7 Ways to Customize Salesforce Logins for a Better User Experience
Salesforce has made Multi-Factor Authentication (MFA) a requirement for all Salesforce orgs, ensuring an extra layer of security. While MFA adds an additional step for users, there are several ways admins can simplify the login process, making it easier for users to access their accounts seamlessly.
In addition to MFA, there are various other login settings that admins can adjust to enhance the user experience. These changes not only help users log in and stay logged in but also reduce the amount of troubleshooting required, freeing admins to focus on critical tasks. Let’s look at seven ways to customize Salesforce logins to help users navigate their day-to-day tasks more efficiently.
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1. Identity Verification Method
One of the most impactful changes admins can make is adjusting the Identity Verification Method. By default, Salesforce prompts users to install its authenticator app, which many find confusing or unnecessary if they already have an authenticator app like Google Authenticator. The prompt to choose an alternative option is often hidden, causing some users to believe the Salesforce Authenticator is mandatory.
Admins can simplify this process by changing the default authentication settings. By navigating to Setup > Identity Verification and selecting “Show all verification method registration options instead of starting with Salesforce Authenticator,” users will be presented with all available options right from the start. This approach not only makes the login process more user-friendly but also prevents users from feeling restricted to a single authentication method.
2. Enable User Self-Reset for MFA
A common issue for users is getting locked out or needing to re-authenticate on a new device. Admins can allow users to self-reset their MFA options, giving them more flexibility and reducing the number of login requests to support. To do this, navigate to Setup > MFA Settings and enable the self-reset option. This empowers users to solve their own MFA challenges, making login smoother and freeing up time for admins to focus on other tasks.
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3. Manage Temporary Codes
When users encounter issues logging in with MFA, admins can provide a temporary authentication code. This can be a lifesaver in emergencies when a user urgently needs access but faces MFA issues. Simply go to the user’s profile and click “Generate” next to Temporary Verification Code. Since this code expires quickly, ensure the user is ready to log in immediately. This feature offers admins a quick fix for MFA issues without disrupting their workflow.
4. Create a Delegated Admin for MFA Troubleshooting
Creating a Delegated Admin role specifically for MFA troubleshooting can be a huge time-saver for primary admins. Setting up a permission set, “Delegate MFA Login,” with the “Manage Multi-Factor Authentication in User Interface” permission allows a secondary admin to assist users facing MFA-related issues. This ensures that even when the primary admin is out of the office, users can still receive timely assistance with their MFA login challenges, enhancing the overall login experience.
5. Adjust Session Timeout Values
First-time MFA users often find repeated logins to be frustrating. Increasing the Session Timeout value can reduce the frequency with which users need to reauthenticate, making their experience smoother. In the Session Settings under the Security section, admins can adjust the session timeout duration, with a maximum value of up to 24 hours. This adjustment helps users stay logged in longer, reducing interruptions during their workday.
6. Create an Internal Help and Training Document
Each Salesforce org has unique settings, processes, and help resources, so creating a custom-branded Help and Training Document for internal use is invaluable. This document can include steps for resetting passwords, MFA troubleshooting, and points of contact for lockouts. Not only does this provide users with a self-help option, but it also serves as a centralized resource, allowing admins to track common issues and continuously improve the document. When users have a quick reference guide, it reduces repetitive support queries, ultimately saving admins time.
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7. Enable IP Address Whitelisting for Trusted Locations
Another way to simplify the login process without compromising security is by setting up IP Address Whitelisting for trusted locations. By whitelisting certain IP ranges, users won’t be prompted for MFA when logging in from trusted networks like the company’s main office. This not only streamlines access for frequent users but also ensures that they won’t face additional MFA steps when accessing Salesforce from approved locations, further reducing login barriers.
Summary
These seven tips provide Salesforce admins with simple but effective ways to enhance the login experience for users. While this list is not exhaustive, it offers valuable strategies to make Salesforce access smoother, reduce the number of support requests, and allow admins to focus on more strategic tasks. By implementing these tweaks, you can improve user satisfaction, making the login process as seamless as possible while maintaining security.
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