User Management. salesforce Salesforce Organization
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Set Up and Maintain Your Salesforce Organization User Management
User Management
In Salesforce, each user is uniquely identified with a username, password, and profile. Together with other settings, the profile determines which tasks a user can perform, what data the user can see, and what the user can do with the data.
EDITIONS
Important: Salesforce recommends that you appoint a backup administrator for your org.
A backup administrator can keep your org running in case your primary administrator is unavailable.
As an administrator, you perform user management tasks, such as:
Available in: both Salesforce
Classic and Lightning
Experience
The available user management options vary according to which
Salesforce Edition you have.
•
Create and edit users
•
Reset passwords
•
Create Google Apps accounts
•
Grant permissions
•
Create and manage other types of users
•
Create custom fields
•
Set custom links
•
Run reports on users
•
Delegate user administration tasks to other users
Depending on your Salesforce edition and the additional features that your company purchased, you have specific licenses, such as
Marketing or Connect Offline. The licenses let users access features that are not included in their user licenses. You can assign one or more of these licenses to users and also set up accounts for users outside your org to access a limited set of fields and objects. You can grant access to the Customer Portal, partner portal, or Self-Service through user licenses. Using Salesforce to Salesforce, create connections to share records with other Salesforce users outside of your org.
Note: Starting with Spring ’12, the Self-Service portal isn’t available for new orgs. Existing orgs continue to have access to the
Self-Service portal.
IN THIS SECTION:
In the user list, you can view and manage all users in your org, partner portal, and Salesforce Customer Portal.
To enable specific Salesforce functionality for your users, you must choose one user license for each user. To enable additional functionality, you can assign permission set licenses and feature licenses to your users or purchase usage-based entitlements for your organization.
Salesforce provides each user in your organization with a unique username and password that must be entered each time a user logs in. As an administrator, you can configure several settings to ensure that your users’ passwords are strong and secure.
Control whether your users are prompted to grant account access to Salesforce admins, and whether users can grant access to publishers.
To assist other users, administrators can log in to Salesforce as another user. Depending on your organization settings, individual users might need to grant login access to administrators.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Delegate Administrative Duties
Use delegated administration to assign limited admin privileges to users in your org who aren’t administrators. For example, let’s say you want the Customer Support team manager to manage users in the Support Manager role and all subordinate roles. Create a delegated admin for this purpose so that you can focus on other administration tasks.
When you enable topics for objects, users can add topics to records so they can quickly retrieve related items using list views. With
Chatter enabled, users can also see related items on the Records tab of each topic detail page. Enabling topics for an object disables public tags on records of that object type. Personal tags aren’t affected.
SEE ALSO:
View and Manage Users
In the user list, you can view and manage all users in your org, partner portal, and Salesforce Customer
Portal.
From Setup, enter
Users
in the
Quick Find
box, then select Users.
From the user list, you can:
•
.
•
.
•
Reset passwords for selected users .
•
.
•
View a user’s detail page by clicking the name, alias, or username.
•
View or edit a profile by clicking the profile name.
•
If Google Apps
™
is enabled in your org, export users to Google and create Google Apps accounts by clicking Export to Google Apps.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Customer Portal and partner portals are not available in
Database.com
Note:
You can perform many of these tasks from the SalesforceA mobile app.
USER PERMISSIONS
Tips for Managing Users
•
Create custom fields for users and set custom links to display on the user detail page. To access these options, go to the object management settings for users.
To view user lists:
•
View Setup and
Configuration
•
Use the sidebar search to search for any user in your org, regardless of the user’s status. When using a lookup dialog from fields within records, the search results return only active users. You can also run user reports in the
Reports tab.
•
To simplify user management in orgs with many of users, delegate aspects of user administration to non-administrator users.
Note: You cannot delegate administrative duties related to your org to partner portal or Customer Portal users. However, you can delegate some portal administrative duties to portal users.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
IN THIS SECTION:
Understand important options for adding users. Learn what to communicate to users about passwords and logging in.
Administrators and Separation of Duties
Separating duties limits the power of any one person or entity so that you can help prevent a single point of failure. For example, you can have two or more administrators who have responsibilities for administering different portions of your org. If you have only one administrator, consider assigning a backup person to the role. You can give the backup person the same profile or permission set that your primary administrator has.
Depending on the size of your organization or your new hire onboarding process, you may choose to add users one at a time. The maximum number of users you can add is determined by your Salesforce edition.
You can quickly add up to 10 users at a time to your organization. Your Salesforce edition determines the maximum number of users that you can add.
To change user details—such as a user’s profile, role, or contact information—edit the user account.
Users can be locked out of an organization if they enter incorrect login credentials too many times. Unlock users to restore their access.
You can’t delete a user, but you can deactivate an account so a user can no longer log in to Salesforce.
Freeze or Unfreeze User Accounts
In some cases, you can’t immediately deactivate an account, such as when a user is selected in a custom hierarchy field. To prevent users from logging in to your organization while you perform the steps to deactivate them, you can freeze user accounts.
You can define a whitelist to restrict the email domains allowed in a user’s
field.
The fields that comprise the Personal Information and other personal settings pages describe a user.
Quickly turn your mobile employees into Salesforce power users with Salesforce Adoption Manager. This tool trains and engages your users with intelligent email journeys aimed at driving adoption of the Salesforce app and Lightning Experience. After inviting users to download the mobile app, Adoption Manager follows up with tips that help users get the most out of Salesforce. It also encourages dormant Salesforce users to try using the app again.
SEE ALSO:
Freeze or Unfreeze User Accounts
Help Users From Anywhere With SalesforceA
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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 orgs. The username must be in the format of an email address, for example, [email protected]. The email used for your username doesn’t have to function. You can have the same email address associated with your account across multiple orgs. Remember: The username in the form of an email address must remain unique.
•
If your name includes non-English characters and you use Outlook, add the specified language to the mail format settings within Outlook.
•
The account verification link emailed to new users expires in six months, and users have to change their password the first time they log in. Users who click the account verification link but don’t set a password need an admin to reset their password before they can log in.
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
•
Not all options are available for all license types. For example, the Marketing User and Allow Forecasting options aren’t available for
Force.com user licenses because the Forecasts and Campaigns tabs aren’t available to Force.com license users. Force.com user licenses are not available for Professional, Group, or Contact Manager Editions.
•
In Performance, Unlimited, Enterprise, and Developer Edition orgs, you can select Send Apex Warning Emails. This option sends an email to the user when an application that invokes Apex uses more than half of the resources specified by the governor limits.
You can use this feature during Apex code development to test the amount of resources used at runtime.
•
You can move users between profiles based on user licenses that have the same record sharing models. For example, you can move a Force.com-based profile user to a Salesforce-based profile or vice versa. The user sometimes loses permission access depending on what the user licenses permit. If you move a user with permission set assignments, the user is removed from the permission set.
If you try to add the user back to the permission set, you receive a licensing error, unless the new license allows the permissions.
SEE ALSO:
Administrators and Separation of Duties
Administrators and Separation of Duties
Separating duties limits the power of any one person or entity so that you can help prevent a single point of failure. For example, you can have two or more administrators who have responsibilities for administering different portions of your org. If you have only one administrator, consider assigning a backup person to the role. You can give the backup person the same profile or permission set that your primary administrator has.
While the practice of having one person perform all administrative duties can make sense, it can lead to troubles. For example, what if:
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
•
Your administrator falls ill, and a mission-critical change must be made to your org.
•
Your administrator left your company on unhappy terms but is the only person who has the administrator profile credentials.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
Prevent possible problems by ensuring that more than one person can perform key administrative tasks. Depending on which edition you use, you can create a custom profile cloned from the Administrator profile. Then assign the
195
Set Up and Maintain Your Salesforce Organization View and Manage Users cloned profile to an appropriate person. If you can’t clone profiles, consider implementing a process to ensure business continuity if your sole administrator is unavailable. You can also delegate administration tasks by assigning a delegated administrator.
SEE ALSO:
Delegate Administrative Duties
Add a Single User
Depending on the size of your organization or your new hire onboarding process, you may choose to add users one at a time. The maximum number of users you can add is determined by your
Salesforce edition.
1. Read the guidelines for adding users.
2. From Setup, enter
Users
in the
Quick Find
box, then select Users.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
3. Click New User.
4. Enter the user’s name and email address and a unique username in the form of a email address.
By default, the username is the same as the email address.
Important:
Your username must be unique across all Salesforce orgs. The username must be in the format of an email address, for example, [email protected]. The email used for your username doesn’t have to function. You can have the same email address associated with your account across multiple orgs. Remember: The username in the form of an email address must remain unique.
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
5. In Professional, Enterprise, Unlimited, Performance, and Developer Editions, select a
Role
.
6. Select a
User License
. The user license determines which profiles are available for the user.
7. Select a profile, which specifies the user’s minimum permissions and access settings.
To create users:
•
Manage Internal Users
8. If your organization has Approvals enabled, you can set the user’s approver settings, such as delegated approver, manager, and preference for receiving approval request emails.
