What does it mean to deactivate a user in Salesforce?
One of your responsibilities as a Salesforce Admin is to manage all the Salesforce users and the access they have to your Salesforce org. This includes the process of deactivating a user from Salesforce so they no longer have access. Typically this happens when someone exits the company or no longer needs a license.
What happens when people leave the company in Salesforce?
These days people change jobs more than ever. And this means that your Salesforce users are constantly changing and shifting – folks leaving the company and new users being added when you add licenses or new services. As an Admin what do we do about deactivating users who leave the company?
Does deactivating a user affect my organization’s available licenses?
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; you must change your organization’s license count to change your billing We have to manually (how?) reduce the number of licenses?
What are Orphaned Records in Salesforce and how to delete them?
Orphaned records still exist in Salesforce, but they are not associated with an object or other records, and can only be accessed by the original owner. And that wouldn’t be good, would it? Deactivating a user, on the other hand, allows the many records and linkages between records to remain, even without an active user associated with them.
What happens when a user is deactivated in Salesforce?
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.
Does Salesforce automatically deactivate users?
This time, we will create a checkbox field called “Qualifies for Auto-Deactivation.” We will set this to true on the user record for anyone associated to a profile that is subject to the auto-deactivation. This is one of the record filters used in the scheduled flow.
When can a user not be deactivated Salesforce?
You can't deactivate a user that's assigned as the sole recipient of a workflow email alert. You can't deactivate a user that's selected as a Customer Portal Administrator . Deactivated users lose access to any records that were manually shared directly with them, or implicitly shared with them as team members.
What are two reasons a user Cannot be deactivated Salesforce?
There are some scenarios that will prevent a user from being deactivated if the user is:A user that is selected in a custom hierarchy field. ... Default workflow user.Default Owner of leads or cases.Automated case owner.Lead creator.Customer Portal administrator.They are the recipient of a workflow email alert.
When a user account is deactivated what will happen to its associated license?
When a user is deactivated in your organization, it will continue to count against the available licenses associated to managed packages that were previously assigned to the user.
What is the difference between freeze and deactivate in Salesforce?
Freezing a user in Salesforce means that only stops the user from being able to login. In some cases, you can't immediately deactivate a user (such as when a user is selected in a custom hierarchy field or a user that's assigned as the sole recipient of a workflow email alert).
What is the difference between freezing and deactivating the user?
"Freezing" only stops the user from being able to login. When you "deactivate," it frees up that salesforce license to be given to another user.
What should I check before deactivating a user in Salesforce?
Checklist for Disabling a Salesforce System AdministratorFreeze the user first (great feature, thanks for this one Salesforce)Check Web 2 Lead settings and change Default Lead Creator to a new system administrator or a marketing manager.Check Lead Queue ownership.Check Support Settings and change Default Case Owner.More items...•
Can you reactivate a user in Salesforce?
When your User account has been deactivated you will find that a Salesforce support representative handling your case has redirected you towards the System Administrator for your company. This is done as it is the System Administrators that have the ability to reactivate accounts.
How do I disable all users in Salesforce?
0:090:42How to Deactivate a User in Salesforce Lightning #DF17YouTubeStart of suggested clipEnd of suggested clipClick on settings icon. Click on setup click on users select users on this page you can create viewMoreClick on settings icon. Click on setup click on users select users on this page you can create view and manage users click Edit next to the name of the user you want to deactivate. Clear the active
How do I transfer records from a deactivated user in Salesforce?
0:433:09How to Transfer All Contacts Owner By Inactive Users in SalesforceYouTubeStart of suggested clipEnd of suggested clipUpdate rules circle tab number three at the top we're gonna set one rule on one field and that fieldMoreUpdate rules circle tab number three at the top we're gonna set one rule on one field and that field is the owner ID for the contact.
How do I disable a customer in Salesforce?
Create a permission set called “Ability to Deactivate a Portal User.” Go to Setup | Permission Sets, click on the New button....Assign the Ability to Deactivate a Portal user to the test business user.Navigate to a contact record with a community user.Click on the Deactivate User Account button.More items...•
What is Salesforce admin?
One of your responsibilities as a Salesforce Admin is to manage all the Salesforce users and the access they have to your Salesforce org. This includes the process of deactivating a user from Salesforce so they no longer have access. Typically this happens when someone exits the company or no longer needs a license.
What to do when someone leaves Salesforce?
Free ze the User. When someone leaves your organization there is always clean up work that needs to be done. Therefore, the first thing you want to do is freeze that user. Freezing a user locks that specific user out of Salesforce, but keeps their license active while you clean things up.
Can you delete a user in Salesforce?
In Salesforce you are never able to delete a user. Instead, you are able to deactivate them. The benefit is deactivating users is that they aren’t using a license, but you get to have all their historical data.
What does it mean when a user is deleted in Salesforce?
If a user was to be deleted, it would mean that many of the records created by that user could be orphaned. Orphaned records still exist in Salesforce, but they are not associated with an object or other records, and can only be accessed by the original owner.
Why is it important to freeze a user?
Freezing a user will lock their credentials while you work on deactivating the user across your company’s implementation. Freezing a user is also quick and easy to do:
Does deactivation change ownership of Julie's records?
Deactivation does not change ownership of Julie’s records. The records remain Julie’s records until you transfer ownership of them. For example, deactivated users continue to own Opportunities and appear in Forecasts and Territories. When users are deactivated, their opportunity forecast overrides, adjusted total overrides, ...
What happens when an admin leaves an organization?
When an Admin leaves your organization, it’s tricky to safely manage the many steps of that transition. It’s also easy to screw up which can lead to automation failing silently, users encountering errors, integrations breaking or the security of your system being compromised.
Can admins update records?
Update Record Ownership: Admins can end up owning a lot of records thanks to automation and mass uploads. You need to either update the ownership so that your users can continue to use those records or allow users in your instance to edit records of inactive users.
What is knowledge transfer in Salesforce?
Knowledge transfer is a critical component to replacing the Salesforce Administrator. Unfortunately, not many former Salesforce Admins get the opportunity to onboard their replacement. That is why documentation and training are vital parts of this process. Transferring Knowledge.
Can you deactivate a system administrator?
Deactivating user accounts can be an occasional pain, but deactivating a System Administrator user can be a nightmare. Depending on how long the individual has been with the company, and especially if they are a solo Admin, their name is probably associated with multiple critical settings and must be updated.
Is there formal documentation in Salesforce?
Generally , there is little or no formal documentation existing in the organization , and there is too much tribal knowledge to make the transfer to a full-time or even temporary replacement efficient. The departing Salesforce Admin should focus the majority of their time (or as much time as can be dedicated) to documentation.
Can you freeze an outgoing admin account?
While freezing the outgoing Admin user account is recommended, that could impact API integrations running under the outgoing Admin. Those items need to be given top priority so that they don’t fail when the outgoing Admin account is frozen.
