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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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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.
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Available in:
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Enterprise
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Performance
•
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•
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SEE ALSO:
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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
Available in:
•
Enterprise
•
Performance
•
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•
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•
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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
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.
Available in: Salesforce
Classic
1. Create a new mapping file and give it an extension of
2. Observe the following syntax:
.sdl
•
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:
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•
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
Data Loader
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
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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
Command-Line Quick Start (Windows Only)
Data Loader 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
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
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Classic
Available in:
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Enterprise
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Performance
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•
Database.com
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Step One: Create the Encryption Key
Note: The Data Loader command-line interface is supported for Windows only.
When you use Data Loader from the command line, there’s no user interface. Therefore, you need to provide the information that you would normally enter in the user interface by using 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.
1. Open a command prompt window by clicking Start > All Programs > Accessories >
Command Prompt. Alternatively, you can click Start > Run, enter
cmd
in the Open field, and click OK.
EDITIONS
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Classic
Available in:
•
Enterprise
•
Performance
•
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•
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•
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Data Loader
379
Set Up and Maintain Your Salesforce Organization Data Loader
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.
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>
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 is used to encrypt passwords, but data that you transmit using Data Loader is not encrypted.
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
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Classic
Available in:
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Enterprise
•
Performance
•
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•
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•
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380
Set Up and Maintain Your Salesforce Organization
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.
The field mapping file associates data sources with destinations. This is a text file, typically with an
.sdl
file extension.
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
Data Loader
#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:
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<!DOCTYPE beans PUBLIC "-//SPRING//DTD BEAN//EN"
"http://www.springframework.org/dtd/spring-beans.dtd">
<beans>
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Set Up and Maintain Your Salesforce Organization Data Loader
<bean id="accountInsert" class="com.salesforce.dataloader.process.ProcessRunner" 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 364.
•
sfdc.endpoint
—Enter the URL of the Salesforce instance for your organization; for example, https://na1.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.
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Set Up and Maintain Your Salesforce Organization Data Loader
•
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.
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
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
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 Reviewing Data Loader Output Files
on page 359.
383
Set Up and Maintain Your Salesforce Organization Importing FAQ
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
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Performance
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Note: Salesforce is not responsible for the availability or content of third-party websites.
Importing FAQ
General Importing Questions
•
Can I mass upload data into Salesforce?
•
Should I sync Outlook or use import wizards to upload my data into Salesforce?
•
Who in my organization can use the import wizards?
•
What permissions do I need to import records?
•
What file formats can the import wizards handle?
•
•
Are there size restrictions on my import data?
•
Why can’t I log in to Data Loader?
•
Why isn’t Data Loader importing special characters?
EDITIONS
Available in: Salesforce
Classic
Available in all editions
384
Set Up and Maintain Your Salesforce Organization Importing FAQ
•
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 update records using the Data Import Wizard?
•
Why do date fields import incorrectly when I use the Data Loader?
•
What does the Import Queue show me?
•
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?
•
How do I update fields with blank values?
•
SEE ALSO:
Can I mass upload data into Salesforce?
Group, Professional, Performance, Unlimited, Enterprise, and Developer editions have the Data Import Wizard for accounts, contacts, leads, and custom objects that allow you to mass import data. To access them, from Setup, click Data Management. In addition,
Performance, Unlimited, Enterprise, and Developer editions have API access to use database mass upload tools like Data Loader.
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 your Salesforce organization.
•
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, we recommend that you use Exchange
Sync or Salesforce for Outlook to initially sync your data and for all subsequent updates.
•
To upload custom objects, leads, 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 Exchange 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.
•
To upload person accounts, use the Import My Person Accounts wizard.
Note: When you import person accounts, the following limitations apply.
•
The unified Data Import Wizard doesn’t support person accounts.
•
You can’t upload person accounts by using Salesforce for Outlook.
385
Set Up and Maintain Your Salesforce Organization Importing FAQ
•
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 Import My Person Accounts on page 336.
Who in my organization can use the import wizards?
All users in your organization can use the Import My Contacts wizard. In Enterprise, Unlimited, Performance, or Developer Edition organizations with person accounts enabled, all users can use the Import My Person Accounts wizard.
Only an administrator can use the organization-wide Data Import Wizard to import accounts, contacts, leads, solutions, or custom objects for multiple users at one time. In Personal Edition, the Data Import Wizard isn't available. In Contact Manager Edition, leads and solutions in the Data Import Wizard aren't available. In Group Edition, solutions in the Data Import Wizard isn't available.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 permissions do I need to import records?
Data Loader
To import records with the Data Loader, you need “Create” permission on the record you want to import.
Import Wizard for Records You Own
Records being imported
My Contacts
My Person Accounts
Access needed
“Import Personal Contacts”
“Create” on accounts
AND
“Read” on contacts
AND
“Import Personal Contacts”
AND
At least one person account record type available from your profile or permission sets
Import Wizard for Records Owned By Other Users
Records being imported
My Organization’s Accounts and Contacts
Access needed
Administrators
Users with “Modify All Data” permission
386
Set Up and Maintain Your Salesforce Organization
Records being imported
My Organization’s Person Accounts
My Organization's Leads
Access needed
Any user with “Modify All Data” permission
"Read", "Create", and "Edit" on leads
AND
"Import Leads"
Any user with “Import Solutions” permission
Any user with "Import Custom Objects" permission
My Organization’s Solutions
My Organization’s Custom Objects
Import Wizard for Campaign Members
Records being imported
New Campaign Members (Data Import Wizard)
Updated Campaign Members (Campaign Update Wizard)
Access needed
“Edit” on campaigns
AND
Marketing User
checked in your user information
AND
“Import Leads”
“Edit” on campaigns
AND
“Import Leads”
AND
“Read” on contacts
Marketing User
checked in your user information
Importing FAQ
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 are not appropriate for your locale, use a tab or other delimiter.
What data can be imported?
You can use import wizards to import the following records:
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Set Up and Maintain Your Salesforce Organization
Contacts and business accounts
Use the Import My Contacts wizard and the Data Import Wizard to import contacts and business accounts.
In Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations, you can also import contact and business account notes.
Person accounts
In Enterprise, Unlimited, Performance, and Developer Edition organizations, use the Import My Person Accounts wizard to import person accounts that you own. Administrators can use the Import My Organization's Person Accounts wizard to import person accounts for multiple users.
Leads
In Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations, use the Data Import Wizard to import leads.
Solutions
In Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations, use the Data Import Wizard to import solutions.
Custom objects
In Contact Manager, Group, Professional, Enterprise, Unlimited, Performance, and Developer Edition organizations, use the Data
Import Wizard to import custom objects.
In the Data Import Wizard for accounts, contacts, leads, solutions, and custom objects, administrators can import into any of the listed fields, even if a field is hidden or read-only in their page layout or field-level security settings. Individual users can import only into the fields that are accessible to them via their page layout or field-level security settings.
Import wizards for other records are not available.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Are there size restrictions on my import data?
Yes. Your import file cannot exceed 100MB in size, and each record in the file cannot be bigger than 400KB. In addition, each imported note and each imported description cannot exceed 32KB. Descriptions longer than 32KB are truncated.
In addition to the import file limits, your import is also subject to the overall storage limits for your organization. Note that the size of your import file does not directly correlate to the storage space needed for those records. For example, an import file of 50MB in size may not create 50MB of data in Salesforce.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 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 key 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.
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Importing FAQ
Set Up and Maintain Your Salesforce Organization Importing FAQ
3. Set
Server host
to https://instance_name.salesforce.com
, where
instance_name
is the Salesforce instance you’re on.
4. Click OK to save your settings.
•
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.
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.
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 only into the fields that are accessible to you via your page layout or field-level security settings. However, in the organization-wide import wizards for accounts, contacts, leads, solutions, and custom objects, administrators have access to import into any of the listed fields, even if a field is hidden or read-only in their page layout or field-level security settings.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
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Set Up and Maintain Your Salesforce Organization Importing FAQ
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 unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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?
Your administrator can from Setup, 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.
For organization imports that have not begun processing, you can cancel an import in the Import Queue. From Setup, enter
Imports
in the
Quick Find
box, then select Imports. The import queue is not accessible to Personal Edition organizations.
How do I update records using the Data Import Wizard?
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.
After you have updated the report, import the .csv file into Salesforce. The steps vary based on the records you’re updating.
To Update Leads
1. From Setup, enter
Data Import Wizard
in the
Quick Find
box, select Data Import Wizard, then click Launch Wizard!.
2. Click Leads.
3. Click Update existing records.
4. Under Matching Type, choose Salesforce.com ID. Click Next.
5. Select Overwrite existing lead values.
6. Map the
Lead ID
field to the Lead ID column in your local file, as well as all other fields.
7. Review, and click Import Now!.
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To Update Accounts or Contacts
1. From Setup, enter
Data Import Wizard
in the
Quick Find
box, select Data Import Wizard, then click Launch Wizard!.
2. Click Accounts and Contacts.
3. Click Update existing records.
4. Under Contact Matching Type, choose Salesforce.com ID. The Account Matching Type automatically matches the Contact Matching
Type. Click Next.
5. Map the
Contact Id
field to the Contact ID column in your local file, and map the other contact fields. Click Next.
6. Map the contact phone and address fields. Click Next.
7. Select Overwrite existing account values, map the
Account Id
field to the Account ID column in your local file, and map the other account fields.
8. Upload your CSV file you're importing.
9. Map the extra import fields, and click Next.
10. Click Import Now!.
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
.
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
.
What does the Import Queue show me?
From Setup, enter
Imports
in the
Quick Find
box, then select Imports. The Import Queue shows all of the unprocessed files that you’ve submitted by using the Data Import Wizard in Setup. You can see when each file was submitted, its status, and a processing time estimate. Click Del to cancel an import file that has not begun processing. The import queue is not accessible to Personal Edition organizations.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with
391
Set Up and Maintain Your Salesforce Organization Importing FAQ dataimporter.app at the end of the URL.) To start using the unified wizard, 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 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 only takes a few minutes.
The administrator import wizards work asynchronously, and you will 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.
Administrators, except in Personal Edition, can also check the Import Queue to view the progress of import files. From Setup, enter
Imports
in the
Quick Find
box, then select Imports. To expedite the import process, we recommend you review the directions in
Importing Overview on page 304.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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?
In order to manage the volume of imports and ensure that all users receive the highest level of performance, organization import files are accepted in “asynchronous” mode. This means that your file passes through a controlled queue and will be imported when the system can best manage the data, however your organization import will not take longer than 24 hours to complete. You will 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 organization 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 organizations 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 unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 but less than 5 million records, use Data Loader.
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Set Up and Maintain Your Salesforce Organization Importing FAQ
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.
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.
What is an external ID?
When importing custom objects, solutions, or person accounts, you can use external IDs to prevent duplicate records from being created as a result of the import operation.
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 import wizard will detect existing records in Salesforce that have the same external
ID. Note that this operation is not case-sensitive - for example, “ABC” will be matched with “abc”. However, there is an exception: if the custom field has the separate “Unique” attribute and the case-sensitive option for that attribute is selected, uppercase and lowercase letters will not be considered identical.
Importing Person Accounts
•
How do I prevent duplicate person accounts?
EDITIONS
•
Should I sync Outlook or use import wizards to upload my data into Salesforce?
•
How do I use the import wizard to mass update existing person accounts?
Available in: Salesforce
Classic
•
Which person account fields are required for importing?
•
Can I update lookup fields for my person accounts?
Available in:
•
Enterprise
How do I prevent duplicate person accounts?
•
Performance
•
Unlimited
•
Developer
To prevent duplicate person account records from being created as a result of your import, populate a column in your import file with the names, email addresses, Salesforce IDs, or external IDs of the person accounts. These are the fields that can be used to match rows in your import file with existing records in Salesforce. In the wizard, you can specify the field you are using for record matching and what action to take when a matching existing record is found.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 use the import wizard to mass update existing person accounts?
To mass update existing person account records via the import wizards:
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Set Up and Maintain Your Salesforce Organization Importing FAQ
1. Run a person account report and export the results to Excel. To enable record matching, make sure to include the name, email address, Salesforce ID, or external ID field in the report.
2. Use Excel or a similar application to update field values in the import file as desired.
3. Launch the appropriate import wizard.
•
If you own the records in your import file, launch the Import My Person Accounts wizard from your personal settings by selecting
Import > Import Person Accounts.
•
If the records in your import file are owned by multiple different users, launch the Import My Organization's Person Accounts wizard from Setup by entering “Import Person Accounts” in the
Quick Find
box, then selecting Import Person Accounts.
4. At the Prevent Duplicates step:
•
If you are using the Import My Organization's Person Accounts wizard, choose the
Yes
radio button. This option is not included in the other wizard.
•
In the “Which field...” section, choose the field in your file to use for record matching: name, Salesforce ID, email address, or external ID.
•
In the “If existing records...” section, choose the second option,
Update existing records and do not insert any new records
.
5. Proceed with the remaining steps in the wizard.
6. After finishing the wizard and receiving the email notification that the process has completed, verify in Salesforce that the records have been updated as you intended.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Which person account fields are required for importing?
Each person account has a name field that should be included in your import file. In addition, if your administrator has defined universally required custom fields for person accounts, those fields should be included in your import file.
Can I update lookup fields for my person accounts?
Yes, if person accounts have a lookup relationship with another object, you can use the import wizard to update the value of that lookup field. We recommend the following procedure:
1. Run a person account report and export the results to Excel. In the report, include the Salesforce IDs of both the person account and the object referenced in the lookup field.
2. Use Excel or a similar application to update field values in the import file as desired.
3. Start the Import My Organization's Person Accounts wizard from Setup by entering “Import Person Accounts” in the
Quick Find box, then selecting Import Person Accounts.
4. At the Prevent Duplicates step:
•
Choose the
Yes
radio button.
•
Choose
Salesforce ID
.
•
Update existing records and do not insert any new records
is automatically selected because you are matching by Salesforce ID.
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Set Up and Maintain Your Salesforce Organization Importing FAQ
5. At the Specify Relationships step:
•
Specify the record owner field in your import file.
•
Check the box that corresponds to the lookup field you are including in your import file.
6. At the Define Lookup Matching step, choose
Salesforce ID
.
Note: Any related records must already exist in Salesforce before proceeding. Related records will not be updated during your import even if your import file contains different values for fields on those related records.
7. After finishing the wizard and receiving the email notification that the process has completed, verify in Salesforce that the person account records have been updated as you intended.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Importing Campaign Members
•
Why are there two campaign import wizards?
•
How many campaign members can I import?
•
Who can import campaign members?
•
What status is assigned to campaign members?
•
How do I prepare my campaign import file?
Why are there two campaign import wizards?
You can access the campaign import wizards via the Add Members - Import File and Update &
Add Members - Import File links on the Manage Members page, which is available from any campaign detail page. The wizards are:
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Data Import Wizard: To access this wizard from a campaign detail page, click Manage Members > Add Members - Import File >
Leads. Use this wizard to import leads. It imports a list of names, creates or updates leads in the system, and associates those leads with your campaign.
•
Campaign Update Wizard: To access this wizard from a campaign detail page, click Manage Members > Update & Add Members
- Import File > Update & Add Campaign Members. Use this wizard to update the campaign member statuses of existing leads and contacts. It imports a list of existing Salesforce contacts and leads, associates them with your campaign, and updates their response history.
How many campaign members can I import?
The number of campaign members that can be imported is determined by the following wizards:
•
Lead Import Wizard: Import up to 50,000 leads at one time.
•
Campaign Update Wizard: Update up to 50,000 existing contacts and leads at one time.
In addition to the record limits, your import is also subject to the overall storage limits for your organization.
Important:
Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with
395
Set Up and Maintain Your Salesforce Organization Importing FAQ dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
Who can import campaign members?
In order to use the Data Import Wizard to import new leads for a campaign or campaign import wizards to update the campaign history for multiple leads and contacts, users must have the
Marketing User
checkbox selected on their personal information. They must also have the Marketing User profile (or the “Edit” permission on campaigns and “Import Leads” permission).
What status is assigned to campaign members?
With the campaign import wizards, you can assign a campaign member status to a lead or contact in one of two ways:
•
Add a
Status
column to your import file. Enter the status for each lead or contact on the campaign.
•
Select a default status in the campaign import wizard. Any lead or contact with a blank or invalid status in your import file will automatically be assigned to the default status.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, 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 prepare my campaign import file?
A campaign import file can be prepared by using one of the following wizards:
•
Lead Import Wizard: Prepare your import file of new leads using Excel.
•
Campaign Update Wizard: Update only the member status of an existing lead or contact. Your import file must include a
Status column plus a Record Id column that contains the unique Salesforce
Contact ID
or
Lead ID
values for the leads and contacts.
Important: Salesforce has replaced the individual import wizards for accounts, contacts, and other objects with the unified Data
Import Wizard. (Individual import wizards open in small pop-up windows, while the unified wizard opens in a full browser with dataimporter.app at the end of the URL.) To start using the unified wizard, from Setup, enter
Data Import Wizard
in the
Quick Find
box, then select Data Import Wizard. (The options you see depend on your permissions.)
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Set Up and Maintain Your Salesforce Organization Manage Data
Manage Data
Exporting Backup Data
Your organization can generate backup files of your data on a weekly or monthly basis depending on your edition. You can export all your organization's data into a set of comma-separated values
(CSV) files.
Note: Users with the “Weekly 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 six days (for weekly export) or 28 days (for monthly export). You can also schedule backup files to generate automatically at weekly or monthly intervals.
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.
1. From Setup, enter
Data Export
in the
Quick Find
box, then select Data Export and
Export Now or Schedule Export.
EDITIONS
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
To export data:
•
“Weekly 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: Selecting
Include images, documents, and attachments
and
Include Chatter files and Salesforce CRM Content document versions
increases data export processing time.
4. Select
Replace carriage returns with spaces
to have spaces instead of carriage returns or line breaks in your export files. 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 organizations 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. We recommend that you select Include all data if you are not familiar with the terminology used for some of the types of data. Note the following:
•
Formula and roll-up summary fields are always excluded from exports.
•
If your organization uses divisions, data from all divisions is included in the export.
•
If your organization uses person accounts and you are exporting accounts, all account fields are included in the account data.
•
If your organization 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.
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Set Up and Maintain Your Salesforce Organization Exporting Backup Data
Salesforce creates a zip archive of CSV files and emails you when it's ready. 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. Follow the link in the email or click Data
Export to download the zip file. Zip files are deleted 48 hours after the email is sent. The 48-hour time limit doesn't include weekends, so if your download file is ready on Thursday at 4 p.m., that file isn't deleted until Monday at 4 p.m.
Note: For security purposes, Salesforce may require users to pass a CAPTCHA user verification test to export data from their organization. This simple text-entry test prevents malicious programs from accessing your organization's data. To pass the test, users must correctly type the two words displayed on the overlay into the overlay's text box field. Note that the words entered into the text box field must be separated by a space.
Tip: Any automated processes that process the export files should rely on the column headings in the CSV files, rather than the position of the columns.
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.
Viewing 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. Select the CSV file to open and Microsoft Excel launches the text import wizard.
5. Select “Delimited” and choose the “Unicode (UTF-8)” option for File origin.
6. Click Next.
7. Select “Comma” in the Delimiters section and click Finish. You might be prompted to select a range of cells.
Note:
If commas are not appropriate for your locale, use a tab or other delimiter.
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. Click OK to close the dialog boxes.
7. Select File > Save to save the file with selected encoding.
8. Repeat these steps for each file.
Viewing 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.
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Set Up and Maintain Your Salesforce Organization
Viewing 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 are not appropriate for your locale, use a tab or other delimiter.
6. Repeat these steps for each file.
Exporting Backup Data
399
Set Up and Maintain Your Salesforce Organization Transferring Records Overview
Transferring Records Overview
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
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.
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.
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
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.
•
Partner accounts can only be transferred to users with the “Manage External Users” permission.
400
Set Up and Maintain Your Salesforce Organization Transferring Records Overview
•
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:
Mass Transferring Records
Use the Mass Transfer tool to transfer multiple accounts, leads, service contracts, and custom objects from one user to another.
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.
Note: If you transfer closed opportunities, the opportunity team is maintained, regardless of this setting.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer and
Database.com Editions
Accounts, Service Contracts, and Leads are 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
To mass transfer leads:
•
“Transfer Leads” OR
“Transfer Record”
AND
“Edit” on leads
401
Set Up and Maintain Your Salesforce Organization Transferring Records Overview
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. Optionally, check the box in the column header to select all currently displayed items.
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:
402
Set Up and Maintain Your Salesforce Organization Deleting Multiple Records and Reports
Deleting Multiple Records and Reports
You can delete multiple reports or records at one time.
The record types you can mass-delete include cases, solutions, accounts, contacts, leads, products, and activities.
Here are some ways mass delete might be 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 organization’s leads incorrectly and you want to start over.
•
A user who recently left your organization had contacts that were duplicates of other users’ dataand you want to delete these duplicate contacts.
•
Your organization 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 My
Organization’s 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 organization. Select the lead record type, enter “Converted equals 1” for the search criteria, then choose 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.
1. We strongly suggest you run a report to archive your information. You should also run a weekly export of your data; see
on page 397.
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 will be deleted along 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 other users.
6. If you’re deleting products, check Archive Products if you also want to delete products that are on opportunities.
Check this option to:
•
Delete products that are not on opportunities and move them to the Recycle Bin.
•
Archive products that are on opportunities. These products are not moved to the Recycle Bin and cannot be recovered.
Leave this box unchecked to delete only those products that are not on opportunities. Selected products that are on opportunities will remain checked after the deletion to indicate they were not included in the deletion.
7. Choose Search to find records that match, and select the items you want to delete. Optionally, check the box in the column header to select all currently displayed items.
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.
403
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.
404
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:
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.
405
Set Up and Maintain Your Salesforce Organization Force.com Platform Cache
Force.com Platform Cache
Define Partitions for Data Cached with Force.com Platform Cache
Partitions improve application performance by distributing cache space in the best way for your org. Cache data to designated partitions to ensure that it’s not overwritten by other applications or less-critical data. Create and manage org partitions declaratively by using the Platform Cache
Partition tool in Setup.
EDITIONS
Available in: Enterprise
Edition, Unlimited Edition
Partitions are integral to the API, and cache capability depends on them. To use the Force.com
platform cache, you need at least one partition. Each partition has one session cache and one org cache segment. Each cache segment has its own capacity and time-to-live attributes and uses an LRU algorithm.
Use the Platform Cache Partition tool to:
•
Create or remove org partitions.
•
Allocate the session cache and org cache capacities of each partition to balance performance across apps.
•
View a snapshot of all cache partitions with their current and total capacities.
•
View details about each partition.
•
Make any partition the default partition, for example to use via static methods.
First create at least one partition and allocate cache capacity to that partition’s session cache and org cache segments. You can distribute your org’s cache space across any number of partitions. Session and org cache allocations can be zero or greater than five and 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 equal or be less than the org’s overall capacity.
You can have only one default partition, but you can define any partition as the default partition. When the capacity of the default partition is used up and is zero, you can’t create any more partitions. When a partition has no capacity left, cache operations aren’t performed, and no error is returned.
When performing cache operations within the default partition, you can omit the partition name from the key.
Note: If platform cache code is intended for a package, we recommend not using the default partition in the package. Instead, explicitly reference and package a non-default partition.
View the org’s capacity allocation on the Platform Cache Partition page. To access the Partition tool in Setup, enter
Platform Cache
in the
Quick Find
box, then select Platform Cache.
Capacity calculations occur every five minutes by default. To make sure you’re seeing the latest capacity and allocation, click Recalculate.
SEE ALSO:
Force.com Apex Code Developer’s Guide
406
Set Up and Maintain Your Salesforce Organization Manage Duplicate Records
Manage Duplicate Records
Duplicate Management
Maintaining clean and accurate data is one of the most important things you can do to help your organization get the most out of Salesforce. Use Data.com Duplicate Management to control whether and when users can create duplicate records in Salesforce; customize the logic that’s used to identify duplicates; and create reports on the duplicates that users save.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Note: Duplicate Management uses Data.com technology, but does not require a Data.com
license.
Available in:
After Duplicate Management is set up, here’s how it works.
•
When a user attempts to save a new record, the record is first compared with existing Salesforce records to identify possible duplicates (1). The criteria used to compare records and identify the possible duplicates are defined by a matching rule. Next, a list of possible duplicates is returned (2). What happens when the record being saved is identified as a possible duplicate
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer depends on what’s defined in the duplicate rule (3). For example, the duplicate rule could block users from saving the possible duplicate record or allow them to save it anyway. Both the Block and Allow options include an alert, which tells users why they can’t save the record and what they need to do. The Allow option includes the ability to report on the duplicate records.
•
When a user attempts to save an edited record, the record is first checked to see if the user has changed the value of a matching rule field. If so, the duplicate management process works as described for new records. If not, no further action is taken and duplicates are not detected.
407
Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
For a list of limits, see Duplicate Management Limits.
SEE ALSO:
Set Up Duplicate Management in Salesforce
Duplicate Management Concepts
To configure Data.com Duplicate Management more effectively, it’s important to understand some key concepts.
IN THIS SECTION:
Duplicate rules are used to control whether and when users can save duplicate records within
Salesforce.
Matching rules are used to identify duplicate records within Salesforce.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
408
Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
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 Data.com Duplicate Management, you can view any system errors that prevent the duplicate rules or matching rules from running successfully.
How Duplicate Management Affects Your Users
When you’ve created and activated duplicate rules and your users try to save a record that’s identified as a possible duplicate, users will be given guidance on how to proceed. This is what they’ll see.
Duplicate Rules
Duplicate rules are used to control whether and when users can save duplicate records within
Salesforce.
Duplicate rules tell Salesforce what action to take when a user attempts to create a duplicate record.
Each duplicate rule needs to include at least one matching rule to identify which existing records are possible duplicates.
You can configure your duplicate rule to perform an action when a new record is created and when an existing record is edited. However, the rule will only run for edited records if the fields being edited are included in the associated matching rule.
Example: The duplicate rule can block users 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 users why they can’t save the record and what they need to do.
The Allow option includes the ability to report on the duplicate records.
SEE ALSO:
Create or Edit Duplicate Rules
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Matching Rules
Matching rules are used to identify duplicate records within Salesforce.
Watch a video: Understanding Matching Rules (4:32)
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.)
When the matching rule is run, it compares each field against the corresponding field in existing records that share the same match keys, and uses the matching criteria to determine how closely the fields, and ultimately the records, match.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
409
Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
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
•
Modify the fields that can appear on the respective page layouts
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
When using duplicate record sets, keep a few things in mind.
•
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 won’t be included in a duplicate set.
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Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
Duplicate Error Logs
If your organization uses Data.com 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 occured. 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: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
How Duplicate Management Affects Your Users
When you’ve created and activated duplicate rules and your users try to save a record that’s identified as a possible duplicate, users will be given guidance on how to proceed. This is what they’ll see.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
411
Set Up and Maintain Your Salesforce Organization Duplicate Management Concepts
•
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 possible duplicates displayed in the list 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.
SEE ALSO:
412
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management in Salesforce
Set Up Duplicate Management in Salesforce
To use Data.com Duplicate Management in your organization, you need 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.
EDITIONS
Available in: both 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.
Create or Edit Custom Matching Rules
Use matching rules to determine how two records are compared and identified as duplicates.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Create Custom Report Types for Duplicate Record Reports
If your organization uses the Report action with its duplicate rules, you can run reports to analyze the quality of your data and to see how well your duplicate rules are working. That way, you can fine tune your duplicate rules if needed. First, you’ll need 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 (3:12)
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: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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”
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Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management in Salesforce
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:
414
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management in Salesforce
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 Data.com 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: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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”
415
Set Up and Maintain Your Salesforce Organization Set Up Duplicate Management in Salesforce
Create Custom Report Types for Duplicate Record Reports
If your organization uses the Report action with its duplicate rules, you can run reports to analyze the quality of your data and to see how well your duplicate rules are working. That way, you can fine tune your duplicate rules if needed. First, you’ll need to set up the appropriate custom report types.
The only records that will appear in these reports are:
•
Records identified as duplicates by duplicates rules that include the report action.
•
Records that were manually added to the Duplicate Record Set object.
1. Make sure you’re familiar 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
Contact
Duplicates
Create reports on the duplicate contacts that were found by your duplicate rules.
Contacts
Lead Duplicates Create reports on the duplicate leads that were found by your duplicate rules.
Leads
All Duplicates
Possible Use A (Primary
Object)
Create reports on the duplicate accounts that were found by your duplicate rules.
Accounts
B
Duplicate Record
Items
Duplicate Record
Items
Duplicate Record
Items
Additional
Steps
Create reports to see how well your duplicate rules are performing.
Duplicate Record
Set
Duplicate Record
Items
Add the
Duplicate
Rule Name lookup field to the Duplicate
Record Set page layout.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To create or update custom report types:
•
“Manage Custom Report
Types”
To delete custom report types:
•
“Modify All Data”
3. Deploy the report types you want to make available to users.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
4. Let users know that they can create reports using these custom report types.
SEE ALSO:
Matching Rule Reference
Here’s some additional information that will help you understand 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 Data.com 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 accounts, contacts, or leads.
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 match. When you create a custom matching rule, you need to define certain criteria. Standard matching rules include additional criteria, all of which are defined for you.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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. We’ve provided an exact matching method and a variety of fuzzy matching methods.
Matching Algorithms Used with Matching Methods
The matching method and matching algorithm are part of the matching rule’s matching criteria. Together, they 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 are used to increase the effectiveness of matching rules. By understanding how match keys are created, you’ll get a better sense of how matching rules work.
Match Keys Used by Standard Matching Rules
Match keys are used to increase the effectiveness of matching rules. Review the match key information for a better understanding of how standard matching rules work.
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Standard Matching Rules
We’ve provided several standard matching rules that you can use with Data.com 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 accounts, contacts, or leads.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
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.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Standard Contact and Lead Matching Rule
Like all matching rules, the standard matching rule used for contact and lead records is made up of fields that are 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, and ultimately whether the record is a 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
)
OR (
Account Name
AND
ZIP
)
OR (
Account Name
AND
Phone
)
OR (
Website
AND
Phone)
OR (
Website
AND
Billing Street
)
Matching Criteria
For a definition of each matching criterion, see Matching Criteria for Matching Rules on page 423.
Special Handling Field Matching
Algorithms
Scoring
Method
Account
Name
Acronym
Edit Distance
Maximum
Threshold Blank
Fields
70 Don’t match
Removes words such as
Inc
and
Corp
before comparing fields. Also, company names are normalized. For example,
1st
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Field
Phone
ZIP
Matching
Algorithms
Exact
Exact
Exact
Scoring
Method
Weighted
Average
Billing
Street
Edit Distance
Exact
Weighted
Average
Weighted
Average
Threshold Blank
Fields
80
Special Handling
National Bank
is normalized to
First National
Bank
.
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 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.
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 one 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 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
.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Field Matching
Algorithms
Scoring
Method
City
Edit Distance
Exact
Maximum
Website
Exact Maximum
85
100
Threshold Blank
Fields
Special Handling
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
Only the website domain is compared. For example, a field value http://www.salesforce.com
salesforce.com
.
becomes
SEE ALSO:
Standard Contact and Lead Matching Rule
Like all matching rules, the standard matching rule used for contact and lead records is made up of fields that are 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, and ultimately whether the record is a 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 critetia, see Matching Criteria for Matching Rules on page 423.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fields on
Contacts
Fields on
Leads
First Name First
Name
Last Name Last
Name
Matching
Algorithms
Exact
Initials
Jaro-Winkler
Distance
Metaphone 3
Name Variant
Exact
Keyboard
Distance
Metaphone 3
Scoring
Method
Threshold
Maximum 85
Maximum 90
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
Blank Fields
Don’t match
(Ignores blank fields when
Email is included in field grouping)
Don’t match
Special Handling
Don’t match
(Ignores blank fields when
Email is included in field grouping)
If record contains a value for the both
First
Name
and
Last Name
fields, those values will be 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 will also evaluate first name as
Michael
and the last name as
George
.
Don’t match
If record contains a value for the both
First
Name
and
Last Name
fields, those values will be 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 will also evaluate first name as
Michael
and the last name as
George
.
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 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
.
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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
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, so 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 come up 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 adresses 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)
Don’t match
SEE ALSO:
422
Set Up and Maintain Your Salesforce Organization Matching Rule Reference
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 match. When you create a custom matching rule, you need to define certain criteria. Standard matching rules include additional criteria, all of which are defined for you.
Note: This release contains a beta version of Data.com Duplicate Management that is production quality but has known limitations. You can provide feedback and suggestions on the Salesforce Success Community . For information on enabling this feature for your organization, contact Salesforce.
Criterion Definition Automatically
Defined for
Custom
Matching
Rules
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, number, phone, standard picklists, custom picklists (single-select only), text, and URL.
