Topic
How to Add New Users to Salesforce (Salesforce Admin Privileges Only)
Environment (Products involved such as e.g. hardware, software, network)
Computer, Salesforce
Resolution or Steps
Note:
- Users should submit a help desk ticket to request access.
- You must be a Salesforce administrator to make this change. If you are not an administrator and would like to add a user, please submit a ticket with the Service Desk.
- Please consider the scope of the current Salesforce project phase and whether or not it makes sense to add the user at this time (ex. Will they need access to items that have not been created yet? And were they planned users for the current scope of work?).
- You will also need to make sure that we have available Salesforce Licenses (Setup > Search ‘Company Information’ in quick find > click Company Information > Scroll to User Licenses and verify Remaining Salesforce Licenses)
1. Log into Salesforce and click on setup (the Gear Icon) in the upper right-hand corner
2. Search ‘Users’ in the quick find box and click ‘Users’.
3. Click ‘New User’
4. Enter the user’s name and email address and a unique username in the form of an email address. By default, the username is the same as the email address. For SSO purposes, change their user name to the user’s StarID@hennepintech.edu. The Alias and Nickname fields will populate automatically.
5. We do not currently have Roles set up, but in the future, you will select a Role according to their title/department. For now, please leave the default of <None Specified>.
6. Select a User License. The user license determines which profiles are available for the user. We will choose Salesforce for most users.
7. Select a profile, which specifies the user’s minimum permissions and access settings. This should match their department/title (ex. Recruiters will fall under Admissions Staff and OneStop users are under OneStop Staff).
8. Verify that the ‘Active User’ checkbox is checked and, if they are a marketing user, check the ‘Marketing User’ checkbox.
9. Select ‘Generate new password and notify user immediately’ to have the user’s login name and a temporary password emailed to the new user.
10. Click Save.
11. Click ‘Reset Password’ – this step is optional, but often users do not receive the initial email or are unable to set their password (for use until SSO is set up).
12. Submit a TDX ticket to ask IT to add the requestor to the Salesforce AD group for SSO with the appropriate access
a. Access Types:
- Administrator
- Standard
- Read-Only
- Marketing
- Chatter (Free user, moderator user, External user)
- Solution Manager
- Standard Platform
- Contract Manager
b. Ticket description:
- If they just need Salesforce access:
- Please add __________________ to the Salesforce AD Group for SSO as a ____ User.
- If they need Salesforce and Pardot access:
- Please add __________________ to the Salesforce and Pardot AD Groups for SSO as a _____ User.
13. Update the original ticket submitted by the user requesting access using the TD Next Portal. (For more info on updating/editing tickets see the following TDX Resource.
a. Put the ticket into ‘In Progress’ status.
b. Enter the following in the description:
“Hello,
I have added you to salesforce and you should have gotten an email with a link to set your password. For now, you will log in with the user name ab1234cd@hennepintech.edu and the password you set. I have requested that you be added to the AD groups for SSO and will update your ticket when that is completed so you can sign in with one click and your Star ID/Password info.
Thank you”
c. Save Ticket
14. Once you get confirmation that the user has been added to the AD Group, update the ticket again.
a. Change status to ‘Closed’
b. Attached the following screen shot:
c. Enter the following in the description:
"Hello,
You have been added to the AD group for Salesforce and can now use SSO to log in with your Star ID and Password. You will click on the HTC button instead of logging in with your Salesforce user name and password. Please see the attached screen shot. Let me know if you have any questions!
Thank you”
d. Save Ticket
Summary:
You have now created a new user in Salesforce and assisted them in enabling SSO.