The Best 4 Ways to Manage Salesforce Users!

It may not seem like a significant deal, but there are best practices for managing Salesforce users, despite appearances to the contrary.

Among other things, poor management of users and licenses can lead to problems with the organization's data integrity. Every component of Salesforce must follow best practices, and user management is no exception.

I've found the following best practices, tips, and methods to help make user administration considerably simpler, being a Salesforce trainer in the best Salesforce training classes in Nagpur.

The Best 4 Ways to Manage Salesforce Users!

1. Deactivate instead of Updating:

It would make sense to update Mac's user account with Rachel's information when Mac, a sales representative, departs your company and Rachel is hired to take his place.

The issue with this strategy is that Rachel now owns absolutely everything that Mac generated or owned in Salesforce. It appears as though Rachel made these records or changed them.

Now a problem with data integrity has arisen. We no longer have a clear record of Mac's actions while working at Salesforce.

Let's say Rachel's information was added to Mac's account, and a few months later, Mac was hired again and required access to Salesforce. Rachel is still a current
Salesforce user. Oops! That's a serious issue!

User accounts should be set to inactive status whenever they are no longer required to access Salesforce. On the user's account, the Active checkbox must be unchecked.

This accomplishes three things:

• Prevents access to Salesforce for that user.
• Safeguards Salesforce data.
• Makes the Salesforce license available for distribution.

If Mac and Rachel's example were implemented using this method, Mac's inactive account would be permitted to continue to possess records in Salesforce until a live user could access them. Mac would be given the option to start over.

And the Salesforce Administrator only needs to select the Active option to reactivate Mac's Salesforce account when he returns.

Refrain from being concerned about licensing. Your total number of licenses only includes ACTIVE users; inactive users are not included.

2. Remove Users from Sandboxes:

With the Summer 16 release, Salesforce Lightning Edition updates have affected every organization; now, we have many sandboxes for migrations, training, testing apps, and change management.

This is a significant development!

However, none of these sandboxes automatically deactivate users when they are deactivated in your production system. Organizations that employ a Partial or Fully
Copy sandbox should exercise caution as these sandboxes house customer and other business-related data.

There may be times when a user needs to be immediately deactivated to prevent last-minute theft of client information by removing their access to it.
Administrators must additionally disable the user if they have access to a sandbox, notably a partial or full copy sandbox. Although there is very little chance that the user is aware of the sandbox, it can still serve as a useful access point for data theft.

3. Quickly Recognize Inactive Users:

Inactive Salesforce users might still possess records because users can't be erased from the system. As time passes, current workers have never interacted with that user and, in large organizations, may still believe they used to be active workers.

Although users can click on an employee's name to verify their status and Salesforce administrators can pull reports and construct list views to determine who is active or inactive, this results in many, perhaps unnecessary clicks.

The initial name of the user is preceded by the phrase Inactive when deactivating them to make the process easier. Now, whenever a user, such as myself, encounters an inactive user in Salesforce, I immediately recognize that the user is no longer active. So finally, Mac Jones becomes Inactive Mac Jones.

4. Don't move Every Record:

Determine which records should and shouldn't be transferred when a fresh Salesforce user is added, when territories are reassigned, or when another event that calls for a record transfer occurs.

Let's revisit Mac and Rachel, two of our users. The Salesforce Admin should ensure that Mac's account is inactive and that a brand-new account is created for Rachel when she is hired to take over Mac's territory.

Rachel will now own Mac's records. But it would help if you exercise caution. Even if Rachel is replacing Mac, it's still crucial to look at what Mac did with these accounts.
Therefore, only current records ought to be transferred.

Be aware that historical records that are not active are not transferred. Mac, the inactive user in our example, would continue to be the owner of the records listed in the Don't Transfer column.

He is the user who updated or closed these records as needed; thus, Rachel and other users need to know who made those decisions.

Rachel now has control over valuable data. Everything given to her is open and in motion, giving her a place to concentrate as she becomes more energized.

Rachel can then take possession of that old lead and update the Status if a senior lead owned by Mac returns and wants to reevaluate your business.

It's crucial to remember that how you move records will depend on your company.

Some records in the Don't Transfer column might have a use case. If that is the case, make sure the justification is recorded somewhere.

What About Users Who Are System Admins?

Those annoying System Admin users, ugh. Establishing when they can be deactivated is challenging because they are connected to many crucial procedures.
You're lucky, though, because I wrote a page about dealing with these users. The article, Deactivating a Salesforce Administrator, is available here.
These are some of the most important user management best practices, albeit this is only a partial. If you have any comments, please do so below for best practices or
helpful hints for managing users in your organization.