9. Check
Generate new password and notify user immediately
to have the user’s login name and a temporary password emailed to the new user.
SEE ALSO:
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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, and
Database.com Editions
USER PERMISSIONS
To create users:
•
Manage Internal Users
Edit Users
To change user details—such as a user’s profile, role, or contact information—edit the user account.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Edit next to a user’s name.
3. Change the settings as needed.
4. Click Save.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
IN THIS SECTION:
Considerations for Editing Users
Be aware of the following behaviors when editing users.
SEE ALSO:
Help Users From Anywhere With SalesforceA
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To edit users:
•
Manage Internal Users
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Considerations for Editing Users
Be aware of the following behaviors when editing users.
EDITIONS
Usernames
A username must be unique across all Salesforce organizations. It must use the format of an email address (such as [email protected]), but doesn’t need to be a real email address. While users can have the same email address across organizations, usernames must be unique.
Available in: Salesforce
Classic and Lightning
Experience
If you change a username, a confirmation email with a login link is sent to the email address associated with that user account. If an organization has multiple login servers, sometimes users can’t log in immediately after you’ve changed their usernames. The change can take up to 24 hours to replicate to all servers.
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Changing email addresses
If
Generate new password and notify user immediately
is disabled when you change a user’s email address, Salesforce sends a confirmation message to the email address that you entered. Users must click the link provided in that message for the new email address to take effect. This process ensures system security.
Personal information
Users can change their personal information after they log in.
User sharing
If the organization-wide default for the user object is Private, users must have Read or Write access to the target user to access that user’s information.
Domain names
You can restrict the domain names of users’ email addresses to a list of specific domains. Any attempt to set an email address with another domain results in an error message. To enable this functionality for your organization, contact Salesforce.
SEE ALSO:
Unlock Users
Users can be locked out of an organization if they enter incorrect login credentials too many times.
Unlock users to restore their access.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Select the locked user.
3. Click Unlock.
This button appears only when a user is locked out.
Tip: You can perform this and other administration tasks from the SalesforceA mobile app.
SEE ALSO:
Help Users From Anywhere With SalesforceA
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
USER PERMISSIONS
To unlock users:
•
Manage Internal Users
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Set Up and Maintain Your Salesforce Organization
Deactivate (Delete) Users
You can’t delete a user, but you can deactivate an account so a user can no longer log in to Salesforce.
Watch a Demo: Removing Users’ Access to Salesforce (Salesforce Classic—English only)
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click Edit next to a user’s name.
3. Deselect the
Active
checkbox and then click Save.
Tip:
You can perform this and other administration tasks from the SalesforceA mobile app.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
IN THIS SECTION:
Considerations for Deactivating Users
Be aware of the following behaviors when deactivating users.
SEE ALSO:
Freeze or Unfreeze User Accounts
Help Users From Anywhere With SalesforceA
USER PERMISSIONS
To deactivate users:
•
Manage Internal Users
Considerations for Deactivating Users
Be aware of the following behaviors when deactivating users.
User licenses and billing
A deactivated user doesn't count against your organization’s available user licenses. However, deactivating a user doesn't reduce the number of licenses for which your organization is billed.
To change your billing, you must change your organization’s license count.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Users in custom hierarchy fields
You can't deactivate a user that’s selected in a custom hierarchy field even if you delete the field. To deactivate a user in a custom hierarchy field, delete and permanently erase the field first.
Workflow email alert recipients
You can’t deactivate a user that’s assigned as the sole recipient of a workflow email alert.
Customer Portal Administrator users
You can't deactivate a user that’s selected as a Customer Portal
Administrator
.
Available in: Contact
Manager, Essentials,
Group, Professional,
Enterprise, Performance,
Unlimited, Developer, and
Database.com Editions
Record access
Deactivated users lose access to any records that were manually shared with them, or records that were shared with them as team members. Users higher in the role hierarchy relative to the deactivated users also lose access to those records. However, you can still transfer their data to other users and view their names on the Users page.
Note:
If your organization has Asynchronous Deletion of Obsolete Shares (Pilot) enabled, removal of manual and team shares is run during off-peak hours between 6 PM and 4 AM based on your organization’s default time zone. For account records, manual and team shares are deleted right after user deactivation.
Deactivated users lose access to shared records immediately. Users higher in the role hierarchy continue to have access until that access is deleted asynchronously. If that visibility is a concern, remove the record access that’s granted to the deactivated users before deactivation.
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View and Manage Users
Set Up and Maintain Your Salesforce Organization View and Manage Users
Chatter
If you deactivate users in an organization where Chatter is enabled, they’re removed from Following and Followers lists. If you reactivate the users, the subscription information in the Following and Followers lists is restored.
If you deactivate multiple users, subscription information isn’t restored for users that follow each other. For example, user A follows user B and user B follows user A. If you deactivate users A and B, their subscriptions to each other are deleted from Following and
Followers lists. If user A and user B are then reactivated, their subscriptions to each other aren’t restored.
Salesforce Files
Files owned by a deactivated user are not deleted. The deactivated user is the file owner until an admin reassigns the files to an active user. Files shared in a content library can be edited by other library members with author or delete permissions. Sharing rules remain active until an admin modifies them.
Created By
fields
It's possible for inactive users to be listed in
Created By
fields even when they’re no longer active in an organization. This happens because some system operations create records and toggle preferences, acting as an arbitrary administrator user to complete the task. This user can be active or inactive.
Accounts and opportunities owned by deactivated users
You can create and edit accounts, opportunities, and custom object records that are owned by inactive users. For example, you can edit the
Account Name
field on an opportunity record that’s owned by an inactive user. To enable this feature, contact Salesforce.
Territories and forecasting
Deactivated users continue to own opportunities and appear in forecasts and territories. When users are deactivated, their opportunity forecast overrides, adjusted total overrides, and manager's choice overrides on subordinates' forecasts are frozen. However, the manager of a deactivated user can apply manager's choice overrides to that user's forecasts. Rollup amounts are kept current. If a deactivated user is later reactivated, the user can resume normal work as before. If “Allow Forecasting” is disabled for a user who is deactivated, the user is removed from any territories he or she is assigned to.
Opportunity and account teams
Deactivated users are removed from the default opportunity and account teams of other users. The deactivated users' default opportunity and account teams are not removed.
Account teams
If a user on an account team has Read/Write access (Account Access, Contact Access, Opportunity Access, and Case Access) and is deactivated, the access will default to Read Only if the user is reactivated.
Opportunity teams
If you deactivate users in an organization where opportunity splitting is enabled, they aren’t removed from any opportunity teams where they’re assigned a split percentage. To remove a user from an opportunity team, first reassign the split percentage.
Delegated external user administrators
When a delegated external user admin deactivates a portal user, the admin doesn’t have the option to remove the portal user from teams that user is a member of.
SEE ALSO:
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Freeze or Unfreeze User Accounts
In some cases, you can’t immediately deactivate an account, such as when a user is selected in a custom hierarchy field. To prevent users from logging in to your organization while you perform the steps to deactivate them, you can freeze user accounts.
Let’s say a user just left your company. You want to deactivate the account, but the user is selected in a custom hierarchy field. Because you can’t immediately deactivate the account, you can freeze it in the meantime.
Tip:
You can perform this and other administration tasks from the SalesforceA mobile app.
1. From Setup, enter
Users
in the
Quick Find
box, then select Users.
2. Click the username of the account you want to freeze.
3. Click Freeze to block access to the account or Unfreeze to allow access to the account again.
Note:
Freezing user accounts doesn’t make their user licenses available for use in your organization. To make their user licenses available, deactivate the accounts.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
Available in: Contact
Manager, Essentials,Group,
Professional, Enterprise,
Performance, Unlimited,
Developer, and
Database.com Editions
USER PERMISSIONS
To freeze or unfreeze user accounts:
•
Manage Users
SEE ALSO:
Troubleshoot Login Issues
Help Users From Anywhere With SalesforceA
Restrict User Email Domains
You can define a whitelist to restrict the email domains allowed in a user’s
field.
1. From Setup, enter
Allowed Email Domains
in the
Quick Find
box, then select
Allowed Email Domains.
Note:
If you don’t see this page, contact your Salesforce representative to enable it.
2. Click New Allowed Email Domain.
3. Enter a
Domain
.
You can enter a top-level domain, such as
sampledoc.org
, or a subdomain, such as
emea.sampledoc.org
.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Available in all editions
USER PERMISSIONS
4. Click Save.
To restrict user email domains:
•
Manage Users
You can repeat the steps to add more email domains to the whitelist.
Once you've added one or more whitelisted email domains, the
field for each new user must match a whitelisted domain.
The
field for existing users doesn’t have to comply with the whitelist. However, if you edit an existing user, update the
Email field to match a whitelisted email domain.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Note: The email domain whitelist doesn't apply to users external to your organization, such as portal, Communities, or Chatter
External users.
SEE ALSO:
User Fields
The fields that comprise the Personal Information and other personal settings pages describe a user.
The visibility of fields depends on the specific page, your org’s permissions, and your Salesforce edition.
