Creating And Maintaining the User in Salesforce

Salesforce administrator manages users by creating and editing users’ details, resetting passwords, granting/removing permissions, configuring data access levels, and much more.

A user is typically an employee of a company who logs into Salesforce. Users such as sales reps, managers, and support professionals, need to use Salesforce to access and process the company's customer/sales/service-related information.

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A user account in Salesforce is used to identify the user, and the features and records the user can access are defined by the user's account settings.

To create a user you must aware of the following information:-

1. Username: This should be unique through the Salesforce ecosystem.
2. Email Address: User’s email address.
3. User's Last Name and Nick Name.
4. License: License provides the access level in Salesforce.
5. Profile: Profile sets the user's type of access to objects and their records.
6. Role (optional): It defines the position/role the user resides in.
7. Time Zone: Defines the user's local Time Zone, e.g. PST, EST and, etc.
8. Local: Defines the local of the user, e.g. English(US).

Don't forget to check out: How to Freeze and Deactivate User Accounts in Salesforce

Adding a New User:-

Points to consider before creating a user:-

• To manage/add user’s you need “Manage Users” permission through profile or permission set.

• The username is unique across all Salesforce organizations. Username example, [email protected]
• You can use the same email address associated with your account across multiple organizations.
• If you are using Outlook and your name contains non-English characters, then add the specified language to the mail format settings. (same language as it is in Outlook)
• The users must change their password the first time they log in by using the account verification link.
• Different license types contain different access and features. For example, the Marketing User and Allow Forecasting options aren’t available for Lightning Platform user licenses.
• You have the option to select and Send Apex Warning Emails in the Performance, Unlimited, Enterprise, and Developer Edition Salesforce org. 
• Users can be moved between profiles using user licenses with similar record sharing structures.

Add Single User:-

4. Click on Setup, then search for and choose "Users" in the Quick Find box.
5. Click on New User to create a single user.
6. In the form of an email address, provide the user's name, email address, and a unique username. The username is the same as the email address by default, but you can change it.
7. Select the license type you want to associate with the users.
8. Select a role and profile.
9. Click on  “Generate passwords and notify the user via email” to select.
10. Click Save.

Add Multiple Users:-

If you have an org that involves a high volume of Salesforce license assignments, then you can add multiple users up to 10 at a time.

This option allows Admin to add multiple users instead of adding one by one quickly.

1. Click on Setup in the Quick Find box, search and click on the “Users” option.
2. Click on New User to create a single user.
3. Select the “User license” type you want to associate with the users.
4. Enter First Name and Last Name.
5. Then, select a Role and Profile.
6. Click on  “Generate passwords and notify the user via email” to select.
7. Click Save.

New User: This field shows the number of users you are creating currently.

Maintaining a User:-

Once the user is created in Salesforce, then you can change update the user details, license type, profile, and role whenever required:-

(To change the user details if you want.)

Steps to edit:-

1. Click on “Setup”, enter Users in the Quick Find box, then select “Users”.
2. Click “Edit” next to a user’s name. OR
3. Click on the “Name” of the user and click “Edit” on the user page.
4. Make changes and click on Save.

Check out another amazing blog by Anshu here: Delete Default RecordType for Chatter User Profiles | Salesforce Developer Guide

Considerations While Editing a User:-

1. Changing email addresses
2. If you change a user’s email address or the user changes the email address, then Salesforce sends a confirmation email to the user’s new email address and a verification code to the old email address.

3. Personal information
4. Users can change their personal information, but they cannot update their Username, profile, and role.

5. User sharing

If the OWD for the user object is Private, then users must have Read or Write access to access and update the user’s information.