•
An auto-numbered lookup relationship field cannot 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
Defines how the fields are compared. We’ve provided an exact matching method and various fuzzy matching methods. Each matching method is further defined by matching algorithms and other criteria.
For more information about matching methods, see Matching Methods
Used with Matching Rules on page 426.
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.
For more information about matching algorithms, see
Algorithms Used with Matching Methods on page 428.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Criterion Definition
Match Blank
Fields
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.
Scoring
Method
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.
Threshold
Match Key
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.
A code that allows the matching rule to quickly return a list of possible duplicates. Once the matching rule is activated, the match key is automatically applied to all existing records so that when the matching rule runs, it’s only looking for duplicates among records with the same match key. This process improves performance and returns a better set of match candidates.
For more information about match keys, including examples, see Match Keys and Matching Rules
on page 429.
Automatically
Defined for
Custom
Matching
Rules
Example
Example: Assuming your custom contact matching rule includes the following criteria, here’s how records are compared and matched.
•
Matching equation is
AND (
Phone
OR
City
).
•
All fields use the Exact matching method.
•
The
Match Blanks Fields
checkbox is selected for
Phone
and
City
.
New Record A
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Phone
415-555-1234
City
San Francisco
Existing Records Compared with New Record A
Phone
3
4
1
2
5
Record Email
0 none 0 [email protected]
100
Match
Score
100
100
415-555-1234 none
415-555-1234
415-555-1234
415–555-7777
100
100
0
Phone
Match
Score
100
0
City
none
San Francisco
San Francisco
Oakland
San Jose
New Record B
Phone
none
City
none
Existing Records Compared with New Record B
Phone
1
2
3
Record
4
5
0 none 0
Match
Score
100
100
100
415-555-1234 none none
415-555-1234
415-555-1234
0
0
Phone
Match
Score
0
100
100
City
none
San Francisco none
San Francisco
Oakland
100
0
0
City
Match
Score
0
100
Record
Matches?
Yes
Yes
No
No
No
0
0
City
Match
Score
100
0
100
Record
Matches?
Yes
Yes
Yes
No
No
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
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. We’ve provided an exact matching method and a variety of fuzzy matching methods.
Matching Method
Exact
Fuzzy
Description
This 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.
This method looks for strings that match a pattern approximately. We’ve provided the logic for a variety of fuzzy matching methods.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
For a definition of each matching criteron, see Matching Criteria for Matching Rules on page 423.
Special Handling Fuzzy Matching Method Matching
Algorithms
Fuzzy: First Name Exact
Initials
Jaro-Winkler
Name Variant
Fuzzy: Last Name Exact
Keyboard
Distance
Metaphone 3
Fuzzy: Company Name
Fuzzy: Phone
Acronym
Exact
Syllable
Alignment
Exact
Scoring
Method
Maximum
Threshold
85
Maximum
Maximum
Weighted
Average
90
70
80
The
Middle Name
field, if used in your matching rule, is compared by the Fuzzy: First
Name matching method.
Removes words such as
Inc normalized. For example,
and
IBM
Corp
before comparing fields. Also, company names are
is normalized to
International Business Machines
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
.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fuzzy Matching Method Matching
Algorithms
Scoring
Method
Threshold Special Handling
•
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
Fuzzy: ZIP Exact 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 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)
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Fuzzy Matching Method Matching
Algorithms
Scoring
Method
Threshold Special Handling
•
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.
Fuzzy: Title Acronym
Exact
Kullback-Liebler
Distance
Maximum 50
Matching Algorithms Used with Matching Methods
The matching method and matching algorithm are part of the matching rule’s matching criteria.
Together, they 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 426.
Matching Algorithms Available with Exact Matching Method
Matching Algorithm
Exact
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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
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.
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Matching Algorithm
Edit Distance
Initials
Jaro-Winkler Distance
Keyboard Distance
Kullback Liebler Distance
Metaphone 3
Name Variant
Description
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.
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.
SEE ALSO:
Match Keys and Matching Rules
Match keys are used to increase the effectiveness of matching rules. By understanding how match keys are created, you’ll get a better sense of how matching rules work.
EDITIONS
A match key is a code that allows a matching rule to quickly return a list of possible duplicates. After the matching rule is activated, the match key is automatically applied to all existing records so that when the matching rule runs, it’s only looking for duplicates among records with the same match key. Also known as indexing, this process improves performance and returns a better set of match candidates.
The match keys for both standard and custom matching rules are automatically created based on the fields in the matching rule. Because each custom matching rule can have only 10 match keys, you’re prevented from saving a matching rule that would require more than 10 match keys.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
The process of creating match keys includes several steps.
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. The fields are normalized using the same methods as standard matching rules. For details, see
Match Keys Used by Standard Matching
3. The standardized field format and the normalized field values are combined to create the match keys.
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Set Up and Maintain Your Salesforce Organization Matching Rule Reference
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.
Example:
Example
Field Name
First Name
Last Name
Company
Field Value
John [email protected]
O’Reilly
Intel Corp.
j
Normalized Field Value
joreilly@intelcom arl intel
Matching Rule Equation
(First Name OR Email) AND
(Last Name OR Company
Standardized Format Match Keys (Field
Combinations)
(First Name AND Last Name)
OR
First Name Last Name
(First Name AND Company)
OR
First Name Company
(Email AND Last Name) OR
(Email AND Company) OR
Email Last Name
Email Company
Match Keys ( with Normalized
Field Values)
jarl jintel joreilly@intelcomarl joreilly@intelcomintel
Match Keys Used by Standard Matching Rules
Match keys are used to increase the effectiveness of matching rules. Review the match key information for a better understanding of how standard matching rules work.
What is a Match Key?
A match key is a code that allows a matching rule to quickly return a list of possible duplicates. After the matching rule is activated, the match key is automatically applied to all existing records so that when the matching rule runs, it’s only looking for duplicates among records with the same match key. Also known as indexing, this process improves performance and returns a better set of match candidates.
How to Read a Match Key
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
430
Set Up and Maintain Your Salesforce Organization Matching Rule Reference
•
The field used in the match key (1)
•
Number of tokens (or character string sets) in the field value to include in match key (2). If no number is present, then all tokens are included.
•
Number of characters per token to include in the match key (3). If no number is present, then all characters are included.
•
Additonal field used in the match key (4)
Normalization of Fields
Before the match keys are applied to any records, the field values of those records are normalized.
Field
Company
First Name
Last Name
Phone
Website
Normalization Details Examples
Expands acronyms. Lowercases first letter of each word. Removes suffixes, such as
Corporation
,
Incorporated
,
Inc
,
Limited
,
Ltd
.
Removes stopwords and
, the
, of
.
IBM = international business machines
Intel Corp. = intel
Removes salutations and all but first letter of first word. Lowercases first letter. Replaces first name with alias, if applicable.
Dr. Jane = j
Mr. Bob= robert = r
Removes special characters and suffixes. Replaces consecutive identical consanants with single consanant. Lowercases first letter. After normalization, the double metaphone algorithm is applied so that misspellings and spelling variants are accounted for.
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.
john_doe @salesforce.com = jdoe@salesforcecom [email protected] = jdoe@salesforcecom
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.
1-800-555-1234 = 800555
44 20 0540 0202 = 44200540
Removes protocol (http), subdomain (www), and any file path. Then takes only the last two or three tokens, depending on if there are international designations.
http://www.us.salesforce.com/product = salesforce.com
http://www.ox.ac.uk/ = ox.ac.uk
431
Set Up and Maintain Your Salesforce Organization Matching Rule Reference
Pre-defined Match Keys
After fields are normalized, the following match keys are applied to all existing records. Also known as indexing, this process occurs when a matching rule is activated.
Match Key
Company (2,6) City (_, 6)
Company (2,6) ZIP (1,3)
First_Name (1,1) Last_Name Email
First_Name (1,1) Last_Name Company (2,5)
First_Name (1,1) Last_Name Phone
First_name (1,1) Last_Name Email (domain)
Website City (_,6)
Objects Applied
To
Account
Example
Account: salesforce.com = salesf
City: San Francisco = sanfra
Key: salesfsanfra
Account
Contact
Lead
Contact
Lead
Account Name: salesforce.com = salesf
ZIP: 94105-5188 = 941
Key: salesf941
Email: [email protected] = [email protected]
Key: [email protected]
First Name: John = j
Last: Doe = doe = t (with double metaphone applied)
Email: [email protected] = [email protected]
Key: [email protected]
Contact
Lead
Contact
Lead
Contact
Lead
Account
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
First Name: Marc = m
Last Name: Benioff = pnf (with double metaphone applied)
Email: [email protected] = salesforce.com
Key: mpnfsalesforce.com
Website: https://www.salesforce.com = salesforce.com
City: San Francisco = sanfra
Key: salesforce.comsanfra
432
Set Up and Maintain Your Salesforce Organization
Match Key
Website ZIP (1,3)
Duplicate Management FAQs
Objects Applied
To
Account
Example
Website: https://www.salesforce.com = salesforce.com
ZIP: 94105-5188 = 941
Key: salesforce.com941
Duplicate Management FAQs
Answers to common questions about Data.com 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: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
433
Set Up and Maintain Your Salesforce Organization Duplicate Management FAQs
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)
...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:
434
Set Up and Maintain Your Salesforce Organization
Security
Security Overview
Salesforce is built with security 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 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. Your data is protected from unauthorized access from outside your company. Also safeguard it from inappropriate usage by your users.
For information about the various security components in Salesforce, see the following topics:
•
•
•
•
•
•
•
•
•
CAPTCHA Security for Data Exports
•
•
About Identity Providers and Service Providers
•
•
SEE ALSO:
Security Implementation Guide
Trust and Salesforce
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, phishing and malware are Internet scams on the rise.
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 you should refuse to 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
.
Security
435
Set Up and Maintain Your Salesforce Organization Security Infrastructure
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
Customer security is the foundation of customer success, so Salesforce will continue to implement the best possible practices and technologies in this area. Recent and ongoing actions include:
•
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 will allow users to access Salesforce only from your
corporate network or VPN. For more information, see Setting Login Restrictions on page 471.
•
on page
461
•
Educate your employees not to open suspect emails and to be vigilant in guarding against phishing attempts.
•
Use security solutions from leading vendors such as Symantec 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, such as RSA tokens, to restrict access to your network. For more information,
see Salesforce Two-Factor Authentication on page 473
Salesforce has a Security Incident Response Team to respond to any security issues. To report a security incident or vulnerability to
Salesforce, please contact [email protected]
. Describe the issue in detail, and the team will respond promptly.
Security Infrastructure
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.
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.
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.
436
Set Up and Maintain Your Salesforce Organization Auditing
Auditing
Auditing features do not secure your organization by themselves, but these features provide information about usage of the system, which can be critical in diagnosing potential or real security issues. It is important that someone in your organization perform regular audits to detect potential abuse. The other security features provided by Salesforce are preventative. To verify that your system is actually secure, you should perform audits to monitor for unexpected changes or usage trends.
Auditing features include:
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 618.
Field History Tracking
You can also enable auditing for individual fields, which will automatically track any changes in the values of selected fields. Although auditing is available for all custom objects, only some standard objects allow field-level auditing. See
623.
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 620.
Platform Encryption
Platform Encryption gives your data a whole new layer of security while preserving critical platform functionality. The data you select is encrypted at rest using an advanced key derivation system. You can protect data at a more granular level than ever before, so that your company can confidently comply with privacy policies, regulatory requirements, and contractual obligations for handling private data.
IN THIS SECTION:
To implement Platform Encryption in your organization, create a tenant secret and then specify the fields and files you want to encrypt, and designate users who can generate, rotate and archive your organization's keys.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
Manage Tenant Secrets and Keys
With Platform Encryption, you manage your own tenant secret, which is used to derive the keys that protect your data. After you create a unique tenant secret for your organization, you can rotate it, archive it, and share responsibility for it with other users.
Platform Encryption builds on the data encryption options that Salesforce offers out of the box. It enables you to encrypt the data stored in many standard and custom fields and in files and attachments. Data is encrypted at rest, not just when transmitted over a network, so it is protected even when other lines of defense have been compromised.
437
Set Up and Maintain Your Salesforce Organization Platform Encryption
Encrypt Fields and Files
To implement Platform Encryption in your organization, create a tenant secret and then specify the fields and files you want to encrypt, and designate users who can generate, rotate and archive your organization's keys.
IN THIS SECTION:
Select the fields you want to encrypt. When a field is encrypted, its value appears as asterisks to users who don't have permission to view it.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Encrypt files and attachments using Platform Encryption for another layer of data protection.
When Platform Encryption is on, the body of each file or attachment is encrypted when it is uploaded.
Available in Salesforce
Classic only.
At some point you may need to disable Platform Encryption for fields, files, or both. When you turn off Platform Encryption, encrypted data is not mass-decrypted and any functionality that is affected by encryption is not restored. Contact Salesforce if you need help with this.
Encrypt Fields
Select the fields you want to encrypt. When a field is encrypted, its value appears as asterisks to users who don't have permission to view it.
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, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
3. Select Enable Encrypted Standard Fields.
4. Select Edit.
5. Select the fields to encrypt, and save your settings.
The automatic Platform Encryption validation service kicks off. If any of your organization's settings are blocking encryption, you will receive an email with instructions for fixing them.
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.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To view setup:
•
“View Setup and
Configuration”
To enable encrypted fields:
•
“Customize Application”
438
Set Up and Maintain Your Salesforce Organization Platform Encryption
Note: This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
What to Expect When You Encrypt Certain Fields
Automatic Validation for Platform Encryption
What to Expect When You Encrypt Certain Fields
Automatic Validation for Platform Encryption
Encrypt Files and Attachments
Encrypt files and attachments using Platform Encryption for another layer of data protection. When
Platform Encryption is on, the body of each file or attachment is encrypted when it is uploaded.
EDITIONS
Note:
Before you begin, make sure that your organization has an active encryption key; if you’re not sure, check with your administrator.
You can encrypt these kinds of files:
•
Files attached to feeds.
•
Files attached to records.
•
Files in the Content, Libraries, and Files tabs (Chatter files, including file previews, and Salesforce
CRM Content files).
•
Files managed with Salesforce Files Sync
•
Notes (Beta)
Some types of files and attachments can’t be encrypted:
•
Chatter group and profile photos
•
Documents
•
Email attachments
1. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
2. Select Enable Encrypted Files and Attachments.
3. Click Set Preferences.
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To view setup:
•
“View Setup and
Configuration”
To enable encrypted files:
•
“Customize Application”
Important:
Users with access to the file can work normally with it regardless of their encryption-specific permissions. Users who are logged into your organization 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. Any expansion of file sizes caused by encryption doesn’t count against these limits.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
Turning on file and attachment encryption affects new files and attachments. It does not 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, or query the isEncrypted
field on the ContentVersion object (for files) or on the Attachment object (for attachments).
Here's what it looks like when a file is encrypted.
Note: This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
Automatic Validation for Platform Encryption
Automatic Validation for Platform Encryption
440
Set Up and Maintain Your Salesforce Organization Platform Encryption
Turn Platform Encryption Off
At some point you may need to disable Platform Encryption for fields, files, or both. When you turn off Platform Encryption, encrypted data is not mass-decrypted and any functionality that is affected by encryption is not restored. Contact Salesforce if you need help with this.
1. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
2. Clear the fields you want to make visible to users without the "View Encrypted Data" permission.
3. To disable field encryption entirely, clear Enable Encrypted Standard Fields.
4. To disable encryption for files, select Disable Encrypted Files and Attachments.
The limitations and special behaviors that apply to encrypted fields persist after encryption is disabled. The values can remain encrypted at rest and masked in some places. All previously encrypted files and attachments 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 in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To view setup:
•
“View Setup and
Configuration”
To disable encrypttion:
•
“Customize Application”
Manage Tenant Secrets and Keys
With Platform Encryption, you manage your own tenant secret, which is used to derive the keys that protect your data. After you create a unique tenant secret for your organization, you can rotate it, archive it, and share responsibility for it with other users.
Authorized users generate tenant secrets on demand from the Platform Encryption page. Authorized developers can generate them by coding a call to the TenantSecret object in the Salesforce API.
Data encryption keys are never shared across organizations or saved to any disk. Instead, they are derived on demand from a master secret and an organization-specific tenant secret and then cached on an application server.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
IN THIS SECTION:
Create a unique tenant secret for your organization, then authorize specific people to use it to produce new data encryption keys.
Available in Salesforce
Classic only.
USER PERMISSIONS
Rotate Your Platform Encryption Keys
Key rotation is the process of generating a new tenant secret and archiving the previously active one. By controlling the lifecycle of your organization’s tenant secrets, you control the lifecycle of the derived data encryption keys.
To manage tenant secrets:
•
“Manage Encryption
Keys”
Export and Import a 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.
441
Set Up and Maintain Your Salesforce Organization Platform Encryption
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
SEE ALSO:
Which User Permissions Does Platform Encryption Require?
The TenantSecret Object
Which User Permissions Does Platform Encryption Require?
The TenantSecret Object
Create a Tenant Secret
Create a unique tenant secret for your organization, then authorize specific people to use it to produce new data encryption keys.
1. Create your tenant secret.
a. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
b. Click Create Tenant Secret.
2. Assign the “Manage Encryption Keys” permission to people you trust to manage tenant secrets for your organization.
You can add this permission to a profile or a permission set: from Setup, enter
Profiles
or
Permission Sets
in the
Quick Find
box.
Note: Administrators have the “Manage Encryption Keys” permission enabled by default.
Note: This information applies to Platform Encryption and not to Classic Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To manage tenant secrets:
•
“Manage Encryption
Keys”
SEE ALSO:
442
Set Up and Maintain Your Salesforce Organization Platform Encryption
Rotate Your Platform Encryption Keys
Key rotation is the process of generating a new tenant secret and archiving the previously active one. By controlling the lifecycle of your organization’s tenant secrets, you control the lifecycle of the derived data encryption keys.
Your key rotation is determined by your organization's security policies. You can rotate the tenant secret once every 24 hours in a production organization, and every four hours in a sandbox environment. Master secrets used in the key derivation function are rotated with each major
Salesforce release. This has no impact on the customer keys or on encrypted data, until the tenant secret is rotated.
1. Check the statuses of keys in your organization from Setup by entering
Platform
Encryption
in the
Quick Find
box, then selecting Platform Encryption. Keys can be active, archived, or destroyed.
ACTIVE
Can be used to encrypt and decrypt new or existing data.
ARCHIVED
Cannot encrypt new data. Can be used to decrypt data previously encrypted with this key when it was active.
DESTROYED
Cannot encrypt or decrypt data. Data encrypted with this key when it was active can no longer be decrypted.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To manage tenant secrets:
•
“Manage Encryption
Keys”
2. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select Platform Encryption.
3. Click Generate New Tenant Secret.
4. If you want to re-encrypt existing field values with a newly generated tenant secret, edit and save the encrypted fields using the
Data Loader or another tool.
Get the data to update by exporting the objects via the API or by running a report that includes the record ID. This triggers the encryption service to encrypt the existing data again using the newest key.
Note: This information applies to Platform Encryption and not to Classic Encryption.
443
Set Up and Maintain Your Salesforce Organization Platform Encryption
Export and Import a 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. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
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.
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 information applies to Platform Encryption and not to Classic Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To manage tenant secrets:
•
“Manage Encryption
Keys”
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
Note:
If you create a sandbox organization from your production organization and then later destroy the tenant secret on your sandbox organization, the tenant secret continues to exist without change on the production organization.
1. From Setup, enter
Platform Encryption
in the
Quick Find
box, then select
Platform Encryption.
2. From 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. If this is the tenant secret you want to destroy:
a. Type in the text as shown.
b. Select the checkbox acknowledging that you’re destroying a tenant secret.
c. Click Destroy.
Note: This information applies to Platform Encryption and not to Classic Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
USER PERMISSIONS
To manage tenant secrets:
•
“Manage Encryption
Keys”
444
Set Up and Maintain Your Salesforce Organization Platform Encryption
How Platform Encryption Works
Platform Encryption builds on the data encryption options that Salesforce offers out of the box. It enables you to encrypt the data stored in many standard and custom fields and in files and attachments. Data is encrypted at rest, not just when transmitted over a network, so it is protected even when other lines of defense have been compromised.
Encrypting files, fields, and attachments has no effect on your organization’s storage limits.
Note: This information applies to Platform Encryption and not to Classic Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
IN THIS SECTION:
Platform Encryption Best Practices
Available in Salesforce
Classic only.
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 your tenant secret and keys are backed up, and be careful who you allow to manage your secrets and keys.
You can encrypt certain fields on the Account, Contact, Case, and Case Comment objects. When Platform Encryption is on, users with the the “View Encrypted Data” permission can see the contents of encrypted fields, but users without that permission see only masked values (that is, the values are replaced with asterisks).
Platform Encryption Terminology
Encryption has its own specialized vocabulary. To get the most out of your 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.
Behind the Scenes: The Platform Encryption Process
When users submit data, the application server looks for the organization-specific data encryption key in its cache. If it isn’t there, the application server gets the encrypted tenant secret from the database and and asks the key derivation server to derive the key.
The encryption service then encrypts the data on the application server.
Automatic Validation for Platform Encryption
When you turn on encryption, Salesforce automatically checks for potential side effects and warns you if any existing settings may pose a risk to data access or the normal operation of your Salesforce organization. For example, encryption is blocked if you try to encrypt fields used in criteria-based sharing rules.
Which User Permissions Does Platform Encryption Require?
Assign permissions to your users according to their roles with regard to encryption. Some users will need the "View Encrypted Data" permission. Some will need other combinations of permissions in order to select data for encryption or work with encryption keys.
How Do I Deploy Platform Encryption?
When you deploy 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 Platform Encryption is enabled in the target organization.
How Does Platform Encryption Work In a Sandbox?
Refreshing a sandbox from a production organization creates an exact copy of the production organization. If Platform Encryption is enabled on the production organization, all encryption settings are copied, including tenant secrets created in production.
What’s the Difference Between Classic Encryption and Platform Encryption?
Classic encryption lets you protect a special type of custom text fields, which you create for that purpose. With Platform Encryption you can encrypt a variety of widely-used standard fields, along with some custom fields and many kinds of files. Platform Encryption also supports person accounts, cases, search, workflow, approval processes, and other key Salesforce features.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
Platform Encryption Considerations
You can expect excellent data protection when using Platform Encryption, but keep these considerations in mind before enabling 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 your tenant secret and keys are backed up, and be careful who you allow to manage your secrets and keys.
1. Define a threat model for your organization.
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.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
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.
Available in Salesforce
Classic only.
•
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 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. Understand that encryption applies to all users, regardless of their permissions.
•
You control who reads encrypted field values in plaintext using the “View Encrypted Data” permission. However, the data stored in these fields is encrypted at rest, regardless of user permissions.
•
Functional limitations are imposed on users who interact with encrypted data. Consider whether encryption can be applied to a portion of your business users and how this application affects other users interacting with the data.
5. Read the Platform Encryption considerations and understand their implications on your organization.
•
Evaluate the impact of the considerations on your business solution and implementation.
•
Test 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.
6. 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.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
•
If you suspect 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 Platform Encryption.
•
Apps on the AppExchange that are built exclusively using Force.com inherit Platform Encryption capabilities and limitations.
7. 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. Make sure that a user inadvertently granted the
View Encrypted Data permission would still see only appropriate data.
By default, any user can edit encrypted fields, even users without the “View Encrypted Data” permission.
8. 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.
9. Grant the “View Encrypted Data” user permission to authorized users only.
Grant the “View Encrypted Data” permission to users who must view encrypted fields in plaintext, including integration users who must read sensitive data in plaintext. Encrypted files are visible to all users who have access to the files, regardless of the “View
Encrypted Data” permission.
10. Mass-encrypt your existing data.
Existing field and file data is not automatically encrypted when you turn on 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.
11. Avoid encrypting Currency, Number, Date, and Date/Time data.
You can often keep private, sensitive, or regulated data safe without encrypting associated
Currency
,
Number
,
Date
, and
Date/Time
fields. Encrypting these fields can have broad functional consequences across the platform, such as disruptions to roll-up summary reports, report timeframes, and calculations.
12. Communicate to your users about the impact of encryption.
Before you enable Platform Encryption in a production environment, inform users about how it affects your business solution. For example, share the information described in Platform Encryption considerations, where it's relevant to your business processes.
13. Use discretion when granting login access.
If a user with the “View Encrypted Data” permission grants login access to another user, the other user is able to view encrypted fields in plaintext.
14. Encrypt your data using the most current key.
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:
447
Set Up and Maintain Your Salesforce Organization Platform Encryption
Which Fields Can I Encrypt?
You can encrypt certain fields on the Account, Contact, Case, and Case Comment objects. When
Platform Encryption is on, users with the the “View Encrypted Data” permission can see the contents of encrypted fields, but users without that permission see only masked values (that is, the values are replaced with asterisks).
In either case, encrypted fields work normally throughout the Salesforce user interface, business processes, and APIs. (There are some exceptions; for example, encrypted fields can’t be sorted.)
When you turn encryption on, existing field 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 object:
–
Account Name
•
On the Contact object:
–
–
Fax
–
Home Phone
–
Mailing Address
(Encrypts only
Mailing Street
and
Mailing City
)
–
Mobile
–
Name
(Encrypts
First Name
,
Middle Name
, and
Last Name
)
–
Other Phone
–
Phone
•
On the Case object:
–
Subject
–
Description
•
On Case Comments:
–
Body
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
Encrypted Custom Fields
You can encrypt the contents of these custom field types:
•
•
Phone
•
Text
•
Text Area
•
Text Area (Long)
•
URL
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Set Up and Maintain Your Salesforce Organization Platform Encryption
Important: Once 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.
You can't use currently or previously encrypted custom fields in custom formula fields or criteria-based sharing rules.
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 that are used in custom formula fields
•
Fields on external data objects
Note: This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
Platform Encryption Terminology
Encryption has its own specialized vocabulary. To get the most out of your 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.
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Data Encryption Keys
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 in Salesforce
Classic only.
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, enabled from Setup by entering
Platform
Encryption
in the
Quick Find
box and then selecting Platform Encryption.
Hardware Security Module (HSM)
Used to provide cryptography processing as well as key management for authentication. 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.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
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. 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.
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 Platform Encryption Process
When users submit data, the application server looks for the organization-specific data encryption key in its cache. If it isn’t there, the application server gets the encrypted tenant secret from the database and 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 in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
450
Set Up and Maintain Your Salesforce Organization
Platform Encryption Process Flow
Platform Encryption
1. Data is sent to the application server.
2. The application server looks for the organization-specific data encryption key in its cache.
3. If the data encryption key is not in the cache:
a. The application server gets the encrypted tenant secret from the database, authenticates to the key derivation server over a secured channel, and asks the key derivation server for the key.
b. The key derivation server derives the key in the hardware security module, using the master secret and the tenant secret, and sends it back securely to the application server.
4. The encryption service encrypts the data on the application server.
5. The encrypted data is stored.
Salesforce generates a new master secret at the start of each release.
SEE ALSO:
Automatic Validation for Platform Encryption
When you turn on encryption, Salesforce automatically checks for potential side effects and warns you if any existing settings may pose a risk to data access or the normal operation of your Salesforce organization. For example, encryption is blocked if you try to encrypt fields used in criteria-based sharing rules.
Validation results are returned via email when you use the UI and are synchronous when you use the API.
If the validation process gives you an error message when you enable Platform Encryption, you may be able to use this information to solve the issue. These are the factors that the validation service checks:
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
451
Set Up and Maintain Your Salesforce Organization Platform Encryption
Errors
If You Use...
Criteria-Based Sharing Rules
SOQL queries
Formula fields
Skinny tables
Communities and Portals
Suggested Solutions
Fields can’t be used in criteria-based sharing rules.
Encrypted fields cannot be used in certain portions of a SOQL query.
Formula fields cannot reference encrypted fields.
Fields used in skinny tables cannot be encrypted, and encrypted fields cannot be used in skinny tables.
If you encrypt standard fields, you can’t enable Communities or Portals in your organization. If
Communities or Portals are already enabled in your organization, you can’t encrypt standard fields.
Note: This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
Which User Permissions Does Platform Encryption Require?
Assign permissions to your users according to their roles with regard to encryption. Some users will need the "View Encrypted Data" permission. Some will need other combinations of permissions in order to select data for encryption or work with encryption keys.
View
Encrypted
Data
Manage
Encryption
Keys
Customize
Application
View Setup and
Configuration
View data in encrypted fields
View Platform Encryption setup page
Edit Platform Encryption setup Page, excluding key management
Generate, destroy, export, and import tenant secrets
Query TenantSecret object via the API
The “View Encrypted Data” Permission
As administrator, you decide which users can see field values unmasked. You do this by granting the “View Encrypted Data” permission in profiles or permission sets. Administrators do not automatically have the permission, and standard profiles do not include it by default.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
Tip:
When you have the “View Encrypted Data” permission and grant login access to other users, they can see encrypted field values in plain text. To avoid exposing sensitive data, clone your profile, remove the “View Encrypted Data” permission from the cloned profile, and assign yourself to the cloned profile; then grant login access to the other user.
When you turn encryption on, existing field values aren't encrypted immediately. Values are encrypted only after they are touched.
An encrypted file is visible to all users who have access to that file, regardless of the “View Encrypted Data” permission.
Users without the “View Encrypted Data” permission can’t:
•
Edit required encrypted lookup fields.
•
Use Chatter publisher related lists,
•
Use the Copy Mailing Address to Other Address functionality in contacts.
•
Choose which value to keep from two merged account records if the same value is encrypted in both. In this scenario, Salesforce retains the value from the master account record.
•
Create records that require a value for an encrypted standard field.
When the running user on a report or dashboard has the View Encrypted Data permission, readers of the report chart or dashboard who don't have the View Encrypted Data permission may still see encrypted data.
When users without the “View Encrypted Data” permission clone a record with encrypted, non-lookup fields, the encrypted field values are blank in the new record.
When a user who doesn’t have the “View Encrypted Data” permission clones a record, encrypted fields show masked data.
Users without the “View Encrypted Data” permission can still do some things with encrypted fields:
•
Change the value of an encrypted field, unless the field-level security is set to read-only.
•
See encrypted fields in search results, although their values are masked.
•
Create contact and opportunity records from Chatter actions, related lists on account detail pages, and Quick Create.
Note:
This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
Manage Tenant Secrets and Keys
Manage Tenant Secrets and Keys
453
Set Up and Maintain Your Salesforce Organization Platform Encryption
How Do I Deploy Platform Encryption?
When you deploy 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 Platform Encryption is enabled in the target organization.
You can use change sets to deploy Platform Encryption to custom fields. Regardless of how you deploy, Salesforce automatically checks to see if the implementation violates Platform Encryption guidelines.
Important: Custom fields in packages cannot be encrypted. If you use managed or unmanaged packages in deployment, the Encrypted field attribute is ignored.
Source Organization
Platform Encryption enabled
Platform Encryption enabled
Platform Encryption not enabled
Target Organization
Platform Encryption enabled
Platform Encryption not enabled
Platform Encryption enabled
Result
The source Encrypted field attribute indicates enablement
The Encrypted field attribute is ignored
The target Encrypted field attribute indicates enablement
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
Note: This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
How Does Platform Encryption Work In a Sandbox?
Refreshing a sandbox from a production organization creates an exact copy of the production organization. If 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 information applies to Platform Encryption and not to Classic Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
SEE ALSO:
454
Set Up and Maintain Your Salesforce Organization Platform Encryption
What’s the Difference Between Classic Encryption and Platform Encryption?
Classic encryption lets you protect a special type of custom text fields, which you create for that purpose. With Platform Encryption you can encrypt a variety of widely-used standard fields, along with some custom fields and many kinds of files. Platform Encryption also supports person accounts, cases, search, workflow, approval processes, and other key Salesforce features.
Pricing
Feature Classic Encryption
Included in base user license
Platform Encryption
Additional fee applies
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Encryption at Rest
Available in Salesforce
Classic only.
Native Solution (No Hardware or Software
Required)
Encryption Algorithm 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
Text (Encrypted) Field Type
Dedicated custom field type, limited to 175 characters
Masking
Mask Types and Characters
“View Encrypted Data” Permission Required to Read Encrypted Field Values
Email Template Values Respect “View
Encrypted Data” Permission
Encrypted Standard Fields
Encrypted Attachments, Files, and Content
Encrypted Custom Fields
Encrypt Existing Fields for Supported Custom
Field Types
Search (UI, Partial Search, Lookups, Certain
SOSL Queries)
API Access
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Set Up and Maintain Your Salesforce Organization Platform Encryption
Feature
Available in Workflow Rules and Workflow Field Updates
Available in Approval Process Entry Criteria and Approval Step
Criteria
Classic Encryption Platform Encryption
SEE ALSO:
Platform Encryption Considerations
You can expect excellent data protection when using Platform Encryption, but keep these considerations in mind before enabling it.