Field
Accessibility Mode
Active
Address
Alias
Allow Forecasting
Api Token
App Registration: One-Time
Password Generator
Description
When selected, enables a user interface mode designed for visually impaired users.
Administrative checkbox that enables or disables user login to the service.
Street address for user. Up to 255 characters are allowed in this field.
Short name to identify the user on list pages, reports, and other pages where the entire name does not fit. Up to 8 characters are allowed in this field.
Indicates whether the user can use customizable forecasting.
Indicates whether an API token has been reset.
If issues occur, Salesforce uses this field to help you troubleshoot issues related to API tokens.
When connected, the user can verify identity with a code from an authenticator app other than Salesforce Authenticator, such as Google
Authenticator. For example, the user enters a code from the app when logging in from an IP address outside the company’s trusted IP range.
This type of verification code is sometimes called a time-based one-time password, or TOTP.
Users with Two-Factor Authentication for User
Interface Logins permission need to use a second factor of authentication when logging in to Salesforce through the user interface. A
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Field Description
current verification code generated by the authenticator app counts as a second factor.
If the user has Two-Factor Authentication for API Logins permission and connects an authenticator app, the user enters the current code from the app to access the service. The user doesn’t enter the standard security token.
App Registration: Salesforce Authenticator
When connected, the user can verify identity by responding to a push notification with the Salesforce Authenticator mobile app, version 2 or later. For example, the user approves a notification when logging in from an IP address outside the company’s trusted
IP network. If the user sets a trusted location in the app and is allowed to use location-based automated verifications, Salesforce
Authenticator can automatically verify the user’s identity from that trusted location. Users can connect both Salesforce Authenticator and another authenticator app to the same Salesforce account.
When connected, the user can also verify identity with a code from
Salesforce Authenticator. For example, the user enters a code from the app when logging in from an IP address outside the company’s trusted IP network. This type of verification code is sometimes called a time-based one-time password, or TOTP.
Users with Two-Factor Authentication for User Interface Logins permission need to use a second factor of authentication when logging in to Salesforce through the user interface. A manual or automated response to a notification from Salesforce Authenticator counts as a second factor.
If the user has Two-Factor Authentication for API Logins permission and connects Salesforce Authenticator, the user enters the current code from the app to access the service. The user doesn’t enter the standard security token.
Call Center
Checkout Enabled
City
Color-Blind Palette on Charts
Company
The name of the call center to which this user is assigned.
Indicates whether the user is notified by email when the user’s
Checkout account is activated and available for login.
Enabling this option requires the Manage Billing permission.
City portion of user’s address. Up to 40 characters are allowed in this field.
Indicates whether the option to set an alternate color palette for charts has been enabled. The alternate palette has been optimized for use by color-blind users. For dashboard emails, the alternate palette is not used.
Company name where user works. Up to 40 characters are allowed in this field.
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Set Up and Maintain Your Salesforce Organization
Field
Contact
Country
Created By
Currency
Custom Links
Data.com User Type
Default Currency ISO Code
Default Division
Delegated Approver
Department
Development Mode
View and Manage Users
Description
Name of the associated contact if the user is a partner user.
Country portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
User who created the user including creation date and time. (Read only)
User’s default currency for quotas, forecasts, and reports. Shown only in orgs using multiple currencies. This currency must be one of the active currencies for the org.
Listing of custom links for users as set up by your administrator.
Enables a user to find contact and lead records from Data.com and add them to Salesforce. Also indicates the type of Data.com user.
Data.com Users get a limited number of account, contact, and lead records to add or export per month, and their unused additions expire at the end of each month. Data.com List Users get a limited number of account, contact, and lead records to add or export per month, and their unused additions expire at the end of each month.
After the monthly limit is used, List Users draw record additions from a pool that is shared by all List Users in the organization.
Unused pool additions expire one year from purchase.
User’s default currency setting for new records. Available only for orgs that use multiple currencies.
Division that is applied, by default, to all new accounts and leads created by the user, unless the user explicitly sets a different division. When users create records related to an account or other record that already has a division, the new record is assigned to the existing record’s division. The default division is not used.
This setting does not restrict the user from viewing or creating records in other divisions. Users can override change their default division at any time by setting a working division.
Available only in orgs that use divisions to segment their data.
User lookup field used to select a delegate approver for approval requests. Depending on the approval process settings, this user can also approve approval requests for the user.
Group that user works for, for example, Customer Support. Up to
80 characters are allowed in this field.
Enables development mode for creating and editing Visualforce pages.
This field is visible only to orgs that have Visualforce enabled.
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Set Up and Maintain Your Salesforce Organization
Field
Disable Auto Subscription For Feeds
Division
Email Encoding
Employee Number
End of day
Fax
Federation ID
First Name
Force.com Flow User
Force.com Quick Access Menu
Information Currency
Knowledge User
Language
View and Manage Users
Description
Disables automatic feed subscriptions to records owned by a user.
Only available in orgs with Chatter enabled.
Company division to which user belongs for example, PC Sales
Group. Up to 40 characters are allowed in this field.
Email address of user. Must be a valid email address in the form: [email protected]. Up to 80 characters are allowed in this field.
Character set and encoding for outbound email sent by user from within Salesforce. English-speaking users use ISO-8859-1, which represents all Latin characters. UTF-8 (Unicode) represents characters for all languages, however some older email software doesn’t support it. Shift_JIS, EUC-JP, and ISO-2022-JP are useful for
Japanese users.
Identifying number for a user.
Time of day that user generally stops working. Used to define the times that display in the user’s calendar.
Fax number for user.
The value used to identify a user for federated authentication single sign-on.
First name of user, as displayed on the user edit page. Up to 40 characters are allowed in this field.
Grants the ability to run flows. Available in Developer (with limitations), Enterprise, Unlimited, and Performance Editions.
Enabling this option requires the Manage Force.com Flow permission.
If the user has the Run Flows permission, don’t enable this field.
Enables the Force.com quick access menu, which appears in object list view and record detail pages. The menu provides shortcuts to customization features for apps and objects.
The default currency for all currency amount fields in the user record. Available only for orgs that use multiple currencies.
Grants access to Salesforce Knowledge. The user’s profile determines whether the user has access to the Article Management tab or Articles tab. Available in Professional, Enterprise, Unlimited, and Performance Editions.
The primary language for the user. All text and online help is displayed in this language. In Professional, Enterprise, Unlimited, and Performance Edition orgs, a user’s individual Language setting overrides the org’s Default Language.
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Field
Last Login
Last Name
Last Password Change or Reset
Lightning Login
Locale
Make Setup My Default Landing Page
Manager
View and Manage Users
Description
Not available in Personal Edition, Contact Manager, or Group
Edition
™
. The org’s Display Language applies to all users.
The date and time when the user last successfully logged in. This value is updated if 60 seconds have elapsed since the user’s last login. (Read only)
Last name of user, as displayed on the user edit page. Up to 80 characters are allowed in this field.
The date and time of this user’s last password change or reset. This read-only field appears only for users with the Manage Users permission.
Allows the user to enroll in and use Lightning Login, for password-free logins. The Enroll option indicates that a Salesforce admin has given the user the option to enroll. The Cancel option indicates that the user has enrolled, and can cancel their enrollment if needed.
Country or geographic region in which user is located.
The
Locale
setting affects the format of date, date/time, and number fields, and the calendar. For example, dates in the English
(United States) locale display as 06/30/2000 and as 30/06/2000 in the English (United Kingdom) locale. Times in the English (United
States) locale display using a twelve-hour clock with AM and PM
(for example, 2:00 PM), whereas in the English (United Kingdom) locale, they’re displayed using a 24-hour clock (for example, 14:00).
The
Locale
setting also affects the first and last name order on
Name
fields for users, leads, and contacts. For example, Bob
Johnson in the English (United States) locale displays as Bob
Johnson, whereas the Chinese (China) locale displays the name as
Johnson Bob.
For Personal Edition users, the locale is set at the org level (from
Setup, enter
Company Information
in the Quick Find box, then select Company Information). For all other users, their personal locale, available at their personal information page, overrides the org setting.
When this option is enabled, users land in the Setup page when they log in.
Lookup field used to select the user's manager. This field:
•
Establishes a hierarchical relationship, preventing you from selecting a user that directly or indirectly reports to itself.
•
Allows Chatter to recommend people and records to follow based on your org's reporting structure.
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Field
Marketing User
Middle Name
Mobile
View and Manage Users
Description
This field is especially useful for creating hierarchical workflow rules and approval processes without creating more hierarchy fields.
Note: Unlike other hierarchy fields, you can inactivate users referenced in the Manager field.
When enabled and the user has Read permission on contacts or the Import permission on Leads, and Edit permission on campaigns, the user can create, edit, and delete campaigns, configure advanced campaign setup, and add campaign members and update their statuses with the Data Import Wizard. Available in Professional,
Enterprise, Unlimited, and Performance Editions.
If this option isn’t selected, or the user doesn’t have the necessary permissions, the user can only view campaigns and advanced campaign setup, edit the Campaign History for a single lead or contact, and run campaign reports.
