Organization Setup & User Management Flashcards

What is a key step in setting up a new Salesforce org?

Answer: Configure company settings

Configuring company settings is a fundamental initial step when setting up a new Salesforce org. This involves defining critical organizational details such as the company name, address, default language, locale, and fiscal year. These settings impact various aspects of the org's functionality and user experience, ensuring it aligns with the organization's specific operational requirements.

Which user license grants access to standard CRM functionality?

Answer: Salesforce

The Salesforce user license is the standard license that provides full access to core CRM functionality, including sales, service, and marketing features. It is designed for users who require broad access to Salesforce's capabilities to perform their daily tasks. Other licenses, like Chatter Free or Identity, offer more limited access for specific use cases.

How do you ensure each user logs in with unique credentials?

Answer: Assign unique usernames

To ensure each user logs in with unique credentials and maintains individual accountability, Salesforce requires assigning a unique username to every user. This username, combined with a password, forms the basis of their secure login. Sharing credentials or using generic accounts compromises security and makes it impossible to track individual user actions.

What does a role hierarchy determine?

Answer: Record visibility

The role hierarchy in Salesforce primarily determines record visibility, specifically through a 'grant access using hierarchies' setting. Users higher in the hierarchy can typically view, edit, and report on all records owned by users below them in the hierarchy. This mechanism helps implement data access rules based on an organization's management structure, ensuring appropriate data sharing.

Which setting can be used to limit login access by IP range?

Answer: Trusted IP Ranges

Trusted IP Ranges is a security setting in Salesforce that allows administrators to restrict user logins to specific IP addresses or ranges. If a user attempts to log in from an IP address outside the trusted range, they will be denied access or prompted for an additional verification step. This enhances security by preventing unauthorized access from unknown locations.

What should you do when deactivating a user?

Answer: Reassign ownership

When deactivating a user in Salesforce, it is crucial to reassign ownership of any records they own, such as accounts, contacts, opportunities, or cases. If records are not reassigned, they become 'orphaned' and may not be accessible or manageable by active users. Reassigning ownership ensures business continuity and proper data management within the organization.

Which feature allows users to reset their own password?

Answer: Forgot Password link

Salesforce provides a 'Forgot Password' link on the login page, allowing users to securely reset their own passwords without administrator intervention. This self-service option typically involves sending a verification code or link to the user's registered email address. It enhances user convenience and reduces the burden on administrators for routine password resets.

How can you restrict login hours for users?

Answer: Using profile settings

Login hours for users in Salesforce are controlled through their assigned profiles. Within a profile, an administrator can specify the days of the week and the time ranges during which users assigned to that profile are allowed to log in. This security feature helps enforce organizational policies and prevent unauthorized access outside of designated business hours.

What is the purpose of setting up delegated administrators?

Answer: Manage limited users

Delegated administrators in Salesforce are non-super administrators who are granted specific, limited administrative privileges. They can manage users within designated roles and profiles, reset passwords, and assign permission sets, but they cannot perform full administrative tasks like modifying company settings. This helps distribute administrative workload and maintain security by limiting broad access.