IN THIS SECTION:
Some Apps Don't Work with Encrypted Data
Encrypted data at rest isn’t supported for use in some Salesforce feature sets.
What to Expect When You Encrypt Certain Fields
Encrypting a given field can have effects that you might not expect. Before deciding to encrypt a field, make sure you know what functionality will be affected.
General Platform Encryption Considerations
These considerations apply to all data that you encrypt using Platform Encryption.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
Some Apps Don't Work with Encrypted Data
Encrypted data at rest isn’t supported for use in some Salesforce feature sets.
These apps don't support data that's encrypted at rest. Check this page for changes to the list of unsupported apps.
•
Chatter Desktop
•
Connect Offline
•
Data.com
•
ExactTarget
•
Exchange Sync
•
Flows
•
Heroku Connect
•
Lightning Components
•
Lightning Connect
•
Pardot
•
Process Builder
•
Salesforce App for Outlook
•
Salesforce Classic Mobile
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
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Set Up and Maintain Your Salesforce Organization Platform Encryption
•
Salesforce for Outlook
•
Salesforce to Salesforce
•
Site.com
•
Visual Workflows
•
Wave
•
Work.com
Note:
This information applies to Platform Encryption and not to Classic Encryption.
SEE ALSO:
What to Expect When You Encrypt Certain Fields
Encrypting a given field can have effects that you might not expect. Before deciding to encrypt a field, make sure you know what functionality will be affected.
Note:
This information applies to Platform Encryption and not to Classic Encryption.
Field
Name
Object
Account
Name
Name
Email custom fields
Phone custom fields
Contact
Contact
Contact
Any
Any
Effect
You can’t share accounts between organizations using
Salesforce to Salesforce.
Salutation and Suffix field values can appear masked to users without the “View Encrypted Data” permission, even if the field values aren’t encrypted.
Users without the “View Encrypted Data” permission can create opportunity records only from Chatter publisher actions, related lists on detail pages, and Quick Create.
Email to Salesforce cannot receive inbound emails.
Field values that contain only non-ASCII characters are limited to 70 characters. If you expect users to enter non-ASCII values, Salesforce recommends creating validation rules to enforce these limits.
Field values that contain only non-ASCII characters are limited to 22 characters. If you expect users to enter
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
457
Set Up and Maintain Your Salesforce Organization Platform Encryption
Field Object Effect
non-ASCII values, Salesforce recommends creating validation rules to enforce these limits.
SEE ALSO:
General Platform Encryption Considerations
These considerations apply to all data that you encrypt using Platform Encryption.
Search
•
Search index files aren’t encrypted.
•
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.
EDITIONS
Available in: Enterprise,
Performance, and
Unlimited Editions. Available in Developer Edition at no charge for organizations created in Summer ’15 and later.
Available in Salesforce
Classic only.
SOQL/SOSL
•
If you query encrypted data, invalid strings return an
INVALID_FIELD
error instead of the expected
MALFORMED_QUERY
.
•
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
–
Dynamic queries within an Apex class
Tip: Consider whether you can replace SOQL/WHERE clauses with SOSL/FIND queries. For example, SOQL/WHERE won't work with encrypted fields in Computer-telephony integration (CTI).
Accounts, Person Accounts, and Contacts
•
When you encrypt any of the following Account fields, the equivalent Contact fields are also encrypted, and vice versa:
–
Name
–
Phone
–
Fax
•
When you encrypt any of the following Account or Contact fields, the equivalent fields in Person Accounts are also encrypted:
–
Name
–
Mailing Address
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Set Up and Maintain Your Salesforce Organization Platform Encryption
–
Phone
–
Fax
–
Mobile
–
Home Phone
–
Other Phone
–
Field Audit Trail
If your organization has Field Audit Trail enabled, previously archived data isn't encrypted when you 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.
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. Instead, the sample data may be blank or appear in plaintext.
•
When included in email templates, encrypted field values appear in plaintext to users with the “View Encrypted Data” permission.
Otherwise, whether the recipient sees plaintext or masked data is determined by the running users permissions.
•
Users without the “View Encrypted Data” permission can’t send Stay-in-Touch requests.
Activity History
When an Activity History related list contains references to encrypted fields, those fields are encrypted in their original context. The list itself is not encrypted, and any unencrypted values in the list are visible in plaintext.
REST API
You can’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
•
Report charts and dashboard components that display encrypted field values may be cached on disk unencrypted.
•
You can’t aggregate, sort, or filter on encrypted data.
General
•
Encrypted fields can’t be used in:
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Set Up and Maintain Your Salesforce Organization Session Security
–
Criteria-based sharing rules.
–
Filter criteria for list views, reports, and dashboards.
–
Portals: communities, customer, self-service, and partner.
–
Similar opportunities searches.
–
External lookup relationships.
–
Skinny tables.
–
Filter criteria for data management tools.
•
In the Salesforce1 mobile app, records cloned by users without the “View Encrypted Data” permission show masked data for encrypted fields.
•
Live Agent chat transcripts are not encrypted at rest.
•
Duplicate rules are not supported.
•
Web-to-Case is supported, but the Web Company, Web Email, Web Name and Web Phone fields are not encrypted at rest.
Note: This information applies to Platform Encryption and not to Classic Encryption.
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 their computer unattended while still logged on. It also limits the risk of internal attacks, such as when one employee tries to use another employee’s session.
You can control the session expiration time window for user logins. Session expiration allows you to select a timeout for user sessions.
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 do not respond to this prompt, they are automatically logged out.
Note: When a user closes a browser window or tab they are not automatically logged off from their Salesforce session. Please ensure that your users are aware of this, and that they end all sessions properly by clicking
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 still 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, you should require all sessions to use TLS for added security. See
Session Security Settings on page 461.
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 464.
SEE ALSO:
Set Trusted IP Ranges for Your Organization
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Set Up and Maintain Your Salesforce Organization Session Security
Modify Session Security Settings
You can modify session security settings to specify connection type, timeout settings, 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 12 hours even though you can only set it as low as 15 minutes. Select a value between 15 minutes and 12 hours. Choose a shorter timeout period if your organization 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 organization, the user must log in again.
Note: Do not select
Disable session timeout warning popup
when enabling this option.
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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Set Up and Maintain Your Salesforce Organization Session Security
Field Description
Note: This option can inhibit various applications and mobile devices.
Lock sessions to the domain in which they were first used
Require secure connections
(HTTPS)
Associates a current UI session for a user, such as a community user, with a specific domain to help prevent unauthorized use of the session ID in another domain. This preference is enabled by default for organizations 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 still be accessed using HTTP.
This option is enabled by default for security reasons.
Note: The Reset Passwords for Your Users page can only be accessed using HTTPS.
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 option 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 option is enabled by default for new organizations 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 because it denies the application access to the cookie. If
Require HttpOnly attribute
is selected, the AJAX Toolkit debugging window is not available.
Use POST requests for cross-domain sessions
Sets the organization to send session information using a POST request, instead of a GET request, for cross-domain exchanges, such as 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"/> might not 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 option is enabled, login IP ranges are enforced on each page request, including requests from client applications. If this option is not enabled, login IP ranges are enforced only when a user logs in. This option affects all user profiles that have login IP restrictions.
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Set Up and Maintain Your Salesforce Organization Session Security
Field
Enable caching and password autocomplete on login page
Description
Allows the user’s browser to store usernames. If enabled, after an initial login, usernames are auto-filled into the
User Name
field on the login page. This preference is selected by default and caching and autocomplete are enabled.
Enable the SMS method of identity confirmation
Allows users to receive a one-time PIN delivered via SMS. If this option 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 organizations.
Require security tokens for API logins from callouts (API version
31.0 and earlier)
Requires the use of security tokens for API logins from callouts, such as Apex callouts or callouts using the AJAX proxy, in API version 31.0 and earlier. 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.
Enable clickjack protection for
Setup pages
Enable clickjack protection for non-Setup Salesforce pages
Enable clickjack protection for customer Visualforce pages with standard headers
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 organizations.
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 might see a blank page or the page may display without the frame.
For example, Visualforce pages in a page layout do not 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 might see a blank page or the page may display without the frame.
For example, Visualforce pages in a page layout do not function when clickjack protection is on.
Enable CSRF protection on GET requests on non-setup pages
Protects against Cross Site Request Forgery (CSRF) attacks by modifying non-setup pages to include a random string of characters in the URL parameters or as a hidden form field. With every GET and POST request, the
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Set Up and Maintain Your Salesforce Organization Session Security
Field
Enable CSRF protection on POST requests on non-setup pages
Logout URL
Description
application checks the validity of this string of characters and doesn’t execute the command unless the value found matches the expected value. This setting is selected by default for all organizations.
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
•
Delegated Authentication — 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. Click the Add or Remove arrow to move it to the proper category.
Currently, the only features that use session-level security are reports and dashboards in Salesforce Reports and Dashboards, and connected apps. You can set policies requiring High Assurance on these types of resources and 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
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Set Up and Maintain Your Salesforce Organization Session Security 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. They then have access to reports and dashboards. Alternatively, they can switch to Salesforce Classic, where they are 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.
The session levels have no impact on any 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
Watch how you can restrict login through IP ranges and login hours.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
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
Access.
Network Access
in the
Quick Find
box, then select Network
USER PERMISSIONS
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. For example, to allow logins from only 125.12.3.0, enter 125.12.3.0 as both the start and end addresses.
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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:
Security Implementation Guide
User Session Information
The User Session Information page helps you monitor and protect your organization by showing active sessions and session details for your organization. You can create custom list views, view details about a user associated with a specific session, and easily end suspicious sessions.
Non-administrators can see their own session information, while administrators can view all user sessions for an organization.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
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
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.
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Field
Session ID
Session Type
Source IP
Subdivision
User Type
Username
Updated
Valid Until
Description
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.
If you don’t end the session manually, the date and time stamp of when the session automatically expires.
SEE ALSO:
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.
Session Type
API
APIOnlyUser
Chatter Networks
ChatterNetworksAPIOnly
Content
OauthApprovalUI
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
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.
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Session Type
Oauth2
SiteStudio
SitePreview
SubstituteUser
TempContentExchange
TempOauthAccessTokenFrontdoor
TempVisualforceExchange
TempUIFrontdoor
UI
UserSite
Visualforce
WDC_API
Description
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.
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:
Security Activation
Identity Confirmation Activations
Identity confirmation activations track activated device IP address and client browser information.
Identity confirmation is used to verify the identities of users coming from unknown devices. It adds an extra layer of security on top of authentication. When a user comes from an unknown device with a new IP address, the user is challenged to verify their identity using the highest-priority verification method available. In order of priority, the methods are:
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
1. Verification code generated by a mobile authenticator app connected to the user’s account
2. Verification code sent via SMS to the user’s verified mobile phone
Available in all editions
3. Verification code sent via email to the user’s email address
Once the user enters the code and completes the identity verification challenge, the device (and client browser) is considered activated.
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Set Up and Maintain Your Salesforce Organization User Security
On the Activations page in Setup, Salesforce admins and end users can see device IP addresses and client browsers that have been activated for an org. Admins can revoke the activation status for a given user’s device/browser combination.
For Salesforce admins, the Activations page in Setup provides information about all the activated device IP addresses and client browser information for all users in their org. Admins can revoke the activation status for one, many, or all users and can filter on specific criteria, such as username or login IP to determine which activated devices to revoke.
For example, a user can tell their Salesforce admin that their device has been lost, but they’ve been issued a new device and still need access to the org. The Salesforce admin can revoke the lost device and client browser activation status, effectively removing the IP address and browser information from the database. Anyone attempting to access the org from that revoked device is challenged for identity verification, adding a needed layer of security, while making sure users stay productive.
For users, the Activations page gives information about their activated device IP addresses and client browser information. End users can only revoke the activation status for their own activated device IP addresses and client browsers.
For example, a user logs in to their org and looks at their activated devices on the Activations page, and notices that there are several devices activated. The user has only logged in from a work laptop and doesn’t recognize the IP addresses, so they immediately revoke the activation status of those devices. Since this user is challenged for identity verification using SMS to their mobile device, anyone trying to log in to the org from one of the unknown devices will fail the identity verification challenge. The user can then report the potential security breach.
SEE ALSO:
Use Identity Confirmation Activations
Use Identity Confirmation Activations
Use identity confirmation activations to verify and revoke activation status for users.
EDITIONS
To see all the currently activated login IPs and browsers, from Setup, enter
Activations
in the
Quick Find
box, then select Activations. Look at the Activated Login IP section for login IPs or scroll to the Activated Client Browsers section for browsers. The oldest entries appear at the top of the lists.
Available in: Both Salesforce
Classic and Lightning
Experience
Admins can revoke the activation status of one or more users and device addresses, or of one or more browsers, by checking their entries, clicking Remove, and confirming the action. A user can only view and revoke their own activated device IP addresses and browsers. A user that’s been
Available in all editions deactivated is challenged for identity verification at their next login attempt. You have to revoke both the login IP and the client browser information in order to trigger an identity verification.
You can create custom views of activated login IPs or activated client browsers by clicking Create New View and then naming the view, selecting filter criteria and fields to display, and specifying visibility.
SEE ALSO:
Identity Confirmation Activations
User Security
User Authentication Overview
Salesforce provides each user in your organization with a unique username and password that must be entered each time a user logs in. Salesforce issues a session cookie only to record encrypted authentication information for the duration of a specific session. The
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Set Up and Maintain Your Salesforce Organization User Security session cookie does not include either the username or password of the user. Salesforce does not use cookies to store other confidential user and session information, but instead implements more advanced security methods based on dynamic data and encoded session
IDs.
SEE ALSO:
CAPTCHA Security for Data Exports
Single Sign-on Overview
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.
•
Federated authentication using Security Assertion Markup Language (SAML) allows you to send authentication and authorization data between affiliated but unrelated Web services. This enables you to sign on to Salesforce from a client application. Federated authentication using SAML is enabled by default for your organization.
•
Delegated authentication single sign-on enables you to integrate Salesforce with an authentication method that you choose. This enables you to integrate authentication with your LDAP (Lightweight Directory Access Protocol) server, or perform single sign-on by authenticating using a token instead of a password. You manage delegated authentication at the permission level, allowing some users to use delegated authentication, while other users continue to use their Salesforce-managed password. Delegated authentication is set by permissions, not by organization.
The primary reasons for using delegated authentication include:
–
Using a stronger type of user authentication, such as integration with a secure identity provider
–
Making your login page private and accessible only behind a corporate firewall
–
Differentiating your organization from all other companies that use Salesforce in order to reduce phishing attacks
You must request that this feature be enabled by Salesforce. Contact Salesforce to enable delegated authentication single sign-on for your organization.
•
Authentication providers let your users log in to your Salesforce organization using their login credentials from an external service provider. Salesforce supports the OpenId Connect protocol that allows users to log in from any OpenID provider such as Google,
Paypal, LinkedIn and other services supporting OpenID Connect. When authentication providers are enabled, Salesforce does not validate a user’s password. Instead, Salesforce uses the user’s login credentials from the external service provider to establish authentication credentials.
SEE ALSO:
Network-Based Security
User authentication determines who can log in, while network-based security limits from where users can log in and access, and when.
Use network-based security to limit the window of opportunity for an attacker by restricting the origin of user access requests.
Network-based security can also make it more difficult for an attacker to use stolen credentials.
To enhance network-based security, you can restrict the hours during which users can log in. You can also restrict the range of IP addresses from which users can log in and access Salesforce. If IP address restrictions are defined for a user’s profile and a login originates from an
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Set Up and Maintain Your Salesforce Organization User Security unknown IP address, Salesforce does not allow the login. These restrictions help protect your data from unauthorized access and phishing attacks.
To set the organization-wide list of trusted IP addresses from which users can always log in without a login challenge, see
for specific profiles, see
on page 471.
SEE ALSO:
CAPTCHA Security for Data Exports
By request, Salesforce can also require users to pass a user verification test to export data from Salesforce. This simple, text-entry test helps prevent malicious programs from accessing your organization’s data, as well as reducing the risk of automated attacks. CAPTCHA is a type of network-based security. 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:
Setting Login Restrictions
To help protect your organization’s data against unauthorized access, you have several options for setting login and access restrictions.
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Two-Factor Authentication for User Interface Logins
For each profile, you can require users to enter a time-based token as a second form of authentication when they log in via the user interface. See
Set Two-Factor Authentication Login Requirements on page 474.
Two-Factor Authentication for API Logins
For each profile, you can allow the use of a time-based token to access the service instead of the standard security token. If users add a time-based token to their account and this permission is enabled, they must use this token instead of the standard security
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 organization.
See:
•
Restricting Login IP Ranges in the Enhanced Profile User Interface
•
Restrict Login IP Addresses in the Original Profile User Interface
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.
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Set Up and Maintain Your Salesforce Organization
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.
Organization-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
When users log in to Salesforce, either 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 time-based token (which the user may also be prompted to create if it hasn’t already been added to the account) upon logging in.
3. If the user has the “Two-Factor Authentication for API Logins” permission and a time-based token has been added to the account,
Salesforce returns an error if a time-based token is not used to access the service in place of the standard security token.
4. Salesforce then checks whether the user’s profile has IP address restrictions. If IP address restrictions are defined for the user’s profile, any login from an undesignated IP address is denied, and any login from a specified IP address is 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 an IP address they have not used to access Salesforce before:
•
If the user’s login is from a browser that includes a Salesforce cookie, the login is allowed. If the user previously used the browser to log in to Salesforce and has not cleared the browser cookies, the browser has the Salesforce cookie.
•
If the user’s login is from an IP address in your organization’s trusted IP address list, the login is allowed.
•
If the user’s login is not from a trusted IP address or a browser with a Salesforce cookie, the login is blocked.
Whenever a login is blocked or returns an API login fault, Salesforce must verify the user’s identity:
•
For access via the user interface, the user is prompted to enter a token (also called a verification code) to confirm the user’s identity.
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 (or time-based token if Two-Factor Authentication on API Logins is set on the user profile and the users have added a time-based token to their account) to the end of their password to log in.
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 their password or resets their security token, Salesforce sends a new security token to the email address on the user’s Salesforce record. The security token is valid until a user resets their security token, changes their password, or has their 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.
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User Security
Set Up and Maintain Your Salesforce Organization User Security
Tips on Setting Login Restrictions
Consider the following when setting login restrictions:
•
When a user’s password is changed, the security token is reset. A blocked login can occur until the user adds the automatically generated security token to the end of the password when logging in to Salesforce via the API or a client.
•
Partner Portal and Customer Portal users aren’t required to activate computers 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 is enabled for your organization, 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 for that profile. Furthermore, the single sign-on 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 organization, then your organization’s login lockout settings determine the number of times a user can attempt to log in with an invalid security token before being locked out of Salesforce.
•
These events count toward the number of times a user can attempt to log in with an invalid password before being locked out of
Salesforce, as defined in your organization’s login lockout settings:
–
Each time users are prompted to confirm their identity (when a user clicks Email me a verification code, for example)
–
Each time users incorrectly add the security token or time-based token to the end of their password to log in to the API or a client
Salesforce Two-Factor Authentication
Salesforce admins can enhance security by requiring a second level of authentication on every login, called “two-factor authentication” (2FA). You can also require two-factor authentication when a user meets certain criteria, such as attempting to view reports or logging in from an unrecognized
IP address.
Basic Identity Confirmation
When a user logs in, Salesforce considers the user’s geographic location and browser. If they’re not recognized, Salesforce prompts the user to verify their identity using the highest-priority verification method available for that user. The following is the order of priority for verification methods.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
1. Verification code generated by a mobile authenticator app connected to the user’s account
2. Verification code sent via SMS to the user’s verified mobile device
3. Verification code sent via email to the user’s email address
The user enters the code as a secondary verification of their identity. After verification, the user doesn’t need to provide this information again, unless they log in from a browser or location that isn’t verified by Salesforce.
How Two-Factor Authentication Works
For stronger identity verification, you can require a second level of authentication on every login, or every login through the API (for developers and client applications), or for access to specific features. Two-factor authentication leverages an authentication service, such as the Salesforce Authenticator app, the Google Authenticator app, or another supported authentication service. The service provides a code, called the “time-based one-time password” (TOTP) or “time-based token,” which users specify (in addition to their password) when they log in.
Admins enable two-factor authentication through permissions. Users add the authenticator service’s one-time password generator app or device through their own personal settings.
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Set Up and Maintain Your Salesforce Organization User Security
Configuring Two-Factor Authentication
Salesforce admins customize the circumstances that prompt users for a second factor of 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
Authentication Login Requirements or
Set Two-Factor Authentication Requirements for API Access .
Walk Through It: Secure Logins with a Unique Code (Two-Factor Authentication)
•
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 access reports, then
.
•
Use login flows. Login flows leverage the Flow Designer and profiles so you can 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
Users have to connect an authenticator app, which generates the verification code, to their Salesforce accounts. For more information, see Connect a One-Time Password Generator App or Device .
SEE ALSO:
Remove or Reset a User’s One-Time Password Generator App
Set Two-Factor Authentication Login Requirements
Salesforce admins can require users to enter a time-based one-time password (TOTP) generated from an authenticator app when they log in to Salesforce.
To require this authentication every time a user logs in to Salesforce, select the “Two-Factor
Authentication for User Interface Logins” permission in the user profile (for cloned profiles, only) or permission set.
Enhancing Security with Two-Factor Authentication (6:56 minutes)
See a demonstration of Two-Factor Authentication for Salesforce, and when to use it.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Database.com,
Developer, Enterprise,
Group, Performance,
Professional, and Unlimited and Editions
Walk Through It: Secure Logins with a Unique Code (Two-Factor Authentication)
Users must enter the code generated by the authenticator app every time they log in to Salesforce.
After two-factor authentication is enabled, it applies to users logging in to Salesforce, including organizations with custom domains created using My Domain.
The basic implementation of two-factor authentication doesn’t apply to users of the following authentication methods. You can enforce two-factor authentication for these users with custom login flows.
•
SAML for single sign-on
USER PERMISSIONS
To edit profiles and permission sets:
•
“Manage Profiles and
Permission Sets”
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Set Up and Maintain Your Salesforce Organization User Security
•
Social sign-on in to organizations or Communities
•
Username and password authentication in to Communities
SEE ALSO:
Salesforce Two-Factor Authentication
Remove or Reset a User’s One-Time Password Generator App
Set Two-Factor Authentication 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 “Two-Factor
Authentication for API Logins”. So, once these permissions are enabled, users must enter a second authentication value when logging in to Salesforce through the user interface. This second factor of authentication is also called a “time-based one-time password” (TOTP) or “time-based token.”
Users can connect an authenticator app to their account to generate the time-based one-time password.
SEE ALSO:
Salesforce Two-Factor Authentication
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
•
Unlimited
USER PERMISSIONS
To edit system permissions in profiles:
•
“Manage Profiles and
Permission Sets”
To enable this feature:
•
“Two-Factor
Authentication for User
Interface Logins”
Remove or Reset a User’s One-Time Password Generator App
Only one mobile app that generates one-time passwords can be connected to a user’s account. If the user loses access to the app, such as when the user replaces or loses a mobile device, the app must be disconnected from the user’s account. Then a new app can be connected, if desired.
Users and Salesforce admins can remove the user’s existing configuration.
EDITIONS
Available in: Both Salesforce
Classic and Lightning
Experience
Available in all editions
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Set Up and Maintain Your Salesforce Organization User Security
On the user’s Advanced User Details page, find App Registration: One-Time Password Generator and click Disconnect.
SEE ALSO:
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
•
Developer
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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Set Up and Maintain Your Salesforce Organization User Security
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
•
Developer
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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Set Up and Maintain Your Salesforce Organization User Security
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 user type, such as Chatter Community external user
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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Set Up and Maintain Your Salesforce Organization User Security
4. Connect the login flow to a profile.
SEE ALSO:
Login Flow Samples
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
•
Developer
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:
479
Set Up and Maintain Your Salesforce Organization Transaction Security Policies
Transaction Security Policies
Transaction Security Policies
Transaction Security policies give you a way to look through events in your organization and specify actions to take when certain combinations occur. Transaction Security monitors events according to the policies that you set up. When a policy is triggered, you can receive a notification and have an optional action taken.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Policies evaluate activity using events you specify. For each policy, you define real-time actions, such as notify, block, force two-factor authentication, or choose a session to end. When you enable
Transaction Security for your org, a Concurrent Sessions Limiting policy is created and a
Available in: corresponding Apex class is created in the org. An administrator can enable the policy immediately or edit the Apex class to customize it.
•
Enterprise
•
Performance
•
Unlimited
•
Developer
For example, suppose that you activate the Concurrent Sessions Limiting 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 the user to end one of the existing sessions before proceeding with the new session. At the same time, you are notified that the policy was triggered.
A transaction security policy consists of events, notifications, and actions.
•
Policies to apply to the organization, made up of events. Available event types are:
–
Data Export for Account, Contact, Lead, and Opportunity objects
–
Entity for authentication providers and sessions, client browsers, and login IP
–
Logins
–
Resource Access for connected apps and reports and dashboards
•
Available policy notifications—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
–
End a current session
You can also take no action and only receive a notification. The actions available depend on the event type selected.
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Set Up and Maintain Your Salesforce Organization Transaction Security Policies
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. You must enable transaction security policies before use. This task is done once when you first go to Transaction Security.
a. From Setup, enter
Transaction Security
Transaction Security.
in the
Quick Find
b. To enable the policy list view and install the ConcurrentSessionsLimitingPolicy, select Enable
custom transaction security policies at the top of the page.
box, then select
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
You can adjust the number of sessions allowed by changing the Apex policy implementation
ConcurrentSessionsPolicyCondition
.
2. After Transaction Security is enabled, set the preferences for your org.
a. Click Default Preferences on the Transaction Security Policies page.
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.
Selecting When users exceed the maximum number of Salesforce sessions allowed, close the oldest session. prevents this problem. When a programmatic request is made that requires a login but no more sessions are allowed, older sessions are ended until the number of sessions 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
OAuth 2.0 user-agent
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.
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.
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Set Up and Maintain Your Salesforce Organization Transaction Security Policies
OAuth 2.0 refresh token flow
Flow Type Action If Preference Is Selected Action If Preference Is Not Selected
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 Authenticating Apps with OAuth in the Salesforce help.
Create Custom Transaction Security Policies
Create your own custom policies that are triggered by specific events. Only an active user assigned the System Administrator profile can use this feature.
1. From Setup, enter
Transaction Security
in the
Quick Find
box, select
Transaction Security, and then click New in Custom 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 organization. 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
•
Require two-factor authentication to continue
•
Require the end of a current login session to continue
–
Entity—An object type. Select a specific resource and the type of notifications desired.
–
Data Export—Notifies you if the selected object type has been exported using the
Data Loader API client.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
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 Policies
–
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. Email and In-App notifications are always available. For login and resource events, you can also block the action or require a higher level of access control with two-factor authentication. For login events, you can require ending an existing session before continuing with 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 for the AccessResource event type. The Block action is used instead.
Important: Don’t create a policy requiring the two-factor authentication action without first providing your users a way to get a time-based, one-time password. This password is their second authentication factor. Otherwise, if 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.
•
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.
•
The available properties depend on the event type selected.
•
If the event type is Login, you can look for property changes that occurred within a given number of days or an exact match to a property value.
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. 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
Apex Policies for Transaction Security Notifications for examples.
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.
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Set Up and Maintain Your Salesforce Organization Transaction Security Policies
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. 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.
Your
TxnSecurity.PolicyCondition
implementation isn’t deleted when you delete a transaction security policy. 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];
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer 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.
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) {
484
Set Up and Maintain Your Salesforce Organization Transaction Security Policies 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 Policies
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
•
Developer
USER PERMISSIONS
To create, edit, and manage transaction security policies:
•
“Author Apex”
AND
“Customize Application”
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
•
Developer
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Set Up and Maintain Your Salesforce Organization My Domain
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.
My Domain
My Domain
Enhance access security and brand your organization’s pages by enabling your custom domain.
Using My Domain, you can define a custom Salesforce domain name. A custom domain name helps you better manage login and authentication for your organization in several key ways.
•
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.
•
Access increased support for single sign-on. My Domain is required to use some Salesforce
Identity features, such as authentication providers and identity providers.
•
Set custom login policy and determine how users are authenticated.
•
Let users select an alternate identity provider from the login page.
You can define a custom domain name only one time. My Domain is also available for sandbox environments.
Note: My Domain is subject to additional Terms of Use .
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
Your domain name uses standard URL format, including:
•
The protocol: https://
•
The subdomain prefix: your brand or term
•
The domain: my.salesforce.com
For example, a company called Universal Containers wants to use the subdomain universalcontainers
. The company’s login
URL would be https://universalcontainers.my.salesforce.com/
. You can use up to 40 characters.
Salesforce is automatically 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 organization by customizing your domain’s login policy.
You must enable My Domain if you want to use Lightning components in Lightning component tabs, Lightning Pages, the Lightning
App Builder, or standalone apps.
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Set Up and Maintain Your Salesforce Organization
Important: After you deploy your new domain name, you can’t reverse it.
SEE ALSO:
Test and Deploy Your New Domain Name
Guidelines and Best Practices for Implementing My Domain
Get System Performance and Maintenance Information Using My Domain
Set Up a Domain Name
Implementing your custom domain name 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 organization.
5.
Set the login policy for users accessing your pages.
SEE ALSO:
Test and Deploy Your New Domain Name
Set the My Domain Login Policy
Customize Your Login Page Branding
Add Identity Providers on a Login Page
My Domain
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
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
Sign up for your organization’s custom domain name.
Start setting up your custom domain name by finding a domain name unique to your organization and signing up for it.
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, a company called Universal Containers wants to use the subdomain universalcontainers
. The company’s login URL would be https://universalcontainers.my.salesforce.com/
. You can use up to
40 characters.
You can’t use these reserved words for subdomains:
•
www
•
salesforce
•
heroku
And, you can’t start the domain name with:
•
root
•
status
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To define a domain name:
•
“Customize Application”
3. Click Check Availability. If your name is already taken, choose a different one.
4. Click Terms and Conditions to review your agreement, then select the checkbox.
5. Click Register Domain.
6. You receive an email when your domain name is ready for testing. (It can take from 30 seconds to 24 hours.)
Your domain isn’t rolled out until you’ve tested and deployed it.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Test and Deploy Your New Domain Name
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Set Up and Maintain Your Salesforce Organization My Domain
Guidelines and Best Practices for Implementing My Domain
These tips help smooth the transition to a new domain name.
EDITIONS
•
Test in a sandbox first, because you can’t set login policies before deploying your domain. To test these customizations, custom UI features, Visualforce pages, and application URL changes, define and deploy a domain name in a sandbox environment.
•
Deploy your new domain when your organization 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 custom elements thoroughly before deploying your domain name. Your customizations should not use instance-based URLs.
•
Make sure that you update any application URLS that were created before you enabled 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
•
Group
•
If your domain is registered but has not yet been deployed, URLs will show My Domain URLs 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, will still contain the old URLs. After your domain is deployed, those links will show the new My Domain URLs.
•
Help your users get started using your new domain name by providing links to pages they use frequently, such as your login page.
Let your users know if the login policy will be changed and encourage them to update their bookmarks the first time they’re redirected.
•
Only use
Prevent login from https://login.salesforce.com
if you’re concerned that users who are not aware of your custom domain might try to use it. Otherwise, leave the option available to your users as they get used to the new domain name.
•
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 domain name.
You can use your domain’s login policy settings to gradually phase in your domain name for your users. Redirecting users with a warning for a few days or weeks before requiring users to use the new domain name to access your pages gives them time to change their bookmarks.
•
Bookmarks do not 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
na1.salesforce.com
with
<mydomain>.my.salesforce.com
in the bookmark’s URL.
•
If you block application page requests that don’t use the new Salesforce domain name URLs, let your users know they need to either update old bookmarks or create new ones for the login page as well as any tabs or links within the application. Users will be required to use the new URLs immediately if you change your login redirect policy to
Not Redirected
.
•
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.
•
Communicate the upcoming change to your users before deploying it.
•
On the login.salesforce.com
page, users can click the Log in to a custom domain link to provide your custom domain name and log in. In this case, they need to know the domain name. However, you should give them a direct link to your custom domain’s login page.
If you have the following.
API integrations into your organization
You should do the following.
Check to see if the API client is directly referencing the server endpoint. The API client should use the LoginResult.serverURL
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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
You should do the following.
value returned by the login request, instead of using a hard coded server URL.
After your custom domain is deployed, Salesforce returns the server
URL containing your domain. Even though the redirect policy settings have no effect on API calls (the old calls to instance URLs should continue to work) the best practice is to use the value returned by Salesforce.