Middle name of the user, as displayed on the user edit page. Up to 40 characters are allowed for this field.
Note: To enable this field, contact Salesforce Customer
Support. Next, from Setup, enter
User Interface
in the Quick Find box, then select User Interface. Then select
Enable Name Suffixes for Person Names.
Cellular or mobile phone number. Up to 40 characters are allowed in this field.
This number is used for SMS-based identity confirmation.
Administrators enable SMS-based identity confirmation from Setup by entering
Session Settings
in the Quick Find box, then selecting Session Settings, and then selecting the Enable the
SMS method of identity confirmation option.
After the SMS method of identity confirmation is enabled, users without a verified mobile number in their profiles are asked after logging in to register for mobile verification. This process applies to users without mobile numbers. Users can take one of the following actions.
•
Enter a mobile phone number and then have it verified with a text message containing a verification code.
•
Skip entering a mobile number now, but be asked again at the next login.
•
Opt out of mobile verification. Users who select this action can register a mobile number later in their personal information.
Chatter Free and Chatter External license users who select this action need an administrator to set the mobile number.
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Field
Mobile Configuration
Mobile User
Modified By
Monthly Contact and Lead Limit
Name
Nickname
View and Manage Users
Description
After a user’s mobile phone number is verified, Salesforce uses it to authenticate the user when necessary. For example, verification occurs when a user logs in from an unknown IP address.
Administrators can also enter users’ mobile numbers and pre-verify them. If Enable the SMS method of identity confirmation is enabled when an administrator enters a mobile number for a user, or when a mobile number is set from an API using the
User object, the mobile number is considered verified. If Enable the
SMS method of identity confirmation is not enabled, the new mobile phone number is not considered verified.
The mobile configuration assigned to the user. If no mobile configuration is specified, this field defaults to the mobile configuration assigned to the user’s profile.
This field is visible to orgs that use Salesforce to manage mobile configurations.
Allocates one Salesforce Mobile Classic license to the user, granting the user access to Salesforce Mobile Classic app. The number of user records enabled by this checkbox can’t exceed the total number of mobile licenses your org has. Available in Professional,
Enterprise, Unlimited, and Performance Editions.
The Mobile User option is enabled by default for Unlimited,
Performance, and Developer Edition users. To prevent users from activating the Salesforce Mobile Classic app on their mobile devices before you’re ready to deploy it, disable this option for all users.
If users have already activated their Salesforce Mobile Classic account, deselecting the Mobile User option revokes the user's mobile license. The next time the user's device synchronizes with
Salesforce, all the Salesforce data is deleted from the device, and the device is no longer associated with the user.
User who last changed the user fields, including modification date and time. (Read only)
If the user’s Data.com User Type is Data.com User, the number of
Data.com contact and lead records the user can add each month.
The default number of records per license is 300, but you can assign more or fewer, up to the org limit.
Combined first name, middle name (beta), last name, and suffix
(beta) of user, as displayed on the user detail page.
A nickname is the name used to identify this user in a community.
Up to 40 alphanumeric characters are allowed. Standard users can edit this field.
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Field
Offline User
Partner Super User
Phone
Profile
Receive Approval Request Emails
Description
Administrative checkbox that grants the user access to Connect
Offline. Available in Professional, Enterprise, Unlimited, and
Performance Editions.
Denotes whether a partner portal user is a super user.
Phone number of user. Up to 40 characters are allowed in this field.
Administrative field that specifies the user’s base-level permissions to perform different functions within the application. You can grant more permissions to a user through permission sets.
Preference for receiving approval request emails.
This preference also affects whether the user receives approval request notifications in the Salesforce app or Lightning Experience.
Receive Salesforce CRM Content Daily Digest
Specifies that non-portal users with a Salesforce CRM Content User license and Salesforce CRM Content subscription receive a daily email summary if activity occurs on their subscribed content, libraries, tags, or authors. To receive email, you must also select the
Receive Salesforce CRM Content Email
Alerts
option. Portal users do not need the Salesforce CRM
Content User license. They need only the View Content in Portals user permission.
Receive Salesforce CRM Content Email Alerts
Specifies that non-portal users with a Salesforce CRM Content User license and Salesforce CRM Content subscription receive email notifications if activity occurs on their subscribed content, libraries, tags, or authors. To receive real-time email alerts, select this option and do not select the
Receive Salesforce CRM
Content Daily Digest
option. Portal users do not need the Salesforce CRM Content User license. They need only the View
Content in Portals user permission.
Role
Administrative field that specifies position of user within an organization, for example, Western Region Support Manager. Roles are selected from a picklist of available roles, which the administrator can change.
Not available in Personal Edition, Contact Manager, or Group
Edition.
Salesforce CRM Content User
Salesforce App User
Indicates whether a user can use Salesforce CRM Content. Available in Professional, Enterprise, Unlimited, and Performance Editions.
Turns on automatic redirection to the Salesforce mobile web when a user logs in to Salesforce from a supported mobile Web browser.
The Salesforce mobile web option must be enabled for your org.
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Set Up and Maintain Your Salesforce Organization
Field
Self-Registered via Customer Portal
Security Key (U2F)
Send Apex Warning Emails
Show View State in Development Mode
Site.com Contributor User
Site.com Publisher User
Start of day
State/Province
210
View and Manage Users
Description
When enabled, specifies that the user was created via self-registration to a Customer Portal. Available in Enterprise,
Unlimited, and Performance Editions.
Allows the user to register and use a U2F security key as a second factor of authentication. The Register option indicates that a
Salesforce admin has given users in the org the option to register a security key. The Remove option indicates that the user has registered a security key, and can remove their registration if needed.
Specifies that users receive an email notification whenever they execute Apex that surpasses more than 50 percent of allocated governor limits.
Available in Developer, Enterprise, Unlimited, and Performance
Editions only.
Enables the View State tab in the development mode footer for
Visualforce pages.
This field is only visible to orgs that have Visualforce enabled and
Development Mode selected.
Allocates one Site.com Contributor license to the user, granting the user limited access to Site.com Studio. Users with a Contributor license can use Site.com Studio to edit site content only.
The number of user records with this checkbox enabled can’t exceed the total number of Site.com Contributor licenses your org has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your org.
Allocates one Site.com Publisher license to the user, granting the user full access to Site.com Studio. Users with a Publisher license can build and style websites, control the layout and functionality of pages and page elements, and add and edit content.
The number of user records with this checkbox enabled can’t exceed the total number of Site.com Publisher licenses your org has.
Available in Developer, Enterprise, Unlimited, and Performance
Editions, only if Site.com is enabled for your org.
Time of day that user generally starts working. Used to define the times that display in the user’s calendar.
State or province portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field.
Set Up and Maintain Your Salesforce Organization View and Manage Users
Field
Suffix
Temporary Verification Code
Time Zone
Title
Used Space
User License
Username
Zip/Postal Code
Description
Name suffix of the user, as displayed on the user edit page. Up to
40 characters are allowed for this field.
Note: To enable this field, contact Salesforce Customer
Support. Next, from Setup, enter
User Interface
in the Quick Find box, then select User Interface. Then select
Enable Name Suffixes for Person Names.
Users can enter a temporary code when they lose the device that they usually use for two-factor authentication. Only Salesforce admins can generate or expire a temporary code for a user. Users can expire their own code.
Primary time zone in which user works.
Users in Arizona should select the setting with America/Phoenix, and users in parts of Indiana that do not follow Daylight Savings
Time should select the setting with America/Indianapolis.
Job title of user. Up to 80 characters are allowed in this field.
Amount of disk storage space the user is using.
Indicates the type of user license.
Administrative field that defines the user’s login. Up to 80 characters are allowed in this field.
Zip code or postal code portion of user’s address. Up to 20 characters are allowed in this field.
SEE ALSO:
View Your Organization’s Feature Licenses
Salesforce Adoption Manager
Quickly turn your mobile employees into Salesforce power users with Salesforce Adoption Manager. This tool trains and engages your users with intelligent email journeys aimed at driving adoption of the Salesforce app and Lightning Experience. After inviting users to download the mobile app, Adoption Manager follows up with tips that help users get the most out of Salesforce. It also encourages dormant Salesforce users to try using the app again.
Important: By undertaking the role of Salesforce admin, you represent and warrant to us that you have the necessary consent and authorization from your users to allow us to send email or text messages to them (which may include commercial or promotional emails and text messages) based on their usage of Salesforce.
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Set Up and Maintain Your Salesforce Organization View and Manage Users
Is Salesforce Adoption Manager Available for All Orgs?
Adoption Manager is currently available for orgs in the United States, the U.K., and Australia. Adoption Manager determines your country by the billing country for your Salesforce account. All new Salesforce orgs start with Adoption Manager enabled by default. Note that
Adoption Manager is not available for customers on the NA21 instance of Salesforce.
What Kind of Results Can I Expect from Salesforce Adoption Manager?
