Full transcript
0:00first thing that we'll be looking at is
0:01users and profiles in the system right
0:04so any and every entity that logs into
0:06the system or wants to use salesforce
0:08will be a user in the system and to see
0:11users you can simply type users in the
0:13quick find box and this users right here
0:15will land you to the list of user screen
0:19now let me click on it
0:21so this shows you the list of users that
0:24you have in the system all right so
0:25right now by default salesforce provides
0:27three users ex chatter expert
0:30integration user and security user which
0:32are assigned to some profiles whereas
0:34the user with which we created our
0:36system when we first signed up for the
0:38developer edition org is himanshu
0:40meshwari and this has been assigned the
0:42system administrator profile now a
0:44system administrator is someone who does
0:46almost everything that has to be done
0:47out of the box and has to be configured
0:49out of salesforce so you'll see that
0:51himanshu maishwari has been assigned a
0:53profile which is called the system
0:55administrator and he has been provided
0:57the license salesforce which means this
0:59guy should be able to do almost any and
1:01everything now if i were to take you to
1:03this profile this link right here i
1:05could go to the profile section of it
1:08now profiles are nothing but
1:10encapsulators of collections or sets of
1:12permissions that a user should have to
1:14perform operations or do tasks in
1:16salesforce right
1:19so all of these permissions come under
1:20the profile so profile is like an
1:22umbrella right we will keep on
1:24revisiting the profile section whenever
1:26when and
1:28as we as and when we need to you know uh
1:30modify our play around with permissions
1:32but for now you can just see that the
1:34profile is the first place and the right
1:37place wherein you can add or remove
1:39permissions
1:41based on whatever you want your users to
1:43do or configure in salesforce right
1:45today if you do not want your user to
1:47see all these apps here
1:49and you just want him to focus on a
1:50specific app you can very well remove
1:52the access to these applications how
1:54would you do that you do that using the
1:55profiles if you want to show them some
1:57objects if you want them to not create
1:59records of certain object types if you
2:01want to show them a specific kind of
2:03page all any and everything all of that
2:05configuration or you know hiding or
2:07showing things can be taken care of or
2:09rather tackled from the profile
2:11perspective right so this is a good
2:13chunk of stuff right here we'll be
2:14looking into a good amount of it
2:17throughout our course will not be you
2:18know
2:19directly jumping into the entire profile
2:21section right away but yes we will do it
2:23in bits and pieces all right let me take
2:25you back to the user section and let's
2:27see what is
2:30stored on the user level
2:32so as we already saw in our previous
2:34session right when i click on this beer
2:36i can the settings open up the user
2:37settings for the person who's logged in
2:39similarly if you want to see the
2:41advanced user details section which has
2:43all the information up about the user
2:45record this is
2:47this is that place basically for each
2:48record now if you'll see
2:50this name this alias this email there's
2:53username a username should always be
2:55unique then there's nicknames and
2:57company information time zone local
2:59language and then you have a profile
3:01assigned to it a pro corresponding
3:03license is available whether the user is
3:05active or not there's a role that you
3:07can assign to the user some check box
3:09based on certain features are available
3:11and some permissions down below
3:13all right let's scroll to the bottom and
3:15you'll see that you can also track your
3:16login activities here so you can see
3:18that the last login was made on 31st
3:20august and the last password change or
3:22reset email was sent on 29th august it
3:25also tracks the failed login attempts
3:26and this is not modified modifiable you
3:28cannot edit it it's a read-only field
3:31all right and this shows you who created
3:33this record and who modified it so those
3:35time stamps are also available here
3:37all right
3:39cool let's switch to the profile section
3:41now if i click on the profile again
3:43you'll see that system administrator is
3:45a profile now the first thing that you
3:47see is every profile is associated with
3:49the license so licenses drive the kind
3:52of profile you'll get so i'll quickly
3:54show you one more one more example let
3:56me open users in a new tab meanwhile you
3:58can also see that this profile has the
4:01custom profile checkbox unchecked which
4:03means this is a standard profile now in
4:05salesforce you'll hear a lot of standard
4:07versus custom now what is standard and
4:08what is custom let me brief that to you
4:11so anything that salesforce provides out
4:13of the box is called standard now this
4:15profile right here did we create it no
4:17which is which means it's it's a cust
4:19it's a standard profile but if we
4:21created some profile of our own from
4:23scratch that would be something that
4:24would be custom and this checkbox would
4:26be customary and this goes for almost
4:28every any and everything if you want to
4:30create some applications you will have
4:32some standard applications did you see
4:33me creating these applications no right
4:36which means these are standard
4:37applications but if in future i want to
4:39create my own application that would
