Welcome to Organization Access, the second in the Who Sees What series.
These videos provide the basics on visibility and data access in Salesforce.
One of the first things you’ll need to do is give your users access to your Salesforce
organization.
By default, Salesforce does NOT restrict the hours that a user can login, or the locations
from which they can login.
For increased security, YOU can set up a range of trusted IP addresses at the company level.
Users logging in from outside this range are sent an activation code.
They can access Salesforce once they've entered this code.
You can also set up IP ranges at the profile level.
If you specify IP ranges at the PROFILE level, users logging in from outside that range will
not be sent an activation code.
They will simply be denied access.
You can also specify the hours that users can access the org.
Users who try to login in outside these hours will be denied access.
If they are in the middle of a session, that session will be terminated.
If you don’t specify any hours, that grants users round the clock access to the org.
Let’s take a look at our practice org for AW Computing, and set both the trusted IP
range and login hours.
We’re going to set up our call center reps to only be able to login to Salesforce during
standard business hours from a restricted IP range.
And we’ll set up our Sales Reps so they can login to salesforce anytime from any IP
address
First let’s check the company IP range.
We’ll find this in the Setup pages, under Security Controls | Network Access
We’ve already set up the trusted range of IP addresses at AW Computing for you.
Anyone who logs in from outside this range will be sent an activation code, to the email
on their user record They can use this code to login from their current location.
This works, unless we further restrict IP ranges at the profile level.
This is what we’ll do for our Call Center Reps.
Call Center Reps should only be accessing Salesforce during standard business hours
and only while they are in the office.
We’ll go to Manage Users | Profiles and select the Call Center Rep
In the System Settings area we’ll click Login IP range
We will add the same IP range that was used for the company.
By specifying the IP range here, at the profile level, users with this profile trying to login
from outside this range will not be sent an activation code to login.
They will simply be denied access.
Now we’ll set up the login hours for our Call Center Reps
Our Call Center Reps can be in the system from 8 AM to 5 PM Monday and the same hours
for the rest of the week.
Here’s a tip: If you set the hours as 12 AM to 12 AM it effectively locks the users
out!
So we’ll set Saturday and Sunday to 12 Am to 12 AM.
And click Save Now we’ll set up our Sales Reps.
They need access to their data round the clock, from in the office, or on the road.
So we’ll go back to Profiles and select the Sales Rep profile.
Remember, their Login IP Ranges are specified in the System settings area.
we won’t set an IP range at the profile level.
This means that if a Sales Rep logs in from an address outside the range we set for the
company they’ll will be sent an activation code, and they’ll use that to login.
Now we’ll set their login hours We will also leave the login hours unchanged.
This grants users access to the system around the clock.
Good job – we’ve just granted access to the org to our users
For more information on the topic of visibility and access, please watch the rest of this
video series.
In addition, you can search for these topics in the Help and Training portal.
Thanks for using Salesforce!