With customized tips and feedback, this program is designed to help you and your users get more out of Salesforce. For example, by using the Salesforce app effectively, customers report amazing results:
•
40% increase in employee satisfaction
•
29% faster time to find information
•
26% increase in sales productivity
Does Enabling Salesforce Adoption Manager Change the Usage of User Data?
The only change when you enable Salesforce Adoption Manager is that your users receive email messages from the program, based on their
usage of Salesforce on page 212. You can review our
privacy statement for more details.
What Happens After I Activate Salesforce Adoption Manager for My Users?
After you activate the program, Salesforce Adoption Manager begins targeting content for users regarding the Salesforce app and
Lightning Experience. All emails are optimized for desktop and mobile devices.
If users access the email from a desktop, they can text a link to download Salesforce to their mobile devices. After users download
Salesforce, they receive emails based on their actual usage of the mobile app. These emails suggest top actions to take and also keep track of actions already taken. The goal is to get users up to speed with Salesforce so your company can start realizing more benefits from the product.
Salesforce Adoption Manager also helps your users capture the power of Lightning Experience by highlighting key Lightning features that drive productivity and help close deals faster.
Will My Users Get Notifications or Other Types of Messages in Addition to Emails?
Initially, Salesforce Adoption Manager sends email messages only. We plan to add mobile notifications in the future so users can get the tips they need while using Salesforce.
What Do the Emails from Salesforce Adoption Manager Look Like?
Check out this video to see for yourself!
Can I Customize the Content of the Salesforce Adoption Manager Emails?
No.
Who Receives the Salesforce Adoption Manager Emails? How Frequently Are Emails Sent Out?
Emails are delivered to users with full Salesforce licenses only. Community, Partner, and Chatter users aren’t included.
Adoption Manager is intelligent about who receives emails.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
•
The invitation to download Salesforce is sent only to users who have permission to access the mobile app and have not yet installed the app.
–
Five separate tips are sent to all users who downloaded Salesforce within the last 60 days.
–
A single reminder to use Salesforce is sent to users who haven’t accessed the mobile app for 30 days.
•
The invitation to try Lightning Experience is sent only to users enabled for Lightning.
Are Salesforce Adoption Manager Emails Counted Against My Org’s Limits?
No. The emails are sent from Salesforce Marketing Cloud servers instead of from your org.
How Can I Confirm That Salesforce Adoption Manager Emails Are Actually Going Out?
Contact Salesforce Customer Support for more information.
Can I Configure Salesforce Adoption Manager to Send Emails to a Specific Group of Users Only?
No. When you enable Adoption Manager, it’s turned on for all users in your org. But users can opt out of receiving future messages from the footer of any email from the program.
Can Users Opt Back into Receiving Salesforce Adoption Manager Emails After Opting Out?
Yes. The first Adoption Manager email includes a link that allows users to opt back into receiving future emails. Consider encouraging your users to save this email, just in case.
If I Turn on Salesforce Adoption Manager, Can I Opt Out Later?
Yes. As the Admin of the org, you are opting in your users to receive Adoption Manager emails. To opt your users out, from Setup in the full Salesforce site, enter
Adoption
in the
Quick Find
box, select Adoption Manager, and then deselect
Enable Salesforce
Adoption Manager
.
SEE ALSO:
Salesforce App
Get the Salesforce 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.
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.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Edition requirements vary for each user, permission set, and feature license type.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
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. Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
A feature license entitles a user to access an additional feature that is not included with his or her user license, such as Marketing or
Work.com. Users can be assigned any number of feature licenses.
A usage-based entitlement is a limited resource that your organization can use on a periodic basis—such as the allowed number of monthly logins to a Partner Community or the record limit for Data.com list users.
User Licenses
A user license determines the baseline of features that the user can access. Every user must have exactly one user license. You assign user permissions for data access through a profile and optionally one or more permission sets.
Example:
•
Assign a Force.com user license to Employee A. The Force.com user license only supports standard object permissions for accounts and contacts, so Employee A can’t access cases.
•
Assign a Salesforce user license to Employee B. Give “Read” access on cases to Employee
B.
Salesforce offers these license types.
•
•
•
•
Service Cloud Portal User Licenses
•
Sites and Site.com User Licenses
•
Authenticated Website User Licenses
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Edition requirements vary for each user license type.
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Note: If your company has purchased custom user licenses for other types of functionality, you can see other license types listed.
Your Salesforce org can also have other licenses that are supported but no longer available for purchase. Contact Salesforce for more information.
The following license types are available only for orgs that use a Customer Portal or partner portal.
•
•
Customer Portal—Enterprise Administration User Licenses
•
IN THIS SECTION:
View Your Organization’s User Licenses
View the user licenses that your company has purchased to know what you have available to assign to your users.
Find information about standard user licenses that you can get for your organization, such as the Salesforce user license and Force.com
user license types.
All standard Salesforce licenses allow free Chatter access for everyone in your organization. Salesforce also offers Chatter-specific licenses: Chatter External, Chatter Free, and Chatter Only (also known as Chatter Plus). The Chatter Only license is available for purchase only by existing Chatter Plus customers. For new customers, the Employee Apps Starter license is a step up from Chatter Only, giving your users access to a more robust set of features.
We have three Communities licenses for external users: Customer Community, Customer Community Plus, and Partner Community.
We also have Employee Apps Starter and Employee Apps Plus licenses for Employee Communities.
Service Cloud Portal User Licenses
Sites and Site.com User Licenses
Sites and Site.com users can have Guest User or Site.com Only user licenses.
Authenticated Website User Licenses
Platform portal users have the Authenticated Website license, which is designed to be used with Force.com Sites. It gives named sites users unlimited logins to your Platform Portal to access customer support information.
Users of a Customer Portal site have the Customer Portal Manager Standard license.
Customer Portal—Enterprise Administration User Licenses
Customer Portal—Enterprise Administration users have the Customer Portal Manager Custom license. This license gives contacts unlimited logins to your Salesforce Customer Portal to manage customer support.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Partner Portal users have the Gold Partner user license. They can only access Salesforce using the partner portal.
SEE ALSO:
Set Up Your Company in Salesforce
View Your Organization’s User Licenses
View the user licenses that your company has purchased to know what you have available to assign to your users.
1. From Setup, enter
Company Information
in the
Quick Find
box, then select
Company Information.
2. See the User Licenses related list.
EDITIONS
Available in: Salesforce
Classic
Available in: All editions
USER PERMISSIONS
To view user licenses:
•
View Setup and
Configuration
Standard User Licenses
Find information about standard user licenses that you can get for your organization, such as the
Salesforce user license and Force.com user license types.
License Type
Salesforce
Description Available in
Designed for users who require full access to standard
CRM and Force.com AppExchange apps. Users with this user license are entitled to access any standard or custom app.
All editions
Each license provides additional storage for Enterprise,
Unlimited, and Performance Edition users.
Knowledge
Only User
Designed for users who only need access to the
Salesforce Knowledge app. This license provides access to custom objects, custom tabs, and the following standard tabs.
•
Articles
•
Article Management
•
Chatter
•
Files
•
Home
•
Profile
•
Reports
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
•
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.
Available in
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Grants users access to Salesforce Identity features.Salesforce Identity connects Salesforce users with external applications and services, while giving administrators control over authentication and authorization for these users.
For more information, see the
Salesforce Identity Implementation Guide
.
Enterprise, Unlimited,
Performance, and Developer
Editions
Ten free Identity user licenses are included with each new
Developer Edition organization.
Provides Identity features for users outside of your organization’s user base
(such as non-employees). Store and manage these users, choose how they authenticate (username/password, or Single Sign-On social sign-on through
Facebook, Google+, LinkedIn, and others), and allow self-registration.
Enterprise, Unlimited,
Performance, and Developer
Editions
Five free External Identity user licenses are included with each new Developer Edition organization.
Designed for users who don’t have a Salesforce license and need access to Work.com.
Note: Chatter must be enabled for Work.com features to fully function.
Professional, Enterprise,
Unlimited, Performance, and
Developer Editions
Force.com User License Types
License type
Salesforce
Platform
Description Available in
Designed for users who need access to custom apps but not to standard
CRM functionality. Users with this user license are entitled to use custom apps developed in your organization or installed from Force.com
AppExchange. In addition, they are entitled to use core platform functionality such as accounts, contacts, reports, dashboards, documents, and custom tabs. These users are not entitled to some user permissions and standard apps, including report subscriptions, standard tabs and objects
Enterprise, Unlimited,
Performance, and Developer
Editions
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Set Up and Maintain Your Salesforce Organization Licenses Overview
License type Description
such as forecasts, leads, campaigns, opportunities, and they cannot subscribe to reports. Users with this license can also use Connect Offline.
Available in
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: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Force.com - One
App
Note: This license is not available for new customers.
Designed for users who need access to one custom app but not to standard
CRM functionality. Force.com - One App users are entitled to most of the same rights as Salesforce Platform users, plus they have access to an unlimited number of custom tabs. However, they are limited to one custom app, which is defined as up to 10 custom objects. They are also limited to read-only access of the Accounts and Contacts objects. Push Topic object read permission is not available.
