Identify the steps to set up and/or maintain a user (e.g., assign licenses, reset passwords, and resolve locked user accounts).
Salesforce administrators can create one or multiple users, reset passwords, and edit user accounts. Each Salesforce user requires a unique username and valid email address and must be assigned to a Salesforce license and profile.
When creating a new user at least the following information must be provided:
The name of a user can be defined in several separate fields, such as Title, First Name, Last Name, Alias, and Nickname.
The username of a user must be unique across all Salesforce orgs. It must further be in the format of an email address. This email address does not need to function, as all emails will be sent to the separate email field on the user account.
The email address must be valid, as new users will receive a confirmation email upon activation of their user account. This email contains a link which allows new users to set their Salesforce password. If new users do not set their password within 7 days, a Salesforce administrator must manually reset their password to resend the confirmation email.
In contrast to the username, the same email address can be used for multiple Salesforce user accounts.
A role needs to be specified in Professional, Enterprise, Unlimited, Performance, and Developer Editions orgs. The role of a user is relevant to share records according to the role hierarchy in a Salesforce org.
Each Salesforce user must be assigned to a user license available in the Salesforce org. Salesforce provides several licenses providing access to different features. The license assigned to a user determines which profiles and thus features are available for a user.
The profile of a user defines the minimum permissions and access settings. Permissions available in a profile depending on the user license assigned to a user. If a user license does not grant access to a Salesforce feature, then this feature cannot be enabled in the user profile.
The locale settings in a user account define the language of the Salesforce org and display format of different data types for this user. Following can locales must be defined for each user:
The password of a user account can be reset by the user itself or by a Salesforce administrator. In both cases, the user will receive a password reset link to the email address stored in its account. After clicking the password reset link in the email, the user can then set a new password.
To troubleshoot user accounts, their login history should be assessed first. It shows all login attempts towards a Salesforce org, including portals or communities. The login history shows the source and destination of the login attempt, including IP and geographical location of the user. It furthermore shows whether the login attempt was successful, and displays a reason if the attempt was unsuccessful.
The login history shows up to 20,000 records of login attempts over the past 6 months. More records can be accessed by downloading a CSV or GZIP file.