4:41that can be done but that would be
4:42called a custom application all right so
4:44anything that salesforce provides is
4:46standard out of the box and anything
4:48that we create in inside this using the
4:50salesforce using the force.com platform
4:53in salesforce that's called custom all
4:56right now if i were to take you to the
4:58user section let me just click on this
5:00user
5:02and let's try to modify some information
5:05here so i can just click on the edit
5:06button and i can modify anything that i
5:08don't like or probably i have done a
5:09typo or i want to change i can make all
5:11those changes right so i can just add
5:14information i can rectify information
5:16and i can also
5:17change information i can enable or
5:20disable the marketing user offline user
5:22and all of it and i can specify a role
5:24to this part to this guy based on
5:26whatever requirements are there but you
5:27see license and profile cannot be
5:29changed for this user because this is
5:30the only user who's created and this is
5:32created by salesforce when we created
5:34our salesforce arc right now if i want
5:37to change anything down below i can do
5:39that whatever is editable can be changed
5:40and if you want to change the start of
5:42day or end of day or you want to add
5:44your manager here you can add your
5:45manager if you want to change your
5:48locale or times time zone all of this
5:50can be changed all right so we can make
5:52these changes and once we click on save
5:54the changes will be reflected on the
5:55user level
5:56all right
5:57if i want to change password for this
5:59user let's say the user uh was on a
6:01sabbatical for three months and then we
6:02then when he came he or she came back
6:04they forgot their password so they can
6:06very well ask the admin to you know
6:08change password for them so what what
6:10the admin will do is he'll just go to
6:11the relevant user record and click on
6:13the change password button click on
6:15click on it and this will trigger a
6:17email to the relevant user on this
6:19particular email id right here and
6:21they'll be allowed to change their
6:22password let's switch back to profiles
6:24so now like i already said that you know
6:26this is a standard profile and this is
6:28the umbrella that holds all the
6:29permissions together but let's look very
6:32briefly at one you know what kind of
6:33permissions can this profile you know
6:34handle or provide so if we just
6:37hover over it casually you'll see you
6:39can make changes to the page layouts you
6:41can assign some page layouts based on
6:44your profile you can do some level of
6:46security settings which is on the field
6:48level we'll look into this in detail you
6:50can modify field level security you can
6:53change application settings like i said
6:55you know you can hide and show
6:57applications for a particular user that
6:58can also be controlled we'll look into
7:00this in detail then you have tab
7:02settings so tabs are nothing but you
7:04know these tabs right here these are
7:05navigation items that you get to click
7:07on and
7:08visit a page so these tab settings can
7:10also be controlled from the profile
7:11settings
7:13what do we have next record type
7:14settings we look into what record types
7:16are and how can these be modified we'll
7:17look into this in detail
7:20let's scroll down so and then you have
7:21some administrative permissions and then
7:23you have some
7:24system permissions i believe or general
7:26user permissions and if you see for this
7:28guy who is the system administrator
7:30he has almost everything checked right
7:32because he's a system admin he has to
7:34have all the
7:35permissions so that he can play around
7:37the org with without any uh
7:40trouble then you have object level
7:41permissions you can make your changes on
7:44the you know you can set permissions on
7:46the object levels uh we'll look into
7:48this in detail then you have something
7:50called desktop integration client
7:52session settings then password policies
7:54so you can also configure password
7:56policies if you are based on whatever
7:59enforcements you can you want to provide
8:01so if you don't want users to you know
8:03select a password which was
8:04from one of the last three passwords
8:06they used they cannot do it you can set
8:08a minimum password length you can set a
8:10complexity whether it should be a simple
8:13text based or alphanumeric or anything
8:15like that whether the password question
8:16can contain their password or not what
8:18are the maximum invalid login attempts
8:20what is the lockout effective period
8:23and so on and so forth right there's
8:24also ip address related tracking which
8:26is under under login hours and login ip
8:28ranges so if you want your you know if
8:30your business is running and is it's
8:32data compliant you probably want to set
8:34so that people outside of that ip range
8:36should not be able to log into your
8:38salesforce environment right you can
8:40define those login ip ranges here or you
8:42can also define some login hours let's
8:43say you want your employees to work from
8:45ten to six and if someone wants to log
8:47in at seven they'll automatically be
8:48blocked they won't be allowed to log in
8:50because that's out of the login hours so
8:52you can enable and you know configure
8:53these information as well so a lot of
8:55permissions can be enabled and disabled
8:57and mostly uh people or you know
8:59companies or businesses use profiles to
9:01configure all of it right now you can
9:03have multiple profiles and based on
9:05multiple profiles you can definitely
