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Create New Users and Allow a User to Delete Accounts

You’re attending a security and data access review meeting with the CEO and the Executive team. The first item on the agenda is to ensure that all users have the appropriate object permissions for their job roles. John Wiseman, CEO, wants to ensure users have access to the objects they need to do their job, but wants to restrict the ability to delete records to just Executive Users and the Support team. Noah Larkin, VP of Services, is helping to clean up records, and needs temporary permission to delete Accounts.

Set Login Access Policies and Create a New User

  1. From Setup, enter Login Access Policies in the Quick Find box, and select Login Access Policies.
  2. Select the Enabled checkbox next to Administrators Can Log in as Any User.
  3. Click Save.
  4. From Setup, enter Users in the Quick Find Box, then select Users.
  5. Click New User. Complete the new user record with these details.
    Field
    Value
    First Name
    Maya
    Last Name
    Lorrette
    Alias
    mlorr
    Email
    (enter your own email address)
    Username
    (auto-populates with your email address-replace using formula: first initial and last name of user @your initials and your favorite color.com)
    Example: mlorrette@wbyellow.com
    Nickname
    mlorrette
    Title
    Accounts Receivable
    Department
    Sales
    Role
    Western Sales Team
    User License
    Salesforce Platform
  6. Fill in her Locale settings, including time zone and language.
    Field
    Value
    Time Zone
    (GMT -07:00) Pacific Standard Time (America/Los_Angeles)
    Locale
    English (United States)
    Language
    English
  7. Click Save & New. Add one more user to the Accounts Receivable role.
    Field
    Value
    First Name
    Ted
    Last Name
    Kim
    Alias
    tkim
    Email
    (enter your own email address)
    Username
    (auto-populates with your email address-replace using formula: first initial and last name of user @your initials and your favorite color.com)
    Ex: tkim@wbyellow.com
    Nickname
    tkim
    Title
    Recruiter
    Department
    Sales
    User License
    Salesforce Platform
    Role
    Western Sales Team
  8. Next, fill in his Locale settings, including time zone and language.
    Field Value
    Time Zone (GMT -07:00) Pacific Standard Time (America/Los_Angeles)
    Locale English (United States)
    Language English
  9. Click Save.

In a Trailhead playground, you’re limited to the number of Salesforce and Salesforce Platform licenses you have to distribute. To complete this challenge, we’re going to deactivate a few users to free up some of those licenses. Sound confusing? Don’t worry. It will all make sense in the next step. 

  1. Navigate to Users in Setup, and click Edit next to Maya Lorrette.
  2. Deselect the Active checkbox to deactivate Maya’s user license.
  3. On the warning message, click OK, then click Save.
  4. Repeat the same steps to deactivate Ted Kim.

Now that you’ve deactivated two users, you have two additional Salesforce Platform licenses available. Let’s assign them to our new users. 

  1. Select New User and fill in the details.
    Field
    Value
    First Name
    Noah
    Last Name
    Larkin
    Alias
    nlark
    Email
    (enter your own email address)
    Username
    (auto-populates with your email address-replace using formula: first initial and last name of user @your initials and your favorite color.com)
    Ex: nlarkin@wbpurple.com
    Nickname
    nlarkin
    Title
    VP Services
    Department
    Customer Support
    Role
    Customer Support, International
    User License
    Salesforce Platform
  2. Next, fill in his Locale settings, including time zone and language.
    Field
    Value
    Time Zone
    (GMT -07 :00) Pacific Standard Time (America/Los_Angeles)
    Locale
    English (United States)
    Language
    English
  3. Click Save & New. You have one more user to add, then you’re all set. Let’s add sales engineer, Amy Daniels.
    Field
    Value
    First Name
    Amy
    Last Name
    Daniels
    Alias
    adani
    Email
    (enter your own email address)
    Username
    (auto-populates with your email address-replace using formula: first initial and last name of user @your initials and your favorite color.com)
    Ex: adaniels@wbyellow.com
    Nickname
    adaniels
    Title
    Sales Engineer
    Department
    Sales
    Role
    Western Sales Team
    User License
    Salesforce Platform
  4. Fill in her Locale settings, including time zone and language.
    Field
    Value
    Time Zone
    (GMT -07:00) Pacific Standard Time (America/Los_Angeles)
    Locale
    English (United States)
    Language
    English
  5. Click Save.

Allow a User to Delete Accounts Using Permission Sets

  1. From Setup, enter Permission Sets in the Quick Find box and select Permission Sets.
  2. Click New and complete the Create screen.
    • Label: Delete Accounts
    • Description: Grants Delete Accounts permission.
    • License: Salesforce Platform
  3. Click Save.
  4. In the Apps section, click Object Settings and select Accounts.
  5. Click Edit and select the Delete checkbox under Object Permissions. Note: Edit and Read will be automatically checked.   Object Permissions checkboxes with Read, Edit, and Delete enabled.
  6. Click Save and select Manage Assignments.
  7. Click Add Assignments and in the Action column, check the box next to Noah Larkin.
  8. Click Assign and Done.

Log in as Noah Larkin to test the permission set.

  1. From Setup, search Users in the Quick Find box, and select Users.
  2. In the action column, click Login next to Noah Larkin.
  3. From the App Launcher, click Accounts and select All Accounts.
  4. In the Account Name column, click GenePoint. Notice that the Delete button is now available at the top of the Account Detail page because Noah has the Account: Delete permission set.
    GenePoint account with Delete
  5. Click Log out as Noah Larkin at the top of the page. Note: If this logs you out of Salesforce, click Launch to relaunch your Trailhead Playground.

You’ve just ensured that Noah Larkin has the appropriate permissions for his role. Now it has come to your attention that some users have multiple roles within the organization. In the next step, you create a role hierarchy and assign users to their new roles.

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