setupsfdc - Set Up and Maintain Your Salesforce Organization Salesforce Spring [email protected] Last updated Copyright 20002017 salesforce.com inc All

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Unformatted text preview: Set Up and Maintain Your Salesforce Organization Salesforce, Spring ’17 @salesforcedocs Last updated: April 13, 2017 © Copyright 2000–2017 salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners. CONTENTS Set Up and Maintain Your Salesforce Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Try Out Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Plan Your Salesforce Rollout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Set Your Company Up in Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 User Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 What Determines Field Access? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Field-Level Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Object Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Field Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 Sharing Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290 Controlling Access Using Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 User Role Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 What Is a Group? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304 Sharing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310 Sharing Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 Viewing Sharing Overrides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349 Recalculate Sharing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350 Import Data Into Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364 Export Backup Data from Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446 Cache Force.com Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456 Manage Duplicate Records in Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458 Protect Your Salesforce Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 500 Monitor Your Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 748 Enable Your Users to Work on Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777 Installed Packages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879 Learn More About Setting Up Salesforce . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 898 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 905 SET UP AND MAINTAIN YOUR SALESFORCE ORGANIZATION As a Salesforce administrator—that is, a user assigned to the Administrator profile—you’re responsible for setting up your online organization, which means adding users and configuring the system for your needs. IN THIS SECTION: Try Out Salesforce Use a trial Salesforce org to evaluate Salesforce before you subscribe. Your trial org includes sample data and various Salesforce features, and you can use it to easily subscribe to Salesforce when you're ready. EDITIONS Available in: Salesforce Classic and Lightning Experience Available in: All Editions Plan Your Salesforce Rollout Before you roll up your sleeves and start setting up Salesforce, take a look at the resources available to help you plan your rollout. Set Your Company Up in Salesforce Use the Company Information page in Setup to track what’s important about your company’s organization in Salesforce. This is where you can manage your licenses and entitlements. The information here is what was provided when your company signed up with Salesforce. User Management In Salesforce, each user is uniquely identified with a username, password, and profile. Together with other settings, the profile determines which tasks a user can perform, what data the user can see, and what the user can do with the data. Control Who Sees What Salesforce provides a flexible, layered data sharing design that allows you to expose different data sets to different sets of users, so users can do their job without seeing data they don't need to see. Use permission sets and profiles to specify the objects and fields users can access. Use organization-wide sharing settings, user roles, sharing rules to specify the individual records that users can view and edit. Revoking Permissions and Access Who Has Access to Account Records? Cache Force.com Data Using the Platform Cache can enable applications to run faster because they can store reusable data in memory. Applications can quickly access this data, removing the need to duplicate calculations and requests to the database on subsequent transactions. Manage Duplicate Records in Salesforce Maintaining clean and accurate data is one of the most important things you can do to get the most out of Salesforce. Use Data.com duplicate management to control whether and when users can create duplicate records in Salesforce; customize the logic that’s used to identify duplicates; and create reports on duplicates that users save. Protect Your Salesforce Organization Salesforce is built from the ground up to protect your data and applications. You can also implement your own security scheme to reflect the structure and needs of your organization. Protecting your data is a joint responsibility between you and Salesforce. The Salesforce security features enable you to empower your users to do their jobs safely and efficiently. Monitor Your Organization Salesforce provides a variety of ways to keep tabs on activity in your Salesforce organization so you can make sure you're moving in the right direction. 