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Salesforce CRM - The Definitive Admin Handbook
Salesforce CRM - The Definitive Admin Handbook

Salesforce CRM - The Definitive Admin Handbook: A Deep-dive into the working of Salesforce CRM , Fourth Edition

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Salesforce CRM - The Definitive Admin Handbook

Chapter 2. Managing Users and Controlling System Access

In the previous chapter, we looked at user authentication and how user login access is authorized by the Salesforce application. We were introduced to the concept of a user being assigned a profile that could be set to control certain permissions. The user profile login permissions we looked at were restrictions on login hours and IP addresses, which allow you to control when, and from where, users log in to the Salesforce application.

In this chapter, we will look at how users can be managed in more detail and understand how some of the key profile settings are used within the Salesforce CRM application.

We will start to look into the ways in which a user's profile controls both access to objects and also governs what features are available to that user.

Along with profiles, this chapter also begins to look at the concept of record sharing and provides a high-level look at sharing features within Salesforce. It also describes...

Introduction to record ownership, profiles, and sharing

Before looking at the features available to manage users, we start with a brief introduction to the concepts of record owner, profiles, and sharing in Salesforce CRM.

Record owner

The terminology record owner is reflected throughout Salesforce and for each and every data record there can be one, and only one, record owner.

Only users that are active in Salesforce can have records assigned to them.

When a user is marked inactive in Salesforce CRM, he/she no longer has access to the application. However, any records that this inactive user owns remain in the application and continue to show the inactive user as the record owner.

The record owner setting generally determines if access to that record is available to other users within the organization, and is enabled using either profile or sharing settings.

Profiles and sharing

Profiles, sharing, and the optional role hierarchy setting work together and should be considered as a whole when...

Profile and permission sets summary

Generally, permissions and access settings can be specified for users at profile level and at individual user permission set level. Although certain permissions and access settings can only be specified in profiles. A summary of the permission and settings types that are available in Profiles and Permission Sets can be seen in the following table:

Permission / Setting Type

Available in Profiles

Available in Permission Sets

Assigned apps

Yes

Yes

Tab settings

Yes

Yes

Record type assignments

Yes

Yes

Page layout assignments

Yes

No

Object permissions

Yes

Yes

Field permissions

Yes

Yes

User permissions (app and system)

Yes

Yes

Apex class access

Yes

Yes

Visualforce page access

Yes

Yes

External data source access

Yes

Yes

Service provider access

Yes

Yes

Custom permissions

Yes

Yes

Desktop client access

Yes

No

Login hours

Yes

No

Login IP ranges

Yes

No

Managing users in Salesforce CRM

All users in your organization with access to Salesforce CRM require a username, an e-mail address, a password, and a profile along with an active user license.

Depending on the features your organization has purchased, you may have user options such as Marketing, Service Cloud, and Mobile, which give particular users the ability to access other features that are only available with a specific user license. A user can be assigned to one or more of these options.

You can also create and manage other types of users outside your organization by applying the appropriate licenses that provide limited access to your Salesforce organization, as detailed later in this chapter.

In association with the user license, you can govern all user's access to data using the options available in either the profile settings or the sharing features.

Profile settings control access to applications and objects while sharing features control access to specific records.

To navigate...

Viewing and editing user information

To view or edit user information, navigate to Setup | Manage Users | Users. Now, click on Edit next to a user's name. Change the necessary information and click on Save.

Users can also change, or add to, their own personal information after they log in.

If you change a user's e-mail address and do not select the Generate new password and notify user immediately option, a confirmation message will be sent to the new e-mail address that you entered to verify the change of e-mail. The user must click on the link provided in that message for the new e-mail address to take effect.

If you change a user's e-mail and reset the password for a user at the same time, the new password is automatically sent to the user's new e-mail address, and e-mail verification is not required.

Click on Unlock to unlock a user that is locked out of Salesforce.

Note

The Unlock button is only available when a user is locked out after they have exceeded the maximum...

Introduction to record ownership, profiles, and sharing


Before looking at the features available to manage users, we start with a brief introduction to the concepts of record owner, profiles, and sharing in Salesforce CRM.

Record owner

The terminology record owner is reflected throughout Salesforce and for each and every data record there can be one, and only one, record owner.

Only users that are active in Salesforce can have records assigned to them.