Replace references to the organization’s instance URL with your custom domain.
Replace references to the organization’s instance URL with your custom domain. 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.
Save the page, and the system populates the field with your new
My Domain URL.
SEE ALSO:
Test and Deploy Your New Domain Name
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Set Up and Maintain Your Salesforce Organization My Domain
Test and Deploy Your New Domain Name
After you set up your domain name, test it and then roll it out to your users.
Before deploying your domain to your users, you can log in to test your domain. Testing gives you the chance to explore your domain name and helps you verify addresses for important pages that your users will need to use after your domain rolls out.
Important:
After you deploy your new domain name, you can’t reverse it.
1. Test your domain login. From Setup, enter
My Domain
in the
Quick Find
box, then select My Domain, then click Click here to login. Or, click the URL in the email to log in to
Salesforce using your new domain name.
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 domains in sandbox environments.
However, before deploying your domain, you can’t set a login policy, such as preventing users from logging in at login.salesforce.com.
2. Test the new domain name by clicking tabs and links. All pages show your new domain name.
If you’ve customized your Salesforce UI with features such as custom buttons or Visualforce pages, make sure that you test custom elements thoroughly before deploying your domain name. Your customizations should not use instance-based URLs.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To set up a domain name:
•
“Customize Application”
3. To roll out the new domain name to your organization, from Setup, enter
My Domain
in the
Quick Find
box, then select
My Domain and then click Deploy to Users.
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.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Customize Your Login Page Branding
Add Identity Providers on a Login Page
Set the My Domain Login Policy
My Domain URL Changes
When you set up a domain name for your organization, all of your application URLs, including those of Visualforce pages, will change. Make sure that you update any application URLS that were created before you enabled 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
Application page or tab
Old URL New URL
https://login.salesforce.com
https://<subdomain>.my.
salesforce.com
https://na1.salesforce.com
/<pageID> https://<subdomain>.my.
salesforce.com/<pageID>
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
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Set Up and Maintain Your Salesforce Organization My Domain
URL Type Old URL New URL
Visualforce page with no namespace https://c.na1.visual.force.com/apex/<pagename> https://<subdomain>--c.na1.visual.
force.com/apex/<pagename>
Visualforce page
with namespace https://<yournamespace101>.na1.
visual.force.com/apex/<pagename> https://<subdomain>--
<yournamespace>.na1.visual.force.com
/apex/<pagename>
Note: If you implement My Domain in a sandbox environment, the URL format is https://<subdomain>--<sandboxname>.<instance>.my.salesforce.com
. Since you can't have namespaces in a sandbox environment, the format of all Visualforce page URLs in a sandbox is https://<subdomain>--<sandboxname>.<instance>.my.salesforce.com/apex/<pagename>
.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Set the My Domain Login Policy
Secure your login by customizing the login policy for your domain.
Customize your login policy to add a layer of security for your organization. By default, users may log in from a generic Salesforce login page, bypassing the login page specific to your domain. Users are also allowed to 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 turn off authentication for users who do not use your domain-specific login page, select the login policy. For example, this will prevent users from logging in at the generic https://<instance>.salesforce.com/
login page, and being redirected to your pages after login. This option enhances security by preventing login attempts by anyone who does not know your domain name.
4. Choose a redirect policy.
a. Choose
Redirect to the same page within the domain
to allow users to continue using URLs that do not include your domain name. Choosing this option does not enhance security for your organization.
Note: Bookmarks do not 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
na1.salesforce.com
with
<mydomain>.my.salesforce.com
in the bookmark’s URL.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To set login policy for a domain:
•
“Customize Application”
493
Set Up and Maintain Your Salesforce Organization My Domain
b. Choose
Redirected with a warning to the same page within the domain
to warn users that they should be using your domain name. After reading the warning, users will be allowed to view the page. Selecting this option for a few days or weeks can help users transition to a new domain name, but does not enhance security for your organization.
c. Choose
Not redirected
to require users to use your domain name when viewing your pages. This option provides the greatest level of security.
5. Click Save.
SEE ALSO:
Guidelines and Best Practices for Implementing My Domain
Customize Your Login Page Branding
Customize the look and feel of your login page by adding a background color, logo, and right-side iframe content. Customizing your login page helps users recognize your page by tying it to your company’s branding.
Watch a Demo (1:58 minutes)
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.
4.
To customize your login page background, click the or enter a valid hexadecimal color code.
5. Enter the URL of the file to be included in the right-side iframe on the login page.
The file must be at a URL that uses SSL encryption and the https:// prefix. Maximum content size is 478px by 397px.
6. 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 accounts from those services. Configure authentication services as Auth. Providers in Setup.
7. Click Save.
SEE ALSO:
Add Identity Providers on a Login Page
Set the My Domain Login Policy
About External Authentication Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To customize a login page:
•
“Customize Application”
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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 alternate identity providers on your domain’s login page. Users are sent to the alternate identity provider’s login screen to authenticate and then are 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. Janrain can’t be used 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 Branding
Set the My Domain Login Policy
About External Authentication Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To add identity providers on a login page:
•
“Customize Application”
Get System Performance and Maintenance Information Using My Domain
Salesforce customers get system performance and maintenance information from trust.salesforce.com
.
Here's how to get that information using your new domain name.
1. Go to trust.salesforce.com
where you can check the System Status.
2. To find the instance for your domain, click What instance am I using?
3. In the System Status table, look for the entry for your instance.
SEE ALSO:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Performance
•
Unlimited
•
Enterprise
•
Developer
•
Professional
•
Group
USER PERMISSIONS
To set up a domain name:
•
“Customize Application”
495
Set Up and Maintain Your Salesforce Organization My Domain
My Domain FAQ
EDITIONS
IN THIS SECTION:
Which Salesforce Editions is My Domain available in?
What are My Domain's advantages?
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?
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.
Is My Domain available for the API?
Is the subdomain for My Domain related to the subdomain for Sites?
Is there a limit on how long our subdomain can be?
After we set up My Domain, will we still be able to log in from https://login.salesforce.com?
Can we still use our old Salesforce bookmarks?
Will our Visualforce and content (files) page URLs change?
Can I rename or remove my custom domain name?
What is My Domain?
Using My Domain, administrators can define a custom Salesforce domain name for their organization. The custom domain name appears in all organization URLs and replaces the instance name (such as na1
). URLs for organizations using My Domain use the format https://<mydomain>.my.salesforce.com
(such as https://mydomain.my.salesforce.com
).
My Domain is not used as a 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 My Domain's advantages?
My Domain allows customers to:
•
Customize the login page with their own branding.
•
Use Identity features for single sign-on. My Domain is required for:
–
Single sign-on into a Salesforce organization
–
Using a Salesforce organization as an identity provider for single sign-on into third-party applications or other Salesforce organizations
•
Preserve deep links (such as https://<mydomain>.my.salesforce.com/001/o
) through any future organization splits and migrations.
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Set Up and Maintain Your Salesforce Organization My Domain
Does My Domain work differently in different Salesforce Editions?
The only difference is that Developer Edition URLs are appended with "-developer-edition".
Does My Domain work in sandboxes?
Sandboxes and production organizations 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 organization is copied into sandbox.
For example, if the production organization name is acme.my.saleforce.com
, the sandbox name is acme--<sandboxName>.csN.my.salesforce.com
.
You should test your custom domain in a sandbox before deploying it to find any hard-coded references to URLs in Visualforce pages, email templates, or other content.
What are the differences between the Redirect Policy options?
After you deploy your domain, you can select a redirect option for users trying to access a page in your organization without using the custom domain 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 any notification.
If
Redirected with a warning to the same page within the domain
is selected, users briefly see a standard warning message before being redirected to the new URL. The warning gives users a chance to change their bookmarks and start getting used to using the new domain name. The message can’t be customized.
If
Not redirected
is selected, the user sees the page is missing. This is recommended as the most secure option, but it is a best practice to use
Redirected with a warning to the same page within the domain
for a short period of time after your custom domain is deployed so users get used to the new URLs.
How does My Domain work with single sign-on?
My Domain is required for single sign-on implementation. For inbound single sign-on requests, the custom domain enables deep linking directly to pages in the organization. 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 organization deploys My Domain and has
Prevent login from https://login.salesforce.com
for users selected in the My Domain Settings.
Note:
If you’re using external Chatter groups along with single sign-on for employees, then users outside of your company are redirected to a SAML identity provider they can’t access. For your implementation to work, migrate external Chatter groups to communities, or in the My Domain settings do not select
Prevent login from https://login.salesforce.com
.
This allows users to continue to login through login.salesforce.com
.
Is My Domain available for the API?
Yes, you can use the Salesforce APIs with your My Domain.
Is the subdomain for My Domain related to the subdomain for Sites?
No. The subdomains you use for Sites and My Domain can be the same or different.
497
Set Up and Maintain Your Salesforce Organization App Launcher
Is there a limit on how long our subdomain can be?
Yes. You can use 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://na1.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 rename or remove my custom domain name?
You can’t change your custom domain name, or reverse its deployment, once deployed. If you have a special need to change it, contact
Salesforce Customer Support.
App Launcher
Enable the App Launcher
The App Launcher presents users with logos that link to their on-premise applications, connected apps, and Salesforce apps, all from a unified user interface. Administrators can set the default app order for their organizations.
All Lightning Experience users get the App Launcher.
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 they are authorized to see.
In Salesforce Classic, administrators using the System Administrator profile automatically have access to the App Launcher. Administrators using profiles cloned from the System Administrator profile do not.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
498
Set Up and Maintain Your Salesforce Organization App Launcher
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.
SEE ALSO:
Salesforce 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 a row of tabs across the top of your screen, you're in Salesforce Classic. If you see a navigation bar on the left, you’re in Lightning
Experience.
In Salesforce Classic, administrators using the System Administrator profile automatically have access to the App Launcher. Administrators using profiles cloned from the System Administrator profile do not.
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.
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
499
Set Up and Maintain Your Salesforce Organization 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.
Note: These steps work in Salesforce Classic. If you see a row of tabs across the top of your screen, you're in Salesforce Classic. If you see a navigation bar on the left, you’re in Lightning
Experience.
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
.
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.
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
500
Set Up and Maintain Your Salesforce Organization Configure File Upload and Download Security Settings
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
For security reasons, your organization may want to configure 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 may pose a security risk, select
Don't allow
HTML uploads as attachments or document records
.
This setting blocks 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.
•
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
USER PERMISSIONS
To configure file upload and download settings:
•
“Customize Application”
501
Set Up and Maintain Your Salesforce Organization Connection Security 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: The file uses the default browser execution behavior, but downloads Chatter and Salesforce CRM Content files.
5. Click Save.
Connection Security
About Single Sign-On
Single sign-on is a process that allows network users to access all authorized network resources without having to log in separately to each resource. Single sign-on allows you to validate usernames and passwords against your corporate user database or other client application rather than having separate user passwords managed by Salesforce.
Salesforce offers the following ways to use single sign-on:
•
Federated authentication using Security Assertion Markup Language (SAML) allows you to send authentication and authorization data between affiliated but unrelated Web services. This enables you to sign on to Salesforce from a client application. Federated authentication using
SAML is enabled by default for your organization.
•
Delegated authentication single sign-on enables you to integrate Salesforce with an authentication method that you choose. This enables you to integrate authentication with your
LDAP (Lightweight Directory Access Protocol) server, or perform single sign-on by authenticating using a token instead of a password. You manage delegated authentication at the permission level, allowing some users to use delegated authentication, while other users continue to use their Salesforce-managed password. Delegated authentication is set by permissions, not by organization.
The primary reasons for using delegated authentication include:
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
–
Using a stronger type of user authentication, such as integration with a secure identity provider
–
Making your login page private and accessible only behind a corporate firewall
USER PERMISSIONS
–
Differentiating your organization from all other companies that use Salesforce in order to reduce phishing attacks
To view the settings:
•
“View Setup and
Configuration”
You must request that this feature be enabled by Salesforce. Contact Salesforce to enable delegated authentication single sign-on for your organization.
To edit the settings:
•
“Customize Application”
•
Authentication providers let your users log in to your Salesforce organization using their login credentials from an external service provider. Salesforce supports the OpenId Connect protocol that allows users to log in from any OpenID provider such as Google, Paypal, LinkedIn and other
AND
“Modify All Data” services supporting OpenID Connect. When authentication providers are enabled, Salesforce does not validate a user’s password. Instead, Salesforce uses the user’s login credentials from the external service provider to establish authentication credentials.
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Set Up and Maintain Your Salesforce Organization Connection Security
When you have an external identity provider, and configure single sign-on for your Salesforce organization, Salesforce is then acting as a service provider. You can also enable Salesforce as an
, and use single sign-on to connect to a different service provider.
Only the service provider needs to configure single sign-on.
The Single Sign-On Settings page displays which version of single sign-on is available for your organization. To learn more about the
see the
Security Implementation Guide
.
Benefits of Single Sign-On
Implementing single sign-on can offer the following advantages to your organization:
•
Reduced Administrative Costs: With single sign-on, users only need to memorize a single password to access both network resources or external applications and Salesforce. When accessing Salesforce from inside the corporate network, users are logged in seamlessly, without being prompted to enter 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 administrators receive fewer requests to reset forgotten passwords.
•
Leverage Existing Investment: Many companies use a central LDAP database to manage user identities. By delegating Salesforce authentication to this system, when a user is removed from the LDAP system, they can no longer access Salesforce. Consequently, users who leave the company automatically lose access to company data after their departure.
•
Time Savings: On average, a user takes five to 20 seconds to log in to an online application; longer if they mistype their username or password and are prompted to reenter them. With single sign-on in place, the need to manually log in to Salesforce is avoided.
These saved seconds 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 on a regular basis.
For example, users can send email messages that contain links to information in Salesforce such as records and reports. When the recipients of the email message click the links, the corresponding Salesforce page opens automatically.
•
Increased Security: Any password policies that you have established for your corporate network will also be 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:
Best Practices for Implementing Single Sign-On
Understanding Delegated Authentication Single Sign-On
Configuring Salesforce for Delegated Authentication
Control Individual API Client Access to Your Salesforce Organization
With API Client Whitelisting, restrict all API client applications, such as the Data Loader, to require administrator approval, unless the user’s profile or permission set has the “Use Any API Client” permission.
Viewing Single Sign-On Login Errors
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Set Up and Maintain Your Salesforce Organization Connection Security
Best Practices for Implementing Single Sign-On
Salesforce offers the following ways to use single sign-on:
•
Federated authentication using Security Assertion Markup Language (SAML) allows you to send authentication and authorization data between affiliated but unrelated Web services. This enables you to sign on to Salesforce from a client application. Federated authentication using
SAML is enabled by default for your organization.
•
Delegated authentication single sign-on enables you to integrate Salesforce with an authentication method that you choose. This enables you to integrate authentication with your
LDAP (Lightweight Directory Access Protocol) server, or perform single sign-on by authenticating using a token instead of a password. You manage delegated authentication at the permission level, allowing some users to use delegated authentication, while other users continue to use their Salesforce-managed password. Delegated authentication is set by permissions, not by organization.
The primary reasons for using delegated authentication include:
–
Using a stronger type of user authentication, such as integration with a secure identity provider
–
Making your login page private and accessible only behind a corporate firewall
–
Differentiating your organization from all other companies that use Salesforce in order to reduce phishing attacks
You must request that this feature be enabled by Salesforce. Contact Salesforce to enable delegated authentication single sign-on for your organization.
•
Authentication providers let your users log in to your Salesforce organization using their login credentials from an external service provider. Salesforce supports the OpenId Connect protocol that allows users to log in from any OpenID provider such as Google, Paypal, LinkedIn and other services supporting OpenID Connect. When authentication providers are enabled, Salesforce does not 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.
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
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Modify All Data”
Delegated Authentication Best Practices
Consider the following best practices when implementing delegated authentication single sign-on for your organization.
•
Your organization’s implementation of the Web service must be accessible by Salesforce servers. This means 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 cannot connect, or the request takes longer than 10 seconds to process, the login attempt fails. An error is reported to the user indicating that his or her 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 to ensure accuracy.
•
For security reasons, you should make your Web service available by TLS. You must use a certificate from a trusted provider, such as
Verisign or Thawte. For a full list of trusted providers, contact Salesforce.
•
The IP address that originated the login request is sourceIp
. Use this information to restrict access based on the user’s location.
Note that the Salesforce feature that validates login IP ranges continues to be in effect for single sign-on users. For more information,
see Setting Login Restrictions on page 471.
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Set Up and Maintain Your Salesforce Organization Connection Security
•
You may need to map your organization’s internal usernames and Salesforce usernames. If your organization does not follow a standard mapping, you may be able to extend 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 do not enable single sign-on for system administrators. If your system administrators are single sign-on users and your single sign-on server has an outage, they have no way to log in to Salesforce. System administrators should always be able to log in to Salesforce so they can disable single sign-on in the event of a problem.
•
We recommend that you use a Developer Edition account or a sandbox when developing a single sign-on solution before implementing it in your organization. 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 the following best practices when implementing federated single sign-on with SAML for your organization.
•
Obtain the
Salesforce Login URL
value from the Single Sign On Settings configuration page and put it in the corresponding configuration parameter of your Identity Provider (sometimes called the “Recipient URL”).
•
Salesforce allows a maximum of three minutes for clock skew with your IDP server; make sure your server’s clock is up-to-date.
•
If you are unable to log in with SAML assertion, always check the login history and note the error message. Use the SAML Assertion
Validator on the Single Sign On Settings configuration page to troubleshoot.
•
You need to map your organization’s internal usernames and Salesforce usernames. You have two choices to do this: add a unique identifier to the
FederationIdentifier
field of each Salesforce user, or 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 User ID 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 organization preference and provide all the necessary configurations.
•
Use the My Domain feature to prevent users from logging in to Salesforce directly, and gives administrators 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://<my_domain_name>.my.salesforce.com/?saml=02HKiP...
•
We recommend that you use Developer Edition account or a sandbox when testing a SAML single sign-on 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 http://cs1.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 single sign-on configuration. The default value is https://saml.salesforce.com
.
Single Sign-On for Portals Best Practices
Customer Portals and partner portals are not available for new organizations in the Summer ’13 release or later. Use Communities instead.
For more information about single sign-on and SAML for Communities, see “Configuring SAML for Communities” in Getting Started
With Communities . If you continue to use portals, note the following information.
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Set Up and Maintain Your Salesforce Organization Connection Security
•
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 for single sign-on for portals. 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 organization.
Single Sign-On 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 for single sign-on for Sites. If only one is specified, the user receives an error.
•
If all three of 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 that portal login.
•
More than one portal can be used with a single organization.
SEE ALSO:
Single Sign-On Implementation Guide
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Set Up and Maintain Your Salesforce Organization Connection Security
Understanding Delegated Authentication Single Sign-On
Salesforce uses the following process for authenticating users using delegated authentication single sign-on:
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.
2. If the user has the “Is Single Sign-On Enabled” user permission, then Salesforce does not validate the username and password. Instead, a Web services call is made to the user’s organization, asking it to validate the username and password.
Note: Salesforce doesn’t store, log, or view the password in any way. It is disposed of immediately once the process is complete.
3. The Web services call passes the username
, password
, and sourceIp
to your Web service. ( sourceIp
is the IP address that originated the login request. You must create and deploy an implementation of the Web service that can be accessed by Salesforce servers.)
4. Your implementation of the Web service validates the passed information and returns either true
or false
.
5. If the response is true
, then the login process continues, a new session is generated, and the user proceeds to the application. If false
is returned, then the user is informed that his or her username and password combination is invalid.
Note:
There may be a momentary delay before a user can log in after being given delegated authentication due to the time required for the user account to become available in the organization.
SEE ALSO:
Administrator setup guide: Single Sign-On Implementation Guide
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Modify All Data”
507
Set Up and Maintain Your Salesforce Organization Connection Security
Configuring Salesforce for Delegated Authentication
To enable delegated authentication single sign-on (SSO) for your organization:
EDITIONS
1. Contact Salesforce to enable delegated authentication single sign-on for your organization.
2. Build your single sign-on Web service:
a. In Salesforce, download the Web Services Description Language (WSDL) file
AuthenticationService.wsdl
from Setup by entering
Download
Delegated Authentication WSDL
in the
Quick Find
box, then selecting
Download Delegated Authentication WSDL. The WSDL describes the delegated authentication single sign-on service and can be used to automatically generate a server-side stub to which you can add your specific implementation. For example, in the WSDL2Java tool from Apache Axis, you can use the
--server-side
switch. In the wsdl.exe tool from .NET, you can use the
/server
switch.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
For a sample request and response, see Sample SOAP Message for Delegated Authentication
on page 530.
USER PERMISSIONS
b. Add a link to your corporate intranet or other internally-accessible site that takes the authenticated user’s credentials and passes them through an HTTP POST to the Salesforce login page.
To view the settings:
•
“View Setup and
Configuration”
Because Salesforce does not use the password
field other than to pass it back to you, you do not need to send a password in this field. Instead, you could pass another authentication token, such as a Kerberos Ticket so that your actual corporate passwords are not passed to or from Salesforce.
To edit the settings:
•
“Customize Application”
AND
“Modify All Data”
You can configure the Salesforce delegated authentication authority to allow only tokens or to accept either tokens or passwords. If the authority only accepts tokens, a Salesforce user cannot log in to Salesforce directly, because they cannot create a valid token. However, many companies choose to allow both tokens and passwords. In this environment, a user could still log in to Salesforce through the login page.
When the Salesforce server passes these credentials back to you in the
Authenticate
message, verify them, and the user will gain access to the application.
3. In Salesforce, specify your organization’s single sign-on gateway URL from Setup by entering
Single Sign-On
in the
Quick
Find
box, selecting Single Sign-On Settings, then clicking Edit. Enter the URL in the Delegated Gateway URL text box.
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.
4. Optionally, check the Force Delegated Authentication Callout box.
Note:
When this box is unchecked, a call is not made to the SSO endpoint if the login attempt first fails because of login restrictions within the Salesforce organization. If you must record every login attempt, then check this box to force a callout to the SSO endpoint regardless of login restriction failures.
5. Enable the “Is Single Sign-On Enabled” permission.
Important:
If single sign-on is enabled for your organization, 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 for that profile. Furthermore, the single sign-on authority usually handles login lockout policies for users with the “Is Single Sign-On Enabled” permission. However,
508
Set Up and Maintain Your Salesforce Organization Connection Security if the security token is enabled for your organization, then your organization’s login lockout settings determine the number of times a user can attempt to log in with an invalid security token before being locked out of Salesforce. For more information, see
on page 471. For information on how to view login errors, see
Viewing Single Sign-On Login Errors
on page 510.
SEE ALSO:
Understanding Delegated Authentication Single Sign-On
Control Individual API Client Access to Your Salesforce Organization
With API Client Whitelisting, restrict all API client applications, such as the Data Loader, to require administrator approval, unless the user’s profile or permission set has the “Use Any API Client” permission.
Administrators may grant some users API access through the “API Enabled” permission. After it’s given, this permission allows the user API access through any client (such as the Data Loader,
Salesforce1, Salesforce for Outlook, or the Force.com Migration Tool). For finer control over which applications the user can use for API access, you can implement API Client Whitelisting. This feature leverages the existing authorization capabilities of connected apps. With API Client Whitelisting, an administrator can approve or block individual client application access for each associated connected app. All client applications that are not configured as connected apps are denied access.
If you are not using connected apps, you can relax this restriction for individual users by assigning them a profile or permission set with “Use Any API Client” enabled.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Note: Contact Salesforce to enable API Client Whitelisting. After it’s enabled, all client access is restricted until explicitly allowed by the administrator. This restriction might block access to applications that your users are already using. Before you enable this feature, you should configure and approve connected apps for any client applications you want users to continue using, or give the users a profile or permission set with “Use Any API Client” enabled.
To configure API Client Whitelisting, do the following.
1. Contact Salesforce to get the feature enabled for your organization.
2. From Setup, enter
Connected Apps
in the
Quick Find
box, then select the option for managing connected apps.
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Modify All Data”
3. In the App Access Settings, click Edit.
4. Select Limit API access to installed connected apps with the "Admin approved users are pre-authorized" policy.
Optionally, select Allow Visualforce pages to bypass this restriction so that any Visualforce pages that use the API continue to be authorized to access objects in the organization. If you enable API Client Whitelisting without selecting this option, only approved connected apps are authorized, and Visualforce pages might not behave as expected. Also, if unchecked, client applications that call getSessionId()
are denied access. Apps that make API calls to Salesforce using a session obtained in a Visualforce context are denied access unless you select this checkbox.
5. Click Save.
After you select this feature, all client applications need explicit approval by an administrator to be authorized for the organization, unless the user has a profile or permission set with “Use Any API Client” enabled.
Some components for commonly used apps are automatically installed as connected apps in organizations. These components support apps such as the Data Loader, Salesforce1, Workbench and more. After you select this feature, these components will also require
509
Set Up and Maintain Your Salesforce Organization Connection Security approval, unless the user has a profile or permission set with “Use Any API Client” enabled. See Managing a Connected App for more information about these components.
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:
510
Set Up and Maintain Your Salesforce Organization Connection Security
About SAML
Security Assertion Markup Language (SAML) is an XML-based standard that allows you to communicate authentication decisions between one service and another. It underlies many Web single sign-on solutions. Salesforce supports SAML for single sign-on into Salesforce from a corporate portal or identity provider.
Much of the work to set up single sign-on using SAML occurs with your identity provider:
1. Establish a SAML identity provider and
gather information about how they will connect to
Salesforce. This is the provider that will send single sign-on 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
Configuring SAML Settings for Single Sign-On
.
This is the only step that takes place in Salesforce.
Your identity provider should send 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 allows single sign-on if the assertion is true.
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 may need to obtain a SAML assertion
from your identity provider.
If your users are having problems using SAML to login, you can
to determine why they were not able to log in and share that information with your identity provider.
If your identity provider supports metadata, and if you've configured SAML using version 2.0, you can click Download Metadata to download an XML configuration file to send them, which they can then upload to automatically configure their settings for connecting to your Salesforce organization or community.
IN THIS SECTION:
Working With Your Identity Provider
Configuring SAML Settings for Single Sign-On
Viewing Single Sign-On Settings
Customize SAML Start, Error, Login, and Logout Pages
Reviewing the SAML Login History
Validating SAML Settings for Single Sign-On
SAML Assertion Validation Errors
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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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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
•
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
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.
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.
You may also want to share more information
about these values with your identity provider.
Tip:
Enable Salesforce for SAML and take a screenshot of the page for your identity provider. From Setup, enter
Single Sign-On Settings
in the
Quick Find box, then select Single Sign-On Settings, click Edit, then select
SAML Enabled
.
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”
2. Work with your identity provider to setup the start, login, and logout pages .
3. Share the
single sign-on.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization Connection Security
Configuring SAML Settings for Single Sign-On
From this page, you can configure your organization 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
. 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 new configuration, as follows.
•
New - Specify all settings manually.
•
New from Metadata File - Import SAML 2.0 settings from a 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 located 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 organization.
Salesforce inserts the corresponding API Name value, which you can customize if necessary.
7. Enter the
Issuer
. This is often referred to as the entity ID for the identity provider.
8. If your Salesforce organization 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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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 organization
.
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 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.
Just-in-Time Provisioning for SAML.
18. Click Save.
If your identity provider supports metadata, and if you've configured SAML using version 2.0, you can click Download Metadata to download an XML configuration file to send them, which they can then upload to automatically configure their settings for connecting to your Salesforce organization or community.
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 (this applies to organizations created before the Summer ’13 release that are not 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
Identity is in the NameIdentifier element of the Subject statement
.
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Set Up and Maintain Your Salesforce Organization Connection Security
For a successful authentication, the user must be identified in the
<Subject>
statement of the assertion. For more information,
see Identity Provider Values .
4. When you save the new SAML configuration, your organization’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
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Set Up and Maintain Your Salesforce Organization Connection Security
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 .
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 may be unable 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 may have to obtain a SAML assertion from your identity provider first.
If your users are having problems using SAML to login, you can
to determine why they were not able to 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 this with 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
About Salesforce Certificates and Keys
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Viewing Single Sign-On Settings
After you have configured your Salesforce organization to use SAML, you can view the single sign-on settings. From Setup, enter
Single Sign-On Settings
in the
Quick Find
box, then select Single Sign-On Settings.
This page lists the details of your SAML configuration. Most of these fields are the same as the fields on the page where you
configured SAML . The following fields contain information automatically
generated by completing the configuration. The available fields depend on your configuration.
Field
Salesforce
Login URL
Salesforce
Logout URL
Description
For SAML 2.0 only. If you select “Assertion contains User's Salesforce username” for
SAML User ID Type
and “User ID is in the
NameIdentifier element of the Subject statement” for
SAML User
ID Location
, this URL is the URL associated with login for the Web single sign-on OAuth assertion flow.
For SAML 2.0. Displays the Salesforce logout URL that the user is directed to after he or she logs off. This URL is only used if no value is specified for
Identity Provider Logout URL
.
OAuth 2.0
Token Endpoint
For SAML 2.0 only: The ACS URL used with enabling Salesforce as an identity provider in the Web single sign-on 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 organization using a
SAML assertion provided by your identity provider.
•
If your identity provider supports metadata, and if you've configured SAML using version 2.0, you can click Download Metadata to download an XML configuration file to send them, which they can then upload to automatically configure their settings for connecting to your Salesforce organization or community.
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 Connection Security
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 Connection Security
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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Set Up and Maintain Your Salesforce Organization Connection Security
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://na1.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 Connection Security
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://na1.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 users get redirected after a successful login.
RelayState
parameter to control where
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 Connection Security
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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Set Up and Maintain Your Salesforce Organization Connection Security
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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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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<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.www.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://www.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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</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
Connection Security
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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:
Connection Security
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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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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.
SEE ALSO:
Just-in-Time Provisioning Requirements
Just-in-Time Provisioning for Portals
Just-in-Time Provisioning for Communities
Just-in-Time Provisioning Errors
Just-in-Time Provisioning Requirements
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.
Required Comments Fields
AboutMe
Alias
CallCenter
City
CommunityNickname
If not present, a default is derived from FirstName and LastName.
If not present, a default is derived from the UserName.
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Fields
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
Street
TimeZoneSidKey
Title
Username
(insert only)
Required
Y
Y
Y
Y
Comments
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
If not present, a default is derived from the organization settings.
For example,
. Can't update using SAML.
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UserRoleId
Fields
Zip
Required
Defaults to “no role” if blank.
Comments
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 for Portals
Just-in-Time Provisioning for Communities
"Configuring SAML for Communities" in Getting Started With Communities
Just-in-Time Provisioning 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.
•
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.
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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.
Required Comments
Street|City|State|PostalCode|Country
Fields
Billing
AnnualRevenue
Description
Fax
FederationIdentifier
(insert only)
IsCustomerPortal
IsPartner
NumberOfEmployees
Ownership
Phone
Portal Role
Y
Y
If present, it must match the SAML subject or the SAML subject is taken instead. Can’t be updated using SAML.
Use
Worker
for all portal users.
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Fields
Rating
Street
TickerSymbol
UserRoleId
Website
Zip
Required
Defaults to “no role” if blank.
Comments
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
Connection Security
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Fields Required Comments
Title
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning Requirements
Just-in-Time Provisioning for Communities
"Configuring SAML for Communities" in Getting Started With 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 Configuring 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>
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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
.
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 under the specified
Account ID
(
Contact.Account
or
Account.AccountNumber
) for a match based on the Contact ID (
User.ContactId
) or email (
Contact.Email
).
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 both the
Account.AccountNumber
and
Account.Name
specified in the SAML assertion, or updates the existing contact and user records for the account if a match is found..
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 a new account record, inserts a new contact record, and inserts a new user record 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>
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In addition to the standard fields supported for regular SAML JIT users, these fields are supported for accounts.
Fields
Billing
AnnualRevenue
Description
Fax
FederationIdentifier
(insert only)
IsCustomerPortal
IsPartner
NumberOfEmployees
Ownership
Phone
Portal Role
Rating
Street
TickerSymbol
UserRoleId
Website
Zip
Required
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.
Comments
Street|City|State|PostalCode|Country
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
Name|Phone
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Set Up and Maintain Your Salesforce Organization
HomePhone
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
"Configuring SAML for Communities" in Getting Started With Communities
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.