Note: Users with this license can only view dashboards if the running user also has the same license.
Each license provides an additional 20 MB of data storage and 100 MB of file storage, regardless of the Salesforce edition.
Note: To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Enterprise and Unlimited
Editions
Force.com App
Subscription
Grants users access to a Force.com Light App or Force.com Enterprise App, neither of which include CRM functionality.
Enterprise, Unlimited, and
Performance Editions
A Force.com Light App has up to 10 custom objects and 10 custom tabs, has read-only access to accounts and contacts, and supports object-level and field-level security. A Force.com Light App can’t use the Bulk API or
Streaming API.
A Force.com Enterprise App has up to 10 custom objects and 10 custom tabs. In addition to the permissions of a Force.com Light App, a Force.com
Enterprise App supports record-level sharing, can use the Bulk API and
Streaming API, and has read/write access to accounts and contacts.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
License type
Company
Community User
Description
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.
Note:
To view articles, a user must have the “AllowViewKnowledge” permission on their profile. However, this permission is off for default profiles. To give a user the “AllowViewKnowledge” permission on their profile, activate the permission on a cloned profile and assign the cloned profile to the user.
Available in
This is an internal user license for employee communities. It’s designed for users to access custom tabs, Salesforce Files, Chatter (people, groups, feeds), and a Community that includes a Site.com site.
Company Community users have read-only access to Salesforce Knowledge articles. They can also:
Enterprise, Unlimited,
Performance, and Developer
Editions
•
Access up to 10 custom objects and 10 custom tabs
•
Use Content, Ideas, Assets, and Identity features
•
Use activities, tasks, calendar, and events
•
Have access to accounts, contacts, cases, and documents.
SEE ALSO:
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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). The Chatter Only license is available for purchase only by existing Chatter Plus customers. For new customers, the Employee Apps Starter license is a step up from Chatter Only, giving your users access to a more robust set of features.
Chatter External
This license is for users who are outside of your company’s email domain. These external users, also called customers, can be invited to Chatter groups that allow customers. Customers can access information and interact with users only in the groups they’re invited to. They have no access to
Chatter objects or data.
Chatter Free
The Chatter Free license is for users who don’t have Salesforce licenses but must have access to
Chatter. These users can access standard Chatter items such as people, profiles, groups, and files, but they can’t access any Salesforce objects or data. Chatter Free users can also be Chatter moderators.
Chatter Free users don’t see tabs like other Salesforce users. Chatter Free users access feeds, people, groups, and files using the App Launcher in Lightning Experience. In Salesforce Classic, users access these features from links in the page sidebar.
Salesforce administrators can upgrade a Chatter Free license to a standard Salesforce or Employee
Apps Starter license at any time. You can’t convert a standard Salesforce, Employee Apps Starter, or Chatter Only license to a Chatter Free license.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Chatter External and Chatter
Free licenses are available in: Group, Professional,
Enterprise, Performance,
Unlimited, Contact
Manager, and Developer
Editions
Chatter Only (also known as
Chatter Plus) licenses are available in: Professional,
Enterprise Unlimited, and
Performance Editions
Employee Apps Starter licenses are available in:
Enterprise, Performance,
Unlimited, and Developer editions
Chatter Only (Chatter Plus)
The Chatter Only license is also known as the Chatter Plus license. It’s available only to existing Chatter Plus customers. The Chatter Plus license is for users who don’t have Salesforce licenses but must have access to Chatter and some additional Salesforce objects. Chatter
Plus users can be Chatter moderators and have access to standard Chatter people, profiles, groups, and files pages. They can also
•
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 10 custom objects
•
Add records to groups
If you’re an existing Chatter Plus customer, you can buy more Chatter Plus licenses, or you can upgrade to Employee Apps Starter.
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
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Employee Apps Starter (for Partner and Customer Communities)
The Employee Apps Starter license is for users in communities who must have access to Chatter and a wide variety of Salesforce objects.
Employee Apps Starter users can be Chatter moderators and have access to standard Chatter people, profiles, groups, and files pages.
They can also interact with
•
Accounts
•
Assets
•
Cases
•
Contacts
•
Dashboards (read only)
•
Documents
•
External Objects (Salesforce Connect)
•
Events and Calendars
•
Ideas
•
List Views
•
Notes and Attachments
•
Reports
•
Tasks
•
Work Orders
•
Work Order Line Items
Besides working with these objects, Employee Apps Starter users have access to these Salesforce features, capabilities, and custom objects
•
20-MB data storage per user license, and 2-GB file storage per user license
•
1000 API calls per day per member for Enterprise Edition orgs and 5000 API calls per day per member for Unlimited Edition orgs
•
Direct Messages
•
10 custom objects per license (custom objects in managed packages don’t count towards this limit)
•
Knowledge (read only)
•
Roles and Advanced Sharing
•
Salesforce App
•
Send Email
•
Thanks Badges
•
Tokens
•
Workflow Approvals
Note:
Chatter License Overview
This table shows the list of features that are available for Chatter External, Chatter Free, Chatter Only, and Employee Apps Starter licenses.
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Feature Chatter External
(Access limited to items and people in the groups customers are invited to)
Chatter Free
Chatter Desktop client
Use the Salesforce app
(Downloadable apps require the “API Enabled” profile permission)
Downloadable app users can’t access Groups or
People list views.
Feeds
File sharing
Files Connect
Groups
Invitations to join groups
Only customers who are also group managers can invite Chatter users from groups they have access to or people outside
Chatter.
Profiles
Topics and hash tags
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
Licenses Overview
Chatter Only
(a.k.a. Chatter Plus)
Employee Apps
Starter
Up to 10 custom objects
Read only
(Direct Messages)
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Feature
Ideas and answers
Reports and dashboards
Chatter External
(Access limited to items and people in the groups customers are invited to)
Chatter Free
Tasks and activities
Using and approving workflows
Chatter Only
(a.k.a. Chatter Plus)
Employee Apps
Starter
(access to dashboards is read-only)
Communities User Licenses
We have three Communities licenses for external users: Customer Community, Customer Community
Plus, and Partner Community. We also have Employee Apps Starter and Employee Apps Plus licenses for Employee Communities.
EDITIONS
Available in: Salesforce
Classic and Lightning
Experience
Learn About the Licenses
Do I need communities licenses to use communities in my org?
In Enterprise, Performance, and Unlimited orgs, you can create up to 100 communities using the Customer Service (Napili), Customer Account Portal, Salesforce Tabs + Visualforce, or the
Aloha templates without buying communities licenses. To create communities using Partner
Central, you need to purchase Partner Community licenses.
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
To start creating your community, first enable Communities in your org. Your newly created community has limited access for guest users without licenses. Purchase Community Cloud licenses to allow members to log in, give access to Salesforce objects, or use more page views, based on your business needs.
Note: If your org has legacy portal licenses, you don’t need to purchase communities licenses to use communities.
Are community licenses associated with users or a community?
Communities licenses are associated with users, not a specific community. If needed, you can move users with these licenses between communities. If you have unused licenses, you can assign them to users in any community in your org.
Here’s another way to think about it: Your community is like an airplane. Each passenger has a different type of ticket (license), and therefore, different levels of access. They’re all together on the same ride, but each person has a slightly different experience based on how much the ticket cost.
In addition to supporting communities licenses, Communities supports all internal and portal licenses, including existing Customer
Portal, Authenticated Website, and partner portal licenses.
Do usernames have to be unique across the community or Salesforce?
There are different requirements for username uniqueness depending on the type of license your community is using. Customer and Customer Community Plus licenses require unique usernames within the Salesforce org that a community belongs to. Partner
Community licenses and Employee Community licenses require unique usernames across all Salesforce orgs that the user belongs to.
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How is a license used in an employee community?
Employee Community licenses are supported by two underlying licenses—the Salesforce Platform user license and the Company
Community for Force.com permission set license. To assign an Employee Apps Starter or Employee Apps Plus license to a user, first assign the Salesforce Platform user license. Then assign them the Company Community for Force.com permission set license (you may have to create the permission set before you can assign the license).
When you upgrade from Employee Apps Starter license to Employee Apps Plus license, you get more custom objects, and you don’t have to make any changes in Setup.
How do community licenses compare to legacy portal licenses?
Here’s a quick correlation of the new communities licenses with their older portal counterparts and their main use case.
Important: Users who have portal licenses can access your community as long as you include them by adding the profiles or permission sets that they’re associated with. You don’t have to purchase new Communities licenses for them.
Community License Name
Customer Community
Customer Community Plus
Partner Community
Best Used For
Business-to-consumer communities with large numbers of external users
Business-to-business communities for support and non-sales scenarios, such as eCommerce
Business-to-business communities that need access to sales data such as partner relationship management
Comparable Portal License
High Volume Customer Portal, Service Cloud
Portal, Authenticated Sites Portal
Customer Portal — Enterprise Administration
Partner
Here’s a simple decision tree to help pick the license type for your community’s needs.
Note: Different license types can access your community. Your community is not limited to just one type of license.
