Empower Your Team: Onboarding New Users in Salesforce

In today's digital age, organizations like yours rely on Salesforce to manage contact data, streamline business processes, and enhance collaboration across teams. As your company grows, adding new users to your Salesforce org becomes inevitable.

At first glance, adding a new user seems quick and easy…a no-brainer. However, bringing a new user on board is more than just clicking on the “New User” button in setup. Several factors should be reviewed to ensure a smooth transition and optimal user experience.

Let’s explore what you should consider when adding a new Salesforce user.

Don’t Click Save Just Yet!

First things first. It's vital to define the new user’s role and determine what data they need to access in order to do their jobs. Answering the following questions in advance will pave the way for a successful onboarding process:

• What will their designated role be within your organization?
• What data do they need to access and what do they need to with that data. 
• Which existing Salesforce profile aligns with most, if not all, of their needs?
• Do they require additional data permissions that can be accommodated through a permission set?
• Are there any third-party tools integrated into your organization that the new user needs access to?
• Do you have available Salesforce licenses to add in new users?
• Will the new user need a special license to utilize any integrated tools effectively?

This initial evaluation serves as the foundation for configuring their access rights and privileges. Salesforce provides a range of data sharing options, including profiles, roles, sharing rules, and manual sharing, to regulate data visibility. Striking the right balance between providing essential data access and maintaining data security is key.

Leverage Clone This User                         

Creating users and ensuring security settings are set up correctly can be a tedious process. If you have an existing user within your organization with a similar job function, you might also consider using Arkus' Free AppExchange product, Clone this User (CTU). 

CTU offers a quick and easy way to duplicate profiles and permission sets for your new user which normally have to be assigned manually. Once Clone this User is installed into production (test it in the sandbox first please!), you select the user whose security settings you’d like to duplicate, enter in the new user’s personal information, and voila! They have the same security settings as the user selected. Check out the AppExchange to download CTU today. 

Not Quite Done Yet

Alright, they’re in. Your job is done. Just kidding, I wish it were that easy! Before I came to Arkus, I was a virtual trainer with a focus on adult learning. If you take anything away from this article, I hope it will be this: Salesforce user adoption can make or break your process.

New users, regardless of their familiarity with Salesforce, will benefit from onboarding and training.A comprehensive onboarding process can include synchronous or asynchronous training sessions, Trailhead learning modules, and access to your org’s specific Salesforce process documentation. 

Users should be aware of how your Salesforce org was customized. Did you rename any objects? Do you have special third-party tools they’ll be using? Do you have automation in place that will be triggered when a certain field is filed out?

Are there approval processes, or validation rules they need to be aware of? At Arkus, we emphasize documentation because thoroughly documenting these kinds of specifics ensures continuity, data integrity, and user Adoption. Your users, especially your system admin, will thank you for your foresight Your Salesforce organization is finely tuned to meet your business needs, and users should be well-prepared for their journey within this customized environment.

After the new user is onboarded, it's crucial to have a support system in place. Users should have a clear point of contact for assistance with system-related problems, whether through in-house resources, Arkus consultants, or Salesforce customer support.

But Wait, There’s More

The introduction of a new user isn’t the end, but simply the first step in an ongoing journey. Regularly evaluate all users’ Salesforce understanding, their Salesforce needs, and their system usage. Make adjustments as necessary to optimize users’ experience and ensure they have the tools required to excel in their role.

Consider conducting periodic reviews and feedback sessions to understand the user's perspective and identify areas for improvement. Don’t forget to also introduce your new users to the Trailhead community where they can ask questions, learn relevant skills, and make friends along the way. 

 Adding a new Salesforce user to your organization is more than just granting system access. It's a thoughtful process that involves defining roles, providing proper training, configuring data access, and establishing a support system. By addressing these considerations, you can work towards a seamless transition for your new user and maximize the benefits of Salesforce for your organization. 

I’d love to hear from you and learn what has been your biggest challenge when incorporating a new user into your Salesforce organization? You can connect with me on LinkedIn or the Salesforce Trailblazer community.