ADM-201 Getting Your Organization Ready for Users

Getting Your Organization Ready for Users Detailed Explanation

Setting up and configuring your Salesforce organization is essential to ensure a smooth user experience and maintain organizational efficiency. This topic introduces the foundational configurations that affect how your team interacts with Salesforce.

2.1 Company Information

Why is Company Information Important?

The company information section defines the general settings of your Salesforce organization. These settings determine the default behavior for time zones, languages, and currencies for all users.

Key Components of Company Information

Company Name and Address

• What It Is:
  • The official name and address of your organization as configured in Salesforce.
  • Used for internal and external communication, such as in email templates or organizational reports.
• Example:
  • Company Name: ABC Tech Solutions
  • Address: 123 Main Street, San Francisco, CA 94105

Time Zone

• What It Does:
  • Defines the default time zone for your organization.
  • All users will see this time zone unless they customize their personal settings.
• Example:
  • Default Time Zone: Pacific Standard Time (PST)

Language

• What It Does:
  • Sets the default language for the organization interface.
  • Users can individually change their preferred language if necessary.
• Example:
  • Default Language: English

Multi-Currency Support

• What It Does:
  • Allows your organization to operate in multiple currencies.
  • Displays amounts in the preferred currency of each user while retaining the base currency for reports and calculations.
• How to Enable:
  • An administrator must activate multi-currency support. Once activated, it cannot be disabled.
• Example:
  • Your base currency is USD, but sales teams in Europe use EUR and teams in Asia use JPY.

How to Access Company Information

1. Navigate to Setup.
2. Search for and select Company Information.
3. Edit fields like Name, Address, Time Zone, or Language as needed.
4. Enable additional features such as Multi-Currency if required.

2.2 Business Hours and Holidays

Why Are Business Hours and Holidays Important?

Business hours and holidays ensure Salesforce processes like customer support, case escalations, and approval workflows respect your organization's schedule.

Key Components of Business Hours and Holidays

Business Hours

• What It Does:
  • Defines the working hours during which your organization operates.
  • Used in workflows, case escalation rules, and SLA (Service Level Agreement) calculations.
• How to Configure:
  1. Go to Setup > Business Hours.
  2. Create or edit a business hours record.
  3. Specify the working days and hours (e.g., Monday to Friday, 9:00 AM to 6:00 PM).
• Example:
  • Business Hours:
    • Monday-Friday: 9:00 AM to 6:00 PM
    • Saturday-Sunday: Closed

Holidays

• What It Does:
  • Identifies non-working days such as public holidays.
  • Ensures that automated processes like escalations skip these days.
• How to Configure:
  1. Go to Setup > Holidays.
  2. Add holidays manually or upload them using a CSV file.
  3. Associate holidays with your business hours.
• Example:
  • New Year’s Day: January 1, 2024
  • Independence Day: July 4, 2024

Practical Scenarios

1. Case Escalations:
   • A case logged on a Friday at 5:00 PM with a 24-hour SLA will not escalate until Monday at 5:00 PM if weekends are excluded in business hours.
2. Approval Processes:
   • If a holiday falls within an approval process window, the system adjusts deadlines to account for the non-working day.

2.3 Login Access Settings

Why Are Login Access Settings Important?

Login access settings enhance security by controlling when and where users can log into Salesforce.

Key Components of Login Access Settings

IP Address Range

• What It Does:
  • Restricts user logins to specific IP address ranges (e.g., only allowing access from the company network).
  • Adds an additional layer of security to prevent unauthorized access.
• How to Configure:
  1. Go to Setup > Profiles.
  2. Select the profile (e.g., System Administrator, Sales Rep).
  3. Specify the IP ranges allowed for that profile.
• Example:
  • Allowed IP Range:
    • Start: 192.168.1.0
    • End: 192.168.1.255
• Practical Use Case:
  • Users can only log in when connected to the company’s VPN or internal Wi-Fi.

Session Timeout

• What It Does:
  • Specifies the maximum period of inactivity before a user is logged out.
  • Helps protect sensitive data by minimizing the risk of unauthorized access if a user leaves their session unattended.
• How to Configure:
  1. Go to Setup > Session Settings.
  2. Set the session timeout duration (e.g., 15 minutes, 1 hour).
• Example:
  • Timeout Setting: 30 minutes of inactivity
  • If a user is inactive for 30 minutes, they will need to log in again.

Practical Scenarios

1. Securing Remote Access:
   • Only allow remote employees to log in from pre-approved IP addresses.
2. Reducing Risk in Shared Spaces:
   • Set a short session timeout for public-facing work environments, such as kiosks or shared computers.

Step-by-Step Configuration Summary

1. Set Up Company Information:

   • Ensure your organization details (e.g., name, address, time zone) are accurate.
   • Enable multi-currency if applicable.

2. Define Business Hours and Holidays:

   • Create business hours that reflect your working schedule.
   • Add holidays to prevent system processes from running on non-working days.

3. Configure Login Access Settings:

   • Set IP ranges for added security.
   • Define session timeout limits to balance security and user convenience.

Key Takeaways for Beginners

• Company Information: Establishes your organization’s foundation, such as time zones, languages, and currencies.
• Business Hours and Holidays: Ensures workflows, SLAs, and escalation rules respect your schedule.
• Login Access Settings: Protects your organization by limiting when and where users can log in.

Getting Your Organization Ready for Users (Additional Content)

1. Fiscal Year Settings (Configuring Fiscal Years in Salesforce)

Why is it important?

Salesforce allows organizations to define their fiscal year settings, which directly impact sales forecasts, reports, and financial planning. Some companies follow a standard calendar year, while others have a custom fiscal year based on their financial policies.