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What about monthly login-based licenses?
The following community licenses are also available as a monthly login-based license, with the following names.
Community License Name
Customer Community
Customer Community Plus
Partner Community
Monthly Login-Based License Name
Customer Community Login License
Customer Community Plus Login License
Partner Community Login License
When using a monthly login-based license, a user consumes a login when signing in to a community. Logged-in users don’t consume licenses when switching between their communities. In Winter '18, we introduced an additional metric available in the Company
Information section in Setup: Daily Unique Logins. Daily Unique Logins calculates a maximum of one login every 24-hour period per unique user. This calculation doesn’t calculate historical data and doesn’t include logins that occurred before the metric’s installation.
Overages are calculated over a 12-month period from the start date of the contract. Entitlements of Logins roll over from month to month and are measured on a 12-month basis from the start of the contract. There’s a 1 to 20 login to user ratio limit. For example, if you purchased 1000 monthly logins, you can create up to 20,000 users.
If users with a login-based community license access their communities through the Salesforce app, they consume a login the first time they log in or if their session times out. A login is counted each time a login-based user authenticates to the community.
Salesforce calculates logins from the LoginHistory table. Daily Unique Logins through the Salesforce app counts a single login each
24-hour period a user authenticates with Salesforce. The timeout period for a login is configurable up to a maximum of 12 hours.
Is an extra license required to use Community Builder?
Each community using a Community Builder-based template can use the Community Builder to add custom, branded pages to your community. Communities users with the “Create and Set Up Communities” permission automatically have full site administrator access to a community’s Community Builder.
Do communities have user limits?
You can have up to 100 communities in your Salesforce org. Active, inactive, and preview communities, including Force.com sites, count against this limit.
To avoid deployment problems and any degradation in service quality, we recommend that the number of users in your community not exceed the limits listed below. If you require additional users beyond these limits, contact your Salesforce account executive. If your growing community needs more users, contact your Salesforce account representative to understand how the product can scale to meet your demands.
Community License Type
Partner or Customer Community Plus
Customer
Number of Users
1 million
10 million
Will unauthenticated users count against my community’s licenses?
Not at all! Unauthenticated or guest users who access your community do not use up any of your community's licenses.
Here are the page view limits for guest users, based on your Salesforce edition. Overages are calculated on a yearly basis. If your growing community exceeds this number of guest user page views, contact your Salesforce account representative to increase your page view limits.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Salesforce Edition
Enterprise Edition
Unlimited Edition
Number of Page Views
500,000/month
One million/month
For example, a community set up in an Enterprise Edition org can have up to 6 million page views over the course of a year. Overages will be calculated after the annual limit has been reached. See Community Usage Limits for more information about page view and other user limits.
License Detail
This table shows which features are available to the default user profiles with Customer Community, Customer Community Plus, Partner
Community, or Employee Apps licenses.
Customer
Community Plus
Partner
Community
1
Customer
Community
Salesforce Standard Objects
Account Contact
Relationships
(Contacts to
Multiple Accounts)
2
Accounts
Read, Edit
3
Read, Create, Edit Read, Create, Edit
Employee Apps
Starter
Employee Apps
Plus
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Assets
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
(Can be used for employees, but not for customers)
Read, Create, Edit
(Can be used for employees, but not for customers)
Campaigns
Read, Create, and
Edit
4
3
4
1
2
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
To view or create relationships between accounts and contacts, you must have “Read” on accounts and contacts. To edit or delete relationships between account and contacts, you must have “Read” on accounts and “Edit” on contacts.
For Customer Community licenses, access can also be controlled using sharing sets.
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.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Cases
Read, Create, Edit
5
Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete
6
Read, Create, Edit,
Delete
7
Contacts
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Contracts
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Dashboards
Read Only Read Only Read Only Read Only
Documents
Read Only Read Only Read Only Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Read, Create, Edit,
Delete, View All
Data, Manage All
Data
Entitlements
External Objects
(Salesforce
Connect)
Events and
Calendar
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Ideas
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Read, Create Read, Create Read, Create Read, Create Read, Create
5
6
1
7
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Customer Community license, cases can’t be created on behalf of another user.
For Employee Apps Starter licenses, cases can track internal and employee issues, but should not be used for customer cases.
Internal employee users must have a Service Cloud license to interact with external cases.
For Employee Apps Plus licenses, cases can track internal and employee issues, but should not be used for customer cases. Internal employee users must have a Service Cloud license to interact with external cases.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Leads
Read, Create, Edit
List Views
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit
Notes and
Attachments
Exceptions apply
8
Opportunities
Read, Create, Edit
Orders
9
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Price Books
Read Only Read Only Read Only
Products
Read Only Read Only Read Only
Quotes
Read, Create, Edit
Reports
10
Create and Manage Create and Manage Create and Manage Create and Manage
Service
Appointment
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Service Contracts
Read, Create, Edit Read, Create, Edit
1
8
9
10
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Customer Community license, access to Notes and Attachments for most objects is enabled by default. If your users with a Customer Community license can’t access Notes and Attachments on accounts and contacts, contact Salesforce.
Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
To create and edit reports, the user also needs the “Create and Customize Reports,” “Report Builder,” and “Edit My Reports” permissions. For more information see, Set Up Report Management for External Users—Create and Edit Reports .
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
Task
Read Only Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
Work Order
Read, Create, Edit Read, Create, Edit Read, Create, Edit Read, Create, Edit,
Delete
(Can be used for employees, but not external users (e.g.
customers, partners)
Read, Create, Edit,
Delete
(Can be used for employees, but not external users (e.g.
customers, partners)
Work Order Line
Item
Read, Create, Edit Read, Create, Edit Read, Create, Edit
Salesforce Features, Capability, and Custom Objects
Additional Data
Storage
2 MB per member
(member-based license)
5 MB per member
(member-based license)
1 MB per member
(login-based license)
1 MB per member
(login-based license)
API Calls per Day 0
20 MB per user
(user-based license)
11
20 MB per user
(user-based license)
12
200 per member
(member-based license)
200 per member
(member-based license)
10 per member
(login-based license)
10 per member
(login-based license)
1000 per member for Enterprise Edition orgs
1000 per member for Enterprise Edition orgs
5000 per member for Unlimited Edition orgs
5000 per member for Unlimited Edition orgs
Chatter (People,
Groups, Feeds,
Private Messages)
Custom Objects
Read, Create, Edit,
Delete
Read, Create, Edit,
Delete
10 custom objects per license (custom
10 custom objects per license (custom
10 custom objects per license (custom
10 custom objects per license (custom
110 custom objects per license (custom
1
11
12
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
For the Employee Apps Starter license, the data storage limit is 20 MB per user license, and the file storage limit is 2 GB per user license.
For the Employee Apps Plus license, the data storage limit is 20 MB per user license for EE editions, and 120 MB per user license for UE editions. File storage limit is 2 GB per user license.
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Delegated
Administration
Files
13
and
Content
14
Content is not available with
Customer Community licenses.
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
Knowledge
Customer
Community
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
objects in managed packages don’t count towards this limit, as long as they are made publicly available on
AppExchange) objects in managed packages don’t count towards this limit, as long as they are made publicly available on
AppExchange)) objects in managed packages don’t count towards this limit, as long as they are made publicly available on
AppExchange)) objects in managed packages don’t count towards this limit, as long as they are made publicly available on
AppExchange)) objects in managed packages don’t count towards this limit, as long as they are made publicly available on
AppExchange))
Read Only Read Only Read Only Read Only Read Only
Roles and
Advanced Sharing
Sharing Sets
Salesforce App
Send Email
Territory
Management
Thanks Badges
16
Tokens
15
Create, Read, Edit,
Delete
Create, Read, Edit,
Delete
14
15
16
1
13
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
Salesforce Files with Chatter enabled lets you share files in a group, feed, and post a file to a record. With Salesforce CRM Content enabled, Files gives you access to Libraries, content deliveries, and file tagging. Salesforce Files Sync is not available in Communities.
Library administrators can manage library permissions to determine the level of access users have to content libraries.
Partner users can’t see emails in the case feed.
Thanks features are available in orgs where Chatter is enabled. Thanks badges from internal orgs are not available in Communities, so admins with a Salesforce internal license must create the badges they want to appear. Additional Work.com features, including goals, coaching, and feedback are not available in community orgs.
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Workflow Approvals
Customer
Community
17
Customer
Community Plus
Partner
Community
1
Employee Apps
Starter
Employee Apps
Plus
SEE ALSO:
Upgrade Community User Licenses
Authenticated Website User Licenses
Data and File Storage Limits
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
Database.com
Edition: 0
Contact
Database.com
to obtain
Database.com
User Licenses
EDITIONS
Available in: Salesforce
Classic
Available in: Database.com
Edition
1
17
A user with a Partner Community license must be associated with a business account that is enabled as a partner account. Partner users can’t be associated with person accounts.
Customer Community license holders can submit for approval, but don’t have access to approve anything.