When a user is marked inactive in Salesforce CRM, he/she no longer has access to the application. However, any records that this inactive user owns remain in the application and continue to show the inactive user as the record owner.

The record owner setting generally determines if access to that record is available to other users within the organization, and is enabled using either profile or sharing settings.

Profiles and sharing

Profiles, sharing, and the optional role hierarchy setting work together and should be considered as a whole when setting...

Profile and permission sets summary


Generally, permissions and access settings can be specified for users at profile level and at individual user permission set level. Although certain permissions and access settings can only be specified in profiles. A summary of the permission and settings types that are available in Profiles and Permission Sets can be seen in the following table:

Permission / Setting Type

Available in Profiles

Available in Permission Sets

Assigned apps

Yes

Yes

Tab settings

Yes

Yes

Record type assignments

Yes

Yes

Page layout assignments

Yes

No

Object permissions

Yes

Yes

Field permissions

Yes

Yes

User permissions (app and system)

Yes

Yes

Apex class access

Yes

Yes

Visualforce page access

Yes

Yes

External data source access

Yes

Yes

Service provider access

Yes

Yes

Custom permissions

Yes

Yes

Desktop client access

Yes

No

Login hours

Yes

No

Login IP ranges

Yes

No

Managing users in Salesforce CRM


All users in your organization with access to Salesforce CRM require a username, an e-mail address, a password, and a profile along with an active user license.

Depending on the features your organization has purchased, you may have user options such as Marketing, Service Cloud, and Mobile, which give particular users the ability to access other features that are only available with a specific user license. A user can be assigned to one or more of these options.

You can also create and manage other types of users outside your organization by applying the appropriate licenses that provide limited access to your Salesforce organization, as detailed later in this chapter.

In association with the user license, you can govern all user's access to data using the options available in either the profile settings or the sharing features.

Profile settings control access to applications and objects while sharing features control access to specific records.

To navigate to...

Viewing and editing user information


To view or edit user information, navigate to Setup | Manage Users | Users. Now, click on Edit next to a user's name. Change the necessary information and click on Save.

Users can also change, or add to, their own personal information after they log in.

If you change a user's e-mail address and do not select the Generate new password and notify user immediately option, a confirmation message will be sent to the new e-mail address that you entered to verify the change of e-mail. The user must click on the link provided in that message for the new e-mail address to take effect.

If you change a user's e-mail and reset the password for a user at the same time, the new password is automatically sent to the user's new e-mail address, and e-mail verification is not required.

Click on Unlock to unlock a user that is locked out of Salesforce.

Note

The Unlock button is only available when a user is locked out after they have exceeded the maximum number of incorrect password...

Freezing user accounts


This feature allows you to freeze user records. Often there are times when you may not want to deactivate a user immediately (such as when a user is part of an approval process) but you must prevent them from logging into your organization (as they have left the company, for example) while you perform the steps to deactivate them.

To freeze a user record, navigate to Setup | Manage Users | Users. Now, click on a user's name to access their user detail page. Now click the Freeze button.

Password management


You have the following options for resetting passwords for users in Salesforce CRM:

  • Resetting passwords

  • Expiring passwords

Resetting passwords

If users have forgotten their password, they can click on the Forgot your password? link on the Salesforce CRM login page which presents them with a screen to enter their username, as shown in the following screenshot:

The user will then receive an e-mail from Salesforce that contains a new password link that will require them to answer a previously set security question such as Where were you born? before their password is reset and they can log in to Salesforce.

To reset a user's password, navigate to Setup | Manage Users | Users. Now select the checkbox next to the user's name.

Optionally, to change the passwords for all currently displayed users, check the box in the column header to select all rows.

Click on Reset Password to have a new password e-mailed to the user(s).

Note

After you reset user's passwords, some users may need to...

Controlling system access


Salesforce provides several features to allow you to control user's access to your instance of Salesforce CRM. Here we are going to look at the key control mechanisms and access policies that are available for you to set.

Password policies

There are several password and login policy features that help you to improve your organization's security. To set these password policies, navigate to Setup | Security Controls | Password Policies. Select the required settings and then click on Save.

Let's look at each of the password policies which are shown in the following screenshot:

User passwords expiration period

Password expiration periods for all users in your organization are set by the picklist selection User passwords expire in.

This sets the length of time until all user passwords expire and must be changed. Users with the Password Never Expires permission are not affected by this setting.

