Administrator’s Manual Thai CDC Establishing a New Client/Donor/Partner Communications & Project Tracking Tool Team #: 01 11/21/11Contents Setting User Permissions ......................................................................................................................... 1 Profiles ................................................................................................................................................ 1 Creating Profile .................................................................................................................................... 1 Editing Profile ...................................................................................................................................... 5 Roles ................................................................................................................................................... 8 Adding Users ......................................................................................................................................... 10 Deactivating Users ................................................................................................................................. 13 Changing Help Text ................................................................................................................................ 13 Importing Contacts ................................................................................................................................ 15 Exporting Data....................................................................................................................................... 201 Setting User Permissions Profiles 1) All users in Salesforce must be assigned a profile 2) Profile is used to control the functions the user can perform, the types of data that can be accessed, and the operations that can be carried out on that data. 3) Some key controls of profiles a. The type of license for a user b. Login hours c. IP address restrictions d. Control access to objects 4) There are six standard profiles: a. Contract manager b. Marketing user c. System administrator d. Solutions manager e. Standard user f. Read only Creating Profile Select “Setup” by clicking your username at the top right of the screen and clicking Setup.2 Under Administration Setup in the left hand column select “Manage Users”.3 Under Manage Users select “Profiles” to bring up the profiles page. Click on the “New Profile” button to create a new profile.4 To create a new profile you need to clone an existing profile. In most cases you want to clone the “Standard User” profile. The new profile has been created with the same permissions as the Standard User profile. You can now edit this profile to change it’s permissions.5 Editing Profile Select “Setup” by clicking your username at the top right of the screen and clicking Setup. Under Administration Setup in the left hand column select “Manage Users”.6 Under Manage Users select “Profiles” to bring up the profiles page. Select the profile you want to edit by click on the profile name.7 Click on the “Edit” button to edit the profile. Edit the profile settings and the click save.8 Roles Select “Setup” by clicking your username at the top right of the screen and clicking Setup Under Administration Setup in the left hand column select “Manage Users”.9 Under Manage Users select “Roles” to bring up the roles page. Click “Add Role” to add a new role.10 Enter a role name and make sure the hierarchy is maintained in the role report field. Then set the restriction for the role. The new role is created and the hierarchy is specified at the top. Adding Users Navigate to the “Setup” page by clicking on your name in the upper right corner and scrolling down to “Setup”.11 Scroll down and click on “Manage Users” under the “Administration Setup” heading. Next, click on “Users”12 Then click on the “New User” button. Fill in the appropriate information and then click the “Save” button. Note the selections for “Role” and “Profile” will determine the user access permissions as described in the Setting User Permissions section above.13 Deactivating Users With the Nonprofit donation of Salesforce, there can only be ten active users at one time in the system. Because there is no easy way to delete users, users may need to be deactivated as different people enter the organization. In order to deactivate a user, navigate to the list of all users as described above in the Adding Users section. Next, click the “Edit” text next to that user’s name. Next uncheck the “Active” checkbox and click the “Save” button. This will save the user as an inactive user. Changing Help Text Help texts allow you to assist people who are inputting data into the system. To edit or add help text to a certain field, click on your account name at the top right portion of the window and then click “Setup”.14 At the left side of the screen, a navigation toolbar should pop up. Under “App Setup”, click Customize if you’re go to edit the help text of a standard Salesforce record like Contacts, Donations (Opportunities), and Organizations (Accounts). If you’re going to edit the help text of a custom object (all Outcomes Tracking fields), click Create. Click the record type which the field you want to add/edit the help text of belongs to. Click Fields under the dropdown menu.15 Look for the field you want to edit the help text of and click the Edit button beside it. Change the text value in “Help Text” to the help text you want for the field and click Save. Importing Contacts Click on your account name at the top right portion of the window and then click “Setup”.16 Under Administration Setup, click Data Management. Next click Import Accounts/Contacts. The Import Wizard start page should appear. You can review the steps under the import wizard to familiarize yourself more with importing contacts or just click “Start the Import Wizard!”.17 Click Next until you reach Step 2. Here you will select the file to import into your Salesforce database. Select a different encoding only if the file you have is encoded a non-standard way.18 The next steps all involve matching columns from your file to the Salesforce fields. The best way is to label the
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