1 Set Up and Maintain Your Salesforce Organization Try Out Salesforce Enable Your Users to Work on Mobile Devices Salesforce provides several mobile apps to keep you and your users connected and productive, no matter where you are. Learn More About Setting Up Salesforce In addition to online help, Salesforce creates video demos, guides, and tip sheets to help you learn about our features and successfully administer Salesforce. Try Out Salesforce Use a trial Salesforce org to evaluate Salesforce before you subscribe. Your trial org includes sample data and various Salesforce features, and you can use it to easily subscribe to Salesforce when you're ready. As the person who signed up, you become the Salesforce admin. You can add another admins when you add more users. Note: Features in your trial org depend on the edition that you purchase. EDITIONS Available in: Salesforce Classic Available in: Professional and Enterprise Editions IN THIS SECTION: Start a New Trial When you sign up for Salesforce, you can choose an industry-specific template with sample data. During your trial period, you can start a new trial with a blank template. To start a new trial abandon your current trial, including all data and customizations. Only usernames are preserved. Delete Trial Data When you sign up for Salesforce, your Salesforce org is initially populated with sample data. During your trial period, Salesforce admins can delete the sample data and all your org’s data by using the Delete All Data link. Start a New Trial When you sign up for Salesforce, you can choose an industry-specific template with sample data. During your trial period, you can start a new trial with a blank template. To start a new trial abandon your current trial, including all data and customizations. Only usernames are preserved. You can start a new trial if you have: • Fewer than 1,000 rows of data EDITIONS Available in: Salesforce Classic Available in: Professional and Enterprise Editions • No additional user licenses added by Salesforce • No additional functionality enabled by Salesforce 1. From Setup, enter Start a New Trial in the Quick Find box, then select Start a New Trial. This link is available only during your trial period. 2. Select your language and template preferences. 3. Enter the requested text stating that you want to abandon your current trial org and all its data, including sample data and data that you’ve entered. 4. To confirm that all of your current data will be lost, select the checkbox. 5. Click Submit. 6. When the confirmation page appears, click Submit. 2 USER PERMISSIONS User Permissions Needed To start a new trial: • “Modify All Data” Set Up and Maintain Your Salesforce Organization Delete Trial Data Delete Trial Data When you sign up for Salesforce, your Salesforce org is initially populated with sample data. During your trial period, Salesforce admins can delete the sample data and all your org’s data by using the Delete All Data link. Note: The Delete All Data link is visible only when all these conditions are met. • The user has the “Modify All Data” user permission. EDITIONS Available in: both Salesforce Classic and Lightning Experience Available in: Professional and Enterprise Editions • The org is in a trial state. • The org doesn’t have portals enabled. • The user isn’t a Partner Administrator, acting on another user’s behalf. USER PERMISSIONS 1. From Setup, enter Delete All Data in the Quick Find box, then select Delete All Data. To delete trial data: • “Modify All Data” 2. Enter the requested text stating that you understand that all data in your org will be deleted, including sample data and data that you entered. Your user and admin setup isn’t affected. 3. Click Submit. Note: If data storage limits prevent you from deleting all your trial data this way, use Mass Delete Records to delete your accounts. Then use Delete All Data to delete your remaining trial data. For instructions for using Mass Delete Records, see Delete Multiple Records and Reports on page 453. Plan Your Salesforce Rollout Before you roll up your sleeves and start setting up Salesforce, take a look at the resources available to help you plan your rollout. If you're wondering how to get started, you might consider working with a consulting partner to take full advantage of the product. Consulting partners are firms that employ Salesforce-certified consultants. Consultants work with you to learn what your company needs, design and build your Salesforce organization to meet those needs, and test the organization before you roll it out to your teams. Consulting partners have one goal in mind: Your success with Salesforce. Rolling out an effective Salesforce organization takes time and thoughtful planning. Working with a partner can help your company harness the power of Salesforce in a way that can be difficult and time-consuming without expert guidance. Not sure if your company needs expert guidance? Consider how you would respond to the following questions about your company’s sales goals. • Does your company have the internal resources with the time, expertise, and experience to develop the appropriate Salesforce features to solve your business needs? • Is your company expanding into new business, countries, or industries? • Do you need a decisive, objective perspective when making business decisions? • Do you want to see results in weeks, not years? Still on the fence? Check out this comparison between rolling out Salesforce yourself and rolling out Salesforce with a partner. Compare Rolling out Salesforce Yourself Rolling out Salesforce with a Partner Qualifications Sometimes companies have Salesforce-certified employees who can assist with setup. Consultants are Salesforce-certified. 3 Set Up and Maintain Your Salesforce Organization Plan Your Salesforce Rollout Compare Rolling out Salesforce Yourself Rolling out Salesforce with a Partner Experience Usually employees have little or no Salesforce experience. Consultants have set up many Salesforce organizations and are knowledgeable about best practices. Availability of resources for setup Usually setup competes with your employees’ other projects and priorities. Consultants commit to and deliver on a scope of work for your Salesforce rollout. External support Salesforce offers basic support for all Salesforce organizations. Support includes access to self-help (online help articles) and Customer Support agents (guaranteed to respond within 2 days). Consultants are experienced and well-connected, and can offer personalized support to companies during setup and rollout. Time commitment Usually rolling out Salesforce yourself is a significant time commitment unless experienced resources are available. Usually rolling out Salesforce with a partner is faster, because experienced resources are fully engaged in your project. Salesforce adoption by your sales teams When Salesforce isn’t rolled out properly, companies run the risk that their sales teams don’t recognize the products’ value, and don’t adopt the product wholeheartedly. When