Employee-User Sync for Orgs Without Existing Employee Data

Configure Default User Field Values

Before you start uploading new employee data, set default values for the required user fields. If the required user fields aren't set, the automatic user creation feature can’t create users. 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. If your values don’t match (such as Salesforce license for profile, and Salesforce Platform license for permission set), we can’t create users.

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 an Employee record 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 to certain fields in an employee record to carry over to the corresponding user record. See Cascade Employee Updates to Users for a list of updated fields.

Click Save

Use User Provisioning to Create or Link User Records to Employee Records in Bulk

Create or link user records with employee records with User Provisioning. User Provisioning is helpful for dealing with many employee records. The user provisioning process can take some time depending on the number of unprovisioned employee records in your org. You’re free to move on to other tasks while waiting for the process to finish. To run the user provisioning process:

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:
   1. 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.
   2. For the Email Encoding field, select the email encoding, such as ISO-8859-1 or UTF-8, from the dropdown list.
3. In the User Provisioning section, click Run User Provisioning.
4. Click Run in the confirmation window.

Starting the user provisioning process creates a user provisioning process record that allows you to check the status of the process. To check the status of the provisioning process, click View Processes. From there, you can see the process’s progress and view any finished processes. When viewing a process, you can see how many employee records were successfully provisioned, and if there were any errors. Errors contain links that lead you directly to the affected employee record.

Import Employee Data via Data Loader or Mulesoft Connector

See Create and Import Employee Records to add employee records. You can also import employee records via Mulesoft Data Loader. If you choose to turn on Automatic User Creation, new User records are created for imported employee records. See information about batch size limitations in Employee User Sync Considerations before setting up the import process.