9:07have multiple users right so if i were
9:09to see how many users are system
9:10administrators in the system i could
9:12simply click on the view users button so
9:14this would show me that himanshu is
9:16currently enrolled as a system
9:18administrator in the salesforce
9:19environment and is acting
9:21is basically the system administrator
9:22based on the profile has been assigned
9:24now you could have multiple users here
9:26or you could have multiple users of
9:27different kinds of profiles also you can
9:29create some profiles we will do that
9:30very soon
9:32all right and if you want to make any
9:34changes to the user you can do it here
9:36or if you want to make any changes to
9:38the profile you can go to the profile
9:39and edit it there and this user right
9:41here is active you can inactivate users
9:43you cannot delete users from the from
9:45the system you can only deactivate them
9:47all right that's an important parameter
9:49you cannot delete users you can just
9:50deactivate them once you click on
9:52deactivate the licenses that they're
9:54consuming are freed up so if you see the
9:56user licenses salesforce here right
9:58that's why when we went to the com when
10:00we that's why we were seeing you know on
10:02the company information section that one
10:04of salesforce licenses was being used so
10:07if i just show you again the salesforce
10:08license right here one is being consumed
10:11and out of the two right only one is
10:13remaining and then if you see down below
10:15we have permission set licenses and then
10:17you have feature licenses i don't see
10:19any of the permission set license used
10:21but if you see that some of the feature
10:23licenses have been used now what are
10:24those one is marketing user one is
10:27offline user
10:28one is service cloud user and then sales
10:30for crm content user right so these four
10:33are being used and if i were to show you
10:35the same thing let's see here you'll see
10:37that the marketing user feature is
10:39enabled offline user feature is enabled
10:41service cloud feature is enabled and
10:43similarly sales force crm content user
10:45feature is enabled so you see one user
10:48can only be assigned to one profile and
10:50a corresponding license but he can
10:52definitely assign to multiple feature
10:54licenses right these are all features so
10:56this is this is how features are being
10:58provided or you know removed from from
11:00users by using check boxes but the core
11:02profile of a user always stays one just
11:04remember this
11:06all right so in a in a nutshell a
11:08profile can be assigned to multiple
11:10users example a system there can be
11:13multiple system administrators in the
11:14system right but a single user can only
11:17be assigned to one profile that means
11:19himanshu can only exist as a system
11:22administrator he cannot be a crm manager
11:24also in the system based on the profile
11:26let's now create a custom profile so
11:28what we'll do is we'll quickly go and
11:30type in profiles here you'll keep you'll
11:33be seeing me you know writing all these
11:35keywords here because this quick find
11:36box is the magic box which gives us all
11:38the configurations
11:40that are available to be done in
11:42salesforce so first i typed in users and
11:44i went to the user section and now i
11:45typed in profiles and i'm here on the
11:47profile section now if you see this is
11:49the list of profiles which is already
11:50available and again if i were to ask you
11:54is this standard profile or custom you
11:56can see this checkbox right here so all
11:58these profiles are standard
12:00apart from these three
12:02all right so this is something that
12:03salesforce provides is a custom custom
12:05profile based on the three applications
12:06that are there so this is for sales
12:08cloud this is for support cloud or
12:11rather service cloud and this is for the
12:12marketing club all right and apart from
12:14these all of these are standard now you
12:16cannot do any changes on the standard
12:18profiles which means if you want to
12:20replicate or you know
12:21simulate a behavior of a specific
12:23profile based on the permissions it
12:24holds you have to clone that profile and
12:27you have to make it as a custom profile
12:28what do i what do i mean when i say that
12:30let's say i want to create something of
12:32some profile of a sales profile all
12:34right so my first go-to profile could be
12:37the custom sales profile right if i
12:39click on this and if i click on edit
12:42i think i can very well you know play
12:44around with it i can change it let me
12:45click on save
12:47and this gets saved
12:49right because this is a custom profile
12:51so you can only make changes to a custom
12:53profile you cannot do it to a standard
12:54profile all right let me go back to
12:57profiles and let's
12:58look at some other profiles so there are
13:0038 profiles if i click on next here so
13:02you'll see this is also a list of
13:03profile and this read only profile is
13:05also a custom profile all right now let
13:07me do something let me use the standard
13:09user profile and one more thing that you
13:11you'll be able to notice is every
13:12profile is associated to your user
13:14license right so
13:16we will see how how it you know works
13:18together but for now let's create a new
13:20profile first of all so i'll just
13:22quickly do something if i go to standard
13:24user which is of type salesforce license
13:26i'll just click on clone
13:28all right and now i'm using the existing
13:31profile standard user which has the user
13:32license sales force and what i'll just