consultants roll out Salesforce, there is a greater chance that sales teams adopt the product from the start because its value is obvious. Training resources Companies are required to customize and Salesforce partners can offer experienced roll out their own training plans for mentorship and pre-designed training employees without mentorship from expert materials. resources. To learn more about consulting partners and how to connect with one, check out our website, Successfully Implement with Salesforce Partners. SEE ALSO: Successfully Implement with Salesforce Partners Successfully Implement with Salesforce Partners 4 Set Up and Maintain Your Salesforce Organization Set Your Company Up in Salesforce Set Your Company Up in Salesforce Use the Company Information page in Setup to track what’s important about your company’s organization in Salesforce. This is where you can manage your licenses and entitlements. The information here is what was provided when your company signed up with Salesforce. In sandbox orgs, you can use this page to match provisioned licenses in production to your sandbox organization. The matching process updates your sandbox organization with licenses from production and deletes any licenses in sandbox that aren’t in production. IN THIS SECTION: EDITIONS Available in: both Salesforce Classic and Lightning Experience Available in all editions USER PERMISSIONS Manage Information About Your Company The Company Information page shows all the important information about your company (listed here in alphabetical order), including the user and feature licenses purchased for your organization. To view company information: • “View Setup and Configuration” Allow the Required Domains To enable your users to access Salesforce, you must add the standard Salesforce domains to your list of allowed domains. To change company information: • “Modify All Data” Customize the User Interface Give your users the best working experience you can by designing setting up the user interface to meet their needs. Set Up the Lightning Experience Home Page Give your users everything they need to manage their day from the Home page in Lightning Experience. Your sales reps can see their quarterly performance summary and get important updates on critical tasks and opportunities. You can also customize the page for different types of users and assign custom pages for different profiles. Select Your Language, Locale, and Currency The Salesforce settings for language, locale, time zone, and currency can affect how objects, such as Accounts, Leads, or Opportunities, are displayed. Define Your Fiscal Year Specify a fiscal year that fits your business needs. Set Up Search Find out which objects and fields are searchable. Customize search settings, search result filters, and lookup search. Learn how to improve the search experience for users. Provide Maps and Location Services Maps and location services uses Google Maps to display maps on standard address fields, enables creation of Visualforce maps, and helps users enter new addresses with autocomplete. Customize Reports and Dashboards Set up reports and dashboards to deliver information to your users in the ways that work best for them. Respond to Critical Updates Salesforce periodically releases updates that improve the performance, logic, and usability of Salesforce, but may affect your existing customizations. When these updates become available, Salesforce lists them in Setup at Critical Updates and displays a message when administrators go to Setup. Organize Data with Divisions Divisions let you segment your organization's data into logical sections, making searches, reports, and list views more meaningful to users. Divisions are useful for organizations with extremely large amounts of data. 5 Set Up and Maintain Your Salesforce Organization Manage Information About Your Company Salesforce Upgrades and Maintenance Salesforce reserves up to five minutes of service interuption for major upgrades, but you have access your data during other maintenance events, like splits and migrations. Permissions for UI Elements, Records, and Fields To access UI elements, records or fields in Salesforce requires specific permissions. At a minimum, you must have the “Read” permission to view a tab, record, record field, related list, button, or link. To edit a record or record field, you must have the “Edit” permission. How Do I Discontinue Service? If the service doesn’t meet your needs, you should cancel it. SEE ALSO: Feature Licenses Overview Permission Set Licenses Usage-based Entitlements Manage Information About Your Company The Company Information page shows all the important information about your company (listed here in alphabetical order), including the user and feature licenses purchased for your organization. Field Description Address Street address of the organization. Up to 255 characters are allowed in this field. Admin Newsletter Allow administrators in your organization to choose whether they want to receive administrator-targeted promotional emails from Salesforce. API Requests, Last 24 Hours The total number of API requests issued by the organization in the last 24 hours. The maximum number of requests depends on your Edition. City City in which organization is located. Up to 40 characters are allowed in this field. Corporate Currency The currency in which the organization's corporate headquarters reports revenue. Serves as the basis for all currency conversion rates. Only for organizations that use multiple currencies. Country Country portion of user’s address. Entry is selected from a picklist of standard values, or entered as text. Up to 80 characters are allowed if the field is a text field. Created By User who signed up the organization, including creation date and time. (Read only) 6 EDITIONS Available in: both Salesforce Classic and Lightning Experience The available fields vary according to which Salesforce Edition you have. Set Up and Maintain Your Salesforce Organization Manage Information About Your Company Field Description Currency Locale The country or geographic region in which the organization is located. The setting affects the format of currency am...
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