Considerations for Editing Users

Usernames

Usernames must be unique across all Salesforce orgs, including trial and Sandbox orgs. The username must be in the format of an email address, for example, jane@salesforce.com. The email used in your username need not function or match the email address used for the account. You can have the same email address associated with your account across multiple orgs. For example, create unique usernames like jane@company.sandbox and jane@trialorg.company.com, for different accounts that are associated with the same email address. Keep in mind that Salesforce Customer Support can’t change usernames or deactivate users from an org. If you get a Duplicate Username error, check if the username is already in use in your production, trial, or Sandbox orgs. Deactivate or change the username for the user record, then create your account with your desired username in your production org. If you’re unable to change or deactivate a username, contact your Salesforce admin for help. If you’re unable to locate the org where the username is already in use, try a different username to create your account.

If you change a username, a confirmation email with a login link is sent to the email address associated with that user account. If an organization has multiple login servers, sometimes users can’t log in immediately after you change their usernames. The change can take up to 24 hours to replicate to all servers.

Changing email addresses

If you change a user’s email address and the Generate new password and notify user immediately setting is disabled, Salesforce sends a confirmation message to the updated email address. Before the new email address is active, the user must click the link provided in the message.

If a user changes their own email address, Salesforce sends a confirmation message to the user’s new email address and a verification code to the old address. When the user receives the confirmation email, they must enter the verification code to finish updating their email address.

If you change a user’s email address and the Generate new password and notify user immediately setting is enabled, Salesforce sends a password reset link to the new email address. Before the new email address is active, the user must create a new password.

The Generate new password and notify user immediately setting is available by default to orgs created after Summer ’21. For orgs created before Summer ’21, contact Salesforce customer support to enable it.

Personal information

Users can change their personal information after they log in.

User Sharing

If the organization-wide default for the user object is Private, users must have Read or Write access to the target user to access that user’s information.

Domain Names

You can restrict the domain names of users’ email addresses to a list of specific domains. Any attempt to set an email address with another domain results in an error message. To enable this functionality for your organization, contact Salesforce.