4
5
6
2
3
Code
1
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
Error Details
MISSING_FEDERATION_ID
MISMATCH_FEDERATION_ID
INVALID_ORG_ID
USER_CREATION_FAILED_ON_UROG
USER_CREATION_API_ERROR
ADMIN_CONTEXT_NOT_ESTABLISHED
Connection Security
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31
32
33
34
26
27
28
30
37
38
39
35
36
22
23
24
25
18
19
20
13
14
11
12
15
16
Code
8
9
17
Description
Unrecognized custom field
Unrecognized standard field
License limit exceeded
Federation ID and username do not match
Unsupported provision API version
Username change isn't allowed
Error Details
UNRECOGNIZED_CUSTOM_FIELD
UNRECOGNIZED_STANDARD_FIELD
LICENSE_LIMIT_EXCEEDED
MISMATCH_FEDERATION_ID_AND_USERNAME_ATTRS
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
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 is 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_PORTAL_PROFILE
ACCOUNT_CHANGE_NOT_ALLOWED
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
Connection Security
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41
42
Code
40
Description
Invalid execution user
Execution error
Updating a contact with Person Account isn’t supported
Error Details
INVALID_EXECUTION_USER
APEX_EXECUTION_ERROR
UNSUPPORTED_CONTACT_PERSONACCT_UPDATE
SEE ALSO:
About Just-in-Time Provisioning for SAML
Just-in-Time Provisioning for Portals
About External Authentication Providers
You can enable users to log into your Salesforce organization using their login credentials from an external service provider such as Facebook
©
or Janrain
©
.
Note: Social Sign-On (11:33 minutes)
Learn how to configure single sign-on and OAuth-based API access to Salesforce from other sources of user identity.
Do the following to successfully set up an authentication provider for single sign-on.
•
Correctly configure the service provider website.
•
Create a registration handler using Apex.
•
Define the authentication provider in your organization.
When set up is complete, the authentication provider flow is as follows.
1. The user tries to login to Salesforce using a third party identity.
2. The login request is redirected to the third party authentication provider.
3. The user follows the third party login process and approves access.
4. The third party authentication provider redirects the user to Salesforce with credentials.
5. The user is signed into Salesforce.
Note: If a user has an existing Salesforce session, after authentication with the third party they are automatically redirected to the page where they can approve the link to their
Salesforce account.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
Defining Your Authentication Provider
We support the following providers:
•
•
•
•
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•
Microsoft Access Control Service
•
•
•
Any service provider who implements the OpenID Connect protocol
Adding 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 580 – Sends the user to a specific endpoint for authentication (Salesforce authentication providers, only)
Creating an Apex Registration Handler
A registration handler class is required to use Authentication Providers for the single sign-on flow. 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
.
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Configuring a Facebook Authentication Provider
To use Facebook as an authentication provider:
1.
Set up a Facebook application, making Salesforce the application domain.
2.
Define a Facebook authentication provider in your Salesforce organization.
3.
your Facebook application to use the
Callback URL
generated by Salesforce as the Facebook
Website Site URL
.
4.
the connection.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Setting up a Facebook Application
Before you can configure Facebook for your Salesforce organization, you must set up an application in Facebook:
Note:
You can skip this step by allowing Salesforce to use its own default application. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. Go to the Facebook website and create a new application.
2. Modify the application settings and set the Application Domain to Salesforce.
3. Note the Application ID and the Application Secret.
Defining a Facebook Provider in your Salesforce Organization
You need the Facebook Application ID and Application Secret to set up a Facebook provider in your
Salesforce organization.
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
Note: You can skip specifying these key values in the provider setup by allowing Salesforce
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. Select Facebook for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This is used in the client configuration URLs. For example, if the URL suffix of your provider is
“MyFacebookProvider”, your single sign-on URL is similar to: https://login.salesforce.com/auth/sso/00Dx00000000001/MyFacebookProvider
.
6. Use the Application ID from Facebook for the
Consumer Key
field.
7. Use the Application Secret from Facebook for the
Consumer Secret
field.
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 application uses.
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
.
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Set Up and Maintain Your Salesforce Organization Connection Security
In this example, the additional approval_prompt
parameter is necessary to ask the user to accept the refresh action, so that Google 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 application 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 requested scopes. If you leave this field blank, Salesforce uses the version of the
Facebook API that your application 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 Using 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 single sign-on 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 already 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. You must edit this class and modify the default content before using it.
Note: You must specify a registration handler class for Salesforce to generate the
Single Sign-On
Initialization URL
.
h. Select the user that runs the Apex handler class for Execute Registration As. The user must have “Manage Users” permission.
A user is required if you selected a registration handler class or are automatically creating one.
i. To use a portal with your provider, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with
My Domain. Users click the button to log in with the associated authentication provider for the community.
You can specify a path to your own image, or copy the URL for one of our sample icons into the field.
9. 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
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end 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 single sign-on functionality.
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Set Up and Maintain Your Salesforce Organization Connection Security
•
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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Updating Your Facebook Application
After defining the Facebook authentication provider in your Salesforce organization, go back to Facebook and update your application to use the
Callback URL
as the Facebook
Website Site URL
.
Testing the Single Sign-On Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It should redirect you to Facebook and ask you to sign in. Upon doing so, you are asked to authorize your application. After you authorize, you are redirected back to
Salesforce.
SEE ALSO:
Using Request Parameters with Client Configuration URLs
About External Authentication Providers
Configure a Google Authentication Provider
Let users log in to a Salesforce organization using their Google accounts.
To use Google as an authentication provider:
1.
Set up a Google application, making Salesforce the application domain.
2.
Define a Google authentication provider in your Salesforce organization.
3.
your Google application to use the
Callback URL
generated by Salesforce as the
Website Site URL
.
4.
the connection.
Set Up a Google Application
Before you can configure Google for your Salesforce organization, you must set up an application in Google:
Note: You can skip this step by allowing Salesforce to use its own default application. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. Go to the Google website and create a new application.
2. Modify the application settings and set the Application Domain to Salesforce.
3. Note the Application ID and the Application Secret.
Define a Google Provider in Your Salesforce Organization
You need the Google Application ID and Application Secret to set up a Google provider in your
Salesforce organization.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 Connection Security
Note: You can skip specifying these key values in the provider setup by allowing Salesforce to manage the values for you. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. Select Google for the
Provider Type
.
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 single sign-on URL is similar to: https://login.salesforce.com/auth/sso/00Dx00000000001/MyGoogleProvider
.
6. Use the Application ID from Google for the
Consumer Key
field.
7. Use the Application Secret from Google for the
Consumer Secret
field.
8. Optionally, set the following fields.
a.
Authorize Endpoint URL
to 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
.
The approval_prompt
parameter is necessary 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
to 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
to change the values requested from Google’s profile API. The URL must start with
https://www.googleapis.com/oauth2/
.
d.
Default Scopes
to 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 Using the Scope Parameter
.
e.
Custom Error URL
to 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 single sign-on 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. To create an Apex class template for the registration handler, select an existing Apex class as the
Registration Handler class or click
Automatically create a registration handler template
. Edit this class and modify the default content before using it.
Note:
Specify a registration handler class for Salesforce to generate the
Single Sign-On Initialization
URL
.
h. Select the user that runs the Apex handler class for Execute Registration As. The user must have “Manage Users” permission.
You must specify a user if you selected a registration handler class or are automatically creating one.
i. To use a portal with your provider, select the portal from the
Portal
list.
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Set Up and Maintain Your Salesforce Organization Connection Security
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, and does not appear on the login page for your Salesforce organization or custom domain created with
My Domain. Users click the button to log in with the associated authentication provider for the community.
You can 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
: Administrators use this URL to ensure that the third-party provider is set up correctly.
The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser and signs in to the third party. The third party then either creates a user or updates an existing user, and then signs them into Salesforce as that user.
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end 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 single sign-on 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.
The 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 Application
After defining the Google authentication provider in your Salesforce organization, go back to Google and update your application to use the
Callback URL
as the Google
Website Site URL
.
Test the Single Sign-On Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It redirects you to Google and asks you to sign in. You’re then asked to authorize your application. After you authorize, you’re redirected to Salesforce.
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Set Up and Maintain Your Salesforce Organization Connection Security
Configure a Janrain Authentication Provider
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 application with Janrain and get an
apiKey
.
2.
Define the Janrain authentication provider in your Salesforce organization.
3.
the login widget code from Janrain.
4.
Set up a site that calls the login widget code in your Salesforce organization.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Register Your Application
USER PERMISSIONS
You must sign up for a Janrain account from the Janrain website . Once you have your Janrain account, you need the apiKey
.
1. Click Deployment > Sign-in for Web > Handle Tokens.
2. Copy the apiKey
. You need this when creating the Janrain provider in your Salesforce organization.
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 Organization
You need the Janrain apiKey
to create a Janrain provider in your Salesforce organization.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
2. Click New.
3. Select Janrain for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This 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 any errors.
8. Optionally, enter a
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the single sign-on 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 already existing Apex class as the
Registration Handler
class or click
Automatically create a registration handler template
to create the Apex class template for the registration handler. You must edit this class to modify the default content before using it.
Note: You must specify a registration handler class for Salesforce to use single sign-on.
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Set Up and Maintain Your Salesforce Organization Connection Security
10. Select the user that runs the Apex handler class for Execute Registration As. The user must have “Manage Users” permission. A user is required if you selected a registration handler class or are automatically creating one.
11. To use a portal with your provider, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with My Domain.
Users click the button to log in with the associated authentication provider for the community.
You can 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 it to complete the Janrain setup.
Several client configuration parameters are available after configuring Janrain as the authentication provider. Use these for the flowtype value in the
Callback URL
with your Janrain login widget:
•
test
: Use this parameter to make sure the third-party provider is set up correctly. The administrator 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
: Use this parameter to link existing Salesforce users to a third-party account . The end 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
: Use this parameter to perform single sign-on into Salesforce from a third party (using third-party credentials). The end user goes to a page with a Janrain widget configured to use flowtype=sso
, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
The client configuration URLs support additional request parameters that enable you to direct users to log into 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 organization.
1. From your Janrain account, click Application > Sign-in for Web > Get the Code.
2. Enter the
Callback URL
value from your Janrain provider information in your Salesforce organization 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 custom 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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Set Up and Maintain Your Salesforce Organization Connection Security
3. Create a new site and specify the page you just created as the home page for the site.
SEE ALSO:
Using Request Parameters with Client Configuration URLs
About External Authentication Providers
"Configuring Authentication Providers" in Getting Started With Communities
Configure a Salesforce Authentication Provider
You can use a connected app as an authentication provider. You must complete these steps:
1.
.
2.
Define the Salesforce authentication provider in your organization .
3.
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Define a Connected App
Before you can configure a Salesforce provider for your Salesforce organization, you must define a connected app that uses single sign-on. From Setup, enter
Apps
in the
Quick Find
box, then select Apps.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
After you finish defining a connected app, save the values from the
Consumer Key
and
Consumer Secret
fields.
USER PERMISSIONS
Note:
You can skip this step by allowing Salesforce to use its own default application. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
Define the Salesforce Authentication Provider in your Organization
You need the values from the
Consumer Key
and
Consumer Secret
fields of the connected app definition to set up the authentication provider in your organization.
.
Note:
You can skip specifying these key values in the provider setup by allowing 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. Select Salesforce for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This is used in the client configuration URLs. For example, if the URL suffix of your provider is
“MySFDCProvider”, your single sign-on URL is similar to https://login.salesforce.com/auth/sso/00Dx00000000001/MySFDCProvider
.
6. Paste the value of
Consumer Key
from the connected app definition into the
Consumer Key
field.
7. Paste the value of
Consumer Secret
from the connected app definition into the
Consumer Secret
field.
8. Optionally, set the following fields.
a.
Authorize Endpoint URL
to specify an OAuth authorization URL.
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Set Up and Maintain Your Salesforce Organization Connection Security
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://test.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://test.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 Using the Scope Parameter
.
Note:
When editing the settings for an existing Salesforce authentication provider, you might have the option to select a checkbox to include the organization ID for third-party account links. For Salesforce authentication providers set up in the Summer '14 release and earlier, the user identity provided by an organization does not include the organization ID.
So, the destination organization can’t differentiate between users with the same user ID from two sources (such as two sandboxes). Select this checkbox if you have an existing organization with two users (one from each sandbox) mapped to the same user in the destination organization, and you want to keep the identities separate. Otherwise, leave this checkbox unselected. After enabling this feature, your users need to re-approve the linkage to all of their third party links.
These links are listed in the Third-Party Account Links section of a user's detail page. Salesforce authentication providers created in the Winter '15 release and later have this setting enabled by default and do not display the checkbox.
d.
Custom Error URL
for the provider to use to report any errors.
e.
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the single sign-on 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 already existing Apex class as the
Registration Handler
class or click
Automatically create a registration handler template
to create the Apex class template for the registration handler. You must edit this template class to modify the default content before using it.
Note: You must specify a registration handler class for Salesforce to generate the
Single Sign-On Initialization
URL
.
10. Select the user that runs the Apex handler class for
Execute Registration As
. The user must have “Manage Users” permission. A user is required if you selected a registration handler class or are automatically creating one.
11. To use a portal with your provider, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with My Domain.
Users click the button to log in with the associated authentication provider for the community.
You can 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, and you use the
Test-Only Initialization URL
to check your configuration. Also be sure to note the
Auth. Provider Id
value because you must use it with the
Auth.AuthToken
Apex class.
14. Return to the connected app definition that you created earlier (on the Apps page in Setup, click the connected app name) and paste the value of
Callback URL
from the authentication provider into the
Callback URL
field.
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Set Up and Maintain Your Salesforce Organization Connection Security
Several client configuration URLs are generated after defining the authentication provider:
•
Test-Only Initialization URL
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end 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 single sign-on 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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Test the Single Sign-On Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. Both the authorizing organization and target organization must be in the same environment, such as production or sandbox.
SEE ALSO:
Using Request Parameters with Client Configuration URLs
About External Authentication Providers
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Set Up and Maintain Your Salesforce Organization Connection Security
Configure an OpenID Connect Authentication Provider
You can use any third-party Web application that implements the server side of the OpenID Connect protocol, such as Amazon, Google, and PayPal, as an authentication provider.
You must complete these steps to configure an OpenID authentication provider:
1.
Register your application, making Salesforce the application domain.
2.
Define an OpenID Connect authentication provider in your Salesforce organization.
3.
your application to use the
Callback URL
generated by Salesforce as the callback
URL.
4.
the connection.
Register an OpenID Connect Application
Before you can configure a Web application for your Salesforce organization, 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 application on your service provider’s website.
2. Modify the application settings and set the application domain (or
Home Page URL
) to
Salesforce.
3. Note the Client ID and Client Secret, as well as the Authorize Endpoint URL, Token Endpoint
URL, and User Info Endpoint URL, which should be available in the provider’s documentation.
Here are some common OpenID Connect service providers:
•
Amazon
•
•
PayPal
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
Define an OpenID Connect Provider in Your Salesforce Organization
You need some information from your provider (the Client ID and Client Secret, as well as the Authorize Endpoint URL, Token Endpoint
URL, and User Info Endpoint URL) to configure your application in your Salesforce organization.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. Select OpenID Connect for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This 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
.
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Set Up and Maintain Your Salesforce Organization Connection Security
In this specific case, the additional approval_prompt
parameter is necessary to ask the user to accept the refresh action, so Google will continue 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 is not 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 Using the Scope Parameter
.
11. You can 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 single sign-on 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. You must edit this class and modify the default content before using it.
Note:
You must specify a registration handler class for Salesforce to generate the
Single Sign-On
Initialization URL
.
d. Select the user that runs the Apex handler class for Execute Registration As. The user must have the “Manage Users” permission.
A user is required if you selected a registration handler class or are automatically creating one.
e. To use a portal with your provider, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with
My Domain. Users click the button to log in with the associated authentication provider for the community.
You can 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
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end user opens this URL in a browser, signs in to the third party, signs in to Salesforce, and approves the link.
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Set Up and Maintain Your Salesforce Organization Connection Security
•
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 single sign-on 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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Update Your OpenID Connect Application
After defining the authentication provider in your Salesforce organization, go back to your provider and update your application’s
Callback URL
(also called the
Authorized Redirect URI
for Google applications and
Return URL
for PayPal).
Test the Single Sign-On Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It should redirect you to your provider’s service and ask you to sign in. Upon doing so, you’re asked to authorize your application. After you authorize, you’re redirected back to Salesforce.
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 authentication from a Microsoft authentication provider is not supported.
You must complete these steps to configure a Microsoft Access Control Service authentication provider:
1.
Define a Microsoft Access Control Service authentication provider in your Salesforce organization.
2.
Register your application with Microsoft, making Salesforce the application domain.
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 application with Microsoft.
4.
the connection.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
Define a Microsoft Access Control Service Authentication Provider in Your
Salesforce Organization
Before you can register an application in SharePoint Online or the Microsoft Seller Dashboard, you need the callback URL that will be used to redirect the authorized user to Salesforce.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth.
Providers.
2. Click New.
3. Select Microsoft Access Control Service for the
Provider Type
.
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This is used in the client configuration URLs. For example, if the URL suffix of your provider is
“MyMicrosoftACSProvider,” your callback URL is similar to:
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Set Up and Maintain Your Salesforce Organization Connection Security https://login.salesforce.com/services/authcallback/00Dx00000000001/MyMicrosoftACSProvider
6. Enter a placeholder value for the
Consumer Key
field (you’ll edit this value after your application is registered with Microsoft).
7. Enter a placeholder value for the
Consumer Secret
field (you’ll edit this value after your application 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
Using the Scope Parameter for more information about using scopes with Salesforce.
•
Custom Error URL
for the provider to use to report any errors.
•
Custom Logout URL
to provide a specific destination for users after they log out, if they authenticated using the single sign-on 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
drop-down list. If you have a portal set up for your organization, 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, and does not appear on the login page for your Salesforce organization or custom domain created with
My Domain. Users click the button to log in with the associated authentication provider for the community.
You can specify a path to your own image, or copy the URL for one of our sample icons into the field.
11. Click Save.
Be sure to 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
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 does not provide for future single sign-on 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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
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Set Up and Maintain Your Salesforce Organization Connection Security
Register Your Application with Microsoft
Before you can configure an application for your Salesforce organization, you must get an application identity using one of the options provided by Microsoft. For example see Guidelines for registering apps for SharePoint 2013 for details about registering a remote application for SharePoint.
1. Register your application using one of the options provided by Microsoft.
2. Modify the application 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 application 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. Enter the
Client ID
value provided by Microsoft in the
Consumer Key
field.
4. Enter the
Client Secret
value provided by Microsoft in the
Consumer Secret
field.
Test the Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It should redirect you to your provider’s service and ask you to sign in. Upon doing so, you’re asked to authorize your application. After you authorize, you’re redirected back to Salesforce.
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Set Up and Maintain Your Salesforce Organization Connection Security
Configure a LinkedIn Authentication Provider
Let users log in to a Salesforce organization using their LinkedIn account.
Complete these steps to configure LinkedIn as an authentication provider.
1.
Decide which scopes (user details) to get from LinkedIn
.
2.
Set up a LinkedIn application .
3.
Define a LinkedIn Provider in your Salesforce organization and establish a registration handler.
4.
.
5.
Update your LinkedIn application
to use the Callback URL generated by Salesforce as an entry in the LinkedIn
OAuth 2.0 Redirect URLs
.
6.
Test the single sign-on connection
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Decide which scopes (user details) to get from LinkedIn
USER PERMISSIONS
Scopes determine the information you get from LinkedIn about a user during the authorization process. You can request some basic information, such as username and a photo URL, or you can get more specific information, such as an address, phone number, contact list, and more. The user approves the exchange of information before it is given.
When you set up LinkedIn as an Auth. Provider, you can set the scopes in three different places: in the LinkedIn application 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.
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
•
You can leave this 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 Auth. Provider settings, that value overrides the value in the LinkedIn Application settings.
•
Separate multiple scope values in the LinkedIn Application settings or the Salesforce Auth. Provider settings with a space, only, such as
r_basicprofile r_emailaddress
.
•
If you use LinkedIn Field Selectors with a URL, separate multiple values with a comma, only, such as https://api.linkedin.com/v1/people/~:(id,formatted-name,first-name,last-name,public-profile-url,email-address)
.
Set up a LinkedIn application
Before you can configure LinkedIn for your Salesforce organization, set up an application in LinkedIn.
Note:
Salesforce-Managed Values in Auth. Provider Setup .
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 application settings.
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Set Up and Maintain Your Salesforce Organization Connection Security
5. Note the API Key and Secret Key of the new application. You need these later in Salesforce.
6. Optionally, enter a LinkedIn supported scope value or several space-separated values.
Define a LinkedIn Provider in your Salesforce organization
You need the LinkedIn
API Key
and
Secret Key
to set up a LinkedIn provider in your Salesforce organization.
Note: You can skip specifying these key values in the provider setup by allowing Salesforce to manage the values for you. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. Select LinkedIn for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This is used in the client configuration URLs. For example, if the URL suffix of your provider is
“MyLinkedInProvider,” your single sign-on URL is similar to: https://login.salesforce.com/services/sso/00Dx00000000001/MyLinkedInProvider
6. Use the
API Key
from LinkedIn for the
Consumer Key
field.
7. Use the
Secret Key
from LinkedIn 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 Google for offline access, use https://accounts.google.com/o/oauth2/auth?access_type=offline&approval_prompt=force
.
The approval_prompt
parameter is necessary 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
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 single sign-on 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. Click Automatically create a registration handler template to create an Apex class template for the registration handler , unless you already have one. Edit this class later, and modify the default content before using it.
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Set Up and Maintain Your Salesforce Organization Connection Security
Note: Specify a registration handler class for Salesforce to generate the Single Sign-On Initialization URL.
h. Select the user that runs the Apex handler class for
Execute Registration As
. The user must have the “Manage Users” permission. A user is required if you selected a registration handler class or are automatically creating one.
i. To use a portal for LinkedIn users, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with My Domain.
Users click the button to log in with the associated authentication provider for the community.
You can 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
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end 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 single sign-on 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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into 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 the desired scopes in
you want in the registration handler.
The following is an example Apex registration handler specifically for a LinkedIn application as the Auth. Provider. This registration handler assumes the requested scopes include
r_basicprofile
and
r_emailaddress
. It also assumes 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
//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')) {
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Set Up and Maintain Your Salesforce Organization Connection Security
//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; u.languagelocalekey = UserInfo.getLocale(); u.localesidkey = UserInfo.getLocale(); u.emailEncodingKey = 'UTF-8'; u.timeZoneSidKey = 'America/Los_Angeles'; u.profileId = p.Id;
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Set Up and Maintain Your Salesforce Organization Connection Security return u;
}
}
//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 Application
After you define the LinkedIn authentication provider in your Salesforce organization, go back to LinkedIn and update your application to use the Salesforce-generated
Callback URL
as the LinkedIn
OAuth 2.0 Redirect URLs
value.
Test the Single Sign-on Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It should redirect you to LinkedIn and ask you to sign in. Upon doing so, you are asked to authorize your application. After you authorize, you are redirected back to
Salesforce.
Configure a Twitter Authentication Provider
Let users log in to a Salesforce organization with their Twitter accounts.
Complete these steps to configure Twitter as an authentication provider.
1.
Set up a Twitter application .
2.
Define a Twitter Provider in your Salesforce organization and establish a registration handler.
3.
.
4.
Update your Twitter application
to use the Callback URL generated by Salesforce as an entry in the Twitter application settings.
5.
Test the single sign-on connection
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Set up a Twitter Application
Before you can configure Twitter for your Salesforce organization, you must set up an application in Twitter.
Note: You can skip this step by allowing Salesforce to use its own default application. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. Sign in to your developer account for the Twitter website .
2. Click on the user icon at the top and select My Applications (or go to apps.twitter.com
).
3. Click Create New App.
4. Enter the application settings.
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 Connection Security
5. In the API Keys, note the
API key
and
API secret
of the new application, you’ll need these later in Salesforce.
Define a Twitter Provider in your Salesforce organization
You need the Twitter
API key
and
API Secret
from your Twitter application to set up a Twitter provider in your Salesforce organization.
Note: You can skip specifying these key values in the provider setup by allowing Salesforce to manage the values for you. For more information, see
Using Salesforce-Managed Values in Auth. Provider Setup
.
1. From Setup, enter
Auth. Providers
in the
Quick Find
box, then select Auth. Providers.
2. Click New.
3. Select Twitter for the
Provider Type
.
4. Enter a
Name
for the provider.
5. Enter the
URL Suffix
. This is used in the client configuration URLs. For example, if the URL suffix of your provider is
“MyTwitterProvider,” your single sign-on 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 single sign-on 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. Click Automatically create a registration handler template to create an Apex class template for the registration handler , unless you already have one. You must edit this class, later, and modify the default content before using it.
Note:
You must specify a registration handler class for Salesforce to generate the Single Sign-On Initialization URL.
d. Select the user that runs the Apex handler class for
Execute Registration As
. The user must have the “Manage Users” permission. A user is required if you selected a registration handler class or are automatically creating one.
e. To use a portal for Twitter users, select the portal from the Portal drop-down 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, and does not appear on the login page for your Salesforce organization or custom domain created with
My Domain. Users click the button to log in with the associated authentication provider for the community.
You can 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
: Administrators use this URL to ensure the third-party provider is set up correctly. The administrator 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 into Salesforce from a third party (using third-party credentials). The end user opens this URL in a browser, and signs in to the third party. This then either creates a new user for them, or updates an existing user, and then signs them into Salesforce as that user.
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Set Up and Maintain Your Salesforce Organization Connection Security
•
Existing User Linking URL
: Use this URL to link existing Salesforce users to a third-party account. The end 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 of the above client configuration URLs.
The client configuration URLs support additional request parameters that enable you to direct users to log into 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.
The following is an example Apex registration handler specifically for a Twitter application as the Auth. 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'; u.profileId = p.Id; u.contactId = c.Id; return u;
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Set Up and Maintain Your Salesforce Organization Connection Security
} 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 Application
After you define the Twitter authentication provider in your Salesforce organization, go back to Twitter and update your application to use the Salesforce-generated
Callback URL
as the
Callback URL
value in your Twitter application settings.
Note:
In your Twitter application, make sure that you select Allow this application to be used to Sign In with Twitter.
Test the Single Sign-on Connection
In a browser, open the
Test-Only Initialization URL
on the Auth. Provider detail page. It should redirect you to Twitter and ask you to sign in. Upon doing so, you are asked to authorize your application. After you authorize, you are redirected back to
Salesforce.
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Set Up and Maintain Your Salesforce Organization Connection Security
Using Salesforce-Managed Values in Auth. Provider Setup
You can choose to let Salesforce automatically create key values when setting up a Facebook,
Salesforce, LinkedIn, Twitter, or Google Auth. Provider. This allows you to skip the step of creating your own third-party application.
When you choose to use Salesforce-managed values in your Auth. Provider setup, Salesforce uses its own default application in the background from which it generates the values, eliminating the need for you to create your own application.
To use Salesforce-managed values, leave all of the following fields blank if they display in your Auth.
Provider setup.
•
Consumer Key
•
Consumer Secret
•
Authorize Endpoint URL
•
Token Endpoint URL
•
User Info Endpoint URL
•
Default Scopes
If you specify a value for one of the preceding fields, then that indicates that you are using your own third-party application or connected app and you must specify values for the
Consumer
Key
and
Consumer Secret
.
Example: Suppose you want to set up single sign-on using a LinkedIn authentication provider to enable login to Salesforce with LinkedIn credentials. You can skip creating a
LinkedIn application, since you choose to use Salesforce-created values in Auth. Provider setup. Next, you define the LinkedIn authentication provider in your organization and test the connection using the procedure in
Configure a LinkedIn Authentication Provider
.
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
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 or other API integration, using their existing session ID and the server URL.
To authenticate users with frontdoor.jsp, you must pass the server URL and full session ID (not just the 15 or 18 character ID) to frontdoor.jsp.
The best way to pass the values is through a form that uses a
POST
request. For example, the following form posts the current session ID to frontdoor.jsp.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
<form method="POST" action="https://
instance
.salesforce.com/secur/frontdoor.jsp">
<input type="hidden" name="sid" value="
full_sessionID_value
"
/>
<input type="submit" name="login" value="Log In" /></form>
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:// instance.salesforce.com/secur/frontdoor.jsp?sid=full_sessionID_value
&retURL=
optional_relative_url_to_open
For organizations that use a custom domain created using My Domain, you must pass the domain name in the server URL.
573
Set Up and Maintain Your Salesforce Organization Connection Security
The following form posts the current session ID to frontdoor.jsp for a custom domain.
<form method="POST" action="https://
domain_name
.my.salesforce.com/secur/frontdoor.jsp">
<input type="hidden" name="sid" value="
full_sessionID_value
"
/>
<input type="submit" name="login" value="Log In" /></form>
The following example sends the values as URL parameters.
https://
domain_name.my.salesforce.com/secur/frontdoor.jsp?sid=full_sessionID_value
&retURL=
optional_relative_url_to_open
Instance
You must know the instance of the user’s organization. For example, if the serverUrl
returned when you log in via the API is https://na1.salesforce.com
, na1 is the instance. The rest of the server address (the salesforce.com
domain name) remains the same.
If you’re building an integration for a single Salesforce organization, you can hard code this value. If you’re building an integration for multiple organizations, parse the instance from the serverUrl
of the returned
LoginResult
from the SOAP API login() call.
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
LoginResult
returned from a SOAP API login()
call
•
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
).
574
Set Up and Maintain Your Salesforce Organization Connection Security
Using Request Parameters with Client Configuration URLs
You can add functionality to your authentication provider by using additional request parameters.
Authentication providers support additional request parameters you can use to direct users to log into specific sites, obtain customized permissions from the third party, or go to a specific location after authenticating.
Add the request parameters to the following client configuration URLs. These were 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
•
on page 580 – Sends the user to a specific endpoint for authentication
(Salesforce authentication providers, only)
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
575
Set Up and Maintain Your Salesforce Organization Connection Security
Using the Scope Parameter
Customizes the permissions requested from the 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.
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 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
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
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
.
576
Set Up and Maintain Your Salesforce Organization Connection Security
Value
visualforce web
Description
Allows access to Visualforce pages.
Allows the ability to use the access_token
on the Web. This also includes visualforce
, allowing access to Visualforce pages.
SEE ALSO:
Using 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).
SEE ALSO:
Using Request Parameters with Client Configuration URLs
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
577
Set Up and Maintain Your Salesforce Organization Connection Security
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:
Using Request Parameters with Client Configuration URLs
EDITIONS
Available in: Lightning
Experience and Salesforce
Classic
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
578
Set Up and Maintain Your Salesforce Organization Connection Security
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:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view the settings:
•
“View Setup and
Configuration”
To edit the settings:
•
“Customize Application”
AND
“Manage Auth.
Providers”
579
Set Up and Maintain Your Salesforce Organization Connection Security
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:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
About Salesforce Certificates and Keys
Note: This information applies to Classic Encryption and not to Platform Encryption.
To work with Salesforce certificates and keys, from Setup, enter
Certificate and Key
Management
in the
Quick Find
box, then select Certificate and Key Management. From this page you can manage:
•
Your certificates
•
Authentication Certificates
•
Your master encryption keys
Certificates
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
“Customize Application”
580
Set Up and Maintain Your Salesforce Organization Connection Security 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 offers two types of certificates:
Self-signed
A self-signed certificate is signed by Salesforce with the SHA-256 signature algorithm. Not all external websites accept self-signed certificates.
CA-signed
A CA-signed certificate is signed by an external certificate authority (CA). Most external websites accept CA-signed certificates. You must first generate the certificate signing request to send to a CA, and then import the signed version of the certificate before you can use it.
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 .
Mutual Authentication Certificates
Note:
If you don’t see this option on the Certificate and Key Management page, contact Salesforce to enable the feature.
Salesforce can verify if a request comes from your organization using Salesforce certificates and certificates via Transport Layer Security
(TLS) connections from
HTTPS
clients for mutual authentication.
Master Encryption Keys
Fields that are encrypted using encrypted custom fields, such as social security number or credit card number, use a master encryption key to encrypt the data. This key is automatically assigned when you enable encrypted fields for your organization. You can manage the master key based on your organization’s security needs and regulatory requirements.
SEE ALSO:
Creating Certificates and Key Pairs
Uploading Certificate Authority (CA)-Signed Certificates
Managing Master Encryption Keys
Editing Salesforce Certificates and Key Pairs
Setting Up Mutual Authentication Certificates
581
Set Up and Maintain Your Salesforce Organization Connection Security
Creating Certificates and Key Pairs
Salesforce offers two types of certificates:
EDITIONS
Self-signed
A self-signed certificate is signed by Salesforce with the SHA-256 signature algorithm. Not all external websites accept self-signed certificates.
CA-signed
A CA-signed certificate is signed by an external certificate authority (CA). Most external websites accept CA-signed certificates. You must first generate the certificate signing request to send to a CA, and then import the signed version of the certificate before you can use it.
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create a Salesforce certificate:
1. From Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select Certificate and Key Management.
To create, edit, and manage certificates:
•
“Customize Application”
2. Select either Create Self-Signed Certificate or Create CA-Signed Certificate, based on what kind of certificate your external website accepts. You can’t change the type of a certificate after you’ve created it.
3. Enter a descriptive label for the Salesforce certificate. This name is used primarily by administrators when viewing certificates.
4. Enter the
Unique Name
. This name is automatically populated based on the certificate label you enter. This name can contain only underscores and alphanumeric characters, and must be unique in your organization. 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 generated 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 and is valid for two years. Selecting
1024
generates a certificate using 1024-bit keys and is valid for one year.
Note: Once you save a Salesforce certificate, you can’t change the key size.
6. If you’re creating a CA-signed certificate, you must also enter the following information. These fields are joined together 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. This is 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
.
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Set Up and Maintain Your Salesforce Organization Connection Security
7. Click Save.
Downloaded self-signed certificates have
.crt
extensions. Downloaded certificate signing requests have
.csr
extensions.
After you successfully save a Salesforce certificate, the certificate and corresponding keys are automatically generated.
You can have a maximum of 50 certificates.
Note:
After you create a CA-signed certificate and certificate request, the certificate is not active and you can’t use it until it’s been signed by a certificate authority and uploaded into your organization.
SEE ALSO:
About Salesforce Certificates and Keys
Uploading Certificate Authority (CA)-Signed Certificates
Repeating an Upload of a CA-Signed Certificate
Uploading Certificate Authority (CA)-Signed Certificates
After you create a CA-signed certificate
, you must do the following before the certificate is active and you can use the certificate.
1. From Setup, enter
Certificate and Key Management
then select Certificate and Key Management, click the name of the certificate, then click
Download Certificate Signing Request.
in the
Quick Find
box,
2. Send the certificate request to the certificate authority of your choice.
3. After the certificate authority sends back the signed certificate, from Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select
Certificate and Key Management, click the name of the certificate, then click Upload Signed
Certificate.
4. Click Browse to locate the CA-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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
“Customize Application”
5. Click Save to finish the upload process. Click Cancel at any time to not upload the certificate.
After you successfully upload the signed certificate, the status of the certificate is changed to
Active
and you can use CA-signed certificate.
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:
About Salesforce Certificates and Keys
Repeating an Upload of a CA-Signed Certificate
583
Set Up and Maintain Your Salesforce Organization Connection Security
Repeating an Upload of a CA-Signed Certificate
If you upload a CA-signed certificate and either forget to upload complete certificate information or need to upload a renewed certificate, you can upload it again to finish the process. This saves you time because you don’t need to start over with a new key and certificate. When you upload again, published site domains are automatically republished if they have at least one Force.com
site or community. Additionally, the expiration date of the certificate record is updated to the expiration date of the newly uploaded certificate.
To upload a CA-signed certificate again:
1. From Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select Certificate and Key Management.
2. Click on the name of the CA-Signed certificate that you want to upload again.
Note: Your certificate should have a
.crt
extention.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
“Customize Application”
3. Click Update Signed Certificate and Choose File.
4. Click Browse to locate the CA-signed certificate. The CA-signed certificate’s public key must match the public key of the certificate record created in Salesforce. If you try to upload a different CA-signed certificate, the upload fails.
Note: You can click Cancel at any time to cancel the upload.
5. Click Save to finish the upload process.
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:
About Salesforce Certificates and Keys
Uploading Certificate Authority (CA)-Signed Certificates
584
Set Up and Maintain Your Salesforce Organization Connection Security
Setting Up Mutual Authentication Certificates
Use mutual authentication for your organization by creating a mutual authentication certificate.
EDITIONS
Note: If you don’t see this option on the Certificate and Key Management page, contact
Salesforce to enable the feature.
Follow these steps to upload a certificate.
1. Click Upload Mutual Authentication Certificate.
2. Give your certificate a label and name and click Choose File to locate the certificate.
3. Click Save to finish the upload process.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Personal
•
Unlimited
•
Developer
•
Database.com
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.
Note that the client certificate must include any intermediate certificates in the certificate chain when contacting port 8443.
USER PERMISSIONS
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.
To create, edit, and manage certificates:
•
“Customize Application”
•
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:
About Salesforce Certificates and Keys
Configuring Your API Client to Use Mutual Authentication
585
Set Up and Maintain Your Salesforce Organization Connection Security
Configuring Your API Client to Use Mutual Authentication
Enforce SSL/TLS mutual authentication.
Setting Up Mutual Authentication Certificates
steps should be completed before configuring your
API client.
1. Log in to the Salesforce service using port 8443. Include:
a. Your credentials
b. 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
•
Database.com
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://na1.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://na1.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:
About Salesforce Certificates and Keys
Setting Up Mutual Authentication Certificates
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Set Up and Maintain Your Salesforce Organization Connection Security
Managing Master Encryption Keys
Note: This information applies to Classic Encryption and not to Platform Encryption.
Fields that are encrypted using encrypted custom fields, such as social security number or credit card number, use a master encryption key to encrypt the data. This key is automatically assigned when you enable encrypted fields for your organization. You can manage the master key based on your organization’s security needs and regulatory requirements. With master encryption keys, you can do the following:
•
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
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:
1. From Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select Certificate and Key
Management.
2. Click Archive Current Key and Create New Key.
3. A warning message displays letting you know you are changing keys. Click OK.
4. 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. You can import the key back into your organization at a later time.
Click
Export
next to the key you want to export.
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. If you export the key before you delete it, you can import the key back into your organization.
To delete a key, click
Delete
next to the key you want to delete.
The date the key is deleted displays.
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.
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Set Up and Maintain Your Salesforce Organization Connection Security
Click
Import
next to the key you want to import.
SEE ALSO:
About Salesforce Certificates and Keys
Editing Salesforce Certificates and Key Pairs
After you create a Salesforce certificate (including, if enabled, mutual authentication certificates) you can only change the
Label
and the
Unique Name
. You can’t change the type, key size, or other properties. The certificate and the keys aren’t regenerated when you edit a Salesforce certificate.
Warning:
Apex and the Force.com Web services API use the
Unique Name
to access the certificate. Changing the
Unique Name
could cause your code to break.
To edit a Salesforce certificate:
1. From Setup, enter
Certificate and Key Management
in the
Quick Find
box, then select Certificate and Key Management.
2. Click Edit next to the name of a Salesforce certificate.
3. Make your changes, then click Save.
To delete a certificate, click Del. If a certificate is being used as part of the configuration of your identity provider, you cannot delete it.
SEE ALSO:
About Salesforce Certificates and Keys
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
“Customize Application”
Viewing Salesforce Certificates and Key Pairs
To view the details of a Salesforce certificate, from Setup, enter
Certificate and Key
Management
in the
Quick Find
box, then select Certificate and Key Management, then click the name of a certificate.
From the certificate detail page, you can do any of the following:
•
Click Edit to
of the certificate.
•
Click Delete to delete the certificate.
•
Click Download Certificate to download the full Base-64 encoded certificate. This is only
before you can download or use it.
•
Click Download Certificate Signing Request for CA-signed certificates that have not yet had the signed certificate uploaded.
•
Click Upload Signed Certificate to upload the CA-signed certificate or to upload it again.
SEE ALSO:
About Salesforce Certificates and Keys
Setting Up Mutual Authentication Certificates
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To create, edit, and manage certificates:
•
“Customize Application”
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Set Up and Maintain Your Salesforce Organization Connection Security
About Identity Providers and Service Providers
An identity provider is a trusted provider that enables you to use single sign-on to access other websites. A service provider is a website that hosts applications. You can enable Salesforce as an identity provider, then define one or more service providers, so your users can access other applications directly from Salesforce using single sign-on. This can be a great help to your users: instead of having to remember many passwords, they will only have to remember one. Plus, the applications can be added as tabs to your Salesforce organization, which means users won’t have to switch between programs.
Before you can enable Salesforce as an identity provider, you must set up a domain
.
. If you haven’t generated a Salesforce certificate and key pair, one is automatically created for you when you enable Salesforce as an identity provider. You also have the option of picking an already generated certificate, or creating one yourself.
Salesforce uses the SAML 2.0 standard for single sign-on 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 into your service
provider’s apps.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
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 into 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 end-user
The following is the general flow when Salesforce as an identity provider logs into a service provider.
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Set Up and Maintain Your Salesforce Organization Connection Security
1. User tries to access a service provider already defined in Salesforce.
2. Salesforce sends a
to the service provider.
3. Service provider identifies the user and authenticates the certificate.
4. If the user is identified, they are logged into the service provider.
The following is the general flow when a service provider initiates login and uses Salesforce to identify the user.
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Set Up and Maintain Your Salesforce Organization Connection Security
1. The service provider sends a valid SAML request. The endpoint is automatically generated when the service provider is defined—the
SP-Initiated POST Endpoint
.
2. Salesforce identifies the user included 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 was included as part of the definition, Salesforce authenticates the certificate.
Note: If a certificate is included in the service provider definition, and the SAML request does not contain a certificate, the request fails, and the user is not logged in using Salesforce. If the definition does not include a certificate, and the request includes a signature, the request succeeds if the user is identified correctly.
3. If the user isn’t already logged into Salesforce, they are prompted to do so.
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Set Up and Maintain Your Salesforce Organization Connection Security
4. Salesforce sends a
to the service provider.
5. The service provider authenticates the SAML response sent by Salesforce. If the user has been authenticated, they are logged into the service provider. The user is also logged into Salesforce.
Important: Salesforce doesn’t provide any mechanism for automatically logging the user out of Salesforce when they log out of the service provider.
The following is an example of the SAML response from Salesforce. You might want to 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>
−
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Set Up and Maintain Your Salesforce Organization Connection Security
<ds:X509Certificate>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 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>
−
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Set Up and Maintain Your Salesforce Organization Connection Security
<saml:AuthnStatement AuthnInstant="2010-11-23T01:46:41.092Z">
−
<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>
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
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Set Up and Maintain Your Salesforce Organization Connection Security
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).
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
“Customize Application”
SEE ALSO:
About Identity Providers and Service Providers
Creating Certificates and Key Pairs
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.
Warning: If you disable your identity provider, users can no longer access any external applications.
•
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.
•
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
“Customize Application”
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Set Up and Maintain Your Salesforce Organization Connection Security
–
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:
About Identity Providers and Service Providers
Prerequisites for Defining Service Providers
Before defining a service 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 for easy configuration. However, not all service providers support metadata. If your service provider supports certificates instead, you might be required to download the certificate. From Setup, enter
Identity Provider
in the
Quick Find
box, then select Identity Provider, then click Download Certificate or Download Metadata.
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
•
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
“Customize Application”
SEE ALSO:
About Identity Providers and Service Providers
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Set Up and Maintain Your Salesforce Organization Connection Security
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.
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.
ACS URL
The ACS, or assertion consumer service, URL comes from the SAML service provider.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
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.
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 into 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.
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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:
About Identity Providers and Service Providers
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:
About Identity Providers and Service Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
“Customize Application”
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Set Up and Maintain Your Salesforce Organization Connection Security
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:
About Identity Providers and Service Providers
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Developer
•
Enterprise
•
Performance
•
Unlimited
•
Database.com
USER PERMISSIONS
Define and modify identity providers and service providers:
•
“Customize Application”
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
•
Unlimited
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
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Set Up and Maintain Your Salesforce Organization Connection Security
</saml:AttributeValue>
</saml:Attribute>
SEE ALSO:
About Identity Providers and Service Providers
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
•
Database.com
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.
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”
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Set Up and Maintain Your Salesforce Organization Connection Security
4.
5.
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:
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.
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Set Up and Maintain Your Salesforce Organization Connection Security
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.
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://
.
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Set Up and Maintain Your Salesforce Organization Connection Security
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.
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:
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Set Up and Maintain Your Salesforce Organization
Field
SAML Version
Issuer
Identity Provider Certificate
SAML User ID Type
SAML User ID Location
Connection Security
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.
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
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
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Set Up and Maintain Your Salesforce Organization
Field
Subject Type
Value
Select
Username
Connection Security
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.
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:
About Identity Providers and Service Providers
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Set Up and Maintain Your Salesforce Organization Connection Security
Configuring Remote 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 will fail.
EDITIONS
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.
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
To register a new site:
1. Click New Remote Site.
2. Enter a descriptive term for the
Remote Site Name
.
USER PERMISSIONS
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 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.
To configure remote settings:
•
“Modify All Data”
Named Credentials
Named Credentials
A named credential specifies the URL of a callout endpoint and its required authentication parameters in one definition. You can simplify the setup of authenticated Apex callouts by specifying a named credential as the callout endpoint. You can instead specify a URL as the callout endpoint and register that URL in your organization's remote site settings. In that case, however, you handle the authentication in your code. Doing so can be less secure and especially complicated for OAuth authentication.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
Salesforce manages all the authentication for Apex callouts that specify a named credential as the callout endpoint, so that your code doesn’t have to. You can also skip remote site settings, which are otherwise required for Apex callouts to external sites.
By separating the endpoint URL and authentication from the Apex code, named credentials make callouts easier to maintain. For example, if an endpoint URL changes, you simply update the named credential. All callouts that reference the named credential then continue to work without any changes to the code.
If you have multiple organizations, you can create a named credential with the same name in each organization. Each of these named credentials can have a different endpoint URL, for example, to accommodate differences in development and production environments.
Because the code references only the named credential’s name, you can package and deploy the same Apex class in all your organizations without programmatically checking the environment.
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Set Up and Maintain Your Salesforce Organization Connection Security
Named credentials support basic password authentication and OAuth 2.0. You can set up each named credential to use an organization-wide named principal or to use per-user authentication so that users can manage their own credentials.
Example: In the following sample 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();
HTTPResponse res = http.send(req);
System.debug(res.getBody());
The referenced named credential specifies the endpoint URL and the authentication settings.
You can code the callout endpoint as the URL instead of the named credential, but your code then handles the authentication.
Our example uses basic password authentication, but keep in mind that OAuth authentication is much 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);
String authorizationHeader = 'BASIC ' +
EncodingUtil.base64Encode(headerValue); req.setHeader('Authorization', authorizationHeader);
// Create a new http object to send the request object
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Set Up and Maintain Your Salesforce Organization Connection Security
// A response object is generated as a result of the request
Http http = new Http();
HTTPResponse res = http.send(req);
System.debug(res.getBody());
SEE ALSO:
Grant Access to Authentication Settings for Named Credentials
Force.com Apex Code Developer's Guide: HttpRequest Class
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 an Apex callout endpoint to let Salesforce handle all the authentication. You can also skip remote site settings, which are otherwise required for Apex callouts to external sites.
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.
Field
Label
Name
URL
Description
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
Apex callouts 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://
.
You can append a specific path in each Apex callout. For example, if you create a named credential that’s named “My_Example” and set the
URL
to
https://my.example.com
, you can set the Apex callout to use a specific path as follows.
HttpRequest req = new HttpRequest(); req.setEndpoint(' callout:My_Example/my/appended/path');
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view, create, edit, or delete named credentials:
•
“Modify All Data”
608
Set Up and Maintain Your Salesforce Organization
Field
Certificate
Identity Type
Connection Security
Description
If you specify a certificate, your Salesforce organization 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 organization.
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 organization. Select this option if you have one designated user account on the external system that can be used by all your organization’s users to connect to the external system.
4. Select the authentication protocol.
•
If you select OAuth 2.0, complete the following fields.
Field
Authentication
Provider
Description
Choose the provider that was created for this named credential.
Scope
Specifies the scope of permissions to request for the access token.
Start
Authentication Flow on Save
Select to test the credentials when you click Save.
•
If you select Password Authentication, enter the username and password for accessing the external system.
If you selected Per User for
Identity Type
, administration credentials are still required for your organization to access the external system.
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 automatically 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.
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Set Up and Maintain Your Salesforce Organization Connection Security
Field Description
•
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.
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.
To create Apex callouts to a named credential, use this format for the
endpoint
parameter in the setEndpoint
method.
HttpRequest req = new HttpRequest(); req.setEndpoint(' callout:My_Named_Credential/some_path');
SEE ALSO:
Grant Access to Authentication Settings for Named Credentials
Force.com Apex Code Developer's Guide: HttpRequest Class
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
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 Connection Security
Identity Connect
About Identity Connect
Identity Connect provides Active Directory integration.
Identity Connect provides Active Directory integration with Salesforce via a service which runs on either Windows or Linux platforms. This integration includes syncing Active Directory users with either Salesforce or Identity Connect acting as the Identity Service Provider (IDP) for Single Sign On
(SSO) Active Directory integration when logging into Salesforce.
SEE ALSO:
Salesforce 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.
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”
611
Set Up and Maintain Your Salesforce Organization Monitor Your Organization
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.
Walk Through It: create, edit, and assign a permission set
SEE ALSO:
Salesforce 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”
Monitor Your Organization
About the System Overview Page
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.
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). 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:
EDITIONS
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”
612
Set Up and Maintain Your Salesforce Organization About the System Overview Page
•
•
•
•
•
•
Note:
The object limit percentages are truncated, not rounded. For example, if your organization uses 95.55% of the limit for a particular customization, the object limit displays 95%.
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
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 organization in a 24 hour period; limits are not on a per-user basis. When an organization exceeds a limit, all users in the organization may be temporarily blocked from making additional calls. Calls will be 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
•
Database.com
613
Set Up and Maintain Your Salesforce Organization About the System Overview Page
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
•
Database.com
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
614
Set Up and Maintain Your Salesforce Organization Monitoring 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 portal roles for an organization is 5000. This limit includes portal 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 for each of your portals and communities. Additionally, delete any unused portal roles. If you still require more portal roles, please contact Salesforce Customer
Support.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
Monitoring Resources
Items that Require Storage
Storage is divided into two categories: file storage and data storage. File storage includes files in attachments, the Documents tab, the Files tab, the File field, Salesforce CRM Content, Chatter files
(including user photos), 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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
To view storage usage:
•
“Manage Internal Users”
615
Set Up and Maintain Your Salesforce Organization Monitoring Resources
•
Solutions
•
Tags: Unique tags
•
Tasks
Storage Capacity
For file storage, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated a per-user limit multiplied by the number of users in the organization plus an additional per-organization allocation. For example, a Professional Edition organization with 10 users receives 11 GB of file storage, or 100 MB per user multiplied by 10 users plus an additional 10 GB. A Professional
Edition organization with 100 users receives 20 GB of file storage, or 100 MB per user multiplied by 100 users plus an additional 10 GB.
For data storage, Contact Manager, Group, Professional, Enterprise, Performance, and Unlimited Editions are allocated either 1 GB or a per-user limit, whichever is greater. For example, a Professional Edition organization 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 organization with 100 users receives more than the 1 GB minimum because 100 users multiplied by 20 MB per user is 2,000 MB.
The values in the Storage Allocation Per User License column below apply to Salesforce and Salesforce Platform user licenses.
Salesforce Edition
Contact Manager
Group
Professional
Enterprise
Performance
Unlimited
Developer
Personal
Data Storage
Minimum Per
Organization
1 GB
1 GB
1 GB
1 GB
1 GB
1 GB
5 MB
20 MB (approximately
10,000 records)
Data Storage
Allocation Per User
License
20 MB
20 MB
20 MB
20 MB
120 MB
120 MB
N/A
N/A
File Storage
Allocation Per
Organization
File Storage
Allocation Per User
License
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
10 GB + the greater of 1
GB or combined per-user storage allocation
100 MB
20 MB
20 MB
N/A
N/A
If your organization uses custom user licenses, contact Salesforce to determine if these licenses provide additional storage. For a description of user licenses, see
.
616
Set Up and Maintain Your Salesforce Organization Monitoring Resources
Viewing Storage Usage
To view your organization’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:
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 organization’s storage usage isn’t updated immediately, if you import or add a large number of 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 additional storage space, or add user licences 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 the API considers each person account to consist 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.
617
Set Up and Maintain Your Salesforce Organization Monitor Login History
Monitor Login History
Administrators can monitor all login attempts for their organization 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.
EDITIONS
Download Login History
You can download the past six months of user logins to your Salesforce organization 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 to your Salesforce organization for the past six months. This report includes logins through the API.
•
gzipped Excel csv file: Download a CSV file of all user logins to your Salesforce organization for the past six months. This report includes logins through the API. The file is compressed, which is the preferred option for quickest download time.
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Developer
•
Enterprise
•
Group
•
Performance
•
Professional
•
Unlimited
USER PERMISSIONS
To monitor logins:
•
“Manage Users”
3. Select the file contents. All Logins includes API access logins.
4. Click Download Now.
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 new 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 drop-down 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) may 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, click Download....
618
Set Up and Maintain Your Salesforce Organization Monitoring Training History
Note: For security purposes, Salesforce may require users to pass a CAPTCHA user verification test to export data from their organization. This simple text-entry test prevents malicious programs from accessing your organization's data. To pass the test, users must correctly type the two words displayed on the overlay into the overlay's text box field. Note that the words entered into the text box field 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.
Monitoring Training History
As an administrator, it is important 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
•
Database.com
USER PERMISSIONS
To view training history:
•
“Manage Users”
619
Set Up and Maintain Your Salesforce Organization Monitor Setup Changes
Monitor Setup Changes
The setup audit trail history helps you track the recent setup changes that you and other administrators have made to your organization. Audit history can be especially useful in organizations with multiple administrators.
To view the setup audit trail history, from Setup, enter
View Setup Audit Trail
in the
Quick Find
box, then select View Setup Audit Trail. To download your organization’s full setup history for the past 180 days, click the Download link.
The setup audit trail history shows you the 20 most recent setup changes made to your organization.
It lists the date of the change, who made it, and what the change was. Additionally, if a delegate
(such as an administrator 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 administrator and the administrator makes a setup change, the administrator’s username is listed.
The setup audit trail history tracks the following types of changes:
Setup Changes Tracked
Administration
•
Company information, default settings such as language or locale, and company message changes
•
Multiple currency setup changes
•
User, portal user, role, permission set, and profile changes
•
Email address changes for any user
•
Deleting email attachments sent as links
•
Creating, editing, or deleting email footers
•
Record type changes, including creating or renaming record types and assigning record types to profiles
•
Changes to divisions, including creating and editing divisions, transferring divisions, and changing users’ default division
•
Adding or deleting certificates
•
Domain name changes
•
Enabling or disabling Salesforce as an identity provider
Customization
•
Changes to user interface settings, such as collapsible sections, Quick Create, hover details, or the related list hover links
•
Page layout, action layout, and search layout changes
•
Changes to compact layouts
•
Changes to the Salesforce1 navigation menu
•
Changes made using inline editing
•
Custom field and field-level security changes, including changes to formulas, picklist values, and custom field attributes, like the format of auto-number fields, manageability, or masking of encrypted fields
•
Changes to lead settings, lead assignment rules, and lead queues
•
Changes to activity settings
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To view audit trail history:
•
“View Setup and
Configuration”
620
Set Up and Maintain Your Salesforce Organization Monitor Setup Changes
Setup Changes Tracked
•
Changes to support settings, business hours, case assignment and escalation rules, and case queues
•
Any changes made by Salesforce Customer Support at your request
•
Changes to tab names, including tabs that you reset to the original tab name
•
Changes to custom apps (including Salesforce console apps), custom objects, and custom tabs
•
Changes to contract settings
•
Changes to forecast settings
•
Enabling or disabling Email-to-Case or On-Demand Email-to-Case
•
Changes to custom buttons, links, and s-controls, including standard button overrides
•
Enabling or disabling drag-and-drop scheduling
•
Enabling, disabling, or customizing similar opportunities
•
Enabling or disabling quotes
•
Changes to data category groups, data categories, and category-group assignments to objects
•
Changes to article types
•
Changes to category groups and categories
•
Changes to Salesforce Knowledge settings
•
Changes to ideas settings
•
Changes to answers settings
•
Changes to field tracking in feeds
•
Changes to campaign influence settings
•
Activating or deactivating critical updates
•
Enabling or disabling Chatter email notifications
•
Enabling or disabling Chatter new user creation settings for invitations and email domains
•
Changes to validation rules
Security and Sharing
•
Public groups, sharing rule changes, and organization-wide sharing, including the Grant Access Using
Hierarchies option
•
Password policy changes
•
Password resets
•
Session settings changes, such as changing the session timeout setting
•
Changes to delegated administration groups and the items delegated administrators can manage. Setup changes made by delegated administrators are tracked as well.
•
How many records a user emptied from their Recycle Bin and from the organization’s Recycle Bin
•
Changes to SAML (Security Assertion Markup Language) configuration settings
•
Changes to Salesforce certificates
•
Enabling or disabling identity providers
•
Changes to named credentials
•
Changes to service providers
•
Changes to Platform Encryption setup.
621
Set Up and Maintain Your Salesforce Organization Monitor Setup Changes
Setup
Data Management
Changes Tracked
•
Mass delete use, including when a mass delete exceeds the user’s Recycle Bin limit of 5000 deleted records.
The oldest, excess records are permanently removed from the Recycle Bin within two hours of the mass delete transaction time.
•
Data export requests
•
Use of the campaign member import wizard
•
Mass transfer use
•
Changes to reporting snapshots, including defining, deleting, or changing the source report or target object on a reporting snapshot
•
Import wizard use
Development
•
Changes to Apex classes and triggers
•
Changes to Visualforce pages, custom components, or static resources
•
Changes to Lightning Pages
•
Changes to action link templates
•
Changes to custom settings
•
Changes to custom metadata types and records
•
Changes to remote access definitions
•
Changes to Force.com Sites settings
Various Setup
•
Creation of an API usage metering notification
•
Changes to territories
•
Changes to process automation settings
•
Changes to approval processes
•
Creation and deletion of workflow actions
•
Changes to Visual Workflow files
•
Packages from Force.com AppExchange that you installed or uninstalled
Using the application
•
Changes to account team and opportunity team selling settings
•
Activation of Google Apps services
•
Changes to mobile configuration settings, including data sets, mobile views, and excluded fields
•
A user with the “Manage External Users” permission logging into the partner portal as a partner user
•
A user with the “Edit Self-Service Users” permission logging into the Salesforce Customer Portal as a Customer
Portal user
•
Enabling or disabling a partner portal account
•
Disabling a Salesforce Customer Portal account
•
Enabling or disabling a Salesforce Customer Portal and creating multiple Customer Portals
•
Creating and changing entitlement processes and entitlement templates
•
Enabling or disabling self-registration for a Salesforce Customer Portal
•
Enabling or disabling Customer Portal or partner portal users
622
Set Up and Maintain Your Salesforce Organization Track Field History
Track Field History
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 history of the following standard objects.
•
Accounts
•
Assets
•
Cases
•
Contacts
•
Entitlements
•
Service contracts
•
Contract line items
•
Contracts
•
Leads
•
Opportunities
•
Articles
•
Solutions
•
Products
EDITIONS
Available in: Salesforce
Classic
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
Standard Objects are not available in Database.com
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.
Considerations
•
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.
623
Set Up and Maintain Your Salesforce Organization Track Field History
•
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.
SEE ALSO:
Track Field History for Standard Objects
Track Field History for Custom Objects
Disable Field History Tracking
Track Field History for Standard Objects
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 and Lightning
Experience
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.
You can’t track the following fields:
USER PERMISSIONS
To set up which fields are tracked:
•
“Customize Application”
•
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:
624
Set Up and Maintain Your Salesforce Organization Track Field History
Track Field History for Custom Objects
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
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
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
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”
625
Set Up and Maintain Your Salesforce Organization Track Field History
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 object 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). In production organizations that have Field
Audit Trail enabled, data is archived by default after 18 months. In sandbox organizations, the default is one month. You can update the retention policies as often as you like.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
You can set Field Audit Trail 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
You can include field history retention policies in managed and unmanaged packages.
The following fields can't be tracked.
USER PERMISSIONS
To specify a field history retention policy:
•
“Retain Field History”
•
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 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.
626
Set Up and Maintain Your Salesforce Organization Track Field History
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.
SEE ALSO:
SOAP API Developer’s Guide: FieldHistoryArchive
Metadata API Developer’s Guide: HistoryRetentionPolicy
ISVforce Guide: Overview of Packages
Force.com SOQL and SOSL Reference: SOQL with Archived Data
Examples
Set a 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 0 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>
</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
.
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Set Up and Maintain Your Salesforce Organization Track Field History
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>
<type>LongTextArea</type>
<visibleLines>30</visibleLines>
</fields>
<label>MyFirstObject</label>
<nameField>
<label>MyFirstObject Name</label>
<type>Text</type>
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Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
</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.
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’s Guide: deploy()
Metadata API Developer’s Guide: CustomObject
Force.com SOQL and SOSL Reference: SOQL with Archived Data
Monitor Debug Logs
When you’ve set your trace flags, monitor logging for users, Apex classes, and Apex triggers in the
Developer Console or in Setup.
You can retain and manage the debug logs for specific users, including yourself, and for classes and triggers.
To view saved debug logs, from Setup, enter
Debug Logs
in the
Quick Find
box, then select Debug Logs. When you’ve started retaining debug logs, you can view, download, or delete your logs from this page.
SEE ALSO:
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”
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Set Up and Maintain Your Salesforce Organization Monitor Debug Logs
Set Up Debug Logging
To activate debug logs for users, Apex classes, and Apex triggers, configure trace flags and debug levels in the Developer Console or in Setup.
You can retain and manage the debug logs for specific users, including yourself, and for classes and triggers.
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 organization can retain up to 50 MB of debug logs. Once your organization has reached
50 MB of debug logs, the oldest debug logs start being overwritten.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
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 view, retain, and delete debug logs:
•
“Manage Users”
•
To create a trace flag, click Add.
•
To edit an existing trace flag’s duration, double-click its start or end time.
•
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 a debug level, and assign a debug level to your trace flag.
Configure Trace Flags in Setup
To configure trace flags and debug levels from Setup, complete these actions.
1. Navigate to the appropriate Setup page.
•
For user-based trace flags and debug levels, enter
Debug Logs
in the
Quick Find
box, then click Debug Logs.
•
For class-based trace flags and debug levels, 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 and debug levels, 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, complete these actions.
•
To add a trace flag, click New.
•
To change an existing trace flag, click an option in the Action column.
–
To delete a trace flag, click Remove.
–
To modify a trace flag, click Edit.
–
To modify a trace flag’s debug level, click Filters.
–
To create a debug level, click Edit, click the magnifying glass icon next to the Debug Level field, and then click New.
SEE ALSO:
630
Set Up and Maintain Your Salesforce Organization
Viewing Debug Logs
USER PERMISSIONS
To use the Developer Console:
To execute anonymous Apex:
“View All Data”
“Author Apex”
To use code search and run SOQL or SOSL on the query tab:
To save changes to Apex classes and triggers:
“API Enabled”
“Author Apex”
To save changes to Visualforce pages and components:
To save changes to Lightning resources:
“Customize Application”
“Customize Application”
Monitoring Scheduled Jobs
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
To view the details of a debug log, from Setup, enter
Debug Logs
in the
Quick Find
box, select Debug Logs, and then click
View next to the debug log that you want to examine. Click Download to download the log as an XML file.
The debug log contains information about the transaction, such as if it was successful, the size of the log (in bytes), how long the transaction took in milliseconds, and so on. The log itself contains additional information about the transaction, depending on the filters set for the user.
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”
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Set Up and Maintain Your Salesforce Organization Monitoring Background Jobs
Monitoring Background Jobs
You can monitor background jobs if your organization has parallel sharing recalculation enabled.
Parallel sharing recalculation helps larger organizations to speed up sharing recalculation of each object. In Winter ‘14, parallel recalculation is automatically available in new organizations. Existing organizations can contact Salesforce to determine if this feature is appropriate for your organization.
To view any background jobs in your organization, from Setup, enter
Background Jobs
in the
Quick Find
box, then select Background Jobs.
The All 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
.
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
Configure Salesforce Mobile Apps
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
Database.com
USER PERMISSIONS
To monitor background jobs:
•
“View Setup and
Configuration”
Salesforce1
Salesforce1 Mobile App Setup Considerations
There are many options for customizing the Salesforce1 mobile app, to tailor it into an effective on-to-go tool for your users.
All Salesforce1 customization options are available from the Setup menu, which you access from the upper-right corner of any Salesforce page. 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. In Lightning Experience, from Setup, enter
Salesforce1
Quick Start
in the
Quick Find
box, then select Salesforce1 Quick Start.
EDITIONS
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
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.
Available in Salesforce
Classic in: All editions except
Database.com
Here are the Salesforce1 customization options you can consider for your organization.
•
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.
–
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.
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Set Up and Maintain Your Salesforce Organization Salesforce1
–
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.
–
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.
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Set Up and Maintain Your Salesforce Organization Salesforce1
•
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.
SEE ALSO:
Set Up the Salesforce1 Mobile App with the Salesforce1 Wizard
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.
EDITIONS
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.
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
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:
Available in Salesforce
Classic in: All editions except
Database.com
1. From Setup, click Salesforce1 Quick Start.
2. On the Salesforce1 Setup page, click Launch Quick Start Wizard.
USER PERMISSIONS
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.
To use the Salesforce1 wizard:
•
“Customize Application”
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.
SEE ALSO:
Salesforce1 Mobile App Setup Considerations
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Set Up and Maintain Your Salesforce Organization Salesforce1
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
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
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.
EDITIONS
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”
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.
SEE ALSO:
Enable Salesforce1 Mobile App Notifications
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Set Up and Maintain Your Salesforce Organization Salesforce1
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 mobile browser. By default, the mobile browser app is turned on for your organization.
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.
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.
EDITIONS
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 mobile browser app settings:
•
“View Setup and
Configuration”
To modify Salesforce1 mobile browser app settings:
•
“Customize Application”
“Modify All Data”
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
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 Salesforce1
If the default navigation menu doesn’t meet your users’ needs, you can easily customize it. From Setup, enter
Mobile Navigation
in the
Quick Find
box, then select Mobile Navigation.
Depending on your organization’s settings, the menu can contain:
Menu Item
Approval Requests
Canvas apps
Dashboards
Events
Feed
Lightning component tabs
(Beta)
Lightning Pages
Groups
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.
Availability depends on edition and user permissions. If you don’t include this item in the menu, a
Dashboards item is automatically added to the set of Smart Search Items.
Lists events that are owned by the user, that the user created for him- or herself, and that the user or a user’s groups are invited to.
Appears for organizations that have Chatter enabled.
Only custom Lightning components that have a Lightning component tab associated with them can appear in the Salesforce1 navigation menu.
Custom Salesforce1 app pages.
Appears for organizations that have Chatter enabled. If you don’t include this item in the menu, a
Groups item is automatically added to the set of Smart Search Items.
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Set Up and Maintain Your Salesforce Organization Salesforce1
Menu Item
Paused Flow Interviews
People
Smart Search Items
Tasks
Today
Visualforce page tabs
Description
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 include this item in the menu, a
People item is automatically added to the set of Smart Search Items.
Adds Salesforce objects to the Recent section in the menu. This item also adds a set of recently-searched 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 in Salesforce1.
Note:
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.
Lists of a user’s open and closed tasks and tasks that have been delegated.
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
checkbox selected will display in Salesforce1.
Things to Keep in Mind
•
You can’t set different menu configurations for different types of users.
•
Anything that is represented by a tab in Salesforce—such as standard and custom objects, Visualforce pages, the 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 Salesforce1
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.
Walk Through It: Customize the Salesforce1 Navigation Menu
1. From Setup, enter
Mobile Navigation
in the
Quick Find
box, then select Mobile
Navigation
2. Select items in the Available list and click Add.
EDITIONS
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
639
Set Up and Maintain Your Salesforce Organization Salesforce1 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.
•
Tasks and events
•
People, groups, and dashboards, 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
EDITIONS
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
About the Dashboards, People, and Groups Menu Items
Available in Salesforce
Classic in: All editions except
Database.com
If you don’t add the Dashboards, People, or Groups menu items to the Selected list for the navigation menu, then they’re automatically included in the Smart Search Items set of objects and show up in the Recent section of the menu in Salesforce1. If you do add Dashboards, People, or Groups individually to the Selected list for the navigation menu, then they show up outside of the Recent section and their location in the Salesforce1 menu can be customized, just like Tasks, Today, and other individual menu items.
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.
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.
Two 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 available in: All editions except
Database.com
640
Set Up and Maintain Your Salesforce Organization Salesforce1
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.
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.
Terms and Conditions for Including Full Content in Push Notifications
If you go to the Notifications Settings page on the full site and select the option to include full content in push notifications, a pop-up window displays several terms and conditions. If you click OK in the pop-up window, you’re agreeing to these terms and conditions on behalf of your company.
Salesforce1 Mobile Push Notifications
The Salesforce1 full-content push notifications feature will provide your organization’s Users (collectively, “you” or “your”) with real-time updates — for example, whenever you receive an approval request or a mention in a post. The frequency of notifications sent to you will depend on the number of these actions occurring for you.
Enable or disable full-content push notifications at any time from Setup by entering
Notifications Settings
in the
Quick Find
box, selecting Notifications Settings, and then selecting or deselecting “Include full content in push notifications.”
For Users within your organization whose mobile devices run the iOS platform, usage of the full-content push notifications feature will result in transmission of your data contained in those notifications (potentially including Customer Data and/or Confidential
Information, as those terms are defined in the subscription agreement that governs your use of Salesforce products) to Apple Inc.
and its affiliated entities (collectively, “Apple”). To the extent that any such data is transmitted to Apple, Salesforce is not responsible for the privacy, security, or integrity of that data.
If you are authorized by the company that has purchased the subscriptions associated with your use of the Salesforce Services to enable this functionality and agree to these terms and conditions, please confirm your acceptance by checking the box marked “OK” below. If you are not authorized by such company to accept these terms and enable this functionality, you must click “Cancel”.
SEE ALSO:
Enable Salesforce1 Mobile App Notifications
641
Set Up and Maintain Your Salesforce Organization Salesforce1
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 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
.
4. Click Save. If you checked the box to include full content in push notifications, a pop-up appears displaying terms and conditions. Click OK or Cancel.
By enabling this option, you’re agreeing to the terms and conditions on behalf of your company.
For details, see
Salesforce1 Mobile App Notifications on page 640.
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.
SEE ALSO:
Salesforce1 Mobile App Notifications
EDITIONS
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 notifications settings:
•
“View Setup and
Configuration”
To modify notifications settings:
•
“Customize Application”
Salesforce1 Mobile App Offline Access
Salesforce1 can cache recently accessed data so it’s available when a user’s device is offline or unable to connect to Salesforce. Offline access is currently read-only, and is available in the Salesforce1 downloadable apps for iOS and Android devices.
Offline access is enabled the first time a user in your organization installs one of the Salesforce1 downloadable apps. You can manage this setting on the Salesforce1 Offline page in Setup.
With offline access turned on, the app automatically caches a user’s most recently accessed records for the objects listed in the Recent section of the Salesforce1 navigation menu, and a user’s recent dashboards. Recently accessed records are determined by a user’s activities in both the mobile app and the full Salesforce site. In addition, the app caches much of the data that a user accesses during a Salesforce1 session.
Cached data is encrypted and stored in a secure, persistent data store.
This table lists the data and Salesforce1 elements that are available offline.
Salesforce1 Element
Navigation Menu
Global Search
Notifications
Feeds, Groups, and People
Salesforce Today
Salesforce Events
EDITIONS
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
Available for Offline Use
Yes
Previous searches only
Previously viewed only
Previously viewed only
Main page and mobile event records if previously view
Previously viewed only
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Set Up and Maintain Your Salesforce Organization Salesforce1
Salesforce1 Element
Recent Objects
Other Objects
Record Details
Related Records
List Views
Tasks
Dashboards
Approvals (submit, approve, or reject)
Visualforce pages
Canvas Apps
Lightning Pages
Settings
Available for Offline Use
Yes (top five)
No
Yes (30 most recent records)
Previously viewed only
Previously viewed only
Only tasks from the first page of the My Tasks list (up to 10 tasks), and only if the list was previously viewed or after the user manually updates the cache
Yes (top five)
No
No
No
No
Yes
Cached data is refreshed when a user switches to Salesforce1. If a user switches to another app, the user’s cached data is automatically refreshed if the existing data store is over one hour old.
Users can manually cache their data at any time—for example, before switching into airplane mode or entering an area with no service.
From the Salesforce1 navigation menu, select Settings > Offline Cache > Cache Now.
Note: The cache is saved for two weeks. Users can clear the cache by logging out of the Salesforce1 app.
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Set Up and Maintain Your Salesforce Organization Salesforce1
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 Classic Mobile Ready
checkbox on Visualforce Tab setup pages is for Salesforce Classic Mobile only and has no effect on Visualforce pages in the Salesforce1 apps.
SEE ALSO:
Customize the Salesforce1 Navigation Menu
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Set Up and Maintain Your Salesforce Organization Salesforce1
Custom Branding for the Salesforce1 Mobile App
You can customize the Salesforce1 mobile app to match the look and feel of your company’s branding, so the app is instantly 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
EDITIONS
Available in Lightning
Experience in: Group,
Professional, Enterprise,
Performance, Unlimited, and Developer Editions
Available in Salesforce
Classic in: All editions except
Database.com
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.
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.
–
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.
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Set Up and Maintain Your Salesforce Organization Salesforce1
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 Branding
on page 494.
SEE ALSO:
Change Salesforce1 Mobile App Branding for Your Organization
Change Salesforce1 Mobile App Branding for Your Organization
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:
Custom Branding for the Salesforce1 Mobile App
EDITIONS
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”
646
Set Up and Maintain Your Salesforce Organization SalesforceA
SalesforceA
Manage users and view information for Salesforce organizations from your mobile device.
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, assigning permission sets, 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.
Overview of Your Organization
The Overview screen shows:
•
Number of frozen and locked out users
•
Next scheduled maintenance
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To use SalesforceA:
•
“Manage Users”
The navigation icon is in the top left. Tap it to go to the navigation menu.
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
647
Set Up and Maintain Your Salesforce Organization
Swipe to the Related page to see:
•
The user’s current permission sets
•
The user’s login history
Additional Information
The navigation menu also gives you quick access to:
•
Salesforce success community
•
Salesforce release notes
•
System status
SalesforceA
648
Set Up and Maintain Your Salesforce Organization SalesforceA
IN THIS SECTION:
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.
SEE ALSO:
Log In to Multiple Organizations with SalesforceA
649
Set Up and Maintain Your Salesforce Organization SalesforceA
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 your device’s menu button.
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. The navigation icon is in the top left.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To use SalesforceA:
•
“Manage Users”
SEE ALSO:
Log In to Multiple Organizations with SalesforceA
650
Set Up and Maintain Your Salesforce Organization 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.
2. Tap the down arrow next to your username. A list of your accounts appears.
3. Tap + Add account. To choose a sandbox or custom host, tap the gear icon in the upper right
(iOS users) or your device’s menu button (Android users) and switch to your desired host.
4. Select a previously saved username or tap Log in with a different username to add an account.
From the list of your accounts, you can:
•
Switch between organizations
•
See whether each organization is production or sandbox
•
See each organization’s edition
Tap the up arrow to return to the navigation menu.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Contact Manager
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To use SalesforceA:
•
“Manage Users”
SEE ALSO:
651
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Salesforce Classic
Salesforce Classic Mobile Overview for Administrators
Salesforce Classic Mobile helps your teams succeed by allowing users to access their latest Salesforce data, whenever and wherever they need it, directly from Android
™
, BlackBerry
®
and iPhone
®
devices.
The Salesforce Classic Mobile 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 Classic Mobile license is required for each user to use the full version of Salesforce
Classic Mobile. For organizations using Unlimited, Performance, and Developer Editions, Salesforce provides one mobile license for each Salesforce license. Organizations using Professional or Enterprise
Editions must purchase mobile licenses separately.
Any Salesforce user who doesn't have a mobile license can download a free, restricted version of
Salesforce Classic Mobile. The free version:
•
Supports fewer standard objects
•
Doesn't support custom objects
•
Doesn't allow administrators to customize or create mobile configurations
•
Isn’t available for use by partner portal users
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
Note: The Android, BlackBerry, and iPhone apps are available in English, Japanese, French, German, and Spanish. Contact Salesforce to turn on Salesforce Classic Mobile for your organization.
SEE ALSO:
Setting Up Salesforce Classic Mobile
Salesforce Classic Implementation Guide
Salesforce Classic User Guide for BlackBerry
Salesforce Classic User Guide for iPhone
652
Set Up and Maintain Your Salesforce Organization Salesforce Classic
About the Salesforce Classic Mobile Default Configuration
Mobile configurations for the Salesforce Classic Mobile 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 Classic Mobile app.
The default mobile configuration:
•
Allows users with an assigned mobile license to install and activate Salesforce Classic Mobile, even if you haven’t yet assigned them to a mobile configuration.
•
Allows users without an assigned mobile license to install and activate the free version of
Salesforce Classic Mobile.
You can disable Salesforce Classic Mobile to prevent users from activating the Salesforce Classic
Mobile app.
The default configuration can mobilize the following objects:
•
Accounts
•
Assets
•
Cases
•
Contacts
•
Dashboards
•
Events
•
Leads
•
Opportunities
•
Reports
•
Solutions
•
Tasks
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
Note:
•
Not all objects available in the Salesforce Classic Mobile app are mobilized with the default configuration.
•
Assets aren’t available as a tab in the Salesforce Classic Mobile app but display as a related list for accounts, cases, and contacts.
The default configuration automatically synchronizes records the user recently accessed in Salesforce on the Salesforce Classic Mobile 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 Salesforce Classic
Salesforce Classic Mobile Implementation Tips and Best Practices
Set up the Salesforce Classic Mobile 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 Classic Mobile 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 Classic Mobile 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.
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile configurations:
•
“Manage Mobile
Configurations”
•
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 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 Classic Mobile 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 Classic Mobile app. Salesforce
Classic Mobile 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
654
Set Up and Maintain Your Salesforce Organization Salesforce 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 Classic Mobile 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 Classic Mobile app. For example,
Salesforce Classic Mobile 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 Classic Mobile 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 Classic Mobile 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 Classic Mobile app in the sandbox before deploying to your organization.
•
Use of the Salesforce Classic Mobile app requires a data plan. The wireless data volume for the Salesforce Classic Mobile 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 Salesforce 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 Classic Mobile 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 Classic Mobile app is low compared to moderate email usage.
•
If you're deploying to BlackBerry users, evaluate your corporate network infrastructure before implementing the mobile solution.
Best Practices
•
Use the zero-administration deployment option to experiment with the Salesforce Classic Mobile app before you set up mobile configurations. You'll create better blueprints for your mobile configurations if you've tried using the Salesforce Classic Mobile 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 Classic Mobile 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.
Setting Up Salesforce Classic Mobile
To deploy the Salesforce Classic Mobile 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.
(optional)
12.
Configure access for partner users (optional)
13.
Create links to Web and Visualforce Mobile pages
(optional)
14.
Notify users that Salesforce Classic Mobile is available for download
When users download the Salesforce Classic Mobile app and activate their accounts, you can
in the Salesforce Classic Mobile Administration Console.
SEE ALSO:
Manage Salesforce Classic Mobile Configurations
Manage Salesforce Classic Mobile Devices
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile settings:
•
“View Setup and
Configuration”
To change Salesforce
Classic Mobile settings:
•
“Manage Mobile
Configurations”
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Enabling Salesforce Classic Mobile Users
To enable users to access to the full version of Salesforce Classic Mobile:
1. Allocate mobile licenses to users by selecting the
Salesforce Classic Mobile
User
checkbox on the user record.
2. Edit each custom profile to which Salesforce Classic Mobile users are assigned to include the
“API Enabled” permission. Salesforce Classic Mobile 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, BlackBerry, and iPhone apps are available in English, Japanese, French,
German, and Spanish. Contact Salesforce to turn on Salesforce Classic Mobile for your organization.
To prevent users from activating the full version of Salesforce Classic Mobile on their mobile devices before you’re ready to deploy the app, disable the
Salesforce Classic Mobile 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 Classic Mobile is enabled by default. If you want to block users without
Salesforce Classic Mobile licenses from accessing their Salesforce data on mobile devices, disable the free version of Salesforce Classic Mobile.
1. From Setup, enter
Salesforce Classic Settings
in the
Quick Find
box, then select Salesforce Classic Settings.
2. Click Edit.
3. Deselect
Enable Mobile Lite
.
Note: If you deselect this option while users are running the Salesforce Classic Mobile app, the Salesforce data on their devices is erased the next time the devices synchronize with Salesforce.
4. Click Save.
SEE ALSO:
Salesforce Classic Implementation Guide
Salesforce Classic User Guide for BlackBerry
Salesforce Classic User Guide for iPhone
Setting Up Salesforce Classic Mobile
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile settings:
•
“View Setup and
Configuration”
To change Salesforce
Classic Mobile settings:
•
“Manage Mobile
Configurations”
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Create Salesforce Classic Mobile 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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
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.Any Salesforce user who doesn't have a mobile license can download a free, restricted version of Salesforce Classic Mobile. These users are assigned to the default mobile configuration when they activate their Salesforce account from a mobile device.
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.
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile configurations:
•
“Manage Mobile
Configurations”
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.
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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
The
Mobilize Followed Records
checkbox is only available if Chatter is enabled for your organization.
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 Classic Mobile 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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Complete Your Mobile Configuration
Click Save. Note that your mobile configuration is not active until you select the
Active
checkbox.
SEE ALSO:
Manage Salesforce Classic Mobile Configurations
Setting Up Salesforce Classic Mobile
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
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.
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
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:
To view mobile data sets:
•
“View Setup and
Configuration”
To create, change, or delete mobile data sets:
•
“Manage Mobile
Configurations”
•
•
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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
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
•
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 Classic Mobile for Android. Salesforce
Classic Mobile for iPhone and BlackBerry don't currently support attachments.
•
Salesforce Classic Mobile 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 Classic Mobile.
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:
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
•
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.
•
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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
7. Click Done.
SEE ALSO:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
Setting Up Salesforce Classic Mobile
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
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
663
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Merge Field Description
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.
SEE ALSO:
Manage Salesforce Classic Mobile Configurations
Salesforce Classic Mobile Overview for Administrators
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
Sample Mobile Configuration for Sales Engineers
Salesforce Classic
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
Sample Mobile Configuration for Customer Support Representatives
Salesforce Classic
SEE ALSO:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Test Salesforce Classic Mobile Configurations
When you
create a Salesforce Classic Mobile 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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
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.
USER PERMISSIONS
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.
To view Salesforce Classic
Mobile data sets:
•
“View Setup and
Configuration”
To test Salesforce Classic
Mobile configurations:
•
“Manage Mobile
Configurations”
5. Click Estimate Data Size.
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.
•
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.
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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
–
On a BlackBerry device, open the menu and select System Info, then open the menu and select 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:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
Manage Salesforce Classic Mobile Devices
Setting Up Salesforce Classic Mobile
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Edit Object Properties for Salesforce Classic Mobile
You can change the properties of standard and custom objects in the Salesforce Classic Mobile app. For example, you can restrict the permissions of Salesforce Classic Mobile users, or you can exclude unnecessary fields from the object's mobile page layout.
EDITIONS
Salesforce Classic Mobile object properties are customized per mobile configuration. To edit mobile object properties:
Available in: both Salesforce
Classic and Lightning
Experience
1. From Setup, enter
Salesforce Classic Configurations
in the
Quick Find box, then select Salesforce Classic Configurations.
Free version available in: All editions except
Database.com
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:
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
•
•
Customize Salesforce Classic Mobile Page Layouts
USER PERMISSIONS
5. Click Save.
Remove Mobile Permissions
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
The Salesforce Classic Mobile 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
Classic Mobile, 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
Classic Mobile also deletes the record in Salesforce. If this is a concern, administrators can prevent
To edit Salesforce Classic
Mobile object properties:
•
“Manage Mobile
Configurations” users from deleting records in the mobile application, regardless of their standard and custom object permissions in Salesforce. Also, Salesforce Classic Mobile doesn’t support all Salesforce features, such as S-controls and Apex. If your business process for an object is unsupported by Salesforce Classic Mobile, 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 Classic Mobile.
Note: Currently, you can't block mobile permissions for the content object.
Customize Salesforce Classic Mobile Page Layouts
The Salesforce Classic Mobile 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.
•
Certain fields are required in order for Salesforce Classic Mobile 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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
•
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 Classic Mobile 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:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
Manage Salesforce Classic Mobile Tabs
Create Links to Web and Visualforce Mobile Pages for Salesforce Classic Mobile
Setting Up Salesforce Classic Mobile
Assign Tabs to a Salesforce Classic Mobile Configuration
For each mobile configuration, you can select the tabs that appear in the Salesforce Classic Mobile 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 Classic Mobile
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
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 Classic Mobile app.
By default, tabs work the same in the Salesforce Classic Mobile app as in the full Salesforce site—if an object's tab is hidden in Salesforce, it’s hidden in Salesforce Classic Mobile 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 Classic Mobile app if users have permission to view the tab.
There are several reasons you might want to hide an object's tab in Salesforce Classic Mobile even though the object records are sent to the device. The Salesforce Classic Mobile 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.
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To customize Salesforce
Classic Mobile tabs:
•
“Manage Mobile
Configurations”
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.
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 Classic Mobile app.
5. Click Save.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Note: iPhone users can customize the order of their tabs in the Salesforce Classic Mobile 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 Classic Mobile Tabs
Enabling Web and Visualforce Tabs for Salesforce Classic Mobile
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
Enabling Web and Visualforce Tabs for Salesforce Classic Mobile
You can make web and Visualforce tabs available in the Salesforce Classic Mobile app. When you build the web tab or Visualforce tab, edit the tab properties and select the
Salesforce
Classic Mobile 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 Classic Mobile mobile configurations.
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 Web Tab Considerations
Consider the following when defining a web tab that will be used in the Salesforce Classic Mobile app:
•
The ability to mobilize web tabs is only available for BlackBerry and iPhone devices. If you mobilize a web tab, keep in mind that Android users can’t view the tab in Salesforce Classic
Mobile.
•
The minimum BlackBerry operating system requirement for web tabs is 4.3.
•
The tab type must be URL. The mobile application can’t run S-controls.
•
Some web pages contain JavaScript and Flash, but not all mobile browsers support them:
–
Apple's Safari browser supports JavaScript, but not Flash.
–
The BlackBerry browser has limited support for JavaScript and no support for Flash.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
•
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, both iPhones and BlackBerry smartphones—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.
•
JavaScript must be enabled on BlackBerry devices in order to view JavaScript web pages. The BlackBerry administrator can globally enable JavaScript from the BlackBerry Enterprise Server. Users can also enable JavaScript on a BlackBerry smartphone by opening the BlackBerry browser, selecting Options > Browser Configuration, and then selecting the Support JavaScript checkbox.
Visualforce Mobile Tab Considerations
Consider the following when defining a mobile Visualforce tab:
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
•
Visualforce Mobile is only available for BlackBerry and iPhone. If you mobilize a Visualforce tab, keep in mind that Android users can’t view the tab in Salesforce Classic Mobile.
•
The Salesforce Classic Mobile app can run on BlackBerry operating system versions 4.3 through 7.0. For optimum performance, however, Salesforce recommends running Visualforce Mobile on BlackBerry smartphones installed with at least version 6.0.
•
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 stylesheet causes pages to load slowly on the device. Additionally, most BlackBerry browsers older than the 6.0 OS can’t properly interpret
CSS . The best approach to adding a stylesheet 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 Classic Mobile app.
•
In the Salesforce Classic Mobile 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. JavaScript must be enabled on
BlackBerry devices in order to view Visualforce pages. The BlackBerry administrator can globally enable JavaScript from the BlackBerry
Enterprise Server. Users can also enable JavaScript on a BlackBerry smartphone by opening the BlackBerry browser, selecting Options >
Browser Configuration, and then selecting the Support JavaScript checkbox.
•
The embedded browser in the BlackBerry client application doesn’t have built-in navigation. If your Visualforce page is a wizard, you should provide navigation links that allow users to return to the previous page and advance to the next page.
•
BlackBerry administrators should be aware that the download size setting on the BlackBerry Enterprise Server affects how much data can be pushed to the device. Check that the download size setting is appropriate, and be sure to test your Visualforce pages before deploying them to your Salesforce Classic Mobile users.
•
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 Classic Mobile Tabs
Manage Salesforce Classic Mobile Configurations
Create Links to Web and Visualforce Mobile Pages for Salesforce Classic Mobile
Assign Tabs to a Salesforce Classic Mobile Configuration
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Create List Views for Salesforce Classic Mobile
You can create custom list views for Salesforce Classic Mobile users. Custom list views for Salesforce
Classic Mobile, 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 Classic Mobile:
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
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile devices and users:
•
“View Setup and
Configuration”
To manage Salesforce
Classic Mobile custom views:
•
“Manage Mobile
Configurations”
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 .
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 Salesforce 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 Classic Mobile Views
Manage Salesforce Classic Mobile Configurations
Manage Salesforce Classic Mobile Devices
Setting Up Salesforce Classic Mobile
Set Up The Mobile Dashboards for iPad App
Important: As of Summer ’15, the Mobile Dashboards for iPad app is no longer supported.
You can continue to use the app, but Salesforce no longer provides support in the form of bug fixes or enhancements for any issues you may encounter. Talk to your Salesforce administrator about migrating to the Salesforce1 app, the new Salesforce mobile experience.
EDITIONS
Available in: Salesforce
Classic
You can make the Dashboards tab available in Salesforce Classic Mobile by adding it to the tabs for
a mobile configuration . Mobile dashboards allow field users to keep up with corporate metrics and
key performance indicators even when they are away from their desks.
Note the following about mobile dashboards:
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
•
The Dashboards tab in the mobile application launches an embedded browser to display the dashboards.
•
Due to screen size limitations, mobile dashboards display in a single column.
•
Links to custom report details are disabled in mobile dashboards.
USER PERMISSIONS
•
The first time a user visits the Dashboards tab in Salesforce Classic Mobile, the mobile application requests the last dashboard the user viewed in Salesforce. Depending on the strength of the cellular or WiFi signal, it could take several minutes before the dashboard displays on the page.
•
Dashboards do not automatically refresh in the mobile application. Users can request a dashboard refresh by clicking the Refresh button.
To view mobile configurations:
•
“View Setup and
Configuration”
To mobilize dashboards:
•
“Manage Mobile
Configurations”
•
Users are able to work offline in the mobile application. Without a wireless connection, users can see the last viewed dashboard, but they cannot refresh the dashboard or select a different one.
•
The minimum BlackBerry operating system requirement for mobile dashboards is 4.5. Mobile dashboards are compatible with version
4.3, but tables in the dashboards might not display properly.
•
BlackBerry administrators should be aware that the download size setting on the BlackBerry Enterprise Server affects how much dashboard data can be pushed to the device. Check that the download size setting is appropriate, and be sure to test your dashboards before deploying them to your mobile users.
Note: Currently, dashboards are only available in the BlackBerry and iPhone mobile client applications.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
To enable mobile dashboards:
1. From Setup, enter
Mobile Dashboards
in the
Quick Find
box, then select Mobile Dashboard Settings. 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.
3. Select Dashboards from the Available Tabs list, and 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 mobile application, not just the Dashboards tab.
4. In the Selected Tabs list, choose the Dashboards tab and click the Up and Down arrows to define where the Dashboards tab should appear in the mobile application.
5. Click Save.
SEE ALSO:
Setting Up Salesforce Classic Mobile
Enable Reports in Salesforce Classic Mobile
To enable reports in the Salesforce Classic Mobile 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 Classic Mobile users can see any report stored in all folders named Mobile Reports unless you restrict access with the folder visibility option.
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.
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To create, edit, and delete public report folders:
•
“Manage Public Reports”
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
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.
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 Classic Mobile, 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 Classic Mobile app.
12. Click Save.
Note:
Currently, reports in Salesforce Classic Mobile aren’t available on Android or iPhone devices.
SEE ALSO:
Setting Up Salesforce Classic Mobile
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
Setting Up Salesforce CRM Content for Salesforce Classic Mobile
Note the following about how Salesforce CRM Content is implemented in Salesforce Classic Mobile:
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 Classic Mobile is only supported on BlackBerry and iPhone devices.
•
Content is not available in the free version of Salesforce Classic Mobile.
•
You can't block mobile permissions for the content object. Currently, the content object in
Salesforce Classic Mobile 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.
To set up Content for a Salesforce Classic Mobile configuration:
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.
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile data sets:
•
“Manage Mobile
Configurations”
3. Click Add....
4. In the popup window, select Content, then click OK.
5. Use field filters to specify which content records are synchronized.
Because users can't search for content in the Salesforce Classic Mobile 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.
•
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
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Set Up and Maintain Your Salesforce Organization Salesforce Classic 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 Classic Mobile
Configuring Salesforce Classic Mobile 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
Classic Mobile app.
Tips for setting up Salesforce Classic Mobile access for partner users:
•
Before setting up Salesforce Classic Mobile for partner users, you must configure partner user accounts and purchase mobile licenses for each partner portal user that will be using Salesforce
Classic Mobile. Partner user profiles must be assigned to at least one active partner portal before partner users can use Salesforce Classic Mobile. If a user profile is assigned to multiple partner portals, only the first assigned partner portal will be accessible using Salesforce Classic Mobile.
•
Custom mobile list views don’t affect list views in the partner portal.
•
If you make User data sets available in the Salesforce Classic Mobile 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 Classic Mobile
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations, data sets, mobile devices, and users:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile 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 Salesforce Classic
Create Links to Web and Visualforce Mobile Pages for Salesforce Classic Mobile
To improve the integration between the Salesforce Classic Mobile 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 Classic
Mobile 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.
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
5. Select
Text
, then click Next.
6. In the formula editor, create the link to the custom Visualforce page or external website:
USER PERMISSIONS
•
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 or change custom buttons or links:
•
“Customize Application”
•
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:
"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.
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.
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Set Up and Maintain Your Salesforce Organization Salesforce Classic
17. Save your changes.
SEE ALSO:
Setting Up Salesforce Classic Mobile
Notifying Users about Salesforce Classic Mobile Availability
When you're ready to deploy the Salesforce Classic Mobile 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 and BlackBerry users, the download URL is mobile.salesforce.com
. The link is the same for the initial download and for subsequent upgrades.
•
If you manage BlackBerry devices with a BlackBerry Enterprise Server, you can use Application
Push to remotely deliver Salesforce Classic Mobile to users. For more information about BlackBerry
Enterprise Application Push, see the
Salesforce Classic Mobile Implementation Guide
.
•
You can obtain the iPhone download URL from iTunes. Open iTunes, click iTunes Store, then search for Salesforce Classic Mobile. 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 Classic Mobile. 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 Classic Mobile users from Salesforce:
1. Create an email template that informs users about the availability of Salesforce Classic Mobile.
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 Classic Mobile users only.
Note: The
Mobile User
checkbox on the user record assigns a mobile license to users, which enables use of the full version of Salesforce Classic Mobile. But other Salesforce users can access the free version of Salesforce Classic Mobile without an assigned mobile license, so you can’t filter for all Salesforce Classic Mobile users by license. Create a view for users of the free versionby filtering by roles or profiles instead.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To create HTML email templates:
•
“Edit HTML Templates”
To send mass emails to users:
•
“Mass Email”
AND
“Manage Users”
3. Send mass email to your Salesforce Classic Mobile 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 Classic Mobile
680
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Salesforce Classic Mobile FAQ for Administrators
•
Is the Salesforce Classic Mobile mobile app secure?
•
•
Is there an easy way to deploy Salesforce Classic Mobile to all of my BlackBerry users?
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Is the Salesforce Classic Mobile mobile app secure?
All data transmitted between Salesforce and Salesforce Classic Mobile 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.
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
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.
My Salesforce Classic Mobile users have Android, BlackBerry, and iPhone devices. Can we have multiple types of device in one organization?
Yes, one organization can have multiple types of devices. However, a Salesforce Classic Mobile user can only have one active device.
Is there an easy way to deploy Salesforce Classic Mobile to all of my BlackBerry users?
If your organization manages BlackBerry smartphones using the BlackBerry Enterprise Server (BES), you can use Application Push.
Application Push is an administrator-initiated delivery technology on the BlackBerry Enterprise Server that installs applications on
BlackBerry smartphones remotely. This technology is not developed or supported by Salesforce, but BlackBerry Enterprise Server administrators can use it to install Salesforce Classic Mobile on their BlackBerry users' mobile devices.
For instructions on how to configure the BlackBerry Enterprise Server v4.1 to push Salesforce Classic Mobile to your BlackBerry users, see
“BlackBerry Enterprise Server Application Push” in the
Salesforce Classic Mobile Implementation Guide
.
You can find detailed information about Application Push in the official BlackBerry Enterprise Server Administrator Guide from Research in
Motion in the sections “Making additional BlackBerry device software and applications available to users” and “Creating software configurations.” If you have any technical issues with Application Push, contact Research in Motion Support.
681
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Manage Salesforce Classic Mobile Configurations
To manage your Salesforce Classic Mobile 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.
SEE ALSO:
Salesforce Classic Mobile Overview for Administrators
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile configurations:
•
“Manage Mobile
Configurations”
682
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Managing Salesforce Classic Mobile Permissions
A mobile license is required for each user who will access the full version of the Salesforce Classic
Mobile 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 the full version of Salesforce Classic Mobile on their mobile devices before you’re ready to deploy the app, disable the
Mobile User
checkbox for all your users.
Any Salesforce user who doesn't have a mobile license can download a free, restricted version of
Salesforce Classic Mobile. Starting with Summer ‘13, the free version of Salesforce Classic Mobile is disabled by default in all new organizations. You can enable it to give users access to Salesforce on their mobile devices.
To enable the free version of Salesforce Classic Mobile:
1. From Setup, enter
Salesforce Classic Settings
in the
Quick Find
box, then select Salesforce Classic Settings.
2. Click Edit.
3. Select
Enable Mobile Lite
.
4. Click Save.
SEE ALSO:
Salesforce Classic Mobile Overview for Administrators
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To create, change, or delete
Salesforce Classic Mobile configurations:
•
“Manage Mobile
Configurations”
683
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Manage Salesforce Classic Mobile Tabs
To manage the tabs for a Salesforce Classic Mobile 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:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile configurations:
•
“View Setup and
Configuration”
To manage Salesforce
Classic Mobile tabs:
•
“Manage Mobile
Configurations”
684
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Manage Salesforce Classic Mobile Views
To manage the custom views for a Salesforce Classic Mobile 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:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
Manage Salesforce Classic Mobile Devices
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile devices and users:
•
“View Setup and
Configuration”
To manage Salesforce
Classic Mobile custom views:
•
“Manage Mobile
Configurations”
685
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Salesforce Classic Mobile Usage Data in Custom Report Types
You can create custom report types with data that shows how your organization uses Salesforce
Classic Mobile. For example, the reports can show how often users access Salesforce Classic Mobile, which mobile device models they use, and so forth.
To create a custom report type with Salesforce Classic Mobile 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 Classic Mobile-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 (PIN for
BlackBerry or UDID for iOS)
Installed version of Salesforce Classic Mobile
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
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
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 Classic Mobile after 20 minutes of inactivity in the app or on the device in general.
•
Mobile session reports only have usage data for the Salesforce Classic Mobile 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.
686
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Manage Salesforce Classic Mobile Devices
After a user installs the Salesforce Classic Mobile 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 Classic
Mobile.
•
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 Classic
Mobile app to evaluate the effectiveness of your organization's Salesforce Classic Mobile 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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile devices and users:
•
“View Setup and
Configuration”
To manage Salesforce
Classic Mobile devices:
•
“Manage Mobile
Configurations”
IN THIS SECTION:
Permanently Link Salesforce Classic Mobile 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 Classic
Mobile activation.
Viewing Salesforce Classic Mobile Device Information
Set Salesforce Classic Mobile Session Timeout Values
Erasing Data in Salesforce Classic Mobile
SEE ALSO:
Salesforce Classic Mobile Overview for Administrators
Manage Salesforce Classic Mobile Configurations
687
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Permanently Link Salesforce Classic Mobile 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 Classic Mobile 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 Classic Mobile app.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile settings:
•
“View Setup and
Configuration”
To change Salesforce
Classic Mobile settings:
•
“Manage Mobile
Configurations”
688
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Viewing Salesforce Classic Mobile Device Information
Salesforce collects information about a mobile user's device the first time the user logs in to the
Salesforce Classic Mobile 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
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To view Salesforce Classic
Mobile devices and users:
•
“View Setup and
Configuration”
To manage Salesforce
Classic Mobile devices:
•
“Manage Mobile
Configurations”
689
Set Up and Maintain Your Salesforce Organization Salesforce 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, BlackBerry, or iPhone.
The version number of the operating system installed on the mobile device.
The phone number associated with the mobile device.
Salesforce Classic Mobile 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.
690
Set Up and Maintain Your Salesforce Organization
Field
Username
Salesforce 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 Classic Mobile Session Timeout Values
For security reasons, the Salesforce Classic Mobile 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 Classic Mobile timeout setting if a mobile device's operating system has its own locking mechanism.
To change the Salesforce Classic Mobile 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
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To set Salesforce Classic
Mobile session timeout values:
•
“Manage Mobile
Configurations”
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 Classic Mobile 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 Classic Mobile server prevented the message from being sent. Try again later.
691
Set Up and Maintain Your Salesforce Organization Salesforce Classic
Result
User has no mobile device
Erasing Data in Salesforce Classic Mobile
When a user accesses the Salesforce Classic Mobile 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
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
USER PERMISSIONS
To delete the Salesforce data on a device running
Salesforce Classic Mobile:
•
“Manage Mobile
Configurations”
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
User has no mobile device
Description
The Salesforce Classic Mobile 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 Classic Mobile 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.
SEE ALSO:
Manage Salesforce Classic Mobile Devices
Description
The selected mobile user never registered a device, so therefore the message could not be sent.
692
Set Up and Maintain Your Salesforce Organization Salesforce Classic
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Free version available in: All editions except
Database.com
Full version available in:
Performance, Unlimited, and Developer Editions, and for an extra cost in:
Professional and Enterprise
Editions
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:
USER PERMISSIONS
To view mobile devices and users:
•
“View Setup and
Configuration”
To delete mobile devices:
•
“Manage Mobile
Configurations”
Result
Device deleted.
Device cannot be deleted at this time. Please try again later.
User has no mobile device.
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.
The selected mobile user never registered a device, so therefore the message could not be sent.
SEE ALSO:
Erasing Data in Salesforce Classic Mobile
693
Set Up and Maintain Your Salesforce Organization Chatter Mobile for BlackBerry
Chatter Mobile for BlackBerry
Configure Chatter Mobile for BlackBerry
Important: As of Summer ’14, the Chatter Mobile for BlackBerry app is no longer supported.
You can continue to use the app, but Salesforce no longer provides support in the form of bug fixes or enhancements for any issues you may encounter. Talk to your Salesforce administrator about migrating to the Salesforce1 app, the new Salesforce mobile experience.
Chatter Mobile for BlackBerry is built as a connected app. A connected app is an application that integrates with Salesforce using APIs. Connected apps allow administrators to set various security policies and have explicit control over who may use the applications. Administrators can view and manage the Chatter Mobile for BlackBerry settings in the same way they view and manage other connected app settings.
Chatter Mobile for BlackBerry is automatically installed as part of a managed Salesforce connected apps package when one of these events occurs:
•
A user in your organization downloads the Chatter Mobile for BlackBerry mobile app and authenticates with your organization by logging in to the mobile app.
•
An existing Chatter Mobile user’s session refreshes.
Note:
Sessions refresh automatically between every 15 minutes and 12 hours while a user is in the app based upon the session
Timeout value
set for your organization; this is often undetected by the user.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Contact Manager
•
Developer
•
Database.com
USER PERMISSIONS
Alternatively, an administrator can manually install the Salesforce1 and Chatter Apps connected apps package to view and manage the settings before the package is automatically installed.
The connected apps package includes a separate connected app for the BlackBerry mobile device type.
To edit your mobile app settings:
•
“Customize Application”
To view your mobile app settings:
•
“View Setup and
Configuration”
Important: Unless an administrator manually installs the package, you'll only see the Chatter
Mobile for BlackBerry connected app after someone in your organization activates a mobile app or an existing user’s session refreshes.
Administrators can use profiles, permission sets, and IP range restrictions to control which users can access the app. These settings are controlled on the Chatter Mobile for BlackBerry connected app detail page, which you can access from Setup by entering
Connected
Apps
in the
Quick Find
box, then selecting the option for managing connected apps.
The app displays an error message if a restricted user tries to open it.
694
Set Up and Maintain Your Salesforce Organization Mobile Dashboards for iPad
Mobile Dashboards for iPad
Let Users View Dashboards on the iPad
The Mobile Dashboards for iPad app is automatically enabled for your organization so your users can access the app without any configuration on your part.
Important: As of Summer ’15, the Mobile Dashboards for iPad app is no longer supported.
You can continue to use the app, but Salesforce no longer provides support in the form of bug fixes or enhancements for any issues you may encounter. Talk to your Salesforce administrator about migrating to the Salesforce1 app, the new Salesforce mobile experience.
You can disable the app if you don’t want users accessing Salesforce data from mobile devices and you can easily re-enable it if you change your mind later.
To configure access to Mobile Dashboards for iPad:
1. From Setup, enter
Mobile Dashboards
in the
Quick Find
box, then select Mobile
Dashboard Settings.
2. Select or deselect
Enable the Mobile Dashboards iPad app for all users
.
3. Click Save.
Users can download and install the Mobile Dashboards for iPad app from the Apple App Store or
AppExchange Mobile .
Aside from editions noted, the app is available to organizations enabled with REST API.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To view Mobile Dashboards for iPad settings:
•
“View Setup and
Configuration”
To modify Mobile
Dashboards for iPad settings:
•
“Customize Application”
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”
695
Set Up and Maintain Your Salesforce Organization Install Packages and Manage Apps
Install Packages and Manage Apps
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
•
Developer
Install a Package
Here are the steps for installing a package.
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.
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To install packages:
•
“Download
AppExchange
Packages”
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.
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Set Up and Maintain Your Salesforce Organization Installed Packages
•
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.
Install for All Users
Specifies the following settings on all internal custom profiles.
–
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
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Set Up and Maintain Your Salesforce Organization Installed Packages
–
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 714.
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 707.
•
If you installed a managed package, click Manage Licenses to assign licenses to users.
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Set Up and Maintain Your Salesforce Organization Installed Packages
Note: You can’t assign licenses in Lightning Experience. If you need to assign a license, switch to Salesforce Classic.
•
on page 699.
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:
EDITIONS
Available in: Salesforce
Classic
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.
Available in:
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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.
USER PERMISSIONS
To install packages:
•
“Download
AppExchange
Packages”
Custom Report Types
If the
Report Type Name
of a custom report type matches one used within your organization, change the
Report Type Name confusion between the two report types.
after you install the package to avoid any
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.
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.
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Set Up and Maintain Your Salesforce Organization Installed Packages
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.
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:
Platform Encryption Considerations
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Set Up and Maintain Your Salesforce Organization Uninstalling a Package
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
Tip: If you reinstall the package later and want to reimport the package data, see
Importing Package Data on page 707.
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.
•
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.
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Set Up and Maintain Your Salesforce Organization Managing Package Installations
Managing Package Installations
View a list of the packages you installed from AppExchange and data export files from uninstalled packages by clicking Installed Packages. These packages can be either managed or unmanaged.
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.
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER 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.
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.
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.
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Set Up and Maintain Your Salesforce Organization Managing Package Installations
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:
Displaying Installed Package Details
Displaying Installed Package Details
The package detail page displays essential details about the package you installed from AppExchange.
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
Allowed Licenses
Apps
Description
Can be one of two options:
• Uninstall
• Manage Licenses
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.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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 Managing Package Installations
Attribute
Connected Apps
Description
Expiration Date
Installed Date
Limits
Namespace
Objects
Package Name
Publisher
Status
Tabs
Used Licenses
Version Name
Description
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
.
Viewing Installed Package Details
The installed package detail page lists the following package attributes (in alphabetical order):
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Set Up and Maintain Your Salesforce Organization
Attribute
API Access
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
Managing Package Installations
Description
The type of access that the API and dynamic Apex code that package components have. The default setting is Unrestricted, which means that all package components that access the API have the same access as the user who is logged in. Click Enable
Restrictions or Disable Restrictions to change the API and dynamic Apex access permissions for a package.
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
.
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Set Up and Maintain Your Salesforce Organization Managing Package Installations
Attribute
Version Number
Description
The version number for the latest installed package version. The format is
majorNumber.minorNumber.patchNumber
, 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 Managing Package Installations
Attribute
Type
Description
Displays the type of the component.
SEE ALSO:
Managing Package Installations
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.
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.
•
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:
Displaying Installed Package Details
Managing Package Installations
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
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.
707
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.
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.
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 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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To manage licenses for a
AppExchange package:
•
“Manage Package
Licenses”
SEE ALSO:
Assigning Licenses for Managed Packages
Assigning Licenses for Installed Packages
Removing Licenses for Installed Packages
Responding to License Manager Requests
708
Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
Assigning 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 will not appear on this list, as you cannot assign licenses for them.
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.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
2. Click Assign Licenses from the Managed Packages list.
USER PERMISSIONS
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.
To edit users:
•
“Manage Internal Users”
The Unassigned Packages list displays all packages that this user could access if assigned a license. Packages will not appear on this list if they are unmanaged, uninstalled, in use, or not available.
To manage licenses for an
AppExchange package:
•
“Manage Package
Licenses”
•
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
709
Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
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
•
Developer
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.
You can also remove licenses for an AppExchange package from a single user using the following options:
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To manage licenses for an
AppExchange package:
•
“Manage Package
Licenses”
710
Set Up and Maintain Your Salesforce Organization Managing Licenses for Installed Packages
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.
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
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”
711
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.
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.
•
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.
For details of the PackageLicense and UserPackageLicense objects and a code sample, see the
Object Reference for Salesforce and Force.com
.
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To manage licenses for an
AppExchange app:
•
“Manage Package
Licenses”
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:
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.
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.
Notes on Upgrading Managed Packages
Consider the following when upgrading a managed package:
•
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
EDITIONS
Available in: Salesforce
Classic
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
USER PERMISSIONS
To upload packages:
•
“Upload AppExchange
Packages”
To install and uninstall packages:
•
“Download
AppExchange
Packages”
712
Set Up and Maintain Your Salesforce Organization Installing Packages FAQ are upgradeable by the developer, so any changes the developer makes will be reflected in the customer organization after upgrading the package.
•
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
Available in:
•
Group
•
Professional
•
Enterprise
•
Performance
•
Unlimited
•
Developer
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:
713
Set Up and Maintain Your Salesforce Organization Installing Packages FAQ
Why did my uninstall fail?
Salesforce prevents you from uninstalling a package if it causes any remaining components to malfunction.
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.
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.
714
Set Up and Maintain Your Salesforce Organization Printable Resources for Administrators
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.
However, unmanaged packages can also have a namespace prefix if they originated from an organization that contained a managed package. When you install an unmanaged package that contains a namespace prefix, Salesforce replaces the developer's namespace prefix with yours.
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.
Printable Resources for Administrators
In addition to online help, Salesforce publishes printable documentation to help you successfully administer Salesforce.
These documents include tip sheets, user guides, implementation guides, and other resources that describe the features and capabilities of Salesforce. These documents are available as Adobe
®
PDF files. Adobe Reader
®
is required to open PDF files; to download the latest version of Reader, go to www.adobe.com/products/acrobat/readstep2.html
.
Salesforce Implementations
•
Salesforce Enterprise Edition Upgrade Guide
•
Setting Up Salesforce Group Edition
•
Salesforce Limits Quick Reference Guide
715
Set Up and Maintain Your Salesforce Organization Videos for Salesforce Administrators
Security and Data Management
•
Managing Duplicate Records in Salesforce
•
Security Implementation Guide
•
Single Sign-On Implementation Guide
•
Understanding User Sharing
•
Understanding Defer Sharing Calculations
•
Managing Data Quality
•
Implementing Data.com Clean for Accounts, Contacts, and Leads
•
Importing Your Organization’s Accounts and Contacts
•
Using Mass Delete to Undo Imports
•
Getting Started with Divisions
•
Data Loader Guide
•
Salesforce Field Reference Guide
•
Resolving Data Conflicts and Errors in Force.com Flex Apps
•
Salesforce Identity Implementation Guide
•
Identity Connect Implementation Guide
Mobile Administration
•
Salesforce1 Mobile App Admin Guide
•
Salesforce Classic Mobile Implementation Guide
Videos for Salesforce Administrators
In addition to online help, Salesforce creates video demos to help you learn about our features and successfully set up and manage
Salesforce.
Data Import
Video Title For End Users For
Administrators
Cleaning Up Your Import File
Learn how to clean up your import files and get Salesforce ready, as well as best practices for keeping data clean once it’s been imported.
Cleaning and Preparing Your Data Using Excel
Excel offers many features and functions to make quick work of getting your data files ready for import. We’ll show you some practical ways to use these features with your import data.
716
Set Up and Maintain Your Salesforce Organization Videos for Salesforce Administrators
Video Title For End Users For
Administrators
Choosing the Right Tool
Learn Data Loader in depth, so you can decide whether it’s right for your needs. We compare it to the Import Wizards and also list some other tools you might consider.
Owner IDs and Parent IDs
Learn, step by step, which objects should be imported, and when. We'll cover how to make sure each child object, such as opportunities, has the correct owner and parent record, and we'll show you a demo in the user interface of how to do this using the Data
Loader tool.
Best Practices for Importing Data
Learn the top pain points experienced by our customers, so you can avoid them entirely!
This video could save you hours of frustration. We detail how to delete a bad import, how to back up data before import, and more.
Importing Your Accounts and Contacts—Part 1: Exporting Your Data
In this video, we'll walk you through how to import Account and Contact data using the
Data Import Wizard. Once you have your data in a csv file, you can use the wizard to import it and map fields.
Importing Your Accounts and Contacts—Part 2: Importing Your Data
Users’ Access to Data
Video Title For End Users For
Administrators
Who Sees What: Overview
Learn how you can control who sees what data in your organization.
Who Sees What: Organization Access
Learn how to restrict login through IP ranges and login hours.
Who Sees What: Object Access
Learn how you can grant users access to objects by using profiles.
717
Set Up and Maintain Your Salesforce Organization
Video Title
Who Sees What: Organization-Wide Defaults
Learn how you can restrict access to records owned by other users.
Who Sees What: Record Access via the Role Hierarchy
Learn how you can open up access to records using the role hierarchy.
Who Sees What: Record Access via Sharing Rules
Learn how you can grant access to records using sharing rules.
Who Sees What: Field-level Security
Learn how you can restrict access to specific fields on a profile by profile basis.
Creating a Criteria-Based Sharing Rule
Learn how to create a sharing rule based on a field value in a record.
Who Sees What: Permission Sets
Learn how to give users additional permissions and access settings without changing profiles.
Videos for Salesforce Administrators
For End Users For
Administrators
Managing Users
Video Title
Removing Users’ Access to Salesforce
Deactivating users in Salesforce removes access to their account data while preserving their historical activity and records. Once you understand why you deactivate users rather than deleting them, learn how to deactivate someone and see what happens to their data.
For End Users For
Administrators
718
INDEX
A
Access about
revoking
Account statement
Accounts creating export file
importing, permissions
mass transferring
ACT!
exporting data
field mapping for import
Activating critical updates
Active Directory
Activities controlled by parent
enabling Spell Checker
Adding licenses
Addresses mass updating
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
AppExchange downloads
packages
719
AppExchange (continued) 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
Articles exporting
Auditing fields
authentication
authentication providers
Authentication providers community
Janrain
,
Microsoft
OpenID Connect
PayPal
Salesforce
scope
sites
startURL
B
Background jobs about
sharing recalculation
viewing
Backing up data exporting your data
Billing information
Billing Information
Bulk API uploading attachments
C
Calendar enabling click-and-create event creation
enabling drag-and-drop editing
Index
Calendar (continued) enabling Home tab hover links
Campaign members
Campaign Members importing, permissions
updating, permissions
Campaigns import file
import wizards
importing members
certificate chain
Certificates api client
CA-signed
creating
editing
mutual authentication
reuploading
uploading
viewing
Chatter license types
Chatter Mobile for BlackBerry configuring mobile
enabling mobile
Checkout adding licenses
converting a trial
granting access to users
removing licenses
Cleaning data implementation guide
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)
community request parameter
Company information editing
fields
language setting
Contacts creating export file
720
Contacts (continued) importing, permissions
Content setup for Salesforce Classic Mobile
Cookies
Corporate currency
See Currency
creating
Creating groups
mobile configurations
Salesforce Classic Mobile custom views
Credit card information
Credit Memo
Criteria-based sharing rules
Critical updates activating
overview
Currency active
conversion rates
corporate currency
currency locale
importing multiple currencies
inactive
multicurrency
personal currency
supported
Currency locale
See Currency
Custom fiscal year about
customizing
customizing labels
setting
templates
Custom objects delegated administration
importing
permissions
Custom Objects importing, permissions
Custom permissions enabling in permission sets
enabling in profiles
Custom Report Types building
creating
duplicate management
Index
Custom Report Types (continued) editing
editing object relationships
editing report fields layout
mobile
setting up
tips and considerations
Custom views mobile custom views
permission sets
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
D
Dashboards
Component snapshots
email notifications
enable mobile access
enabling Dashboard Finder
enabling floating headers
Lotus Notes image compatibility
mobile
sending to portal users
user interface settings
Data exporting
importing
Data Loader attachments
batch files
batch mode
batch mode parameters
blank fields, replacing
721
Data Loader (continued)
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 guide
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)
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 quality tip sheet
Data sets samples in Salesforce Classic Mobile
Data storage
Data.com
duplicate management
Index
Data.com (continued) duplicate prevention
Data.com Clean implementation guide
Deactivating users
Debug logs adding classes or triggers to monitor
adding users to monitor
monitoring
removing classes or triggeres 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 tip sheet for administrators
Defer sharing calculations
Defining custom fiscal year
Delegated administration permission set assignment
public group management
Delegated authentication configuring single sign-on
single sign-on
Deleting import data
licenses
mobile devices
multiple records
sample data
users
Desktop clients setting user access
Destroy a Tenant Secret
Devices deleting
Divisions creating
722
Divisions (continued) default division, changing
editing
enabling
mass transfer of records
overview
reporting
setting up
tip sheet for administrators
Documentation implementation guides
printable
tip sheets
user guides
Domain name define a domain name
deploying
getting system performance information
implementation guidelines
login page branding
login policy
overview
setup overview
testing
URL changes
Domains
Duplicate management duplicate rules
limitations
matching rules
Duplicate Management custom report types
duplicate record items
duplicate record sets
duplicate rules
,
end-user experience
error log
implementation guide
matching rules
standard matching rules
Duplicate prevention
Data.com
duplicate rules
matching criteria
matching rules
Duplicate Record Items custom report types
,
duplicate management
duplicate record sets
Index
Duplicate Record Items (continued) 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 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 Classic Mobile deployment
Email templates folders
Enable
Mobile Dashboards for iPad app
Salesforce1 mobile browser app
Visualforce
encryption concepts
terms
Enhanced lists enabling
Enhanced lookups enabling
Enhanced page layout editor enabling
Enhanced profile user interface about
723
Enhanced profile user interface (continued) apps
enabling
system
Enterprise Edition upgrade guide
Error messages
Error page customizing in SAML
Events enabling Spell Checker
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 GoldMine 4.0
from GoldMine 5.0
from LinkedIn
from other data sources
from Outlook
from Palm Desktop
from Salesforce
Extended Mail Merge activating
delivery options
external objects related lists, loading
External organization-wide sharing settings disabling
F
FAQ campaign import file
campaign import wizards
component security
customizing packages
Data Loader
Data Loader not importing special characters
import size restrictions
Import wizard, updating
importing campaign members
importing fields
Index
FAQ (continued) importing multiple currencies
importing or uploading data
importing with Data Loader
importing, permissions
installed packages and limits
Logging into Data Loader
mass upload
package install failure
package upgrade failure
permissions needed to import
preventing duplicate accounts
reinstalling AppExchange packages
replacing fields with blank values
supported languages
uninstalling AppExchange packages
uninstalling 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
field
Field Audit Trail
Field History
Field-level security accessibility
permission sets
profiles
Fields access
accessibility
auditing
company information
field-level security
,
history
mass updating addresses
permissions
reference guide
roles
sharing model
tracking changes
user
File storage
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 Flex tip sheet for users
Force.com most used licenses
Force.com portal roles
Force.com schema usage
Force.com user interface
Freeze user
G
General permissions
Generating security keys
Getting started mass upload
supported languages
GoldMine exporting from GoldMine 4.0
exporting from GoldMine 5.0
Group Edition tip sheet for administrators
Group membership calculations
Groups about
considerations
creating and editing
manager groups
member types
viewing lists
H
High-volume portal users granting access to user records
History disabling field tracking
fields
724
Index
Hover details enabling
I
Identity
Identity Connect
Identity provider about
adding on login page
editing
enabling
example
values
viewing details
Identity providers error log
event log
examples
portals
sites
success log
Implementation guides
Implicit sharing
Import queue
Import wizards
Data Import Wizard
Import My Contacts
Import My Organization's Person Accounts
Import My Person Accounts
import queue
Importing accounts
accounts for single user from any source
accounts for single user from Outlook or ACT!
campaign import file
campaign import wizards
campaign members
contacts
contacts for single user from any source
contacts for single user from Outlook or ACT!
creating export file data
custom objects
data
Data Import Wizard
Data Loader, wrong date
data preparation
date, wrong
field mapping for ACT!
field mapping for leads
725
Importing (continued) field mapping for organization import
field mapping for other sources
field mapping for Outlook
fields
import queue
importing or uploading data
leads
multiple currencies
overview
package data
permissions
person accounts
preventing duplicate accounts
record owner column
size restrictions
solutions
tip sheet for administrators
undoing an import
wrong date
Inline editing enabling
permission sets
profiles
Insufficient Privileges errors
Apex trigger
object-level
process-level access
record-level access
validation rule
Integration values
,
,
Invoice
IP addresses trusted
whitelist
J
Just-in-time provisioning example SAML assertions
Just-in-Time provisioning community requirements
portal requirements
requirements
Just-in-Time provisioning errors
K
Key pairs creating
Index
L
Language settings, about
Languages setting the organization language
settings
Leads creating export file
field mapping for import
importing, permissions
mass transferring
Licenses adding
Chatter
Chatter External
Chatter Free
Chatter Only
Chatter Plus
Communities
Database.com
feature licenses
for managed packages
overview
permission set licenses
Platform
portal
removing
Salesforce users
Site.com
Sites
user licenses
users
Lightning home setup
LinkedIn authentication provider
Links exporting data
Visualforce Mobile
Locale settings, about
supported
log in
log in to multiple organizations
Logging in as another user
SAML start page
Logging out
SAML
726
Login activation
enabling identity provider
failures
history
hours, restricting
,
identity confirmation
identity confirmation activations
identity provider
IP address ranges, restricting
,
login verification
restricting
restricting IP addresses organization-wide
service provider
session security
trusted IP addresses
two-factor authentication
Login Flow connect
create
overview
login verification
Lookups enabling auto-completion
enabling enhanced lookups
,
recent items
specifying filter fields
M
Managed packages assigning licenses for
managing
Manual sharing sharing sets, differences
Marketing User assigning
Mass delete tip sheet for administrators
Mass mail
Salesforce Classic Mobile deployment
Mass updating addresses
Master encryption keys
Match Keys custom matching rules
standard matching rules
Matching Methods exact matching
fuzzy matching
Index
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
Microsoft authentication provider
Mobile usage data reports
Mobile Dashboards for iPad settings
Mobile Push Registrations page
Mobile usage data reports
Modify All permission
Monitoring import queue
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
,
notifications
727
Notifications
Salesforce1
O
Object permissions permission sets
profiles
Object-level security
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
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 Classic Mobile
Palm exporting data
partitions org cache
session cache
setup of
Index
Partner Portal organization-wide defaults
Salesforce Classic Mobile access, configuring
Password Policies setting in profiles
Passwords change
change by administrator
changing by user
expire passwords
expiring
identity confirmation
login verification
policies
reset by administrator
settings and controls
two-factor authentication
Per-user authentication enabling for named credentials
Performance chart setup
permission set licenses
Permission sets about
app permissions
apps
assigned users
assigning to a single user
assigning to multiple users
cloning
considerations
creating
deleting
,
editing
enhanced list views
field permissions
licenses
list views, creating and editing
named credential permissions
navigating
object permissions
,
overview page
record types
removing user assignments
searching
system
system permissions
tab settings
user licenses
728
Permission sets (continued) viewing
viewing lists
Permissions about
administrative
app
field
general
Modify All
object
revoking
Salesforce Classic Mobile
searching
system
user
View All
Person accounts importing
Personal currency
See Currency
Personal groups
Personal tags deleting for deactivated users
enabling
Picklists state and country picklists
,
State and country picklists
Platform Cache partitions
Platform Encryption considerations
errors
Platform Encryption enable
Platform Encryption encrypt field
Platform Encryption Encryption
,
policies
,
Portals organization-wide defaults
Profiles about
assigned users
cloning
creating
creating list views
deleting
,
desktop client access
editing
editing, original user interface
Index
Profiles (continued) enhanced list views
enhanced user interface, about
field permissions
field-level security
login hours
,
login IP address ranges
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
Quick Create customizing
R
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
Removing licenses
Report Builder upgrading
Reports column row
divisions
email notifications
exclude confidential information disclaimer
floating header row
historical
Opportunity
729
Reports (continued) report notifications
Salesforce Classic Mobile
sending to portal users
trending
upgrading report builder
user interface settings
Request parameters authorization endpoint
community
scope
site
startURL
Reset User Passwords
Resources consumed monthly
Role hierarchies
Roles about
assigning to users
fields
managing
viewing
Rotating master encryption keys
Rules, sharing
See Sharing rules
S
Salesforce Classic Mobile changing timeout values
creating mobile configurations
custom list views
custom report types
dashboards
data sets
default mobile configuration
disable access
emailing users
enable users
enabling Content
erasing data
global variables
implementation guide
merge fields
mobile configurations
mobile devices
object properties
overview
partner user access
Index
Salesforce Classic Mobile (continued) permissions
reports
sample data sets
settings
setup
tabs
testing mobile configurations
tips
users
viewing device detail
Salesforce Files Sync file security
Salesforce1 admin guide
navigation menu notes
notifications, enabling
wizard
Salesforce1 downloadable apps configuring user access
enabling
Salesforce1 mobile app branding
customizing navigation menu
navigation menu overview
overview of setup steps
Visualforce
Salesforce1 mobile browser app configuring user access
enabling
settings
SalesforceA
SalesforceA app
SAML overview
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
SAML (continued) logout page
prerequisites
service provider
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
Searching customizing
permission sets
profiles
Security adding identity providers on login page
Apex policy classes
auditing
browsers
CAPTCHA
certificates
cookies
creating
enabling identity provider
field permissions
field-level
field-level security
identity confirmation activations
identity provider
implementation guide
infrastructure
Just-in-Time for communities
Just-in-Time for portals
Just-in-Time provisioning
Just-in-Time provisioning requirements
key
key pair
login challenge
login IP address ranges
,
login restrictions
managing
manual sharing
master encryption keys
,
730
Index
Security (continued) network
notifications
object permissions
object-level
organization-wide sharing settings
overview
policies
QR code
queues
record-level security
restricting IP addresses organization-wide
role hierarchies
service provider
session
setting up
sharing rules
single sign-on
SSL
time-based token
timeout
TLS
token
transaction security policies
,
trust
two-factor authentication
user
user authentication
Security and sharing managing
security token
Separate organization-wide defaults overview
Service contracts mass transferring
Service provider about
example
viewing details
Service providers enabling
examples
mapping users
portals
prerequisites
sites
Session security
user session
731
Session security
Session Timeout setting in profiles
Setting up custom report types
Setup 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
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
Sharing rules about
account territories
account territory
accounts
campaigns
,
cases
Index
Sharing rules (continued) 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
Sidebar enabling collapsible sidebar
hover details
showing custom components
Tags component
single sign-on
Single sign-on authentication providers
best practices
configuring delegated authentication
debugging
delegated authentication
example
example SAML assertions
identity provider values
implementation guide
login errors
login history
overview
prerequisites
SAML
SAML validation
viewing
Site configuring remote
site request parameter
SOAP API
732
Solution Managers assigning
Solutions importing
importing, permissions
Spell Checker enabling
Spring Framework, see Data Loader
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
Syncing
System log, see Debug logs
system overview
System permissions
T
Tab Bar Organizer enabling
Tabs mobile
Salesforce Classic Mobile
visibility settings
visibility settings, descriptions
Tags adding to sidebar
customizing
deleting for deactivated users
Tasks enabling
Team enabling Spell Checker
See Account team
See Case teams
tenant secret
Index
Territories hierarchies
Time zone settings, about
Time Zone supported
Time zone setting
Tip sheets
Topics enable for objects
Training history
transaction security
,
,
Transferring divisions
multiple records
records
Transferring records overview
Trial organizations converting a trial
deleting sample data
overview
starting new trials
trust
Twisties enabling collapsible sections
Twitter authentication provider
two-factor authentication
U
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 guides
User interface header
733
User interface (continued) settings
theme
User licenses
See Licenses
User permissions
User profiles
See Profiles
User roles
See Roles
User setup activating computer
change passwords
changing a user’s default division
changing passwords
delegated administration
fields
groups
personal groups
public groups
User Sharing compatibility with report types
tip sheet for administrators
Users 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
Index
Users (continued) permission sets, assigning to single user
permission sets, removing user assignments
permissions
restricting email domains
revoking access
revoking permissions
Salesforce Classic Mobile
Service Cloud Portal licenses
sharing records
sharing rules
Site.com licenses
Sites licenses
unlocking
usage-based entitlements
user license types
user sharing, restoring defaults
V
Videos
Administration
Security
View All permission
Visualforce creating tabs for Salesforce Classic Mobile
enable for Salesforce1
Visualforce Mobile links
W
Weekly export
Data
Workflow monitoring debug logs
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