Note

The options are 30 days, 60 days, 90 days, 180 days, One Year, and Never Expires...

Session management


There are several session security features that help you improve your organization's security. These features include setting the session expiration timeout, locking sessions to the IP address from which they originated, and other organization-wide session settings. To set these session options, navigate to Setup | Security Controls | Session Settings.

Select the required settings as shown in the following screenshot and then click Save.

Let's look at each of the session security features.

Session timeout


There are various features for setting the session timeout as per the following sections:

Timeout value

This sets the length of time after which inactive users are automatically logged out of the system.

Note

The options are between 15 minutes and 12 hours.As a system administrator you need to balance the requirements for user satisfaction and enforcement of security controls, however it is recommended that you choose as short a timeout period as possible to protect sensitive information and enforce stricter security.

The value of the last active session is not updated until halfway through the timeout period. So if you have a 2-hour timeout, the system does not check for activity until 1 hour has passed. As an example, say you have a 2-hour timeout value. If you update a record after 30 minutes, the last active session value is not updated because there was no activity after 1 hour and hence you will still be logged out in a further 1 hour and 30 minutes because the last active...

Caching


The feature for setting login page caching and autocomplete which stores, user's login details (just the list of usernames but not the password) is as per the following sections.

Enable caching and autocomplete on login page

Setting this option enables user's browsers to store username text and so, after their initial log in, usernames are automatically set in the User Name field on the login page.

Note

This option is enabled by default.

Enable secure and persistent browser caching to improve performance

This option activates data caching in the browser which is secure and helps to improve page reload performance (by avoiding extra round trips to the server).

Note

Salesforce recommends setting this option and is enabled by default.

Enable user switching

The user switcher feature allows users that have multiple usernames on the same or different Salesforce instances to switch between their different usernames. By selecting their profile picture, they can view all the available usernames that...

Identity verification


The feature for setting identify confirmation, which allows further mechanisms to extend the standard use of e-mail confirmation, is as per the following sections

Enable the SMS method of identity verification

This option enables users to receive a one-time PIN which they receive via SMS. Once enabled, users must verify their mobile phone number before taking advantage of this feature.

Note

This option is enabled by default and can only be disabled by request to salesforce.com support.

Require security tokens for API logins from callouts (API version 31.0 and earlier)

In API version 31.0 and earlier, security tokens for API logins from callouts (such as Apex or AJAX proxy callouts) are required.

Note

In API version 32.0 and later, security tokens for API logins from Apex callouts, AJAX proxy callouts, and so on, are required by default

Allow location-based automated verifications with Salesforce Authenticator

This option allows you to disable the use of location-based automated...

Cross-Site Request Forgery (CSRF) protection


Cross-Site Request Forgery (CSRF) is a malicious technique in which unauthorized commands are crafted (by script or a link on a page, for example) to be sent by a user to a website that has been authenticated.

These options protect against Cross-Site Request Forgery (CSRF) attacks by modifying the non-setup pages to include a random string of characters in the URL parameters or as a hidden embedded field. The system then verifies this string of characters and only executes the command if the value matches the expected value. There are various features for setting protection against CSRF attacks as per the following sections:

Enable CSRF protection on GET requests on non-setup pages

The Enable CSRF protection on GET requests on non-setup pages option protects against CSRF attacks on GET requests on non-setup pages.

This option is enabled by default and can only be disabled by request to Salesforce.com support.

Enable CSRF protection on POST requests...

Content Security Policy protection


Content Security Policy (CSP) is a security standard created to prevent malicious content executing in trusted web content. Setting the option within this section applies the policy to associated e-mail templates within Salesforce.

Session security levels


Session-level security settings are used for connected apps, reports, and dashboards. Here you can restrict access to these areas of functionality based on the level of security associated with the authentication (login) method for the user's current session. You can restrict access to connected apps, reports, and dashboards by setting the level of security associated with the user's current authentication (login) method; each login method has one of two security levels which is either Standard or High Assurance. Different authentication methods are assigned with the following security levels:

  • Username Password (Standard)

  • Delegated Authentication (Standard)

  • Activation (Standard)

  • Two-Factor Authentication (High Assurance)

  • Authentication Provider (Standard)

  • Lightning Login (Standard)

To change the security level associated with a login method navigate to Setup | Security Controls | Session Settings. Locate the Session Security Levels, select the login method and then click...