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Set Up and Maintain Your Salesforce Organization
User License
Database.com Light User
Licenses Overview
Description Default Number of
Available Licenses
Designed for users who need only Database.com access to data, need to belong to Database.com groups (but no other groups), and don't need to belong to roles or queues. Access to data is determined by organization-wide sharing defaults.
Database.com
Edition: 0
Enterprise, Unlimited, and Database.com
Edition: 0
Contact
Database.com to obtain Database.com
Light User Licenses
SEE ALSO:
Service Cloud Portal User Licenses
Service Cloud Portal users have the High Volume Customer Portal license. This license gives contacts unlimited logins to your Service Cloud Portal to access customer support information. Users with this license can access accounts, assets, cases, contacts, custom objects, documents, ideas, and questions, depending on their permission settings.
The Overage High Volume Customer Portal license is the same as the High Volume Customer Portal license, except that users do not have unlimited logins. Contact Salesforce for information about the number of Customer Portal licenses you can activate.
This table lists the permissions that can be assigned to Service Cloud portal users.
Create Read Update
Accounts
Assets
Cases
Contacts
Custom Objects
Documents
Ideas
Knowledge
Price Books
Products
Questions and Answers
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Delete
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Set Up and Maintain Your Salesforce Organization Licenses Overview
Create Read Update Delete
Solutions
Work Orders
SEE ALSO:
Sites and Site.com User Licenses
Sites and Site.com users can have Guest User or Site.com Only user licenses.
Guest
User
Designed for public users who access your Site.com or Force.com sites. If
Communities is enabled, these users also have access to public pages in your communities. Site visitors have access to any information made available in an active public site. For each Guest User license, you can develop one site for your organization.
For Site.com, Developer, Enterprise, Unlimited, and Performance Editions each come with unlimited Guest User licenses.
For Force.com sites, Enterprise, Unlimited, and Performance Editions come with
25 Guest User licenses. Developer Edition comes with one Guest User license.
Note:
•
You can't purchase additional Guest User licenses for Force.com sites.
•
The Authenticated Website high-volume portal user license is specifically designed to be used with Force.com sites. Because it's designed for high volumes, it should be a cost-effective option to use with Force.com sites.
Site.com
Only
Designed for Performance, Unlimited, and Enterprise Edition users who need access to Site.com but not to standard CRM functionality. Site.com Only users are entitled to the same rights as Force.com - One App users, plus they have access to the Content app. However, they don't have access to the Accounts and Contacts objects. Users have access to an unlimited number of custom tabs but are limited to the use of one custom app, which is defined as up to 20 custom objects.
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:
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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, and Developer Editions
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 223.
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, and Developer Editions
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Set Up and Maintain Your Salesforce Organization Licenses Overview
•
Create and edit assets.
•
Create, view, edit, and delete custom objects.
•
Access custom objects depending on their permissions.
•
Receive the “Portal Super User” permission.
•
Access Salesforce CRM Content if they have a Salesforce CRM Content feature license or the appropriate permissions.
The Overage Customer Portal Manager Standard license is the same as the Customer Portal Manager Standard license, except that users are limited to one login per month.
Note: Once orders are enabled, standard profiles automatically include all object permissions for orders, as well as read access for products and price books. If your external users are assigned to a standard profile and these object permissions aren’t appropriate for them, consider creating custom profiles that don’t include these object permissions.
This table lists the permissions that can be given to Customer Portal users.
Create Read Update Delete
Accounts
Assets
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Orders
Price Books
Products
Reports and Dashboards
1
Solutions
Questions and Answers
Note:
•
1
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default,
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Set Up and Maintain Your Salesforce Organization Licenses Overview reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
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 223.
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, and Developer editions
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
Accounts
Assets
Cases
Contacts
Contracts
Custom Objects
Documents
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Set Up and Maintain Your Salesforce Organization
Create
Ideas
Knowledge
Orders
Price Books
Products
Reports and Dashboards
1
Solutions
Questions and Answers
Read Update Delete
Licenses Overview
Note:
•
1
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default, reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
Partner Portal User Licenses
Partner Portal users have the Gold Partner user license. They can only access Salesforce using the partner portal.
Note:
•
Starting in Summer ’13, this license is no longer available for organizations that aren’t currently using the partner portal. If you don’t have a partner portal but want to easily share information with your partners, see
on page 223.
•
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
EDITIONS
Available in: Salesforce
Classic
Available in: Enterprise,
Performance, Unlimited, and Developer Editions
Delete
237
Set Up and Maintain Your Salesforce Organization
Create
Campaigns
1
Cases
Contacts
Contracts
Custom Objects
Documents
Ideas
Knowledge
Leads
Opportunities
Orders
Price Books
Products
Reports and Dashboards
2
Solutions
Questions and Answers
Read Update Delete
Licenses Overview
Note:
•
•
1
A partner portal user can create and edit campaigns in a community but not in a legacy portal. For the Partner Community license, to read, create, and edit campaigns in the user interface, the partner user also needs the “Marketing User” permission.
With these permissions, a partner user can: search for and add their contacts or leads as campaign members, access reports on their campaigns, and mass-email or mass-assign their contacts and leads on a campaign.
2
To create and edit reports in communities, the user also needs the “Create and Customize Reports,” “Report Builder,” and
“Edit My Reports” permissions. These permissions allow users to create and edit reports in communities, not portals. By default, reports and dashboards are read-only. For more information see, Set Up Report Management for External Users—Create and
Edit Reports .
SEE ALSO:
238
Set Up and Maintain Your Salesforce Organization Licenses Overview
Permission Set Licenses
A permission set is a convenient way to assign users specific settings and permissions to use various tools and functions. Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
EDITIONS
Available in: both Salesforce
Classic and Lightning
Experience
IN THIS SECTION:
What Are Permission Set Licenses?
Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
Assign a Feature Permission Set License and Permission Set
View Your Salesforce Org’s Permission Set Licenses
View the permission set licenses your organization has purchased to know what you have available to assign to your users.
Assign a Permission Set License to a User
You might need to assign a permission set license to a user before you can assign some permissions.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
Remove a Permission Set License from a User
First remove or modify the relevant assigned permission sets that require the license, and then remove the assigned permission set license.
SEE ALSO:
Set Up Your Company in Salesforce
What Are Permission Set Licenses?
Permission set licenses incrementally entitle users to access features that are not included in their user licenses. Users can be assigned any number of permission set licenses.
EDITIONS
Tip: Permission sets and permission set licenses have different purposes. Read on to save yourself some trouble later.
Available in: both Salesforce
Classic and Lightning
Experience
•
Permission set licenses extend the functionality of user licenses. With permission set
•
licenses, you can assign more permissions to users than their user license supports.
Permission sets contain settings that grant users permissions. Permission sets extend users’ functional access without changing their profiles.
The availability of each permission set license depends on the edition requirements for permission sets and the related feature.
You can create a permission set for a specific feature’s permission set license. Enable the selected permission set license permissions within the permission set. Then, users assigned to the permission set are granted the functionality in it that you chose.
You can also create a permission set that is not specific to a single user license or permission set license. First, assign users to the permission set licenses you want. Then, assign them to the permission set you created and enable the permissions you need.
Note:
Salesforce validates if users have the licenses required for a permission set. If you assign users to a permission set who don’t have the user permissions required, you receive an assignment error.
Check out this table for examples of how different permission set and permission set license combinations affect users. Most features backed by permission set licenses require that you create a permission set for its permissions, but not all do. The Sales Console permission set license comes with a permission set already created for you.
239
Set Up and Maintain Your Salesforce Organization Licenses Overview
Example Use Case
Associate a permission that is backed by a single permission set license, such as
Identity Connect, with a permission set.
What You’d Do Result
1. Create a permission set. In the license dropdown menu, select Identity
Connect.
2. Notice that the permission set settings page shows only the settings available with the Identity Connect permission set license. Enable Use Identity
Connect.
Users assigned to the permission set are granted the Identity Connect permission.
Associate permissions that are backed by more than one permission set license with a permission set. For example, you could associate the following permission set licenses with a single permission set you create:
•
Identity Connect
•
Dialer Inbound User
•
Dialer Outbound User
1. Assign the Identity Connect, Dialer
Inbound User, and Dialer Outbound
User permission set licenses to the users who need them.
Users assigned to the permission set are granted the Identity Connect, Dialer
Inbound Calls, and Dialer Outbound Calls permissions.
2. Create a permission set. In the license dropdown menu, select --None--.
3. In your permission set, enable the following permissions:
• Use Identity Connect
• Access Dialer Inbound Calls
• Access Dialer Outbound Calls
Associate a permission that is backed by a permission set license and also include other user permissions. For example, you could create a permission set with the permissions backed by the Identity Connect permission set license and also include the Lightning
Experience User permission.
1. Assign the Identity Connect permission set license to the users who need it.
Users assigned to the permission set are granted the Identity Connect and Lightning
Experience User permissions.
2. Create a permission set. In the license dropdown menu, select --None--.
3. In your permission set, enable the following permissions:
• Use Identity Connect
• Lightning Experience User
SEE ALSO:
App and System Settings in Permission Sets
240
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