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Provision User Records for Custom Integrations
Learn how to import employee data with a custom integration, configure user provisioning, and manage large datasets while avoiding duplicate records and platform limits.
Required Editions
| View supported editions. |
The following table shows who is responsible for each step in the process.
| Action | Performed By | What to Do |
|---|---|---|
| Import Your Data | Developer | Build the ingestion workflow and import data in this order: Person Account → Contact → Employee2. |
| Configure Employee User Settings | Admin | Set default profiles, email encoding, employee status, and permission sets. |
| Manage Large Datasets | Admin and Developer | Coordinate bulk imports and background provisioning for 2,000+ records. |
| Monitor the Provisioning Process | Admin | Review provisioning jobs and resolve failed records. |
How to Import Your Data
The Employee2 object requires programmatic insertion through APIs or Apex. Work with your developer to ensure your custom workflow follows this specific order:
- Create Person Accounts: First, upload your employee data as Person Accounts. This automatically creates a linked Contact record.
-
Create Employee Records: Use Apex or Salesforce APIs through your custom integration to create employee records, and link each record to the contact created in the previous step.
Note Data Import Wizard doesn’t support Employee2. Employee records must be created programmatically using APIs or Apex. - User Provisioning: Once records are uploaded, the system links or creates User records based on your Employee User Settings.
Configure Employee User Settings
Define the default values that the system applies to all new users before the integration begins.
- From Setup, enter Employee User Settings in the Quick Find box and select Employee User Settings.
-
Set the following mandatory fields:
- Profile: Select the default profile for new users.
- Email Encoding: Select the email encoding (for example, UTF-8).
- Employee Status: Select the status that triggers user provisioning.
- Permission Set: (Mandatory for Unified Employees) Select the permission set to be assigned.
- In the User Provisioning section, click Run User Provisioning.
- Click Run in the confirmation window.
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When Employee records are created or updated to the provisioning status, Salesforce
automatically runs the user provisioning job. To manually run provisioning again (for example,
to retry failed records):
- In the User Provisioning section, click Run User Provisioning.
- In the confirmation window, click Run.
Manage Large Datasets
For organizations with many employees, using the list view to sync records is inefficient because of the 200-item selection limit. Additionally, automatic user creation is limited to 2,000 records per transaction.
In these cases, use the background user provisioning process. After your custom workflow bulk-imports employee data through the API, click Run User Provisioning in Employee User Settings. This ensures Salesforce processes any remaining records in the background without hitting platform limits.
Monitor the Provisioning Process
Track the progress of user creation whether it was triggered through the API or the manual Run User Provisioning button. The user provisioning process can take some time depending on the number of unprovisioned employee records. You’re free to move on to other tasks while waiting for the process to finish.
To check the status, click View Processes in the Employee User Settings. You can monitor active progress or review finished processes to see success counts. If errors occur, the log provides direct links to the affected employee records for troubleshooting.
