Employee-User Sync for Orgs with Existing Employee Data

Note If you don’t want this feature to be available in your org, remove the Create User button from both the list view and Employee detail page by editing the page layouts.

Configure Default User Field Values

Before you start creating users or linking to existing employees, set up default values of the required user fields. You can also specify optional fields to make it easier to populate common fields without extra manual steps.

1. From Setup, in the Quick Find box, enter Employee-User Settings, and then select Employee User Settings.
2. Set the default values for these fields:
   • For the Profile field, select the default profile you want to assign to users. A profile defines a group of settings and permissions for the user.
   • For the Email Encoding field, select the email encoding, such as ISO-8859-1 or UTF-8 from the dropdown list.
   • For the Domain Name field, enter a domain name. We create a unique login by combining this domain name with each employee’s username.
   • For the Permission Set field, select the default permission set or permission set group to assign to the new user.

Note Make sure user licenses match across your selection of default values for profile and permission set. An invalid combination of choices (such as Salesforce license for profile, and Salesforce Platform license for permission set) causes user creation to fail.

Configure Automatic User Creation and Data Synchronization

You can opt in to automatically create or link user records when new Employee records are inserted. You can also choose to update user records when certain fields in Employee are updated so that Employee and User data remains in sync.

• (optional) Turn on Automatic User Creation if you want to automatically create or link a user to a new Employee record.
• (optional) Turn on Cascade Employee Changes if you want updates made to certain fields in an Employee record to cascade to their corresponding user. See Cascade Employee Updates to Users for list of updated fields.

Save your changes.

Note While you don't have to worry about automatic user creation if you aren't adding new Employees records, turn this toggle on to avoid linking or creating users via manual quick action when new Employee records are added in the future.

Use the Create User Quick Action to Create or Link User Records

Create users for existing employees or link to related existing users with a quick action. This operation can be performed on the Employee list view or Employee detail page using the Create User button. The sync operation creates a user for employees with no user.

1. In Workplace Command Center, click the Employee tab in the navigation bar to access the Employee list view (if you don’t see the Employee tab, go to App Launcher and search for “Employees” and add it to your navigation bar).
2. Either select all the records in bulk or only select some records.
3. Click Create User.
4. The sync operation compares the Employee Number and Email Address values in Employee and User records to match an employee to a user. If no match is found, the operation creates a user.
5. A success message indicates that users have been created (or linked) for all or some selected Employees.
6. Review any error messages to resolve any issues. Click Create User for any remaining Employee records to finish creating user records for all employees.

Alternatively, open a single Employee record and click the Create User button on the Employee detail page to create or link a user to that employee. If the sync is successful, the User field on the Employee record is assigned the username. If not, fix the displayed error and try to sync again.