Logout page settings


The Logout URL setting allows you to specify a URL that starts with http:// or https:// that users are redirected to after they have logged out of Salesforce. If the Logout URL is not specified, the user is redirected to https://login.salesforce.com . If My Domain is enabled and Logout URL is not specified, users are redirected to https://"my-domain".my.salesforce.com.

Logging in as another user


To assist other users, you can log in to Salesforce as another user.

To log in as another user, navigate to Setup | Manage Users | Users. Now click on the Login link next to the user record as shown in the following screenshot:

You can also log in as another user from the User Detail page using the Login button as shown in the following screenshot:

After you have logged in as another user, you will notice a message at the top-right corner of all Salesforce pages that display the message You are currently logged in as.

To return to your administrator account, click on the logged in user's name (the user who has granted you access, Trevor Howard in this example). Then click on the Logout option:

Note

Regardless of the login access policy, whenever an administrator logs in as another user, the login and logout events are recorded in the setup audit trail.

Creating a guide to help users grant login access to you


There are many occasions when it is useful for you to log in as one of the users in your organization. This could be, say, to check data access from their role or profile or to check reports or dashboards and so on.

If the Administrators Can Log in as Any User feature is disabled, rather than instructing individuals one-by-one, on how to grant you login access you can save time for both yourself and the users in your organization by preparing a how-to guide to help users grant login access to you. The following is a sample how-to guide that lists the steps that they need to take to make the required setting and is shown in the following screenshot:

When the Administrators Can Log in as Any User feature is enabled, users will no longer have the option to grant login access to administrators, but they can still grant login access to Salesforce.com support.

Where additional apps have been installed, the list of entities that users can...

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Key benefits

  • See the latest best practice Salesforce administration principles, gain real-world advice, and understand critical design considerations to set up and customize Salesforce CRM
  • This is a pragmatic guide to the key functions of customizing and setting up the application for enterprise security, user and data management, process automation, analytics, and mobile features
  • Step-by-step navigation and descriptions of the features of Salesforce CRM platform and clear guidance on the customization and administration of the application
  • Identify what is covered to create your own improved study guide for the certified administrator examination

Description

Salesforce CRM’s Winter ’17 release offers a host of new features for CRM designed to transform your sales and marketing requirements. With this comprehensive guide to implementing Salesforce CRM, administrators of all levels can easily acquire deep knowledge of the platform. The book begins by guiding you through setting up users and the security settings and then progresses to configuration, data management, and data analytics. We swiftly move on to the setting up of organization wide features that affect the look and feel of the application. Process automation and approval mechanisms are covered next, along with the functional areas of Sales Cloud, Service Cloud, Marketing Cloud, and Salesforce Chatter. This book details Salesforce CRM system administration in a practical way and is an invaluable reference for both new administrators and experienced professionals. At the end of the book, techniques to further enhance the system and improve the return on investment Salesforce mobile apps and mobile administration are covered, along with Salesforce Adoption Manager. Every chapter is complete with a section containing example questions of the type that you might encounter in the certification examination.

Who is this book for?

This book is for administrators who want to develop and strengthen their Salesforce CRM skills in the areas of configuration and system management. Whether you are a new administrator or a more experienced professional, this book will enhance your knowledge and understanding of the features of Salesforce CRM.

What you will learn

  • Manage and administer user records and password policies
  • Configure and control the various organization-wide user interface features in Salesforce CRM
  • Set up and maintain users, profiles, and permission sets and administer appropriate security and login access mechanisms
  • Apply organization security
  • Understand the capabilities of the Salesforce CRM sharing model
  • Create, delete, and customize fields, page layout, and list views for custom and standard objects
  • Find out how Apex and Visualforce coding can be used in Salesforce CRM
  • Implement the mechanisms for data management
  • Discover the tools to import, update, transfer, and mass delete data
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Table of Contents