Types of Fiscal Years

• Standard Fiscal Year:
  • Follows the calendar year (January 1 – December 31).
  • Uses 12 months divided into four quarters.
  • The system automatically assigns months to quarters.
• Custom Fiscal Year:
  • Used when an organization’s financial reporting cycle does not align with the calendar year.
  • The fiscal year can start in any month and have custom period lengths.
  • Once enabled, custom fiscal years cannot be disabled.

How to Configure the Fiscal Year in Salesforce

1. Navigate to Setup → Search for Fiscal Year.
2. Choose the Fiscal Year Type:

• Select Standard Fiscal Year (default) or Custom Fiscal Year (if the company follows a non-standard financial calendar).

3. For Custom Fiscal Year:

• Define the start month and configure the number of periods.
• Save changes.

Example Scenario

• A company’s financial year runs from April 1, 2024, to March 31, 2025. In this case:
  • The Custom Fiscal Year option should be selected.
  • The start month is set to April.
  • The system will structure fiscal quarters accordingly.

2. User Licenses & Roles (Understanding User Permissions and Access Control)

Why is it important?

When onboarding new users, administrators must correctly assign user licenses, roles, and profiles to ensure they have the right level of access while maintaining data security.

User Licenses in Salesforce

• Salesforce License:
  • Full access to standard and custom Salesforce applications.
  • Typically assigned to sales, service, or admin users.
• Salesforce Platform License:
  • Limited access to custom apps but no access to standard CRM functionalities like Leads and Opportunities.
  • Used for HR, Finance, or Operations teams that do not need CRM features.
• Chatter Free License:
  • Provides access to Chatter for collaboration but no CRM access.

Roles and Data Visibility

• Roles control which records users can view and edit.

• Hierarchy-based data access:

  • Sales Manager can access their team’s Opportunities.
  • Sales Rep can only see their own Opportunities.

• Example Role Hierarchy:

  CEO → VP of Sales → Sales Director → Sales Manager → Sales Rep
  

How to Create a New User

1. Navigate to Setup → Search for Users.
2. Click New User.
3. Fill in details:

• First Name, Last Name, Email.
• Username (must be unique across all Salesforce orgs).
• License Type (e.g., Salesforce, Platform).
• Role and Profile.

4. Assign Profile:

• Admin Profile: Full access.
• Standard User Profile: Basic access to objects.
• Custom Profiles: Tailored access based on job role.

5. Click Save → The user receives an activation email.

Example Scenario

• A new Sales Rep joins the company.
  • The administrator assigns the "Salesforce License".
  • The user is placed in the "Sales Rep" role.
  • The profile is set to "Standard User", limiting access to critical admin functions.

3. Data Storage & File Storage (Managing Salesforce Storage Limits)

Why is it important?

Salesforce imposes storage limits on data and files, requiring administrators to monitor and manage storage usage to prevent system slowdowns and unnecessary costs.

Types of Storage in Salesforce

1. Data Storage:

• Includes standard and custom object records (e.g., Accounts, Contacts, Opportunities).
• Enterprise Edition Limit:
  • 10GB base storage + 20MB per user.
• Records consume different storage amounts:
  • Contact Record ≈ 2KB.
  • Opportunity Record ≈ 3KB.
  • Case Record ≈ 2KB.

2. File Storage:

• Includes Chatter Files, Attachments, Salesforce Content.
• Enterprise Edition Limit:
  • 10GB base storage + 2GB per user.

How to Manage Storage in Salesforce

1. Navigate to Setup → Search for Storage Usage.
2. Review Data & File Storage Limits:

• Identify which objects are consuming the most space.
• Monitor file attachments and large reports.

3. Optimize Storage:

• Delete unnecessary records (e.g., old test data).
• Archive historical data outside of Salesforce.
• Enable Salesforce File Sync instead of storing large attachments.

Example Scenario

• A company reaches 80% of its data storage limit.
  • The administrator runs a report on old records.
  • Bulk deletes inactive Contacts and Opportunities from 5+ years ago.
  • Moves large attachments to an external storage system.

4. Compliance Settings (Ensuring Security & Compliance in Salesforce)

Why is it important?

Salesforce provides built-in compliance and security tools to help organizations track system changes, protect personal data, and meet regulatory requirements (e.g., GDPR, HIPAA).

Audit Trail (Tracking System Changes)

• The Audit Trail records administrative changes, such as:
  • Profile modifications.
  • Security setting changes.
  • Login history and IP tracking.
• Stores the last 6 months of changes.
• How to View Audit Trail:
  1. Navigate to Setup → Search for View Setup Audit Trail.
  2. Download logs for further analysis.

GDPR & Data Protection

• Salesforce supports "Right to be Forgotten" (Forget Me Requests):
  • Allows permanent deletion of customer personal data upon request.
• How to Enable GDPR Features:
  1. Navigate to Setup → Search for Data Protection & Privacy.
  2. Configure GDPR compliance settings.
  3. Enable "Forget Me" requests for applicable records.

Example Scenario

• A European customer requests data deletion under GDPR.
  • The administrator removes their Contact record permanently.
  • An Audit Trail entry logs the deletion action for compliance purposes.

Final Summary

Feature	Description	Best Use Cases
Fiscal Year Settings	Defines standard vs. custom fiscal years	Aligns reports and forecasts with financial periods
User Licenses & Roles	Controls access levels and data visibility	Assigns users the correct license, role, and profile
Data & File Storage	Manages Salesforce storage limits	Prevents exceeding storage quotas with optimization strategies
Compliance Settings	Tracks system changes and ensures GDPR compliance	Logs security changes and enables "Forget Me" requests