13:35call it
13:36support
13:38manager profile
13:40just for now i'll call it support
13:41manager profile and i'll click on save
13:43now what happens when we clone a profile
13:46all the permissions that were on the
13:47salesforce standard i mean the standard
13:50user profile have come over to our
13:52custom profile and now we can tweak them
13:54and we can play around with them
13:57all right and if you will take a notice
13:59you see most of the permissions here are
14:01unchecked unlike how we saw for uh
14:03salesforce system administered right
14:05everything was checked let me just open
14:07it side by side so you'll see the
14:08difference of you know who our system
14:10admin is and who a normal user is so
14:12system admin guy will have almost all
14:14the permissions are you know most of the
14:15permissions enabled because the system
14:18admin is the
14:19uh top gun of the company right he has
14:21to take care of all the things that
14:23happen inside salesforce so he needs
14:25most of the permissions now if i were to
14:27casually you know
14:28hover down below and scroll down you'll
14:30see that you know see all of these
14:32things most of the things are checked
14:34right just take a look just take a quick
14:36look most of the things are checked most
14:38of the things are checked and here all
14:39the object permissions are given
14:41everything is checked here now if i take
14:42you to the profile that we created see
14:44the limit the number of checks are very
14:46limited now
14:48which means this user won't have you
14:50know think won't have the permissions to
14:52do most of the things but he'll be
14:53capable enough to do things that we want
14:55him to do right so if you see for
14:57objects also you don't have all the
14:58permissions enabled but you have a good
15:00chunk of them so that should be good to
15:02be good to start with all right so
15:04this is our first profile that we have
15:06created which is called the support
15:08manager profile and it is a custom
15:10profile and it
15:11uses the salesforce license all right
15:13now how do we see which users are
15:15assigned to the support manager we can
15:17click on the view users button and right
15:19now no user is assigned correct which is
15:21right we did not create any additional
15:22users but let's go ahead and do that now
15:24let's click on new user
15:26and let me just give it a the name of
15:29support
15:31manager
15:32if the alias is automatically populated
15:34i'll call it support dot manager
15:38gmail.com the username will be copied
15:40i'll just i'll not change it let it be
15:43the nickname also gets auto populated
15:45and now if you see there's a user like
15:47license drop down and then there's a
15:49profile drop down right now what happens
15:51if i change the user license from
15:52salesforce to salesforce platform you
15:54see the profile dropdown changes which
15:56means the selection of the profile is
15:58subject to the license that you choose
16:01makes sense
16:02so based on the user license that you
16:04choose you'll be able to select a
16:05corresponding profile because on
16:07profiles are tightly bound to the
16:09license that's provided by salesforce
16:11now if you were if you wanted to provide
16:13the salesforce license you'd get a list
16:15of these many profiles remember the
16:17custom sales support and marketing
16:19profile or where all were associated to
16:20a salesforce license that's why these
16:22are showing up here right you're only
16:24seeing the list of profiles which are
16:25for the user license salesforce now you
16:28see our support manager profile is also
16:29coming up here because we assigned the
16:31license because we chose a sales force
16:33based license for it so what i'll do is
16:35i'll just assign this profile here i'll
16:37just to choose the salesforce license
16:38and assign this profile market is
16:40activated and i'll leave everything as
16:42is and then i'll just quickly go down
16:44below the time zone local and language
16:47looks fine i don't want to add a manager
16:50and if you see this this button right
16:51here if you want your users to be
16:53notified and you know they can generate
16:55their new password through email you can
16:57check this box and click on save this
16:59will send an email to the email email id
17:01that's been enabled here or else you can
17:03just you know uncheck this and click on
17:04save
17:06all right okay so this is saying this is
17:08a duplicate username so what i'll do is
17:10i'll just say support manager
17:14profile and now let's try to save it so
17:16see somewhere this username is already
17:18existing which is why it's not letting
17:20us save it with the username now if i
17:21try to save it with the new username
17:22that i've added let's click on save
17:25and our user has been created right so
17:28now if i go to my profile i'll be able
17:30to see under view users there's one user
17:31that's been associated
17:33looks good
17:34easy to configure
17:36cool so you have now you should be able
17:38to create a profile and you should be
17:40able to create users associated to it
17:42right now
17:43there will be an assignment coming up
17:45with this with this course just take a
17:47look at the resource section and try to
17:50create the profile that that's been
17:51asked and try to create a user
17:53associated to it right it's pretty
17:55simple you don't need to do any kind of
17:56configurations or permission changes you
17:58just need to create a profile and you
17:59just need to create a user
18:01all right cool let's head on to the next
18:03section