11 Chapters
1. Setting up Salesforce CRM and the Company Profile Chevron down icon Chevron up icon
2. Managing Users and Controlling System Access Chevron down icon Chevron up icon
3. Configuring Objects and Apps Chevron down icon Chevron up icon
4. Securing Access to Data and Data Validation Chevron down icon Chevron up icon
5. Managing Data in Salesforce CRM Chevron down icon Chevron up icon
6. Generating Data Analytics with Reports and Dashboards Chevron down icon Chevron up icon
7. Implementing Business Processes in Salesforce CRM Chevron down icon Chevron up icon
8. Introducing Sales Cloud, Service Cloud, and the Collaborative Features of Salesforce CRM Chevron down icon Chevron up icon
9. Extending and Enhancing Salesforce CRM Chevron down icon Chevron up icon
10. Administrating the Mobile Features of Salesforce CRM Chevron down icon Chevron up icon
11. Studying for the Certified Administrator Exam Chevron down icon Chevron up icon

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S. Kane Jan 31, 2018
Full star icon Full star icon Full star icon Full star icon Empty star icon 4
I was shocked at the price for this and then when I ready through it, it was not even edited?! I would not buy it again. Better options out there, only confused me more.
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Chris Dec 06, 2017
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A handful of typos and some topics are too lightly covered
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MaRe Jun 03, 2018
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Ich habe meine Zertifizierung gemacht und muss sagen, dass nur das Buch nicht reicht. Es fehlen viel zu viel Details die abgefragt werden. Dafür, dass es lediglich einen Überblick gibt ist es einfach zu teuer. Ich empfehle für die Zertifierung Trailhead (25 Badges) und die Seite focusonforce, damit habe ich es geschafft.
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Reji Jun 06, 2018
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Pros:The book has covered most of the essentials from a Sales force Admin perspective. You can use the book as an additional reference while preparing for ADM 201.Cons:Proof reading is pathetic. Lots of typos.Could have been more elaborate. Few topics are explained as one liners.
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R. Mathieson Mar 17, 2017
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This book could be amazing, but it is full of typos and incorrect information. Each chapter contains a test and the answers they provide are actually wrong!!! Whilst I will compliment the book on its content level, there needs to be a serious review of detail. Not great for newbies who don't know otherwise.
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  3. You will have a choice of replacement or refund of the problem items.(damaged, defective or incorrect)
  4. Once Customer Care Team confirms that you will be refunded, you should receive the refund within 10 to 12 working days.
  5. If you are only requesting a refund of one book from a multiple order, then we will refund you the appropriate single item.
  6. Where the items were shipped under a free shipping offer, there will be no shipping costs to refund.

On the off chance your printed book arrives damaged, with book material defect, contact our Customer Relation Team on customercare@packt.com within 14 days of receipt of the book with appropriate evidence of damage and we will work with you to secure a replacement copy, if necessary. Please note that each printed book you order from us is individually made by Packt's professional book-printing partner which is on a print-on-demand basis.

What tax is charged? Chevron down icon Chevron up icon

Currently, no tax is charged on the purchase of any print book (subject to change based on the laws and regulations). A localized VAT fee is charged only to our European and UK customers on eBooks, Video and subscriptions that they buy. GST is charged to Indian customers for eBooks and video purchases.

What payment methods can I use? Chevron down icon Chevron up icon

You can pay with the following card types:

  1. Visa Debit
  2. Visa Credit
  3. MasterCard
  4. PayPal
What is the delivery time and cost of print books? Chevron down icon Chevron up icon

Shipping Details

USA:

'

Economy: Delivery to most addresses in the US within 10-15 business days

Premium: Trackable Delivery to most addresses in the US within 3-8 business days

UK:

Economy: Delivery to most addresses in the U.K. within 7-9 business days.
Shipments are not trackable

Premium: Trackable delivery to most addresses in the U.K. within 3-4 business days!
Add one extra business day for deliveries to Northern Ireland and Scottish Highlands and islands

EU:

Premium: Trackable delivery to most EU destinations within 4-9 business days.

Australia:

Economy: Can deliver to P. O. Boxes and private residences.
Trackable service with delivery to addresses in Australia only.
Delivery time ranges from 7-9 business days for VIC and 8-10 business days for Interstate metro
Delivery time is up to 15 business days for remote areas of WA, NT & QLD.

Premium: Delivery to addresses in Australia only
Trackable delivery to most P. O. Boxes and private residences in Australia within 4-5 days based on the distance to a destination following dispatch.

India:

Premium: Delivery to most Indian addresses within 5-6 business days

Rest of the World:

Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

Asia:

Premium: Delivery to most Asian addresses within 5-9 business days

Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

  1. Afghanistan
  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela