Manage Users. salesforce Salesforce Organization
تبلیغات
تبلیغات
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:
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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
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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:
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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:
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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”
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Considerations for Editing Users
Be aware of the following behaviors when editing users.
EDITIONS
Usernames
A username must be unique across all Salesforce organizations. It must use the format of an email address (such as [email protected]), but doesn’t need to be a real email address. While users can have the same email address across organizations, usernames must be unique.
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:
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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.
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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.
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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
149
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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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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•
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:
155
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:
158
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.
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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”
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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.
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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”
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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
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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
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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”
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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.
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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”
175
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”
176
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.
177
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
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